UKM MEDICAL CENTER TRAINING AND STUDY GUIDE

UKM MEDICAL CENTER TRAINING AND STUDY GUIDE

CONTENTS

PAGE

Interpretation of seven (7) days of Conference / Short Course / Post-Course Long Course Conducting Fully Paid Study Leave Training With Full Paid Study Leave Scholarship Without Half Leave Study Scholarship Part-Time Study Leave Salary Treasury Circulars No.3 / 2005 Treasury Circular No.3 / 2003 Treasury Circular No.2 / 2005

3 4 8 8 10 11 14 14 15 15 18

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INTERPRETATION 7 DAYS OF COURSE Based on Public Sector Training Policy , civil servants must attend the course at least seven (7) days a year. Training programs can be categorized as follows: No. Training Program 1. Training

Type of Activity i. Course ii. Seminar iii. Convention iv. Workshop v. Forum vi. Symposium vii. Colloquium viii. Official / Corporate / Study Visits

2.

i. ii.

Learning Sessions

iii. iv. v. vi. vii.

PTK-PKB Learning Sessions Department-level learning sessions such as CQI and CNE Monthly assembly Program of application of noble values ​​such as religious talks in the month of Ramadan such as tazkirah Reception program / special program in the Islamic month / festival containing talks, forums and speeches conferences, workshops, symposia and conventions Delivering lectures in courses / workshops.

The calculation of seven (7) course days in a year is as follows: No. Course Duration 1. Daily (no overnight)

Hour count 6 hours a day

2. 3. 4.

4 hours 2 hours 8 hours a day

Half day (morning) Half day (evening) Overnight

3

CONFERENCE / SHORT COURSE / LONG COURSE Training is the process of transferring knowledge neatly and disciplined, aimed at adding knowledge and skills to meet current needs and demands in the organization. This is achieved through any form of learning such as conferences, short courses, seminars, workshops and study tours, long courses and basic post. Conferences are seminars, congresses, symposia, forums, colloquiums, discourses, talks, Meetings / Meetings. Short Courses are full-time courses including study tours, workshops that do not exceed three calendar months including weekly holidays, general holidays and academic holidays. Long Courses are full-time courses that exceed three (3) months including weekly holidays, General leave and academic leave Pass With Cost is a training application approved by PPUKM Training Committee with the help of PPUKM Pass Without Cost is an application approved by PPUKM Training Committee without financing PPUKM Training provision where training financing is funded either self, external sponsorship, research grant and others. UKM Medical Center Training Committee PPUKM Training Committee consists of: 1. 2.

Deputy Dean of Professional Development and Human Resources Committee Members: i. Chief Operating Officer ii. Deputy Dean of Clinical Services iii. Chief Assistant Treasurer Senior iv. Chief Senior Assistant Registrar

Chairman

3. 4.

Assistant Registrar Assistant Administrative Officer

Secretary Secretariat

Responsibilities of PPUKM Training Committee 1.

Consider and approve candidates to attend training in the form of conferences, short courses and long courses.

2.

determine that all provisions apply for the purpose of arrangement and payment of allowances and other payments in accordance with the policies and regulations in force from time to time. 4

3.

ensure that all course expenses are in compliance with the policies and regulations in force from time to time.

4.

consider and approve candidates to follow training organized outside should be subject to the suitability of the course with the duties of staff.

5.

Ensure that the period between a domestic and foreign training that can be attended by staff is as follows: i.

staff who have taken short courses abroad can be considered at the expense of taking other short-term courses or the next series after two (2) years. For staff who have taken short courses in the country can be considered with the cost of taking other short-term courses or the next series after one (1) year.

ii.

staff who have attended conferences in the country and abroad can be considered at the expense of attending the next conference or series after one (1) year.

iii.

staff who have taken long-term courses at home and abroad can be considered to take long-term courses abroad after a full three (3) years.

Conditions of training application A. 1.

2. 3. 4.

4.

General conditions for Conferences, Short Courses and Long Courses Permanent staff may be considered to attend conferences, short courses and long courses in the country unless courses abroad need to be confirmed. For temporary / contract staff / unconfirmed positions subject to the approval of the PPUKM Training Committee. Study leave / sabbatical leave staff are not eligible to be considered for conferences, short courses and long courses in the country and abroad. The training applied for should be related to the staff duties. Research Assistants (Masters / Students / Research Group Members) are not funded to attend conferences, short courses and long courses unless they receive external sponsorship / research grants; all applications must: i) ii)

get the support of the Head of Department / Division as well as comments for applications that receive external sponsorship, the sponsor must submit a sponsorship letter to the Department without stating the name of the staff who want to be sponsored. The department must submit an application for external sponsorship approval to the Dean and the Director except for sponsorship from any association. 5

iii) iv)

include brochures, invitation letters (if any) and sponsorship letters (if external sponsorship), external sponsorship approval letter by the Dean and Director (if external sponsorship) and other documents ensure the application must reach the Secretariat of the Training Committee not later than: a) 2 months from the date of the course, if applying for PPUKM assistance; and b) 1 month from the date of the course, if not apply for assistance

5.

7.

if staff attend conferences, short courses and long courses abroad, two (2) additional days are given for round trip while additional leave (1) days (outside of Kuala Lumpur and Selangor) for conferences, short courses and long courses in the country. This is subject to the approval of the Training Committee. All payment and registration matters, SPKLN and U3P (academic staff only) on all costs approved by the PPUKM Training Committee with the Treasurer’s Office in Bangi / Finance Department, the organizers must be managed by the applicant. Applicants also need to show relevant evidence such as payment receipts and so on according to their respective qualifications. Booking of flight tickets must also be managed by the applicant according to their respective qualifications as follows through the e-Ticket System / Office of the Dean and Director: NO. 1.

2. 3. 4. 5.

6.

GRADE POSITION Top Management (Vice Chancellor, TNC, Registrar and Treasurer) Jusa A Jusa B and C 53-54 1-52 and travel time is the same and exceeds 8 hours 1-52 and time travel less than 8 hours

IN

OUR COUNTRY Overseas Business Class Business Class (except first class NC)

Business Class Business Class Business

Class Business Class Full Economy Class Full

Economics Class Economy Class Economy Class

Note: Subject to the approval of Training Committee

8.

All conference applications, short courses and long courses funded by PPUKM must submit training participation forms, certificates (if any) and course reports within 14 days after completing the training.

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B.

Special conditions for Conferences, Short Courses and Long Courses

No. Conditions 1. Eligibility Period 2.

3. Short Course

Conferences

Long

Courses

Abroad Overseas Qualifications In National Financing

Role of Applicants

Once in one (1) Once in a period of three (3) years once a year Once in a period of two (2) years Fees, subsistence allowances Fees, meal allowances, hotel allowances and live plane tickets and only 6 times except training around Kuala Mud and travel to and from Selangor only fees are reimbursed Outside Maximum 1) For non-i staff. Maximum RM25,000.00 covers RM60,000.00 covers national academic assistance fees, meal allowance, fees, meal allowance, given is accommodation accommodation allowance and maximum allowance of RM10,000 and plane ticket ticket. covering fees, flying allowances. meals, accommodation allowance ii. For staff and academic plane tickets (Grade DU52 2) For academic staff and below), applicants a) Grade DU52 and below have a minimum. Two (2) journal publications at least one (1) refereed in the publication period of 12 months before attending training ii. One (1) out of two (2) iii. For applicants who do not have any publication is what the publication is, the first evaluator of the application iii. For applicants who are not considered to have anything without publication fees, applications are considered free of charge b) Grade DU54 and above i. Two (2) refereed publications In Do not put the State the role of the applicant

External conditions Role as a presenter Does not place conditions on the role of the National applicant – Given assistance Role as a participant – pass without charge

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4.

References Eligibility for

Domestic claims Less than 14 days or the same – Overseas Treasury Circular No.3 / 2003 Over 14 days – Treasury Circular No.3 / 2005

Treasury Circular No.3 / 2005 Less than 14 days or the same Circular – Treasury Circular No.4 / 1992 No.3 / 2003 More than 14 days – Treasury Circular No.3 / 2005

POS BASIK Pos Basik is a full-time course involving paramedics including weekly leave, general leave and academic leave lasting six (6) months or 12 months. Requirements to attend a basic post course 1. Paramedic staff with permanent status and confirmed positions can be considered to follow the basic post course. 2. Obtain a Performance Appraisal Report (LNP) score of at least 80% of the average count for the last two (2) years. 3. Get support and certification from the Head of Department / Division including the Head of Clinical Department (for the position of Nurse only). HOLDING TRAINING a)

Organized by the Department The package allocation rate in organizing training is as follows:

Course Duration No.

1.

Daily (in PPUKM)

2. 3.

Daily (outside PPUKM) Overnight (outside PPUKM)

Allocation According to the rate of seminar / workshop / course set by PPUKM Not exceeding RM100.00 per person i. RM120.00 per person per day for Grades 1-40 ii. RM140.00 per person per day for grades 41-44 iii. RM160.00 per person per day for grades 45-53 iv. RM200.00 per day for grade 54 and above

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b)

Work

studio 1. 2. 3. All PPUKM Departments can be considered to hold a work studio. The environment where the work studio is held is a travel time not exceeding four (4) hours. Total funding by PPUKM is as follows: No. 1. 2. 3.

Number of Department / Unit Members 1-60 61-150 151 and above

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Number of Members in the Workstation (%) 80% 40% 20%

STUDIES Fully Paid Study Leave With Scholarships is a management and professional staff and academic staff who are approved to pursue full-time study with full salary and related allowances as well as UKM, SLAB, SLAI or external bodies scholarships after fulfilling the conditions- set conditions. Full Paid Study Leave Without Scholarship is a management and professional staff and academic staff who are approved to continue their studies full time with full salary and related allowances as well as without scholarship after meeting the prescribed conditions. Part Time Study Leave is an employee who is approved to further their studies remotely and is paid a fixed salary and allowances after meeting the stipulated conditions. UKM Medical Center Study Leave Committee PPUKM Study Leave Committee consists of: 1. 2.

Deputy Dean of Professional Development and Human Resources Committee Members: i. Chief Operating Officer ii. Deputy Dean of Clinical Services iii. Chief Assistant Treasurer Senior iv. Chief Assistant Registrar Senior

Chairman

3. 4.

Assistant Registrar Assistant Administrative Officer

Secretary Secretariat

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Responsibilities of Study Leave Committee 1.

2.

3. 4. 5.

To consider and recommend candidates to study in the form of full-time study leave, part-time study leave, unpaid study leave and part-time study leave in accordance with the policies and regulations in force from time to time. To consider and approve candidates to pursue studies in the form of full-time study leave, part-time study leave, unpaid study leave and part-time study leave in accordance with the policies and regulations in force from time to time. determine that all provisions applicable for the purpose of arrangement and payment of allowances and other payments in accordance with the policies and regulations in force from time to time. ensure that all study expenses are in compliance with the policies and regulations in force from time to time.

Conditions of Application for Study A.

Full Time Study Leave with Scholarship 1. 2. 3. 4. 5. 6. 7. 8.

9. 10.

Names are included in the study leave planning for the year except for candidates who receive external sponsorship or self-financing their studies or with the consent of the Study Leave Committee. Aged not more than 35 years for the Master’s program and 40 years for the Doctor of Philosophy program while starting the study leave. Malaysian. Bumiputera status for Bumiputera Academic Training Scheme (SLAB) Scholarship candidates only. Non-Bumiputera candidates are eligible to be considered to apply for the Academic Training Scheme (SLAI), UKM, Human Resource Development Fund. has a suitable character, knowledgeable, interested in determining success in studies and has the potential to contribute towards improving the effectiveness of services and organizations. has been confirmed into service except Trainee Lecturers and Tutors. Employees must obtain a Performance Appraisal Report (LNP) score of at least 80% for the next two (2) years. There is no binding agreement with any party except the Government. Candidates who still have a contract bond must apply for a transfer of contract in advance. Submit a copy of the release / transfer letter of the contract with the sponsor / Institute first, if applicable. free from court action or disciplinary charges having a Bachelor’s degree with a good honors of CGPA (CGPA) 3.0 or upper second class and a recognized equivalent equivalent and a good Master’s degree (Medical sub-field program excluded). 11 Candidates who still have a contract bond must apply for a transfer of contract in advance. Submit a copy of the release / transfer letter of the contract with the sponsor / Institute first, if applicable. free from court action or disciplinary charges having a Bachelor’s degree with a good honors of CGPA (CGPA) 3.0 or upper second class and a recognized equivalent equivalent and a good Master’s degree (Medical sub-field program excluded). 11 Candidates who still have a contract bond must apply for a transfer of contract in advance. Submit a copy of the release / transfer letter of the contract with the sponsor / Institute first, if applicable. free from court action or disciplinary charges having a Bachelor’s degree with a good honors of CGPA (CGPA) 3.0 or upper second class and a recognized equivalent equivalent and a good Master’s degree (Medical sub-field program excluded). 11 0 or upper secondary and recognized equivalent and a good Master’s degree (Medical sub-program excluded). 11 0 or upper secondary and recognized equivalent and a good Master’s degree (Medical sub-program excluded). 11

11.

Candidates who will study at the Doctor of Philosophy level at the local IPTA are not allowed to study at the same Faculty and University with the place of work, except with the special approval of the University for the following reasons: i. body of study program not offered at other Institutes in the Country ii. study should be conducted at UKM for the purpose of field development in the Faculty concerned

12.

Candidates are not encouraged to have at all degree levels from abroad. For candidates who have obtained a Master’s degree from a foreign IPT, it is advisable to further their studies at the Doctor of Philosophy level in the country to obtain exposure to study in the country as well as provide opportunities for other candidates to obtain study opportunities abroad. prepare research proposal papers according to the format set and approved by the Head of Department and Dean. Papers should be written in:

13.

i. ii. 14.

15.

16. 17.

English for National and IPTA study leave which uses English as the medium of instruction; and the Malay language for study leave at the local university.

receive the latest offer letter stating the name of the program, start date and period of study from a leading University or that has a high rating according to their respective fields (candidates abroad). For the United Kingdom, Universities in Leeds and Manchester are not allowed to apply. Applications for the Medical sub-field program are excluded from this rule. get a place of study without additional prerequisites the Institution requires the candidate to attend a Special Language Course before entering the actual level of study, then the MOHE and the University will not sponsor the course. The supervisor for the Master of thesis or Doctor of Philosophy program must have a Doctor of Philosophy Degree. English Terms: i.

ii. iii.

have English language skills with a minimum score of either TOEFL 600 (paper based) or 240 (computer-based) or IELTS 6.5 for study abroad and within the country that uses English as the medium of instruction. This minimum score is also subject to the conditions imposed by the University offering the course, whichever is higher; for nominations to foreign universities that do not use English as the medium of instruction, the minimum score is TOEFL 460 (paper based) or 140 (computer based) or IELTS 5.0; This condition also applies to candidates to foreign universities who conduct their programs in this country either its branches or 12

iv.

v. vi.

18.

twin programs that use English as the medium of instruction; exemption from this condition can be given to candidates who have a first degree or a master from abroad who use English as the medium of instruction provided it does not exceed three (3) years from the date the award is awarded; exceptions may also be granted to candidates studying abroad who use English as the medium of instruction; and English test results can be applied for a period of two (2) years only from the date it is issued for the purpose of applying for this Training Gift.

Domestic Conditions: i. ii.

starting in 2006, all candidates must meet the English language requirements with a minimum score of IELTS 5.0 or TOEFL 480 (paper based) or 140 (computer based) exemption (excluding split program: i. ii. iii.

19. 20.

21.

while following studies at the undergraduate level, the medium of instruction for the entire course uses English, has a Master’s degree qualification from a foreign University who uses English as the medium of instruction, and candidates are studying in the field of language.

Successfully passed the Research Methods Course (except for the UKM four (4) year Master of Medicine program and medical sub-field program). Attend and successfully pass the Nationalism Course organized by the Citizens’ Bureau, Prime Minister’s Department or other courses set by the Government from time to time for overseas study leave candidates. The results can be applied within three (3) years only. Responsible for maintaining the good name of the Government, Country and University throughout the study. In this regard, the following rules must be followed: i. ii. iii

shall not engage in any criminal offense and any activity that tarnishes the good name of the Government, State and University; not allowed to participate in any activity that the Government / University thinks is not in line with the interests of the officer or the interests of the Government / University; not allowed to hold any position in any organization, body or group of persons which may be construed as politically patterned without first obtaining written permission 13

iv.

B.

Full-Time Study Leave Without Scholarship 1. 2. 3. 4. 5.

C.

from the Government / University and the Government / University, in its sole discretion, may or may not grant such approval; if the instructor is found to be still doing things in paragraphs (ii) and (iii) above without obtaining the permission of the Central Government and UKM, then the Government / UKM reserves the right to withdraw the offer of the training prize and disciplinary action will be taken;

Officers must be in permanent service and have been confirmed in service. Officers have secured a place at a recognized University / Institution and will take a recognized course for the purpose of appointment into Government service. Officers must have the ability to finance expenses related to the course to be attended Unable to meet the requirements for scholarship or age factors. Other conditions are as applicable for Fully Paid Study Leave With Scholarship except for items 1,2 and 21.

Half Salary Study Leave 1.

2. 3. 4. 5. 6.

The type of course to be followed must be at the level of Diploma or First Degree or Master recognized by the Government in the field required by the Department of Public Service (including University) or officer service in general and in accordance with the basic qualifications possessed. The appropriate type of course for this purpose, the number of officers who can be approved for Half Salary Study Leave in one year and the period approved for an officer is at the discretion of the UKM Study Leave and Scholarship Committee which will consider the officer’s application taking into account the Chief’s recommendation Department and Dean / Director. Officers must be in permanent service and have been certified in service. Officers have served not less than 10 years with UKM and five (5) years for Nurses at HUKM. Officers must have an annual Performance Evaluation Report (LNP) score of more than 80% for the last 2 years and a good Special Performance Report (if any) and certified by the Head of Department. Officers have already secured a place at a recognized University / Institution and will follow a recognized course for the purpose of appointment into Government service. Officers must have the ability to finance expenses related to the course to be attended because the matter of obtaining financial assistance or scholarships for the purpose of pursuing studies must be managed by the staff themselves by applying for financial assistance or scholarships from agencies that offer such facilities. 14 Officers must have an annual Performance Evaluation Report (LNP) score of more than 80% for the last 2 years and a good Special Performance Report (if any) and certified by the Head of Department. Officers have already secured a place at a recognized University / Institution and will follow a recognized course for the purpose of appointment into Government service. Officers must have the ability to finance expenses related to the course to be attended because the matter of obtaining financial assistance or scholarships for the purpose of pursuing studies must be managed by the staff themselves by applying for financial assistance or scholarships from agencies that offer such facilities. 14 Officers must have an annual Performance Evaluation Report (LNP) score of more than 80% for the last 2 years and a good Special Performance Report (if any) and certified by the Head of Department. Officers have already secured a place at a recognized University / Institution and will follow a recognized course for the purpose of appointment into Government service. Officers must have the ability to finance expenses related to the course to be attended because the matter of obtaining financial assistance or scholarships for the purpose of pursuing studies must be managed by the staff themselves by applying for financial assistance or scholarships from agencies that offer such facilities. 14 Officers have already secured a place at a recognized University / Institution and will follow a recognized course for the purpose of appointment into Government service. Officers must have the ability to finance expenses related to the course to be attended because the matter of obtaining financial assistance or scholarships for the purpose of pursuing studies must be managed by the staff themselves by applying for financial assistance or scholarships from agencies that offer such facilities. 14 Officers have already secured a place at a recognized University / Institution and will follow a recognized course for the purpose of appointment into Government service. Officers must have the ability to finance expenses related to the course to be attended because the matter of obtaining financial assistance or scholarships for the purpose of pursuing studies must be managed by the staff themselves by applying for financial assistance or scholarships from agencies that offer such facilities. 14 Officers must have the ability to finance expenses related to the course to be attended because the matter of obtaining financial assistance or scholarships for the purpose of pursuing studies must be managed by the staff themselves by applying for financial assistance or scholarships from agencies that offer such facilities. 14 Officers must have the ability to finance expenses related to the course to be attended because the matter of obtaining financial assistance or scholarships for the purpose of pursuing studies must be managed by the staff themselves by applying for financial assistance or scholarships from agencies that offer such facilities. 14

7. 8. 9. D.

Unpaid Study Leave 1. 3.

4. 5. 6. 7. 8. 9. 10. 11.

12. 13. E.

However, for officers who are approved for Half Salary Study Leave at UKM, will be given a fee exemption. Officers must not have reached the age of 40 from the date of commencement of study. The Head of Department is ready to release the officer to study. The officer is free from the bond of service to serve the Government or the University, or if bound has obtained approval of the suspension of the agreement.

Officers in the Support group may be considered for the Unpaid Study Leave facility to study at the Certificate, Diploma or First or Master’s level at home or abroad. University officials who are not eligible for Full Paid Study Leave with Scholarship or Half Salary can also be considered Unpaid Study Leave. The rules on Unpaid Study Leave at this time include the Support group officer. Has served continuously not less than three (3) years after the date of permanent appointment and has been confirmed in his service. Has shown good workmanship LNP 80% two years ago. The Head of Department recommends and is ready to release the officer to follow the course. Have a credit in Bahasa Melayu at SPM or equivalent. Aged not more than 40 years in the year of application. No study leave has ever been approved. Must study full-time in a field related to service requirements and recognized by the Government. Have enough financial to support himself and his family if they join (for study abroad) because the matter of obtaining financial assistance or scholarships for the purpose of studying must be managed by the staff themselves by applying for financial assistance or scholarships from agencies that offer the facility. Has got a place in a University / Institution (on his own effort). The officer is free from the bond of service with the Government, or if bound has obtained the suspension of the agreement.

Part-Time Study Leave 1. 2. 3. 4.

Administrative / support officers and academic staff on duty may be considered for part-time study application / PJJ at UKM or any IPTA subject not to affect their duties. has been confirmed in service. The field of study should be related to the field of work. Performance Appraisal Report (LNP) at least 80% for the last two (2) years. 15

5.

Administrative officers and support staff may be considered to follow a part-time study program / PJJ with the exception of fees at UKM based on the following conditions: i. ii. iii. iv. v. vi.

has been confirmed in service; supported by the Head of Department and Dean / Director; have a Performance Appraisal Report (LNP) score of at least 80% for the next two (2) years; studies may not be conducted where the officer is stationed (except with the special approval of the Chairman of the Study Leave Committee); Preference for part-time study opportunities will be given to officers who have never received study leave facilities. The approved study time limit is the minimum limit of the term rules of a relevant part-time study program can be terminated: a) b) c)

6.

iv.

9.

4 semesters 8 semesters 7 semesters

Has been confirmed in service; Supported by the Head of Department / Chairman of the Center and Dean / Director; Never been given any Full Paid Study Leave facility with Scholarships in the same program; The approved study time limit is the minimum time limit for the rules of the study program that can be terminated: a) b)

8.

Academic staff can be considered to study part-time with the exception of fees based on the following conditions: i. ii. iii.

7.

Master of Philosophy Bachelor (PJJ)

Master of Philosophy

4 semesters 8 semesters

Administrative and support officers as well as academic staff may be allowed to study at outside public universities subject to the criteria in items 5 and 6. However in this case, officers will not be given a fee exemption. Determining these criteria does not mean that the University restricts staff opportunities and facilities, instead it is used as a control and guide so that applicants are more responsible for the opportunities and opportunities provided, because indirectly, UKM has to bear the cost per student, in addition to the cost of office time loss. Officers who do not meet the set criteria, can still be given the opportunity to release their studies to study part-time / PJJ at UKM without exemption from fees, similar to the facilities provided to staff who choose to pursue studies outside UKM. 16

10.

Leave is only given a maximum of 6 hours a week to attend lectures and this amount of time needs to be replaced with additional working time with the same number of hours. Approved officers must inform the respective Division Heads of regular lecture / meeting schedules for Department records and office time replacement schedules.

11.

The Leave Period Without Record which can be approved by the Head of Department is according to the actual duration of the intensive course provided it does not exceed 30 days a year. If the duration of the intensive course that needs to be attended exceeds 30 days, staff must use the remaining rest of the leave or apply for unpaid leave to cover the difference of the period.

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Circulars –

Treasury Circular No.3 / 2005 Treasury Circular No.3 / 2003 Treasury Circular No.2 / 2005

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