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FINAL YEAR PROJECT (FYP)

STANDARD OPERATING PROCEDURES (SOP)

KULLIYYAH OF LANGUAGES AND MANAGEMENT

INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA,

PAGOH EDU HUB, KM 1, JALAN PANCHOR,

84600, PAGOH, MUAR,

JOHOR DARUL TAKZIM

INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA

Document Ref No: IIUM/316/13/12/1

Version No: 2

Version Effective Date: 3.9.2019

Updated: 27.2.2020

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TABLE OF CONTENT

TABLE OF CONTENT.............................................................................................................i

LIST OF APPENDICES..........................................................................................................iii

1.0 INTRODUCTION .......................................................................................................... 5

2.0 OBJECTIVES................................................................................................................. 5

3.0 THE FYP COURSE ....................................................................................................... 5

4.0 DURATION OF FYP ..................................................................................................... 6

5.0 SCOPE OF FYP ............................................................................................................. 6

6.0 SELECTING FYP SUPERVISOR AND FYP TITLE .................................................. 6

6.1 FYP Supervisor ..................................................................................................... 6

6.2 FYP Title ............................................................................................................... 6

6.2.1 FYP Title by Student .................................................................................. 7

6.3 CHANGE OF SUPERVISOR (COS) ................................................................... 7

7.0 ROLES AND RESPONSIBILITIES .............................................................................. 7

7.1 Student Responsibilities: ...................................................................................... 7

7.2 FYP Supervisor Responsibilities: ........................................................................ 8

7.3 FYP Coordinator Responsibilities: ....................................................................... 8

7.4 FYP Committee Responsibilities .......................................................................... 9

7.5 FYP Examiner Responsibilities ............................................................................ 9

8.0 FYP REPORT SUBMISSION ....................................................................................... 9

9.0 FYP ASSESSMENT .................................................................................................... 10

10.0 FYP GRADING ........................................................................................................... 10

10.1 In Progress (IP) ............................................................................................... 10

10.2 Fail (F) ............................................................................................................ 11

10.3 Grade A, B, C, D, E ........................................................................................ 11

11.0 WARNING AND BARRING ...................................................................................... 11

11.1 Attendance Policy for FYP registered student: .............................................. 11

12.0 STEPS BEFORE SUBMISSION THE SOFTCOPY OF FYP .................................... 12

12.1 FYP Correction ............................................................................................... 12

12.2 FYP Submission ............................................................................................. 12

13.0 FYP SUBMISSION EXTENSION .............................................................................. 12

APPENDIX 1 ........................................................................................................................... 13

APPENDIX 2 ........................................................................................................................... 15

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APPENDIX 3 ........................................................................................................................... 16

APPENDIX 4 ........................................................................................................................... 17

APPENDIX 5 ........................................................................................................................... 18

APPENDIX 6 ........................................................................................................................... 19

APPENDIX 7 ........................................................................................................................... 21

APPENDIX 8 ........................................................................................................................... 22

APPENDIX 9 ........................................................................................................................... 24

APPENDIX 10 ......................................................................................................................... 25

APPENDIX 11 ......................................................................................................................... 28

APPENDIX 12 ......................................................................................................................... 29

APPENDIX 13 ......................................................................................................................... 30

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LIST OF APPENDICES

APPENDIX NO

TITLE PAGE

1.1

1.2

2

3

4

5

6.1

6.2

7

8.1

8.2

9

10.1

10.2

10.3

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12

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Workflow of FYP Process for Semester 1 and Semester 2

Workflow of FYP Process for Semester 3

FYP Title Request (FTR) Form

FYP Change of Supervisor (COS) Form

FYP Checklist for Student

FYP Report Completion (FRC)

FYP Supervisor’s Rubric (page 1)

FYP Supervisor’s Rubric (page 2)

FYP Examiner’s Report

FYP Examiner’s Rubric (page 1)

FYP Examiner’s Rubric (page 2)

Student’s Efforts

FYP Progress Report (FPR) form (page 1)

FYP Progress Report (FPR) form (page 2)

FYP Progress Report (FPR) form (page 3)

Supervision’s Log

FYP Soft Copy Submission (FS) form

FYP Extension of Submission (FES) form

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14

15

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1.0 INTRODUCTION

The Final Year Project (FYP) is COMPULSORY for all undergraduate students in Kulliyyah

of Languages and Management (KLM). This guideline is intended to provide a complete

reference namely for students, supervisors, FYP coordinator and FYP committee members.

The members of the FYP Committee consist of:

1. FYP Coordinator,

2. Deputy Dean, Academic Affairs and Industrial Linkages

3. Head of Departments

2.0 OBJECTIVES

The objectives of this course are to:

a. expose students to the various components of the Final Year Project;

b. provide students with relevant knowledge of FYP report writing;

c. present the terminology in each component of project

Students will learn and experience the process of conducting a good research project by

applying and integrating learned theoretical knowledge and principles. The FYP also provides

the opportunity for students to demonstrate independence, and originality, as well as to plan

and organize a project over a certain period of time.

3.0 THE FYP COURSE

All KLM students must take and carry out the FYP course in second semester of Year 3 under

the supervision of a lecturer.

Students CANNOT REGISTER for FYP and INTERNSHIP in the SAME SEMESTER.

Students are strictly advised to meet own mentors for study plan management. At the end of the

project, each student is required to submit a report to be assessed (See Appendix 1 for the work

flow of FYP Process).

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The course details as follows:

Table 1: Course Code, Module Name and Credits

COURSE

CODE

MODULE

NAME

CREDITS GRADE PASSING

MARK

ENCO 4999

Final Year Project 6 A, B, C, D, E,

F OR IP C (50%)

ARCO 4999

BMCO 4999

TPHM 4170

4.0 DURATION OF FYP

The FYP duration is ONE semester (registered semester). Students need to complete the FYP

report of between 50 pages (14,000 words for double spaced) and 100 pages (28,000 words

for double spaced) including abstract, table of content, list of figures, list of tables,

references and appendices.

5.0 SCOPE OF FYP

i. FYP project should be realistic enough to allow students to demonstrate a variety of

skills within the time frame given;

ii. FYP project must be in line with the programs offered under KLM;

iii. FYP projects must be relevant to the kulliyyah’s as well as the programs’ aims and

objectives. For instance, the topic of the project must be related to language and

communication disciplines of ARCOM, ENCOM, and MLCOM programs.

6.0 SELECTING FYP SUPERVISOR AND FYP TITLE

6.1 FYP Supervisor

Each student will be assigned to one supervisor with respect to the specialization area. Part-

time lecturers can be co-supervisors if necessary.

6.2 FYP Title

The working title can be proposed either by the supervisor or students.

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6.2.1 FYP Title by Student

Students MUST fill in the FYP Title Request (FTR) form by WEEK 11 of prior semester

which is BEFORE the registered semester (See Appendix 2 for FTR form). However, students

MUST have completed a draft of Chapter 1-3 before registering FYP. The form must be

accompanied with the following details:

a. FYP Title

b. Abstract

6.3 CHANGE OF SUPERVISOR (COS)

Change of supervisor is under the discretion of FYP Committee. Students are not allowed to

change supervisor on their own. The potential supervisor and supervisee must MUTUALLY

AGREE on the change. The student must then fill in the ‘FYP Change of Supervisor’ (FCOS)

form (See Appendix 3 for COS form) and send to the FYP Coordinator (with verification from

previous supervisor and with acceptance of new supervisor) for the committee’s approval.

The reasons for COS may be as follows:

a. Staff transfer / resignation

b. Staff appointment/assignment to a new position

c. Supervisor undergoes long period of leave (i.e. due to medical reason, hence, unable

to supervise)

d. Supervisor unable to supervise due to other unavoidable and justified reasons

e. Large number of FYP students under the current supervisor.

f. Other reasons deemed necessary

7.0 ROLES AND RESPONSIBILITIES

7.1 Student Responsibilities:

i. Taking primary responsibility for the successful completion of the FYP

ii. Understanding of supervisor’s role in assisting the student to develop research

goals, and timeline to complete each phase of the work.

iii. Taking the initiative to arrange regular meetings with the supervisor.

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iv. Keeping the supervisor informed of the results of ongoing research, and any

factors that might affect the progress of his/her research.

v. Sharing all drafts and final versions of project documents, including reports or

chapters, with his/her supervisor, and gains the supervisor’s approval before

submitting any documents to the kulliyyah.

vi. Taking responsibility for completing required FYP Procedure (See Appendix 4

for the FYP Checklist for student).

vii. Adhering to agreed deadlines for work to be completed.

viii. Maintaining absolute integrity in collecting, analyzing, and presenting research

data.

ix. Ensuring that project work is always saved safely and that it has been backed up.

x. Bringing a logbook when meeting the supervisor. Supervisor must sign the

logbook after each meeting to monitor students’ progress in writing.

7.2 FYP Supervisor Responsibilities:

i. Setting the requirements of the project.

ii. Briefing students under his/her supervision on the FYP regulations;

iii. Guiding students in the understanding, planning, and conducting of the project.

iv. Recommending approaches/ methods appropriate to achieve the FYP objectives.

v. Reminding students on plagiarism (in line with the university Regulations)

vi. Conducting meeting with students regularly and signing the logbook for every

meeting, as well as evaluating their progress and performance in regular and

informative ways.

vii. Assessing students’ works and assigning a final grade at the end of the course.

Ensuring the student to follow and complete the overall FYP procedure.

viii. The Supervisor shall key in the student’s mark after the submission of FYP

softcopy after the approval by the examiner, HOD and the Dean.

7.3 FYP Coordinator Responsibilities:

i. Monitoring and ensuring smooth running of the FYP

ii. Compiling all project titles from students/supervisors.

iii. Endorsing project titles and assigning supervisors to the students upon approval

from the FYP committee.

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iv. Planning, coordinating and organizing timely FYP briefings for students, as well

as meetings for the FYP committee.

v. Executing tasks relevant to FYP.

7.4 FYP Committee Responsibilities

i. Overseeing the FYP planning and/or implementation.

ii. Endorsing all project titles proposed by supervisors and students before being

published to students.

iii. Endorsing FCOS and FES cases.

iv. Ensuring that titles are relevant to the kulliyyah’s aims and objectives.

v. Ensuring that each student has a supervisor who can supervise based on expert

area.

vi. Endorsing students’ FYP results at the end of semester.

vii. Approving compiled projects in line with the need of kulliyyah’s research

activities.

viii. Suggesting ideas for the continuous improvement of FYP.

7.5 FYP Examiner Responsibilities

i. Evaluating the FYP according to the FYP Examiner’s Report and FYP

Examiner’s Rubric.

ii. Submitting FYP Examiner’s Report and FYP Examiner’s Rubric form to the

Academic Office for the purpose of grading and record.

iii. Suggesting ideas for the continuous improvement of FYP.

8.0 FYP REPORT SUBMISSION

The submission of FYP draft will be in Week 14 of Semester 1 and Semester 2. The students

shall submit the following documents to the Academic office:

1. FYP Report

2. FYP Report Completion (FRC) form (See Appendix 5 for FRC form)

3. Supervision Log

4. Turn-it-in report (not exceeding 20%)

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9.0 FYP ASSESSMENT

The assessment of a student’s FYP shall be carried out by:

a. His/her appointed supervisor. The Supervisor’s Rubric as attached in the Appendix 6

(Marks from Supervisor carry 60% of overall marks)

b. The Examiner will be appointed by the FYP Committee. The Examiner has to fill in

the FYP Examiner’s Report as attached in the Appendix 7 and FYP Examiner’s Rubric

form as attached in the Appendix 8. (Marks from Examiner carry 30% of overall

marks)

c. The student’s effort to follow the FYP process such as attending the FYP Briefing and/or

Workshops, submission of FYP and the formatting of FYP. The Student’s Effort Rubric

as attached in the Appendix 9. (Marks from the student’s effort carry 10% of overall

marks)

The Supervisor will key in the student’s result in the system after the examiner has submitted

the FYP Examiner’s Rubric to the Academic Office and after the student has submitted the

softcopy of his/her FYP.

10.0 FYP GRADING

The following are grades for FYP:

10.1 In Progress (IP)

• In Progress status with grade (IP) may be given to a student who fails to complete FYP

in one semester (official registered semester). The student may be given one more

semester ONLY to complete his/her FYP. The IP status is given one time and the

student will be graded (A, B, C, D, E) for the next registered semester. The student

must submit the FYP Progress Report (FPR) form to the Academic Office (See

Appendix 10 for FPR form)

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10.2 Fail (F)

A fail grade (F) shall be given if a student fails to submit the completed report after the given

period without any appeal letter. The student needs to find another potential supervisor for the

next registered semester after the student has previously failed his/her FYP.

10.3 Grade A, B, C, D, E

The grade of A, B, C, D, and E shall be given based on the FYP Assessment by FYP Supervisor,

FYP Examiner and FYP Coordinator as stated in Section 9.0.

11.0 WARNING AND BARRING

11.1 Attendance Policy for FYP registered student:

It is the responsibility of the student and his/her FYP supervisor to arrange appointments for

FYP progress. The student must fill in the Supervision log during the discussion with his/her

FYP Supervisor (See Appendix 11 for Supervision Log). A formal WARNING LETTER

shall be issued by the FYP Supervisor if the student is absent for 20% of the registered

semester (2 times absence of 14 weeks for Semester 1 and Semester 2, or 1-time absence 9

weeks for Semester 3). Once the ‘Warning Letter’ has been issued, the ‘BARRING LETTER’

shall be issued to the student who absence for the 3rd time of semester 1 and semester 2, or

2nd time of semester 3.

The ‘Warning Letter’ can be issued starting in Week 3 (Semester 1, 2 and 3) of registered

semester and the ‘Barring Letter’ can be issued before/during Week 14 (Semester 1 and

Semester 2) or Week 7 (Semester 3) by the FYP Supervisors if students fail to give full

commitment for completion of FYP. If students do not have a valid reason for the absence, a

‘IP’ grade shall be given for ONE Semester only.

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12.0 STEPS BEFORE SUBMISSION THE SOFTCOPY OF FYP

12.1 FYP Correction

Students make the corrections as stated in the FYP Examiner's Report. Students shall discuss

with supervisor for the corrections before submitting the softcopy of FYP Report to the

Supervisor to finalize the result.

12.2 FYP Submission

Students need to submit the softcopy of FYP at the stipulated date with the following

documents:

i. FYP softcopy (the approval page should be signed by the Examiner, HOD and

Dean)

ii. FYP Submission (FS) form (See Appendix 12 for FYP Submission form)

iii. FYP Checklist for student

13.0 FYP SUBMISSION EXTENSION

1) Submission extension request may be considered for students who failed to

complete on time due to medical reasons or any unforeseen circumstances deemed

valid by the FYP committee.

2) A student seeking an extension must formally apply to the FYP Committee,

through his/her respective supervisor. The student shall fill in the FYP Extension

of Submission (FES) form and submit to the Academic Office (see Appendix 13

for FES form).

3) A student should apply for the extension prior to the deadline (Week 13 or to be

informed by kulliyyah). The FYP committee will only allow submission extension

upon satisfaction of student’s justification/reason and progress. Extension

procedures for FYP adheres to the kulliyyah’s procedures.

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APPENDIX 1

Appendix 1.1: Workflow of FYP Process for Semester 1 and Semester 2

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Appendix 1.2: Workflow of FYP Process for Semester 3

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APPENDIX 2

Appendix 2: FYP Title Request (FTR) Form

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APPENDIX 3

Appendix 3: FYP Change of Supervisor (COS) Form

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APPENDIX 4

Appendix 4: FYP Checklist for Student

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APPENDIX 5

Appendix 5: FYP Report Completion (FRC) form

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APPENDIX 6

Appendix 6.1: FYP Supervisor’s Rubric (page 1)

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Appendix 6.2: FYP Supervisor’s Rubric (page 2)

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APPENDIX 7

Appendix 7: FYP Examiner’s Report

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APPENDIX 8

Appendix 8.1: FYP Examiner’s Rubric (page 1)

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Appendix 8.2: FYP Examiner’s Rubric (page 2)

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APPENDIX 9

Appendix 9: Student’s Efforts

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APPENDIX 10

Appendix 10.1: FYP Progress Report (FPR) form (page 1)

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Appendix 10.2: FYP Progress Report (FPR) form (page 2)

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Appendix 10.3: FYP Progress Report (FPR) form (page 3)

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APPENDIX 11

Appendix 11: Supervision’s Log

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APPENDIX 12

Appendix 11.1: FYP Correction (FC) form (page 1)

Appendix 12: FYP Soft Copy Submission (FS) form

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APPENDIX 13

Appendix 14: FYP Extension of Submission (FES) form