16.2 – University Governance Measures

16.2.5 – University Principles on Corruption and Bribery

Universiti Kebangsaan Malaysia (UKM) has established clear principles and commitments to combat organised crime, corruption, and bribery through the Integrity Action Plan 2021-2025 and the UKM Whistleblower Policy 2019. The Anti-Corruption Committee at UKM oversees the administrative system, fostering a zero-tolerance environment towards corruption on campus.

1) UKM Integrity Action Plan 2021-2025

The UKM Integrity Action Plan 2021-2025 aims to eliminate opportunities for corruption and governance issues within the university. This includes the implementation of the Organization’s Anti-Corruption Plan and the development of a comprehensive integrity, anti-corruption, and governance framework. It also promotes integrity and ethics as a core work culture to support UKM’s strategic objectives.

The key objectives of the plan are as below: 

1. Enhancing Integrity and Anti-Corruption Culture: The plan aligns with the National Anti-Corruption Plan (NACP), which seeks to reduce opportunities for corruption and promote transparency across all levels of the institution.
2. Comprehensive Governance Structure: The action plan outlines key governance areas, such as financial management, academic affairs, and research practices, to ensure accountability and ethical standards.
3. Risk Assessment: A Risk Management Workshop was conducted to identify critical areas where integrity risks are high, including misuse of power, fraud, sexual harassment, and conflicts of interest.

Main Focus Areas:

1. Governance and Service Delivery: Improving transparency in administration and service delivery through well-defined regulations, efficient monitoring, and risk management.
2. Financial Management: Ensuring financial transparency by developing policies such as task segregation, procurement monitoring, and income generation strategies.
3. Academic Management and Student Affairs: Strengthening integrity within academic practices, including supervising students and handling examinations.
4. Research, Innovation, and Publication: Addressing ethical issues in research, such as plagiarism and data misuse, while promoting transparency in research outcomes.

Actionable Strategies

The action plan is built on 8 strategic directions with 13 strategic objectives and 36 initiatives aimed at achieving the set goals. Some of the key strategies include:

• Implementing anti-corruption policies and guidelines.
• Strengthening financial management processes through clearer accountability measures, such as segregation of duties and regular audits.
• Introducing specific integrity training programs for staff and students.
• Enhancing research governance to address issues like plagiarism and unethical data use.

Integrity-Focused Programs

• Programs such as integrity awareness campaigns, anti-corruption workshops, and integrity-based leadership programs are part of the plan to build a strong culture of ethics.
• Specific modules on integrity are incorporated into the academic curriculum for students and staff to ensure a holistic understanding of ethical standards.

Monitoring and Reporting Mechanism

• The plan outlines a structured monitoring and reporting mechanism to track the progress of the initiatives.
• The UKM Integrity Unit is the central body responsible for overseeing the implementation and coordinating with different departments.
• Regular reports and reviews are scheduled to ensure that the plan remains relevant and adapts to evolving challenges.

Risk Analysis and Mitigation

• The document highlights 21 integrity risks categorized by severity, with the majority falling into the “high” or “significant” risk categories, such as abuse of power, fraud, and conflict of interest.
• A risk management workshop was conducted to identify these risks and establish preventive measures.

Stakeholder Engagement

• The action plan emphasizes the role of all university stakeholders, including faculty, administrative staff, and students, in promoting a culture of integrity.
• Engagement sessions with key departments (referred to as PTJs) were held to align the plan with department-specific needs and challenges.

Conclusion:

The UKM Integrity Action Plan 2021–2025 is integral to UKM’s efforts to maintain high standards of integrity and governance. It ensures that integrity principles are embedded in all university operations, enhancing UKM’s reputation as a leading educational institution committed to ethical practices.

This action plan reflects UKM’s broader commitment to promoting a culture of transparency, responsibility, and ethical governance to organise crime, corruption and bribery. 

UKM Integrity Action Plan 2021-2025:

2) UKM Whistleblower Policy 2019 

The Whistleblower Policy of Universiti Kebangsaan Malaysia (UKM) offers a formal and confidential channel for employees to report, in good faith, any concerns regarding improper conduct or wrongdoing that could negatively impact UKM, without fear of retaliation or adverse consequences. The UKM Whistleblower Policy, implemented on March 7, 2019, outlines the principles and procedures for reporting misconduct within the university. Here’s a summary and analysis of the key aspects:

Purpose and Scope

• The policy encourages all stakeholders associated with UKM to report any unethical, unlawful, or improper conduct involving university personnel.
• It applies to anyone who provides information in good faith regarding misconduct.

Whistleblower Protection

• Confidentiality: The policy ensures the identity of the whistleblower remains confidential.
• Non-Retaliation: UKM guarantees protection from retaliation, ensuring that whistleblowers are not subjected to negative consequences such as hindrances to promotions or poor performance evaluations.
• False Reports: If a whistleblower is found to have submitted false information with malicious intent, UKM reserves the right to take disciplinary action.

Types of Misconduct

Whistleblowers can report various types of misconduct, including but not limited to:

• Corruption, abuse of power, and fraud.
• Criminal offenses or violations of laws and UKM policies.
• Conflict of interest, breach of confidentiality, and misuse of UKM resources.

Reporting Procedures

• Information Quality: Reports must include key details such as names, dates, description of the misconduct, and supporting documentation. The whistleblower is encouraged to provide contact information, though anonymous reports are accepted.
• Reporting Channels: Complaints can be filed through multiple channels, including UKM’s online system (eFACT), email, or written letters addressed to the Integrity Unit.
• UKM reserves the right to disregard incomplete reports.

Follow-up and Review

• UKM will promptly investigate reported cases following established complaint management procedures.
• The policy will be reviewed every two years, or more frequently if necessary, to assess its effectiveness.

Limitations

• The policy does not protect individuals who disclose information publicly, especially on social media, which may harm individuals or damage the university’s reputation.

Conclusion

This Whistleblower Policy reflects UKM’s commitment to maintaining a culture of integrity and transparency. By safeguarding whistleblowers and ensuring thorough investigations of reported misconduct, the policy supports ethical behavior and accountability within the institution. However, the policy also balances this protection by ensuring that false or malicious reports are subject to consequences. The formal procedures and confidentiality measures in place encourage responsible reporting, ensuring that the university can address and resolve issues without compromising the safety and rights of the whistleblower.

UKM Whistleblower Policy 2019:

2) The Procurement Guidelines of UKM

The Procurement Guidelines at UKM have been in effect since 22. These guidelines mandate that each department must adhere to the procurement methods, ensuring compliance within the stipulated conditional value limits for different procurement methods. The procurement process includes a range of methods, as outlined in the Procurement Methods Table, which serves as a reference for departments to follow appropriate procedures.

Additionally, Quotation Process Implementation requires staff members involved in procurement to sign an Integrity Pact to uphold transparency and accountability in departmental procurement activities.

As of May 16, 2023, UKM has enforced the use of the ep@UKM System for all procurement of supplies and services across the university. This system streamlines procurement processes and enhances efficiency. The ep@UKM System can be accessed at (https://ukmperolehan.ukm.my/nets/web/index.php.) These measures, enforced by UKM’s Treasury Department, aim to ensure proper governance and transparency in the university’s procurement processes.

UKM Procurement Guidelines:

Source: https://ukmperolehan.ukm.my/nets/web/index.php