1. Where can I get an application form for renting office space?

The application form for approval to rent office space can be obtained by visiting the Sarawak Federal Secretary’s Office website, www.supsrwk.gov.my or by referring to General Circular Letter Number 3 of 2011 Application for Approval to Rent Office Space in Premises Not Owned by the Federal Government.

2. What are the ways to apply for approval to rent office space?
The procedure for applying for approval to rent office space is as follows:

• Submit the JRP Form and the JRP checklist that has been completely filled out along with approval from the following departments:-
• Budget Division, Ministry of Finance Malaysia (for new rentals and renewals in cases where there is a 10% increase in rental rate AND the exact amount is RM500 and above per month);
• The nearest Valuation and Property Services Department;
• The nearest Malaysian Fire and Rescue Department;
• The nearby Office of the Chief Government Security Officer;
• Economic Planning Unit (Standard & Cost), Prime Minister’s Department if the space exceeds 464.50 square meters (5000 square feet); and

• Additional information as follows:-
  • Offer letter from the owner
  • Floor plan/ Layout plan
  • Building Pictures
  • A copy of the Title Registration and related documents, such as the letter of consent to lease from the chargee, the sale and purchase agreement, the power of attorney letter, the tenancy agreement, and other relevant documents.

3. How long is the rental period for office space?
The rental period for office space shall not exceed three years, and the department may apply for a rental period of less than three years.

4. What will the department do if the extension of office space rental involves an increase in rental rates?
If the rental rate increases by 10% and the exact amount is RM500 and above per month, the department must obtain approval from the Budget Division, Ministry of Finance Malaysia; if it is less than that, approval from the Ministry of Finance is not required.

5. Can renovation and furniture costs be included in the office space rental rate?
The office space rental rate is for vacant space only. The department must comply with the financial regulations in force for the procurement of furniture and renovations.

6. How many copies of the application documents for approval to rent office space need to be submitted to the JRP Secretariat of the Sarawak Federal Secretary’s Office?
Complete documents in 1 set/copy must be submitted.

7. What action will the department take when an application for office space rental does not receive support from the Malaysian Fire and Rescue Department or the Office of the Chief Government Security Officer?
If the department does not receive support from one of the departments concerned, the department must find alternative office space to rent.

1. How to apply to occupy the Sarawak Federal Shared Quarters (KGP) Sarawak?
Applications to occupy KGP can be made through the eQuarters System by visiting the Sarawak Federal Secretary’s Office website.

2. Who is eligible to apply to sit for the Sarawak Federal Public Service Commission (KGP)?
Federal government civil servants are eligible to apply to sit on the KGP.

3. How is the selection of residents of the Sarawak Federal Shared Quarters (KGP) Sarawak done?
The selection of KGP residents is done through the Quarters Residents Selection Committee Meeting, Sarawak Federal Secretary’s Office. However, the filling of quarters is also subject to existing vacancies.

4. How to make a complaint about damage to the Sarawak Federal Shared Quarters (KGP) Sarawak?
Complaints about KGP damage can be made through the Damage Complaints menu in the eQuarters System which can be accessed by visiting the Sarawak Federal Secretary’s Office website.

5. How to apply for approval to modify office space in the Sarawak Federal Common Building (BGP)?
Applications for office space renovations must be implemented in accordance with Guideline Number 1 of 2015: Guidelines for Application for Approval for Renovation and Upgrading of Spaces and Installation of Facilities in Federal Multi-Use Buildings.

1. How do I channel a complaint to the Sarawak SUP Office?
All complaints are recommended to be submitted online via

• Complaint log https://supsrwk.spab.gov.my
• Sarawak SUP Office Official Website

2. How to check the list of Federal departments/agencies in Sarawak?
The list of Federal departments/agencies in Sarawak can be consulted from the Sarawak SUP Office Official Website in the Services section (Information on Federal Departments and Agencies in Sarawak)

3. How many Federal departments/agencies are there in Sarawak?
The list of Heads of Federal Departments and Agencies in Sarawak can be referred to at Information on Federal Departments and Agencies in Sarawak on the Sarawak SUP Office Official Website.

1. How do I apply for a site rental to open a promotional counter at the Kuching Federal Complex?
Applications can be made via www.mytc.gov.my.

2. What is the site rental rate to open a promotional counter at the Kuching Federal Complex?
The site rental rate is free for Government Departments/Agencies while for non-Government it is RM120 (per day) and RM500 (per week).

3. How do I book a Meeting Room/Auditorium at the Kuching Federal Complex?
Applications can be made via www.mytc.gov.my.

4. How do I place banners or leaflets in the Kuching Federal Complex area?
Both applications can be made by submitting a letter to the Sarawak Federal Secretary’s Office. For leaflet distribution, each leaflet must first be stamped by the Sarawak Federal Secretary’s Office before being distributed to residents of the Kuching Federal Complex and the public.

1. How long does it take to pay bills or claims?
The payment period for bills or claims is within seven days.

1. What is the ICT Security Policy (DKICT)?
The ICT Security Policy is an official document that establishes the rules, procedures, and responsibilities of all ICT users to protect the ICT assets of the Sarawak Federal Secretary’s Office from security threats.

2. Why was this policy established?
This policy was established to ensure the continuity of office operations, minimize the impact of ICT security incidents, and protect government information, equipment, and communication systems.

3. Who is required to comply with this ICT Security Policy?
All officers, staff, contractors, suppliers, and third parties who have access to the ICT assets of the Sarawak Federal Secretary’s Office are required to comply with this policy.

4. What are the main objectives of the ICT Security Policy (DKICT)?
Its objective is to ensure information security by protecting the confidentiality, integrity, availability, and authenticity of information, as well as preventing the misuse or theft of government ICT assets.

5. Who is responsible for implementing this policy?
The implementation of the policy is led by the Federal Secretary of Sarawak, assisted by the Chief Information Officer (CIO), the ICT Security Officer (ICTSO), and the ICT Division.

6. What is the role of the ICT Security Officer (ICTSO)?
The ICTSO manages and enforces the ICT security policy, provides advice on security threats, reports security incidents, and implements ICT awareness programs.

7. What are the responsibilities of ICT users?
Users must read, understand, and comply with the policy; safeguard the confidentiality of information and passwords; adhere to security guidelines; and promptly report any incidents to the ICTSO.

8. What does “access on a need-to-know basis” mean?
Access to systems or information is granted only to users who require that information to carry out their official duties.

9. What action is taken if there is a breach of the ICT security policy?
A breach of the policy may result in disciplinary action in accordance with existing public service regulations and applicable laws.

10. What are examples of ICT security incidents that must be reported?
Examples include data loss, system intrusion, account misuse, theft of ICT equipment, or unauthorized disclosure of information.

11. To whom should ICT security incidents be reported?
All incidents must be reported promptly to the ICT Security Officer (ICTSO) and NACSA’s Computer Security Incident Response Team (CSIRT).

12. How is the management of ICT security incident information carried out?
All incident information is recorded and analyzed for the purposes of prevention, learning, and strengthening future security measures.

13. What are the security measures for physical ICT assets?
All ICT assets must be recorded in an inventory, their usage must be controlled, their security must be safeguarded, and they must be disposed of in accordance with official government procedures.

14. How does this policy regulate the security of third parties such as suppliers or consultants?
All third parties are required to sign a Declaration of Compliance with the ICT Security Policy (DKICT), and their agreements must contain clear security provisions.

15. What security actions are taken when an officer is transferred or leaves the service?
All ICT assets must be returned, and all system access or user accounts must be revoked in accordance with the prescribed regulations.

16. What does “Service Continuity Plan” mean?
It is a plan that ensures government service operations are not disrupted during emergencies by implementing ICT recovery measures.

17. Is the use of the Internet and personal email permitted in the office?
No. The use of ICT assets for personal purposes or for matters unrelated to official duties is prohibited and is considered misuse of resources.

18. How is classified official data protected?
Data is classified according to security levels (Top Secret, Secret, Confidential, Restricted) and must be protected and destroyed in accordance with the Security Directive procedures.

19. Are ICT security awareness programs implemented in the office?
Yes. ICT security awareness programs are conducted from time to time to enhance users’ understanding of and compliance with this policy.

20. Where can I obtain a full copy of the ICT Security Policy?
The latest copy can be obtained from the ICT Unit, Sarawak Federal Secretary Office, or downloaded from the office’s official website.