Beruflich Dokumente
Kultur Dokumente
Table of Contents
1. INTRODUCTION................................................................................................................................. 6
3
6.8 How to Promote a Programme .................................................................................................. 38
7. EVENT MANAGEMENT................................................................................................................ 46
4
8.4. Sponsorship Proposal/Package .................................................................................................. 59
8.7. Claims for Sponsorship Cheques from Finance Division /Application for Cash Budget
Received from Sponsorships .................................................................................................................. 60
Cultural ................................................................................................................................................... 61
Entrepreneurship.................................................................................................................................... 61
Uniform-based ........................................................................................................................................ 61
OIC : Officer-in-charge
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1. INTRODUCTION
Office of the Deputy Rector in charge of student affairs is mandated to help the University to produce
graduates with wholesome and ummatic personalities. Student Affairs & Development Division (STADD)
is given the task to develop voluntary and non-voluntary activities through programmes by providing
students with guidelines, training and other relevant facilities with the aim that students are able to
maximise their potential and talents holistically and in various fields.
This guideline serves as a source of reference for all student activities in IIUM. The guideline also provides
information about the various student bodies on campus and the nature of their activities, which are
beneficial for students. It is also useful for students who wish to conduct programmes, as this handbook
highlights the A to Z of organising programmes to ensure the smooth running of these programmes.
The non-credit co-curricular activities are different from the credited co-curricular activities in the
following ways:
1. The non-credit co-curricular activities are voluntary activities participated by any student
throughout his/her studies as an undergraduate, but credited co-curricular activities are
structured, compulsory programmes to be taken by all students from year 1 to year 3 as part of
the academic study plan.
2. The non-credit co-curricular activities have no academic credit but the credited co-curricular
activities are given 0.5 credit per semester.
The non-credit co-curricular activities are additional activities for those who wish to improve and practice
the skills that they have learned in the leadership modules of the credited co-curricular activities.
Based on the different interests of IIUM students, there are at least 10 categories of popular
activities supported by the University. They are:
Uniform-based activities
Community service
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Entrepreneurship
Spiritual
Peer counseling
Educational trips
Social gatherings
Student organisations must comply with University regulations. The Office bearers should always use the
following references for guidelines.
i. MAA
ii. Standing Order on Rules of Student Society Supervision and Management 2003
The Rector reserves the right to suspend the activities of any student body whose actions are not in line with
the University policies.
2. STUDENT BODIES
2.1. Definition
Student body is defined as a group of students established for the promotion of a specific objective or
interest within the University as approved by the Senate and registered with the Office of the Deputy Rector
in charge of student affairs.
The above definition does not include certain student groups formed by the University including groups,
teams, and secretariats for specific purposes.
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2.2. Nomenclature
i) Council - used only by the main student body i.e., Student Representative Council
ii) Society - Kulliyyah-based student organization.
iii) Association - Department-based student organization at the Kulliyyah
iv) Club - Student organisation initiated by a group of students with special interests.
v) Group - Culture and arts group set up by the Cultural Unit, STADD
vi) Team – A group of students formed by the department to run certain projects such as
community service
vii) Secretariat – A student organization which is formed and linked to certain government or
non-government organisation
viii) Mahallah Representative Committee – Student body established at each mahallah to
assist the welfare of students at the residential colleges
However, the term ‘club’ is used throughout this guideline to also refer to any student body.
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2.3. List of Student Bodies (as of November 2010)
GOMBAK CAMPUS
Central Clubs
10
NO ORGANISATION NATURE OR SUPERVISORY MEMBERSHIP
ACTIVITY BODY
9 Martial Arts Club
GOMBAK CAMPUS
2 Department-Based Associations
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NO ORGANISATION NATURE OR SUPERVISORY MEMBERSHIP
ACTIVITY BODY
3 MAHALLAH REPRESENTATIVE
COMMITTEE (MRC)
Mahallah Automatic
Each mahallah has its own MRC. Principal
1. Asma’
2. Hafsa
3. Sumayyah
4. Nusaibah
5. Asiah
6. Ameenah
7. Maryam
8. Halimatus’ Saadiah
9. Safiyyah
10. Ruqayyah
11. Ali
12. Al-Faruq
13. Bilal
14. Uthman
15. As-Siddiq
16. Al- Zubair
17. Salahuddin Al-Ayubi
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KUANTAN CAMPUS
1. Talhah
2. Maimunah
All IIUM undergraduates are automatic ordinary members of the Students’ Representative
Council, respective Mahallah Representative Committee, Kulliyyah-based society and
Department-based association.
Application for membership for other student bodies can be done through the respective student
bodies.
Promotional activities of these student bodies are normally done during Ta’aruf Week and at
the beginning of a regular semester. All student bodies are encouraged to carry out their own
promotional activities to attract new members from time to time.
Students can get information and advice from the respective office in charge of student bodies.
A student can apply to be a member of any student body by filling in forms available at the
respective office in charge of student bodies or by downloading them from the respective
(IIUM) website. Some student bodies conduct interviews for the applicants. The interviews are
conducted by the senior members of the student bodies.
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2.6. Training for Student Leaders
The newly-elected presidents and secretaries of student organisations are given leadership and
management training organised by the Office of Deputy Rector in charge of student affairs. The
students are exposed to skills in managing the student bodies, teambuilding, University policies
and procedures, protocols, event management, etc. The training is known as Management
Course for Student Leaders (MCLEAD).
All student bodies should organise their own induction course for all the committee members to
familiarise them with the procedures and management of the respective student bodies. The
contents of the training are similar to MCLEAD but customised according to the nature of the
student bodies.
Special training courses are also organised for special interest student bodies such as uniform-
based, entrepreneurship, culture and community service by the respective unit or department
throughout the year.
Participation in student body activities provides students with experiences that lead to
significant personal and intellectual development and helps them towards increasing social
competence. Students who participate in these activities will get the following benefits:
Active students can develop at least seven types of skills through the activities:
Communication skills
Critical thinking and problem solving skills
Team building skills
Long-life learning
Entrepreneurship skills
Professional and moral ethics skills
Leadership skills
IIUM has developed a merit point system to reward the students who participate in student
body activities. This system is called Student Activity Record System (STARS). Students
will obtain Co-curricular Activity Points (CACP) for each activity they participate. The
points will depend on the following criteria :
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Type of activity;
The total points gained by the students will be converted to Co-curricular Activity
Cumulative Point (CACP). The maximum CACP a student can get is 4.0.
The system will record details of student activities throughout their study in IIUM. Upon
graduation they may request for their co-curricular activity transcript from Office of
Deputy Rector in charge of student affairs.
There are numbers of awards given to excellent students during the annual convocation.
The CACP is part of the criteria for the selection of award recipients for all the awards
besides the candidates’ academic achievements.
2.7.4 Certificates
Certificates of recognition are normally awarded to the office bearers of the student bodies
at the end of their tenure.
The committee may request to print the certificate of appreciation for sub-committee
members or certificate of participation/ attendance for participants after the completion of a
programme. The types of programmes whose participants should be awarded certificates
are as follows:
Categories Signed By
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Certificates should not be given for the following programmes:
Sample of certificates.
To ensure proper guidance is given to student activities, the Deputy Rector in charge of
student affairs may delegate his authority in managing and supervising student
organisations to the officer in charge of student activities.
A programme can only be organized after obtaining approval from the relevant authorities.
A student body shall not maintain any fund or make any collection of any money or
property from any source whatsoever, unless prior approval is obtained from the Rector,
whereby any funds so collected shall be deposited with the university and account
maintained by the University.
Students are encouraged to set up student bodies that can help them to achieve the following
objectives:
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STANDING ORDER ON RULES OF STUDENT SOCIETIES’ SUPERVISION AND MANAGEMENT YEAR
2003
Every student body must have a Constitution except for secretariat, team or any other
project based group as determined by the Student Affairs Committee.
Students must prepare their constitution in accordance with the standard template provided
by the Office of the Deputy Rector in charge of student affairs. The office will review the
constitution before endorsing it. constitution template.
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3.3 Advisor for Student Bodies
Each student body should have an advisor to advise, monitor and supervise the student
body activities. All advisors are appointed by the Deputy Rector in charge of student
affairs. The following guidelines apply in the appointment of advisors:
a. The Deputy Deans (Student Affairs) are the advisors for the respective Kulliyyah
Based Societies, or any other personnel as appointed by the Dean of the Kulliyyah.
b. The Mahallat Principals are the advisors for the respective mahallat.
c. For central student bodies, the advisors can be appointed among IIUM academic or
administrative staff. The advisor’s consent must be sought prior to the appointment.
d. The advisor is required to monitor and advise the students on the programmes as well
as the running of the student bodies.
e. His/her signature and recommendation are needed before the proposal is submitted to
the relevant authority.
f. Advisors should be kept up-to-date and constantly informed on the progress of the
student bodies.
i. Ready to guide the students on the University’s policies and procedures that govern
student activities (MAA, Standing Order, IIUM Student Discipline)
ii. Help the students to adhere to regulations
iii. Willing to help in the planning of activities
iv. Able to coach the members to achieve the student bodies’ objectives.
i. President
ii. Vice President
iii. Secretary
iv. Treasurer
3.4.1.2 The provision of subsections (iii), (iv), (v), (vi), (vii), (viii), (x), (xiii), (xiv)
and (xv) of Article 57 shall apply mutatis mutandis to a student body
established under this section as they apply to the SRC.
3.4.1.3 Each student body or organization established under this Article shall have
its own constitution, which shall be endorsed or approved by the Board of
Student Affairs.
Please refer to Standing Order on Rules of Student Societies’ Supervision and Management, Year 2003
Each student organisation shall conduct its AGM before the end of 1st Semester of the
academic year or as announced by the Office of the Deputy Rector in charge of student
affairs. The AGM may be deferred to a later date with prior written approval from the
relevant authority.
However, for Kulliyyah and Department based societies/ associations, the quorum is one-
fifth (1/5) or one hundred (100) of the members of the societies/ associations, whichever is
lesser.
Only students with CGPA 2.5 or above are qualified to be elected and appointed as the
office bearers of an organisation.
Pre- AGM
1. Submission of proposal paper to conduct AGM to the approving authority. (Student
Programme Form (SPF)
2. Submission of Annual Report to advisor
3. Booking of venue (Venue Management System (VMS)
4. Announcement to all members
5. Distribution of annual report and minutes of previous year’s AGM to all members. The
report must be submitted to the officer in charge for approval.
6. Invitation of guest if relevant
During AGM
1. Registration of attendance by the members of the student body
2. Arrival of the guests
3. Opening speech by the MC
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4. Speech by the Advisor of the student body and Opening Ceremony.
5. Speech by the President of the student body
6. Launching of the AGM
7. Departure of guests
8. MC conducts voting to elect the Official Chairman
9. Official chairman to take over the meeting
10. Voting to elect:
i. minute writers
ii. time keepers
iii. Auditors
11. Certification of sufficient number of attendees
12. Presentation of the reports of all activities by the Secretary General
13. Financial Report by the Financial Controller of the student body
14. Approval of reports
15. Matters arising
16. Discussion on Proposals/suggestions
17. Dissolution of the existing office bearers.
18. Election on new office bearers/ announcement of proposal from shura
19. Speech by the new President of the student body
Post-AGM
1. Submission of AGM report (Programme report Form)
2. Submission of Financial Report to the relevant approving authority
3. Submission of new student body’s structure and complete list of office bearers with matric
numbers and contact numbers to the relevant authorities:
i. Deputy Rector in charge of student affairs and
ii. Student Development Division or
iii. Office of the Campus Director, Kuantan Campus or
iv. Advisor/Deputy Dean in charge of student affairs /Respective Mahallah Principal
Please submit the lists of the following members to the relevant authority for data updating
in STARS:
The list must include the students’ matriculation numbers AND must be verified by both
president and secretary of the club using the following format. (hyperlink)
5. The new presidents and secretaries shall attend the Management Course for Student
Leaders organised by S-DEV or other relevant authorities.
3.6 EGM
Refer to Standing Order on Rules of Student Society Supervision & Management 2003
(hyperlink)
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3.7 Merger, Suspension and Dissolution of a Student Organisation
Refer to Standing Order on Rules of Student Society Supervision & Management 2003
(HYPERLINK)
The IIUM students are expected to be well-mannered following the rules and regulations of
the University and Shariah.
Students are not allowed to make media statements without prior approval from the Deputy
Rector in charge of student affairs. Please get the advice of the officer in charge of the
student body for any statements to be made in the media.
Each student body should at least create one official file and file all documents properly.
The file should be kept at the office of the relevant officer in charge. The committee may
have or keep separate files containing photocopies of documents. Among the contents of
the file are:
Name
Reference number
Date it was created
File Minutes : to have columns for Number, Particulars, Sender
and Date of document
Official documents
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4.2 Financial Record System
The treasurer of a student body should keep and update the financial record of the student
body. The file should be checked by the officer in charge to ensure the good management
of cash by the student body.
All student bodies should plan their activities and programmes annually. The planning of
activities should be carried out immediately after the AGM with the help of the advisor.
Each student body must consider the following elements when planning their activities:
The activities must be able to develop the following soft skills among the members of the
student body:
Communication skills
Critical thinking and problem solving skills
Team building skills
Life-long learning skills
Entrepreneurship skills
Leadership skills
Professional and moral ethics *(same as 2.7.1, except for *)
The activities should follow the constitution of student bodies as well as the University
Academic Calendar.
Almanac Calendar
An Almanac consists of names of the programmes, proposed dates and estimated budget
for one whole year. It is recommended for a table to be drawn so that it is easy for the
relevant authorities to refer to and plan for the overall activities of the students. The
almanac must be submitted to the relevant authorities before the second week of Semester
2. NO programme should be conducted before the almanac is submitted to the authorities.
A student body’s profile is a document that describes the details of the student body. The
student body should review and renew the profile every year. The profile is useful when the
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club receives visitors from other universities and during promotional drives to get new
members.
All bulletins or newsletters produced by a student body can only be published and
distributed after being approved by the approving authority.
The advisor or officer in charge should be consulted for advice on the contents of the
bulletin. Students are advised to check the grammar with the Centre for Language and Pre-
University Academic Development (CELPAD).
To publish the bulletin/newsletter, prepare a proposal and fill the Student Program Form
and submit them to the approving authority.
4.6 Brochures
Student Bodies brochures are summarised information about the student bodies concerned.
All central student bodies should have brochures to promote their activities. The contents of
the brochure need to be checked and approved by the officer in charge.
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Nature
Activities
Organisational chart
Office Address & Contact Number
Pictures
The brochure must be submitted to the officer in charge for endorsement before it can be
published.
Student bodies may create official websites to promote their activities. All websites of the
central student bodies must be approved by the relevant authorities. The kulliyyah-based
societies, associations and MRC should get approval from the office of the respective
Deputy Dean of student affairs or Mahallah Principal who are responsible to monitor the
contents of the websites. Students can refer to the guidelines prepared by the ITD in
creating club websites at http://www.iiu.edu.my/itd/
ii) The recommendation of the officer in charge of the unit concerned must be
obtained.
iii) The layout and contents of the website must be shown to the web administrator at
the respective supervising authority for approval.
iv) A web representative must be appointed in order to access the student body’s
accounts. The access can be obtained by sending the student body’s name and
username to sdev@iiu.edu.my.
vi) All web pages must adhere to University policies and guidelines. The officer in
charge of the student body is responsible for monitoring the content of student
body’s website and has the right to remove anything in violation of the said
policies and guidelines.
5 MANAGEMENT OF PROGAMMES
The Student Programme Form (SPF) must be filled in by the officer in-charge.
The form must be submitted to the approving authority not less than 9 days before
the programme starts.
All proposals are to be recorded in the STARS by the staff in-charge. Depending
on who organises the programme, the record entry is made at:
i) International Level
i. Feasibility study
Study the feasibility of activities. Determine the target group and the
target/goals/objectives to be achieved. (Answer the question WHAT? WHO? WHY?)
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ii. Planning
Identify the resources available such as people, budget, date, time, and venue. Recruit
the committee members. (Answer the question HOW? WHEN? WHERE?)
iii. Implementation
Run the programme according to the planning. Discuss arising problems troubleshoot
immediately. Monitor the programme closely for the smooth running of the event.
a) Programme Agenda
A complete tentative schedule inclusive of time, date, venue, slot (s), proposed
topics, and proposed speakers should be included.
The reserve list of speakers for all topics (at least two speakers for each topic)
should also be included. All proposed speakers and topic must be relevant to
the programme.
b) Organising Committee
For large scale programmes, students can invite a patron and divide the
committee into steering committee and working committee.
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i) Patron
Name of the proposed patron, taking into account the relevance and
level of the programme i.e., international, national, or university.
The consent from the proposed patron should be sought once the
programme has been approved. Write a letter through the office of
the approving authority of the programme. (Please refer to the
guideline on letter writing in this e-book.)
The approval of the programme does not mean that the patron is
automatically appointed.
Name only one patron for the whole programme; hence sub-
programmes are not encouraged to have separate patrons.
List not more than three (3) advisors, together with their respective
posts. You may have only one advisor if the programme does not
involve collaboration with other organisations.
List down the full names of the committee members with matriculation
numbers (compulsory) and contact numbers for easy reference.
For simple or small scale programmes, you can create just the working
committee without a steering committee.
28
c) Budget
i) Estimated Expenditure:
Administration/Secretariat.
- Stationery
- Telephone/stamp/fax
- Printing: working paper, invitation, souvenir / programme
book
- Other related matters
Publicity
Transportation
Food
- Food (please state in detail the rate and the number of meals
provided for speakers / guests / participants).
- Food provider must be registered with IIUM.
Lodging / Accommodation
Rented facilities
Miscellaneous
Total expenditure
29
ii) Expected Income:
Sponsors
Registration fees/Tickets
STADD/ISD/Kulliyyah/Centre/Mahallah/Institute
d) Conclusion
As a guideline, the following list provides the maximum allocation of budget for
student programmes:
ACTIVITY BUDGET
Group Binding / Induction Courses Should not exceed 20% of annual allocation
inclusive of the cost of transportation.
30
Allocation for meals/refreshment for student driven Refreshment: RM3 per head
programmes (Finance Division Circular No.5/2010) Lunch or dinner: RM5 per head
VIP (breakfast/tea break/lunch/dinner) : Maximum
RM 50 per pax per programme
Daily meals allowance outside IIUM (including RM 25 per day/ per head (Peninsular Malaysia)
tournaments)
*Accommodation (for students programmes) Max: RM 100.00 per day/ per head (Manual of
Financial Policies and Procedures No.11)
Allowance for selected students representing the Local : RM 25 per day/per head
University Overseas : RM 50 per day
Allowance for appointed Student Facilitators RM10 per day/ per head
/Secretariat (Department-driven programmes only) Maximum RM 100
(whichever is lesser)
AGM RM100.00 - RM 350.00 per society per year
(depending on the number of members)
Promotion Booth RM150.00 per programme
Fuel for using own car (student) As per receipt
* Subject to availability of the budget
The Master Plan for each programme should be prepared by the programme manager as a
guideline to ensure all necessary actions will be taken accordingly.
31
The Master Plan must include details such as action plan, names of persons-in-charge,
timing and deadline as well as Gantt Chart.
End
STUDENTS
Run Prepare
Improve proposal
Programme reports
Inform the
KIV students
NO Disburse
MANAGER Receive Proposal and Partial Receive reports Key in data in
Recommended Request program
INCHARGE/ completed SPF payments from the ‘STARS’
From students manager students
to the students
To collect
ADVISOR/
Approval letter
Discuss with students for YES End
FELLOW
alternatives NO
1. Form a team to plan the programme. Prepare the draft of the working paper. Decide
who will be the committee members.
2. Arrange a preliminary discussion on the first draft of the working paper/proposal with
the Advisor.
3. Submit the working paper to the Officer in Charge (OIC) for checking.
4. The Officer in charge (OIC) checks whether the information is enough and follows the
deadline. The OIC recommends or keeps it in view (KIV) or rejects the working paper
and signs on the SPF.
6. The proposal is processed for approval. The staff in charge keys in the first data in
STARS.
7. If the programme needs the Rector’s approval, the office concerned fills up Rector’s
Approval form and submits it to the office of Deputy Rector (SA) together with the
proposal paper;
8. Applications to get approval from the Ministry of Foreign Affairs are prepared by the
office of the Deputy Rector (SA).
9. The student in charge will be informed on the status of the programme as soon as the
decision is made by the Approving Authority.
10. Letter of approval can be collected by any of the committee members for the
programme. The letter should be signed by the receiver at the space provided at the
back of the letter and leave one copy to be kept by the OIC.
11. The OIC fills in the Advancement form to request for advancement.
12. Cheques will be prepared by the officer in charge of finance at the respective office.
13. Cheques or cash will be given to the treasurer of the programme by the OIC and the
treasurer should sign the CERTIFICATE OF RECEIVING CASH/CHEQUE
FORM.
14. Payments to vendors should be made using invoices. Students can only deal with
vendors who are registered with the Finance Division.
15. The advisor of the club or the officer in-charge should monitor the programme and to
stop the programme if it deviates from the proposal of the programme.
33
16. The Secretary of the programme submits the activity and financial report to the unit in
charge within 14 days after the programme has been completed.
17. The OIC keys in the names of students involved in the programme in STARS within 30
days after the programme has been completed.
1. Form a team to plan the programme. Prepare the draft of the working paper. Decide
who will be the committee members.
2. Arrange a preliminary discussion on the first draft of the working paper/proposal with
the advisor/advisors.
3. The fellow in charge checks whether the information is enough and follows the
deadline and recommends or keeps it in view (KIV) or rejects the working paper and
submits the working paper to the Principal.
4. The office of the Principal processes the paper for approval. (Please refer to 6.6) or
click here.
5. Applications to get approval from the Ministry of Foreign Affairs are prepared and sent
by the office of the Deputy Rector (SA).
6. The student in charge is informed on the status of the programme as soon as the
decision is made by the Approving Authority.
7. If the programme needs the Rector’s approval, the office concerned fills the Rector’s
Approval form (click here) and submits it to the office of the Deputy Rector (SAA)
together with the proposal paper.
8. The letter of approval should be collected from the office of the Deputy Rector (SAA)
by the Programme Manager or the Programme Secretary. The letter should be signed
by the receiver at the space provided at the back of the letter and one copy should be
submitted to the OIC.
9. The Fellow in charge fills in the Advancement form to request for advancement;
10. Cheques will be prepared under the name of the Principal of the Mahallah by the
Finance Unit under DRSA Office
11. Cheques or cash will be given to treasurer of the programme by the Principal and the
receiver should sign the Certification of Receiving Cash/Cheque Form.
12. Payments to vendors should be done through invoices. Students can only deal with
vendors who are registered with IIUM.
13. The fellow in charge should monitor the programme and has the right to stop it if it
deviates from the original proposal of the programme.
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14. The Secretary of the programme submits the activity and financial reports to the
mahallah office within 14 days after the completion of the programme.
15. The fellow in charge keys in the names of students involved in the programme in
STARS within 30 days after the completion of the programme.
1. Form a team to plan the programme. Prepare the draft of the working paper. Decide
who will be the committee members.
2. Arrange a preliminary discussion on the first draft of the working paper/proposal with
the advisor(s).
3. Submit the working paper to the staff in charge at the office of the Deputy Dean (SA).
4. The office of the Deputy Dean (Student Affairs) processes the proposal for approval.
(Please refer to 6.6) or click here
5. If the programme needs the Rector’s approval, the office concerned fills the Rector’s
Approval form (click here) and submits it to the office of Deputy Rector (SAA)
together with the proposal paper.
6. Applications to get approval from the Ministry of Foreign Affairs are prepared and sent
by the office of the Deputy Rector (SA).
7. The student in charge is informed on the status of the programme as soon as the
decision is made by the Approving Authority.
9. The Officer in charge fills in the Advancement form to request for advancement, and
records it in STARS.
10. The Deputy Dean hands over the check/cash to the treasurer of the programme. The
treasurer signs the Certification of Receiving Cash/Cheque Form upon receiving the
money.
11. Payments to vendors should be done through invoices. Students can only deal with
vendors who are registered with IIUM.
12. The advisor of the club and officer in charge should monitor the programme and to stop
it if it deviates from the original proposal of the programme.
13. The Secretary of the programme must submit the activity and financial reports. (please
refer to page 54)
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14. The staff in charge keys in the names of students involved in the programme in
STARS.
2. The team decides the organization which will be the main organiser of the programme,
the distribution of budget, division of work among the team members and recording of
the data in STARS.
3. The Programme Manager arranges a preliminary discussion on the first draft of the
working paper/proposal of the programme with the advisor of the respective student
bodies.
4. The Programme Manager fills in the Student Programme Form (SPF) (click here) and
the Joint Programme Form (JPF) (click here) and seeks recommendation from the joint
authorities.
5. The Programme Manager then submit the working paper to the Officer in charge for
checking and editing.
6. The Officer in charge recommends or reject the working paper and submits the
working paper to the approving authority accordingly.
7. The Officer in charge submits the proposal to the approving authority for approval.
8. If the programme needs the Rector’s approval, the office concerned should fill the
Rector’s Approval form (click here) and submit it to the office of the Deputy Rector
(SAA) together with the proposal.
9. Applications to get approval from the Ministry of Foreign Affairs are prepared and sent
by the office of the Deputy Rector (SA)
10. The student in charge will be informed on the status of the programme as soon as the
decision is made by the Approving Authority.
12. Cheques will be prepared by the Finance Officer of the respective office according to
the agreement in the proposal paper.
13. Cheques or cash will be given to the treasurer of the programme by the OIC and the
treasurer should sign the Certification of Receiving Cash/cheque Form.
14. Payments to vendors should be done through invoices. Students can only deal with
vendors who are registered with IIUM.
36
15. The advisor of the club and officer in charge should monitor the programme and to stop
the programme if it deviates from the programmes proposal.
16. The Secretary of the programme submits the activity and financial report within 14
days after the completion of the programme.
17. The department that supervises the club which is the main organiser is responsible for
keying in the data in STARS.
The process is similar to the approval of student-driven programme except for the form.
Please use the Invitational Programme Form (IPF).(click here)
Director of Division for Above RM5,000 but below Club, University and
programmes organised by central RM20,000 National
clubs
Deputy Rector (SA) for Above RM5,000 but below Club, University and
programmes organised by RM20,000 National
kulliyyah-based societies and
MRC upon recommendation by
the respective Deputy Dean in-
charge of student affairs or
Mahallah Principal.
Executive Director of Finance RM20,000 but below Any level of programme if
and Rector the budget is RM20,000 but
RM 200,000 below RM 200,000
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6.7 Submission of Proposal
Students are encouraged to prepare and submit proposals to the respective authorities early
to ensure the smooth process of approval.
Programmes that require sponsorship from Not less than 3 months before the date of
outside parties, regardless of level programme
Students can use various means for promotion of programmes such as buntings and displaying of
banners but must avoid wastage and focus more on the quality of the programme and its contents.
6.8.1 Banners/Buntings/Posters/Flyers
Attach the draft of contents as well as the approval letter when submitting
the form. Students may be required to pay a certain amount as deposit.
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Get the approval from the relevant Local Authority (e.g.: Majlis
Perbandaran Selayang) for putting up banners/buntings outside the
University.
Any posters /advertisements / flyers that fail to comply with the University
rules and regulations will be taken down without prior notice.
Any materials that might damage the notice boards, walls, poles, glass
walls must not be used to put up the posters /advertisements / flyers.
6.8.2 Media
i) All media statements can only be done with approval from the Deputy
Rector in charge of student affairs
In the event that students need services from other departments such as the following,
students should fill up the forms provided by the respective offices:
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ix) IIUM Health & Wellness Centre
The facilities and services are subject to the approval from the respective offices.
The opening and closing ceremony of any programme is optional. Students may plan to
have either an opening or closing ceremony. Provide a specific itinerary for the event.
i) Confirm the availability of the VIP at least three days before the event. Reconfirmation of
attendance should be done a day before the event.
ii) Confirm the presence of other invited guests.
iii) Get the programme details or any information to be distributed checked by the advisor (s)
or the officer in charge.
iv) Distribute the programme details or itinerary to all guests.
v) Have a rehearsal to make sure the actual ceremony will run smoothly.
vi) Conduct all events in English or Arabic. However, when there is a need to use Bahasa
Melayu or other languages, students may request for approval from the relevant authority.
Please take note that certain programmes may have additional guidelines or regulations
according to the nature of the programme such as:
All community services, entrepreneurship and cultural activities should be referred to the
respective authorities for consultation, monitoring and recording purposes.
Any sports and recreational activities should be discussed with the Sports and Recreational
Centre.
c) Trips
For the security and safety of the participants and the accompanying officer, it is advisable
to take security measures such as insurance coverage for high risk programmes overseas.
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d) Publications
All publications such as newsletters should be checked and recommended by the advisor of
the student bodies before submission for approval from the relevant authority. Students are
advised to have their publications proofread by any centre of languages within IIUM. The
cost shall be borne by the student bodies.
e) Film Shows
Screening of movies on VCDs or DVDs other than home viewing is considered public
viewing. This is against the Copyright Act (include year).
Students are not allowed to organize/screen film shows without the approval from the
respective film distributors. Infringement of copyright is punishable by law.
The Approving Authorities may consider approving applications for small scale
activities which do not affect student in their studies. Such programmes include
spiritual activities, academic/intellectual briefings, and Annual General Meetings. All
programmes directed by the Ministry or the University authorities or any other
programmes under the discretion of the authorities are exempted from this rule.
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6.15 Postponement/Cancellation of a Programme/Change of venue/date/speaker
Students are not allowed to postpone a programme unless with approval from the
relevant authority. The details of the procedures are as follows:
i. Students are not allowed to send out any letter unless the programme has been
approved.
ii. Letterhead
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POSITION OF RECEIVER SIGNATORIES THROUGH
i. Royalties Rector
ii. Prime Minister
iii. Head of States
iv. Deputy Prime Minister
v. Chief Ministers
vi. Ministers
vii. Ambassadors
viii. President of IIUM
iii. The contents of the letter must be discussed with the officer in charge before
approval.
iv. Checklist form must be attached with the letter.
Addressee / Recipient
Dear Sir,
Dear Ms,
Dear Madam,
Dear Miss,
Y.Bhg Datuk Seri,
Y.Bhg Dato’ Sri
Yang Amat Berhormat
Yang Berhormat
Your Excellency
Write the topic of the letter in bold using CAPITAL LETTERS as a brief
description of the purpose of the letter.
Content
The content of the letter must be brief and precise. Use simple sentences
and avoid bombastic words.
Details of the programme such as the venue, topic of the talk, time and
Date must be stated.
Write the name of the sender who signs the letter in bold using CAPITAL
LETTERS.
The evaluation form shall be distributed to participants at the end of every programme.
The analysis of the evaluation should be included in the programme report. Click sample.
The report of the programme must be submitted to the approving authority 14 days after
the completion of the programme. Use the Report Programme Form.
a) The report should include the following but not limited to:
b) Financial Report
The financial report of the programme should be submitted within 14 days after the
completion of the programme. The report must include the following:
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A copy of the financial report, submitted by the programme treasurer to the
approving authority even if the programme is self- sponsored.
Tallied items of expenditure with the items approved on the working paper.
A signed report by the programme treasurer
NO reimbursement shall be entertained more than 3 months from the last date of the
programme
7 EVENT MANAGEMENT
There can be more than one event in one programme. It is advisable to appoint a Programme
Coordinator to oversee the smooth running of the whole programme.
i) Have a general idea of the proposed event what and how the event is going to
be.
iii) Plan the activities accordingly and present it to all the committee members for
further opinions, comments and suggestions.
In order to ensure the smooth running of an event, the committee is encouraged to prepare a
running order of events as a guideline on the flow of event.
Each working committee must have clear job scopes to avoid redundancy,
miscommunication as well as minimising errors in organizing an event.
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7.5 Souvenirs/Tokens for Speakers & VIPs
Souvenirs and honorariums depend on the nature of the job of the invited speaker: as
officiator, speaker, penalist, trainer, facilitator, etc. The following table lists the categories
of guests, functions and souvenirs/tokens
Types of Souvenirs
Categories Functions
of Guests
As officiator As speaker/penalist As trainer
IIUM staff Books or artwork (for Cash/ books/ Cash as per discussion
big programme only artwork with trainer
or during an event government circular
with more than one
VIPs.)
a) Venue/s
Students can book venues and facilities available on campus from the relevant
authorities such as the Food and Services Department, Kulliyah Administrative
Office, Mahallat, SHAHS Mosque or the Sports and Recreational Centre.
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Booking of venues should be done early; within fourteen (14) days before the
programme.
If the students decide to cancel the booking, the authority should be informed as
soon as possible.
c) Booking of Transportation
Booking of University vehicles should be made at the Transportation Unit, according to the
following guidelines:
7.7 Protocols
b. Arrangement of seating must suit the guest of honour by rank or title that
he/she carries
c. Backdrop and spelling of important information such as date, time, guest name
and title must be correct
c. Change of date, time and venue (if any) must be indicated in the invitation
b. Seating arrangement
c. Salutation Order
d. Time of arrival
5. Seating arrangements
b. If there is an odd number of guests- the seniority of the officials should be from
the right of the most senior guest
c. If there is an even number of guests, seniority begins from the left of the most
senior guest
6. Dress Code
a. The dress code is to be specified in the invitation cards/letters (you may remind
the guest of honour)
b. All guests should wear according to what is indicated in the invitation card, or
any attire that is appropriate for the occasion.
7. Reception of VIPs
b. Ceremonies’ reception
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i. A suitable reception to the occasion such as having kompang, bunga
manggar or selawat nabi
8. Checklist of programme
ii. Evening functions, apart from iftar should begin after adhzan Isya’.
b. Time of arrival
ii. The arrival of other guests should not be more than 30 minutes before
the arrival of the main guest.
i. The du’a should not be more than 5 minutes and the meaning should be
related to the programme
ii. The most senior in rank/post should be the last to give the speech
v. Officiator 10 – 15 mins
e. Salutations
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ii. Not more than three persons mentioned
i. To be presented after all the speeches have ended but before the MC
ends the occasion
i. Light refreshments may be provided to the guest of honour after the end
of the function.
vi. Should rehearse the script together with the flow of the programme
ix. Position is preferably not on stage but able to witness what is happening.
a) Royalty
b) Prime Minister
d) Ministers
e) Ambassador
f) Chief Ministers
g) Deputy Ministers
h) Parliamentary Secretary
a) Rector
c) Executive Directors
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e) Deputy Deans/ Principals/ Deputy Directors (Kulliyyahs/ Divisions/
Centres)
In the Malaysian society, there is a need to know the correct forms of salutations.
There is always an element of sensitivity if guests are not properly addressed. In
protocols perspective, it is necessary to address guests or any other persons
properly.
a) Royalty
Seri Paduka Baginda(SPB) Yang di-Pertuan Agong and SPB Raja Permaisuri
Agong should be addressed as His Majesty or Her Majesty respectively or
Your Majesty (second person).
There are nine kings, one each in the states of Perlis, Kedah, Selangor,
Pahang, Kelantan, Terengganu, Johor, Perak and Negeri Sembilan.
The Ruler of each state should be addressed as His Royal Highness and Her
Royal Highness for the consorts.
There are four Yang Di Pertua Negeri. They are from the states of
Penang, Malacca, Sabah and Sarawak. They should be addressed as Tuan
Yang Terutama or His Excellency. In conversation, we may address them as
Tun (Toh Puan for the wife) as all of them have been conferred the award that
carries the title Tun.
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All members of Parliament (Dewan Negara and Dewan Rakyat) and elected
representatives of the people are to be addressed as Yang Berhormat
(The Honourable) and their wives as Yang Berbahagia.
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If the same person is an elected representative of the people, the form of
address Yang Berhormat is preferred.
a) Malay Language
Table 1
Yang Berbahagia Used for people with special titles conferred from
the government, academic or professional sector.
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D.Y.M.M Yang Di-Pertuan Tunku Ampuan D.Y.M.M
Besar Negeri
Sembilan
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Y.A. High Judge/Federal Wife of High Yang
Court Judge/High Judge/Federal Berbahagia
Court Judge Court Judge/High
Court Judge
Sahibus Mufti - -
Samahah
(Tuan Yang
Berbahagia)
Sahibus Kadi / - -
Fadillah
Kadi Besar
(Tuan Yang
Terhormat)
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b) English Language
For further information and confirmation, students should seek advice from the
Public Relations Office.
8 Soliciting Sponsorship
i. Main Sponsorship
ii. Co-sponsorship
iii. Media Partner
iv. Platinum Sponsor, Gold Sponsor etc.
v. Title Sponsorship
1. The Title Sponsorship package includes:
- the visibility of the brand name and company logo inside the venue
and surrounding areas
- The brand name and company logo recognition on all the printed
material
- The company’s rights and benefits during the event
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8.3 Sponsorship Proposal/Package
a) Cover page
b) Executive Summary of programme
c) Details of programme: name, date, venue, organizer (s), participants, objectives,
financial estimation, etc.
d) Benefits for the sponsor
e) Tentative Programme
f) Highlights of the sub-programme (if any)
i. Brief notes about the sub-programme
ii. List of prominent VIPs
g) Financial Section
i. List of preferences
E.g. Platinum Sponsor – RM10,000
E.g. Gold Sponsor – RM5,000
E.g. Official Drink – RM3,000
h) Contact number of the person in charge
i) Reply Form
The Ministry of Higher Education has outlined the procedure for collecting money. Some
of the important aspects are as follows:
1. Types of programmes:
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Baktisiswa/ Community Service
Seminar/ Workshop/ Motivation Course
Expo/ Carnival/ Exhibition
Overseas Trip/ Educational Trip
Newsletter (to be published outside the campus)
Charity Dinner
3. The application should go through the approving authority which will then
process it for the approval of the Rector.
5. The name of the Y.B. Minister of Higher Education, the Office of the
Minister of Higher Education or the name of the officer who approved the
program CANNOT be included in the donation drive that has been hereby
approved, either directly or indirectly.
6. Students are not allowed to seek for donations or sponsorships from any
Ministers, Deputy Ministers, Parliamentary Secretary and Members of
Parliament.
8. Sponsorship drives can only be done during the specific dates as mentioned
in the approval letter.
9. Students are not allowed to seek for sponsorship before receiving a letter of
approval from the approving authority.
Nature of Business
The soliciting of funds and seeking of sponsorship must not incorporate the elements of coercion,
suspicion, uncertainty, unwillingness or burden to any parties so that the soliciting of
sponsorship activities would not tarnish the good image of the University.
8.6 Claims for Sponsorship Cheques From the Finance Division /Application For Cash Budget
Received From Sponsorships
a) Fill up the “Payment Request Form/Request for Advancement Form” and attach it with
the supporting document (Approval Letter and/or Financial Report).
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b) The money will be given to the students through the officer in charge
c) If the programme has not been organised, the application must be accompanied with
the list of expected expenditure as stated in the proposal (Please follow the
advancement procedure)
d) If the programme has been organised, an application must be accompanied with the
receipts and bills. Reimbursement will be made according to the amount of expenditure
(Please follow the reimbursement procedure.)
1. Experienced Trainers
Entrepreneurship
Provides:
Uniform-based activities
This unit provides:
1. Training skills
2. Equipment
3. Uniform
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6. Joint programmes with outside agencies
Community Service
Provides:
1. Training
4. Expression corners
Leadership
Provides:
1. Training
3. Educational Visit
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