Step One: Confirm a Local Collaborator

All non-Sabahan researchers must collaborate with a Malaysian scientist affiliated with a Sabah-based research institute. The local collaborator must be willing to provide support letters for work at all research sites, as well as for Sabah Biodiversity Centre (SaBC) approvals.

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Requirements

The local collaborator should work in the same or a closely related field as your research and be appropriately qualified for the level of work being conducted. In general, collaborators for MSc, PhD, and Principal Investigator (PI) projects should hold a PhD, although exceptions may apply.

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Suggestions

A good starting point for identifying a local collaborator is Universiti Malaysia Sabah (UMS), or by seeking recommendations from colleagues who are currently working, or have recently worked, in Sabah.

The process typically involves sending a clear and concise email introducing yourself and summarizing your proposed project to potential collaborators. Once a collaborator agrees to support your project, you should obtain formal letters of support addressed to the relevant authorities (e.g., DVMC/MBMC/ICMC, SaBC, and immigration offices) for use in subsequent approval steps.

If you encounter significant difficulty in identifying a suitable collaborator, please contact Mikey O’Brien or Glen Reynolds for assistance.
Finding a Local Collaborator

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Communication

It is essential to maintain a professional and mutually beneficial relationship with your local collaborator. You should meet with them in person before beginning any research, provide regular updates on your progress and schedule, and budget for at least one visit by your collaborator to the field site. In addition to facilitating knowledge exchange, this relationship is important because your collaborator will typically serve as the primary point of contact if any visa-related issues arise.

Step Two: SEARRP Membership

Please apply for SEARRP membership before submitting any other research applications. Upon approval, you will be issued a project permit number, which must be included in all subsequent applications. A formal partnership letter from SEARRP is required when applying for research access to Danum Valley, Maliau Basin, and Imbak Canyon. This letter also facilitates the process of obtaining approval from the Sabah Forestry Department. As part of the membership process, you are required to accept SEARRP’s code of conduct and data-sharing policies. Once issued, the approval letter remains valid for the full duration of your project and does not require annual renewal. However, any new project with a different title or research objectives will require a separate membership application.

SEARRP Application Form: 

Step Three: Site Applications 

You must apply directly to the management authority of each site where you intend to conduct your research. These site-level permissions are required to support your application to the Sabah Biodiversity Centre (SaBC).

Danum Valley, Maliau Basin, and Imbak Canyon (DVMC, MBMC, ICMC)

If your research involves Danum Valley, Maliau Basin, or Imbak Canyon, you are required to submit your application through the DaMaI Management Committee. Please note that, effective 1 December 2023, all applications for research, photography, filming, and drone use in these areas are only reviewed during DaMaI Management Committee meetings. These meetings are held quarterly, typically around: 31 January, 30 April, 31 July & 31 October

Plan your submission accordingly, as applications will not be processed outside of these scheduled meetings.

If your research spans multiple sites, or does not involve Danum Valley, Maliau Basin, or Imbak Canyon, you must contact Dr. Mikey O’Brien – mobrien@searrp.org – for guidance before proceeding.

For questions or further clarification regarding the DaMaI process, contact the Secretariat at: damai.secretariat@gmail.com.
Danum Valley Conservation Area Research and Drone Application 
Imbak Canyon Conservation Area Research and Drone Application
Maliau Basin Conservation Area Research and Drone Application

Sabah Forestry Department (SFD) Sites

If your research involves access to areas managed by the Sabah Forestry Department (SFD), you must obtain an additional approval letter. SEARRP will facilitate this request on your behalf. To initiate the process, email Adrian Karolus with the following information in bullet-point format:
Your full name
Project title
Location(s) of access
Duration of access
Details of your local collaborators

You must also attach:
A copy of your research proposal
Your SEARRP membership letter

Once submitted, SEARRP will request the SFD approval letter for you. This is typically issued within 10 days.

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Additional Sites

Some research locations may require separate or additional authorisations (for example, access to certain oil palm plantations). You are responsible for identifying and securing these permissions where applicable. Refer to the Sabah Biodiversity Centre website for a comprehensive list of potential requirements.

If you plan to access Wilmar estates, note that additional protocols apply. You must contact Adrian Karolus -adrian@searrp.org – directly for further guidance.

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Step Four: Sabah Biodiversity (SaBC) Licenses

You must apply for an access licence from the Sabah Biodiversity Centre (SaBC) before commencing your research.

To complete your application, you are required to submit:
Your SEARRP partnership letter
Letters from your local collaborators
All relevant site permission approvals

If your research involves exporting biological specimens for further analysis, you must also apply for an export licence as part of this process. Applications must be submitted through the official online form. Ensure all required documents are prepared in advance to avoid delays.

For questions or assistance with the SaBC application process, contact: sabc.licence@gmail.com
SaBC Access/Export Application System – https://sabaes.sabah.gov.my/login

Step Five: Professional Visit Pass (PVP/PLIK) – Sabah Immigration

You must obtain approval for a Professional Visit Pass (PVP), also known as Pass Lawatan Ikhtisas (PLIK), before travelling to Sabah. You are not permitted to enter Sabah on a tourist visa and then convert to a professional pass. Once your PVP approval letter is issued, you must apply for a single-entry visa at a Malaysian Embassy prior to travel. All immigration applications must be submitted by your local collaborator. Contact them early to plan timelines and ensure all documents are prepared.
1. Prepare Required Documents
You must compile the following documents (including forms listed below):
Full photocopy of your passport (plus 2 additional copies; include 2 copies of the photo page)
2 colour passport photographs
Copy of your SaBC access licence (and export licence, if applicable)
Copies of all relevant site approvals (e.g. DVMC, MBMC, ICMC, SFD, Sabah Parks)Support letter from your local collaborator addressed to Immigration (serves as cover letter)
Two photocopies of your local collaborator’s ID card
Required forms:
Personal Bond Form (with RM10 stamp duty; payable online – Your local collaborator can pay the stamp duty online for RM10.00 here – You do not need to go to the Income Tax Department in person.
Form IM12 (signed by you and your local collaborator)
Form IM38 (signed by you)
Form IM47 (signed by you and your local collaborator)
Form IM63 (signed by you and your local collaborator; 4 copies required)
Form IM55 (required only for annual renewal)

You may request a soft copy of your SaBC licence from the Sabah Biodiversity Centre for immigration purposes once it has been approved.

2. Submit Documents to Your Local Collaborator
Complete all forms and provide the full document set to your local collaborator for verification and signatures.

3. Submission to Immigration
Your local collaborator is responsible for submitting the application to Immigration. If they are unavailable, they may appoint a representative from the same organisation with a formal proxy letter.
Processing typically takes a minimum of 14 working days.

4.Approval and Visa Application
Once approved, Immigration will notify your local collaborator to collect the approval letter. A digital copy will be sent to you, which you must use to apply for a single-entry visa at a Malaysian Embassy or online through their e-visa platform before travelling.

5.Arrival in Sabah and Passport Endorsement
Upon arrival in Sabah, you must visit the Immigration Department to have the PVP/PLIK endorsed in your passport. This is completed at: Wisma Perindustrian, Jalan Istiadat, Teluk Likas, Kota Kinabalu.

Procedure: (1) Collect a queue number from counter 1 or 2; (2) Present your passport and approval letter; (3) Pay the required fee (card payment only).

The process is typically completed within one morning. Before leaving, verify that all visa details are correct.

Step Six: Collection of Original SaBC and Site Permissions

Once your access licence has been approved by the Sabah Biodiversity Centre (SaBC), you will receive a stamped digital copy. This must be included in your Professional Visit Pass (PVP) application. However, you are required to complete additional steps in person upon arrival in Sabah.

You must bring the Statutory Declaration Form and sign it in the presence of a Session Court Judge, Magistrate, or Commissioner for Oaths in Malaysia. This can be done at a court building (“mahkamah”) or at the office of a Commissioner for Oaths. Common locations in Kota Kinabalu include Jaksa Pendamai in Kampung Air and offices within Wisma Merdeka. If you intend to obtain an export licence, you must prepare and sign a second original statutory declaration.

Once the statutory declaration has been completed, you must present it to SaBC to collect your original access licence in person. SaBC is located on Level 19, Block A of the Sabah State Administrative Centre, Jalan Teluk Likas, Kota Kinabalu, opposite the Yayasan Sabah building. After collecting your SaBC licence, you must also collect all original approval letters and permits from the relevant site management authorities (e.g. DVMC, MBMC, ICMC). These documents are required when checking in at conservation areas, and you should ensure they are obtained before travelling to your field site.

Step Seven: Annual Renewal

SEARRP and Sabah Forestry Department (SFD) approvals remain valid for the full duration of your research project (e.g. 3–4 years for PhD studies). However, permissions from DVMC, MBMC, ICMC, the Sabah Biodiversity Centre (SaBC) (Access and Export licences), and your Professional Visit Pass (PVP/PLIK) are valid for one year only and must be renewed annually.

You are expected to begin the renewal process 3–6 months before your current approvals expire. The renewal process follows the same sequence as the original application and requires updated support letters from your local collaborators.

For DVMC, MBMC, and ICMC, you must resubmit your original application documents with the renewal option clearly indicated. You are also required to provide a progress report outlining work completed to date, planned activities for the upcoming year, and PDF copies of any publications arising from research conducted in Sabah. Once renewal support letters have been obtained from the relevant site authorities, you may proceed with your SaBC renewal application using the same online system as your original submission. To ensure your immigration status is treated as a renewal, you must complete the renewal process within Sabah before your current Professional Visit Pass expires.

If your pass has already expired, or if you are unable to return to Sabah before its expiry, the process will be treated as a new application. In this case, all approvals must be obtained again, and your local collaborator must submit a new application to Immigration. You will then need to wait for approval and apply for a new single-entry visa before re-entering Sabah. Any new research project with a different title or objectives will always require a completely new application, regardless of previous approvals.

Renewal Process: Additional Guidance

Renewals follow the same sequence as the initial application process and must be completed in the correct order, starting with site-level approvals before proceeding to the Sabah Biodiversity Centre (SaBC) and Immigration.

For DVMC, MBMC, and ICMC, you are required to resubmit your original application with the renewal option indicated, along with a progress report. This report must summarise work completed to date, outline planned activities for the upcoming year, and include PDF copies of any publications arising from your research in Sabah. Once site-level renewal support letters are secured, you may proceed with your SaBC renewal using the same online system as your initial application. To ensure your immigration status is processed as a renewal, you must complete the required steps within Sabah before your current Professional Visit Pass expires.

If your pass has expired, or you are unable to return to Sabah in time, the application will be treated as new. In this case, all approvals must be obtained again, and your local collaborator must submit a fresh application to Immigration. You will then need to wait for approval and apply for a new single-entry visa before re-entering Sabah.

Additional Points

Supervisory Visits
Project supervisors do not normally require research approval for short field visits of less than one month. However, students or postdoctoral researchers must inform their local collaborators and relevant site managers in advance of the visit.

Non-Sabahan Research Assistants
SEARRP strongly encourages visiting scientists to engage Sabahan Research Assistants wherever possible. If specialised skills are required and cannot be sourced locally, non-Sabahan research assistants may be engaged under specific conditions.

These individuals must be named in your Sabah Biodiversity Centre (SaBC) application, and a support letter must be provided by your local collaborator. For projects based in Danum Valley or Maliau Basin, the relevant secretariats must also be notified.

Once SaBC approval is granted, non-Sabahan research assistants are required to follow the same immigration procedures as the lead researcher, including obtaining a Professional Visit Pass.

Look-See Visits
Short preliminary visits (less than 14 days) to assess the suitability of a conservation area may be conducted on a tourist visa. However, you must obtain a “look-see” permit from the relevant site authority (DVMC, MBMC, or ICMC) in advance.

These visits are strictly for assessment purposes only. No data collection or research activities are permitted.

Look-See Visit Application: (LINK)