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Process and Procedures of Postgraduate Coursework Programmes

Institut Pengajian Siswazah (IPSis Universiti TeknologiMARA i

Institut Pengajian Siswazah (IPSis)

PROCESS AND PROCEDURES OF POSTGRADUATE

COURSEWORK PROGRAMMES

2017


Institut Pengajian Siswazah (IPSis Universiti TeknologiMARA ii

CONTENTS

PREAMBLE

iv

1.0 PROCESSES INVOLVED IN THE POSTGRADUATE COURSEWORK PROGRAMME

1.1 Application, Selection, Admission and Registration 1 1.1.1 Submission of Application 1 1.1.2 Interview and Selection 1 1.1.3 Letter of Offer 1 1.1.4 Student Registration 2 1.2. Course Registration For New and Returning

Students 2

1.2.1 Course Registration 2 1.2.2 Add/Drop of Courses 2 1.2.3 Validation Process 3 1.3 Revocation of Student’s Status (GT) 3 1.3.1 Failure to pay tuition fees and Failure to

register courses 3

1.3.2 Failure to register courses 3 1.3.3 Failure to pay tuition fees 3 1.4 Appeal

1.4.1 Appeal for Reinstatement of Student’s Status 1.4.2 Appeal for Extension of Study 1.4.3 Appeal for Continuation of Study 1.4.4 Conditions of Appeal for Continuation of Study 1.4.5 Appeal for Re-marking of Final Assessment /Examination Result

4-5

6

1.5 Special Leave 6 1.6 Change of Study Mode /Programme /Campus 7 1.7 Deferment of Study (Unregistered First Semester

Students) 7

1.8 Withdrawal from Study 7 1.9 Regeneration of Final CGPA for Graduating 7


Institut Pengajian Siswazah (IPSis Universiti TeknologiMARA iii

Student Change of Personal Data 7

2.0 SUPERVISION 2.1 Responsibilities of Supervisors 8-10 2.2

2.3 Responsibilities of Students Dissertation/Project 2.3.1 Guidelines for Writing Dissertation/Project 2.3.2 Dissertation/Project Evaluation Proceeding

10

10 11

3.0 QUALITY ASSURANCE

3.1 Plagiarism 11 3.2

3.3

Declaration of Originality Intellectual Property

11 12 12

4.0 DISSERTATION/PROJECT GUIDELINES 4.1 Dissertation/Project Submission 12 4.2 Binding the Final Copy 12

APPENDICES Flowchart 1: Application, Selection, Admission

and Registration 13

Flowchart 2: Course Registration for New and Returning Students

14

Flowchart 3: Appeal for Reinstatement of Student’s Status

15

Flowchart 4A: Appeal for Continuation of Study (Current student)

16

Flowchart 4B: Appeal for Continuation of Study (Maximum Duration of Study)

17


Institut Pengajian Siswazah (IPSis Universiti TeknologiMARA iv

Flowchart 5 : Appeal for Remarking of Final Assessment / Examination Result Flowchart 6A: Special Leave (First and Second Application) Flowchart 6B : Special Leave (Third and subsequent application)Full Time

18 19 20

Flowchart 7: Change of Study Mode / Programme / Campus

21

Flowchart 8: Deferment of Registration process 22 Flowchart 9: Withdrawal From Study 23 Flowchart 10: Change of Personal Data 24 ABBREVIATIONS 25

PREAMBLE

1. This handbook of Process and Procedures of Postgraduate Coursework Programmes has been compiled by the Institute of Postgraduate Studies (IPSis) UiTM to assist graduate students reading for a higher degree by coursework. It includes information on the process and procedures relevant to degrees obtained through coursework.

2. The following main processes and procedures involved in the

postgraduate coursework programmes are described in detail and summarised in the attached flowcharts Application, Selection, Admission and Registration Supervision Quality Assurance Dissertation Submission


Institut Pengajian Siswazah (IPSis Universiti TeknologiMARA v

3. This handbook could not have been completed without the continuous support and invaluable contribution of the following editors:

Kartini Kamaruddin

Abdul Jalil Mohamed Ali

Maria Justine

Siti Farhana Zakaria

Norli Ali

Norzuwana Sumarjan

Mohd Tajuddin Mohd Ali

Zanariah Mohamad

Aman Mohd Ihsan Mamat

Ramlah Mohd Tajuddin

Nawawi Seroji

Process and Procedures of Postgraduate Coursework Programme


Universiti Teknologi MARA 1

1.0 POSTGRADUATE COURSEWORK PROGRAMME PROCESSES

1.1 Application, Selection, Admission and Registration

1.1.1 Submission of Application

Admission to a coursework degree programme is based on an applicant’s academic qualifications as stipulated by UiTM. An applicant is required to apply online using the Postgraduate Studies Online Application process posted at http://www.ipsis.uitm.edu.my. A hardcopy of the application form and other relevant certified documents should be submitted to the respective faculties or state campuses for the Jawatankuasa Kecil Akademik Pascasiswazah (JKAPS) to decide on the application status. International students need to also submit a certified copy of their passport and IELTS/TOEFL results. The required IELTS score is a minimum of band 6 and TOEFL score of 550. Applicants without the required IELTS/TOEFL results need to attend and pass an English Bridging course conducted by the university. Certain programmes may require working experience and aptitude test in addition to the relevant entry qualifications. Detailed entry requirements can be obtained from the respective faculty’s website.

1.1.2

Interview and Selection Candidates may be required to attend an interview before the final selection is made. The interview and selection process will be carried out at the Faculty / state campuses. The final selection of qualified applicants will be approved by the Jawatankuasa Kecil Akademik Pascasiswazah (JKAPS) of the respective faculties. (refer to Flowchart 1).

1.1.3

Letter of Invitation Upon selection, a Letter of Invitation or a conditional Letter of Invitation is issued online to successful candidates by the Institute of Postgraduate Studies (IPSis) via http://www.ipsis.uitm.edu.my. (Refer to Flowchart 1).

http://www.ipsis.uitm.edu.my/





1.1.4 Student Registration NEW STUDENTS Successful candidates are required to register on the date stipulated by IPSis. They will be provided with a Student Identification Card which gives students access to the library and other facilities on campus. The Academic Regulations must be adhered throughout the period of study in UiTM. RETURNING STUDENTS Students doing a coursework postgraduate programme are required to register online (via i-student portal) every semester within a stipulated period. If a student does not register within the stipulated period, the student’s status will be revoked. A student will then have to appeal for reinstatement of his/her status to the respective Faculty.

1.2 Course Registration for New and Returning Students

1.2.1 1.2.2

Course Registration Students must: i) register for the current semester courses within the stipulated time stated in the postgraduate academic calendar. ii) register for courses as stipulated in the programme study plan. Students with ‘Probationary’ status are not allowed to register for more than nine (9) credit units per semester. Add / Drop of Courses The online course add / drop process must be done within the stipulated time as stated in the postgraduate academic calendar. Check timetable at http://www.icress.uitm.edu.my. (Refer to Flowchart 2)

http://www.icress.uitm.edu.my/




1.2.3 Validation Process

Students are required to validate the courses registered for the particular semester by logging-in to i-Student Portal. Students are to print out the final Course Registration Information for future reference (Refer to Flowchart 2).

Note: Students who have NOT PAID the tuition fees will be blocked from performing the Validation of Course Registration

1.3 Revocation of Student’s Status (GT)

Students will be given a ‘GT’ status if they fail to comply with the requirements stipulated below :

1.3.1 1.3.2 1.3.3

Failed to pay tuition fees and register for courses within the stipulated time stated in the postgraduate academic calendar. Has paid tuition fees but failed to register for courses within the stipulated time stated in the postgraduate academic calendar. Has not paid tuition fees but has registered for courses within the stipulated time stated in the postgraduate academic calendar.

1.4 Appeal

1.4.1

Appeal for Reinstatement of Student’s Status A student whose student status has been revoked may appeal for reinstatement by applying online via the i-student portal. A penalty of RM200 will be imposed. The decision on appeal cases will be announced after the appeal period ends. The decision made is final (Refer to Flowchart 3).




1.4.2 1.4.3 1.4.4

Appeal for Continuation of Study A student who is dismissed or failed to register and/or pay fees OR have maximized the duration of study may appeal to continue his/her study in accordance with the procedure stipulated by the University. A student who has been dismissed may appeal to the respective faculty/state campus within the date stipulated in the postgraduate academic calendar. The appeal must be made by filling and submitting the Appeal for Continuation of Study Form (Refer to Flowchart 4A and Flowchart 4B).

Appeal for Extension of Study A student who has reached the maximum duration of study may appeal by filling in the i) Appeal for Continuation of Study Form and ii) Appeal for Extension of Study Form (Refer to Flowchart 4A & 4B). Conditions of Appeal for Continuation of Study Students are allowed to appeal following the academic rules and regulations. Those who are dismissed are allowed to appeal for the continuation of study based on the most recent semester results. The conditions and status for appeal are as follows:

DS1 obtained a CGPA of less than 2.50 for any semester or

Is not eligible to be considered.

DS3 obtained a CGPA of less than 3.00 with a Probation 2 (P2) status; or

Is eligible to be considered if the CGPA is 2.98 and above, on condition that there still exists elective course(s) to be taken in the study plan.

DS4 failed in a course for the third time, or

Is eligible to be considered if the CGPA is 3.00 and above.




1.4.5

Appeal for Re-marking of Final Assessment / Examination Result After the announcement of final examination / assessment results, a student who is dissatisfied with the result may appeal for re-marking/reassessment. The appeal form (Appeal for Review of Final Assessment Result) must be submitted within 14 days after the official announcement of the result (Refer to Flowchart 5).

DS5 have used the maximum study duration in accordance with the Postgraduate Academic Regulations; or

Is eligible to be considered if the CGPA is 3.00 and above. All remaining courses need to be completed in the semester appealed.

DS6 passed all courses required by a programme and fulfilled all the requirements of the programme BUT acquired a CGPA of less than 3.00; or

Is eligible to be considered if the CGPA is 2.98 and above on condition that there still exists elective course(s) to be taken in the study plan (to fulfill a CGPA of 3.00) the student must sit for a minimum of two (2) courses or six (6) credit hours and obtain a minimum B+ grade)

DS7 was absent for the examination of all the registered courses for the semester without the approval of the University.

Is not eligible to be considered.




1.5 Special Leave Fulltime students are allowed to apply for a maximum of two (2) semesters of Special Leave throughout the length of study. Each application is valid for one semester only. Parttime students are allowed to apply for a maximum of four (4) semesters of Special Leave throughout the length of study. Each application is valid for one semester only. Application for Special Leave must be made by filling in the Special Leave Application Form endorsed by the Faculty’s Head of Postgraduate Studies to be considered for approval by JKAPS. Students who have already paid the registration fees and were later given a Special Leave approval for the semester are allowed to carry forward the fees to the following semester. For students who have paid the registration fees and later were given Special Leave approvals for two consecutive semesters, the fees will subsequently be forfeited. Students with approved Special Leave have to retain their graduate student status by paying the Special Leave fees required by the University for each semester the leave is approved. Students on Special Leave are not allowed to use any facilities or services provided by the University for each semester in which the Special Leave has been approved. The faculty needs to inform the bursary to generate the processing bill after the student’s application for special leave is approve by JKAPS. For any subsequent Special Leave approval must be obtained from JKIPA. (Refer to Flowchart 6A for first and second application, and Flowchart 6B for third and subsequent application)

1.6 Change of Study Mode / Programme / Campus The University offers full-time, part-time and flexible learning programmes at the postgraduate level. Application to switch the mode of study can be made by filling in the relevant forms downloaded from http://ipsis.uitm.edu.my/v2/index.php/download/37-coursework-forms and submitting it to faculty’s/campus Head of Postgraduate Program for approval from JKAPS. Application to switch mode of study can only be made twice throughout the length of study as indicated in the Academic Rules and Regulations for Post Graduate (Refer to Flowchart 7)

http://ipsis.uitm.edu.my/v2/index.php/download/37-coursework-forms

http://ipsis.uitm.edu.my/v2/index.php/download/37-coursework-forms




The process of obtaining approval for a change of programme between deferent faculties will be initiated by the student’s current faculty. The faculty needs to inform the bursary to generate the processing bill after the student’s application for a change in programme is approve by JKAPS.

1.7 Deferment of Study (only for unregistered first semester students) Successful applicants may postpone registration by filling in the Application for the Deferment of Study Form. Deferment of Study is allowed only ONCE. (Refer to Flowchart 8).

1.8 Withdrawal from Study Students may withdraw from study by filling in the Application for Withdrawal of Study Form and return the student card to the respective faculty. First semester students who have registered but had withdrawn within 28 days after registration, are eligible for 80% refund of tuition fees. There will be no refund if the application for withdrawal is done after 28 days. Second and subsequent semester students applying to withdraw from studies are not eligible for a fee refund (Refer to Flowchart 9).

1.9 Regeneration of Final CGPA for Graduating Student The final CGPA will be automatically regenerated for graduating student who had re-sit and passed his/her course.

1.10 Change of Personal Data Students can update their personal data through the student’s profile in the i-Student portal (Alternatively, Refer to Flowchart 10).




2.0 SUPERVISION

2.1 Supervision UiTM regulations require students pursuing master degree by coursework to complete their dissertation/project as partial fulfillment of the respective programmes. The dissertation/project must be supervised by a main supervisor who may be assisted by a co-supervisor. The main supervisor and co-supervisor (s) are referred to as the supervisory team. In the event that a main supervisor is not available for any extended period of time, the co-supervisor will take on the responsibilities of the entire research supervision to ensure that there is no break in supervisory support for the student. Supervisors are selected on the basis of their expertise and their involvement in the related discipline. In order to ensure a harmonious relationship between the supervisors and student, all supervisors are encouraged to discuss their supervisory styles and approaches in the initial stages of their relationship. This establishes a basis for mutual understanding and respect during the period of the research and helps to prevent any misunderstandings which may hamper the progress of the research. The responsibilities of the supervisor / supervisory team are outlined in 2.1.1.

2.1.1 Responsibilities of Supervisors

Before Supervision Discuss research areas with students. Assist students with the writing of the

preliminary research proposal. Request resources required for the research

project from the faculty. On-going Supervision Arrange a meeting between the supervisory

team and student, preferably in the first week of the respective semester. It is essential that, at the outset, a professional relationship is established between the supervisory team and the student.

Reach an agreement with the student on supervisory arrangements, including a regular meeting schedule.




Meet regularly with the other member(s) of the supervisory team.

Assist the student in developing a plan of study which includes:

auditing or attending selected courses relevant to the research area.

carrying out appropriate background reading and getting started on the literature review.

participating in scholarly activities such as conferences, seminars, colloquiums and workshops.

Advise the student before he/she submits and presents his/her proposal.

Maintain regular contact with the student. This may be through e-mail, telephone and face-to-face contact.

Ensure that the administrative procedures related to the student’s plan of study are adhered to.

Help the student to plan the research work and revise the plan when necessary.

Ensure that the student has access to the resources needed to conduct research.

Facilitate and monitor the student’s research project.

Encourage the student to publish his/her work in reputable journals upon completion of the dissertation.

Assist the student in planning the structure and format of the dissertation / project.

Read and review drafts of the dissertation and give constructive criticisms, and return the drafts promptly.

Ensure the dissertation has been checked through IPSis recognized plagiarism software.

Provide constructive comments on the final draft of the dissertation and ensure that it adheres to the prescribed format (refer to “Guidelines on Thesis/Dissertation Format for Postgraduate Programmes”)

Ensure that dissertation has been edited, corrected for technical errors such as format, grammatical and language.

Students are permitted to submit their dissertation if their progress is satisfactory. Otherwise, incomplete status (TL) may be given throughout the duration of studies (not exceeding the maximum period of study). If a student fails to submit the dissertation on the stipulated date, grade F will be given.




Before the Submission of the Dissertation / Project May attend the oral presentations (masters) as

an observer. Read through the corrected dissertation and

make sure that all amendments recommended by the examiners during the oral presentation have been made.

2.2

Responsibilities of Students

2.2.1 Responsibilities of Students throughout the

Period of Study

Participate in the learning community of UiTM.

Conduct research under the guidance of a supervisory team.

Prepare and defend research proposal where applicable.

Encourage to participate in seminars, workshops and conferences.

Encourage to publish articles in reputable journals and/ or indexed proceedings.

Make regular presentations on research progress with the supervisory team.

Ensure dissertation/project has been checked through InQKA recognized plagiarism software

Adhere to the prescribed format (refer to “Guidelines on Thesis/Dissertation Format for Graduate Programmes”)

Ensure that dissertation has been edited and corrected for technical errors such as format, grammar and language.

Prepare and defend dissertation/research project at a oral presentation where applicable.

Make appropriate correction(s) as recommended by supervisors and examiners.

Submit amended and completed dissertation / project within the stipulated period.




2.3 Dissertation/Project

2.3.1 Guidelines for Writing Dissertation/Project

A proposal that has been submitted to other universities cannot be used.

Plagiarizing other people’s work is strictly prohibited. Action will be taken against those found committing plagiarism in accordance with the UiTM’s Plagiarism Policy.

Detailed guidelines on the conventions of dissertation writing as required by the University are available in “Guidelines on Thesis / Dissertation Format for Graduate Programmes”.

2.3.2 Dissertation/Project Evaluation Procedure

Upon submission of the dissertation/project, the faculty will forward a copy to each examiner. The student may be required to defend the dissertation/project before a panel of examiners. The faculty is responsible for managing matters pertaining to the presentation of dissertation / project.

3.0 QUALITY ASSURANCE Students are reminded that consistency and accuracy of dissertation / report presentation are important. Professional editing is required to ensure that the dissertation / project is free of errors before submission for assessment.

3.1 Plagiarism Plagiarism is the passing off the idea or words of someone else as though they were their own. It applies equally to the work of other students or researchers as well as to other published and unpublished sources. Students are responsible for writing their dissertation/project in their own words. Quotations from published or unpublished sources and the sources of any other materials should be clearly cited and acknowledged. A systematic style of citation and references must be adhered to. Sources of visual presentations such as photographs or maps must also be clearly indicated. Students are reminded that UiTM takes a serious view of plagiarism. Action will be taken to those found for committing plagiarism in accordance to UiTM’s Plagiarism Policy.




Upon submission of the dissertation/project, the student will be asked to insert a signed ‘Declaration’ declaring that his/her work is original and free of plagiarism.

3.2 Declaration of Originality Students are required to declare that the dissertation/project is an original piece of work and within the acceptable originality index.

3.3 Intellectual Property The dissertation / project remain the property of the University. The distribution of Intellectual Property Rights will be determined by the University.

4.0 DISSERTATION/PROJECT SUBMISSION The dissertation/project is ready to be submitted for evaluation when the supervisor/s is/are satisfied with the work done in terms of its suitability from the aspect of content, presentation, language and format.

4.1 Dissertation/Project Submission The student is required to submit one (1) softcopy and three (3) hardcopies in spiral bound to the Head of Postgraduate Program/Coordinator for assessment.

4.2 Binding the Final Copy After the presentation and correction of dissertation / project, a hardbound and soft copy should be submitted to the faculty. The number of hardbound and soft copy will be determined by the respective faculty. A Master dissertation / project should be hardbound in dark blue colour and a Doctoral dissertation should be hardbound in maroon colour.




FLOWCHART 1

APPLICATION, SELECTION, ADMISSION AND REGISTRATION

RESPONSIBILITES

FLOW CHART

PROCESS

RECORD

START

Applicant Apply online via website

(www.ipsis.uitm.edu.my) Online Application Form

Applicant

Print and submit a hard copy of the online application form, certified identification card, certified academic transcripts and referee report to the Faculty/state campuses.

For international students, submit a certified copy of passport, IELTS/TOEFL results, certified academic transcript and referee reports to IPSis.

List of required documents for Local and International applicants: 1. Online Forms and documents, 2. Copy of Identified Card 3. Copy of Academic Transcripts, 4. Copy of Referee Report and 5. Copy of Certified Professional Qualification (if required), Additional documents for International applicants: 1. Copy of passport

2. Copy of IELTS/ TOEFL results

KPPS

Select qualified candidates and Interview (if applicable)

Letter of invitation for an interview

KPPS / IPSis

Head of Postgraduate Studies at Faculties forward the selection report to IPSis

e-KPS and hardcopy documents

IPSis

IPSis issues offer letter to candidates via http:// www.ipsis.uitm.edu.my

Offer Letter

Candidate/ IPSis /Faculty /Bursary/ Health Center/ OIA

Registration of Candidate

Registration Form and Checklist

END






FLOWCHART 2 COURSE REGISTRATION FOR NEW AND RETURNING STUDENTS

RESPONSIBILITES

FLOW CHART

PROCESS

RECORD

START

STUDENT

Log on to www.uitm.edu.my 1. Click “Current Students” 2. Click “Student Portal” 3. Log-in ID : Student’s No. 4. Password : IC / Passport No. 5. Student Menu 6. Course Registration

Information 7. Print slip of course

registration each time changes are made

Computer print-out of the registered courses.

STUDENT/KPPS/IPSis

Add/Drop courses 1. Choose an appropriate group

for each new course to be added. Check timetable @ http://www.icress.uitm.edu.my

2. Online add/drop of courses done within the time stipulated by the academic calendar

Hardcopy statement for the online add/drop of courses.

STUDENT

Log on to http://myfinancial.uitm.edu.my for further information on fee payment.

Online information of fees to be paid to Bursary.

STUDENT /KPPS/IPSis

Log-in to i-Student Portal to Validate Courses Registered

The course registration information

STUDENT

Click Validate course(s)

Courses Validation Slip

STUDENT/KPPS/IPSis

Print two(2) copies of validated registration slip: One(1) copy for student and one (1) copy to Faculty

Courses Validation Slip

STUDENT

END

http://www.uitm.edu.my/



http://myfinancial.uitm.edu.my/




FLOWCHART 3 APPEAL FOR REINSTATEMENT OF STUDENT’S STATUS

RESPONSIBILITES

FLOW CHART

PROCESS

RECORD

START

IPSis

Announcement of potential revocation of student’s status

List of student with potential revocation status

IPSis

Announcement of revocation of student’s status

List of student with revocation status

Student

Application to reinstate online via student portal. A penalty fee will be imposed on the student – First Phase

Appeal for Reinstatement of Status as Student (Online)

Student

Application for reinstatement – Second Phase (After appeal of reinstatement of status as student Online ends)

Appeal for Reinstatement of Status as Student Form (Current semester)

(IPSis / ACAD / GT / 2015)

JKAPS

Review of the appeal. Submit report to IPSis.

Report of Student Reinstatement Status.

Faculty Letter of notification will be

issued to the student

Letter of notification to student

Faculty

Update student status in SIMS

Student record updated

END




FLOWCHART 4A APPEAL FOR CONTINUATION OF STUDY

RESPONSIBILITES

FLOW CHART

PROCESS

RECORD

START

Student

Fill in IPSis Form downloaded from http//: www.ipsis.uitm.edu.my

Make three (3)copies of completed form.

A processing fee will be imposed on the student .

Submit to faculty for approval

Appeal for Continuation of Study Form- IPSis / CW / RMP / 2015

JKAPS

Reviewing and proposing on the appeal.

Submit report to IPSis.

-Report of Appeal for Continuation of Study Form.

IPSis

Receive document from the Faculty.

Prepare working paper for JKIPA meeting.

Working paper

JKIPA

Deciding and approving on the appeal

IPSis

Notification of JKIPA decision to Faculty

Senate endorsement on JKIPA minute.


- Letter to Faculty’s Dean

FACULTY

Letter of notification will be issued to the student.


END





FLOWCHART 4B APPEAL FOR CONTINUATION OF STUDY (MAXIMUM DURATION OF STUDY)

RESPONSIBILITES

FLOW CHART

PROCESS

RECORD

START

Student


Make three (3 )copies of completed form.

A processing fee will be imposed on the student .

Submit to faculty.

Appeal for Continuation of Study Form- IPSis / CW / RMP / 2015

JKAPS

Faculty reviews either to support or not to support the application.

Submit document to IPSis.

-Report of Appeal for Continuation of Study Form

IPSis

Receive document from the Faculty.

Prepare working paper for JKIPA meeting.

Working paper

JKIPA

Deciding and approving on the appeal

Minutes of meeting

IPSis

Notification of JKIPA decision to Faculty

Senate endorsement on JKIPA minute.


Letter to Faculty’s Dean

FACULTY

Letter of notification will be issued to the student

Letter of notification

END





FLOWCHART 5 APPEAL FOR REMARKING OF FINAL ASSESSMENT/EXAMINATION RESULT

RESPONSIBILITES

FLOW CHART

PROCESS

RECORD

START

Student

Fill in IPSis Form downloaded from www.ipsis.uitm.edu.my

A processing fee will be imposed on the student tuition fee.

Appeal for Remarking of Final Assessment/Examination Result

Student

Submit to Faculty together with copy of examination result.

The form is to be submitted within 14 days after the announcement of official examination results.

Appeal for Review of Final Assessment Result form: IPSis / CW / REVIEW / 2014

KPPS

Faculty appoints second examiner.

KPPS presents result in JAF meeting for approval.

Submit document to IPSis.

Appeal for Remarking of Final Assessment/Examination Result

IPSis

IPSis presents appeal for reassessment to JKPP

Presentation template

JKPP Deciding and approving

the appeal

JKPP Minutes

JKIPA IPSis presents result to

JKIPA for endorsement

JKIPA Minutes

IPSis

Senate notification of JKIPA Minutes

Senate endorse JKIPA Minute

Presentation template





IPSis

IPSis updates the result in SIMS.

Decision of JKIPA will be notified by a letter to the faculty

i-Student Portal Letter of Notification to faculty

KPPS Faculty issues letter of

notification to student

Letter of notification.

END




FLOWCHART 6A SPECIAL LEAVE PROCESS

RESPONSIBILITES

FLOW CHART

PROCESS

RECORD

START

Student

Fill in IGS Form downloaded from http//: www.ipsis.uitm.edu.my



Submit to faculty

Application for Special Leave Form

JKAPS

Faculty reviews and decides on application.

Faculty submits cover letter and report to IPSis.

Cover letter and report

FHGS

Update status in SIMS and issue letter to student

Letter to notify the status for Special Leave application to student

END

Nota : 1. Full Time : 1st and 2nd Application 2. Part Time : 1st, 2nd, 3rd, 4th Application





FLOWCHART 6B SPECIAL LEAVE PROCESS (Application of special leave beyond the permitted period in the Academic Regulation)

RESPONSIBILITES

FLOW CHART

PROCESS

RECORD

START

Student




Submit to faculty


JKAPS

Faculty reviews either to support or not to support.

Faculty submits report to IPSis.


IPSis

IPSis present application to JKIPA for approval.

Paperwork prepared by IPSis

JKIPA

Deciding and approving the appeal

JKIPA Minutes

IPSis

IPSis issues letter of result to faculty.

IPSis update status in SIMS and issue letter to faculty

Letter of notification to faculty

KPPS

Faculty issues letter of notification to student.

Letter of notification to student.

END





FLOWCHART 7 CHANGE OF STUDY MODE / PROGRAMME / CAMPUS

RESPONSIBILITES

FLOW CHART

PROCESS

RECORD

START

Student


Make two (2)copies of completed form.


Submit to faculty

Application form for Change of Study Mode / Change of Programme / Change of Campus

JKAPS KPPS

Faculty reviews either to support or not to support the application.

Faculty updates change of study mode only.

Faculty submits report to IPSis

Application form for Change of Study Mode / Change of Programme / Change of Campus

IPSis

IPSis updates status in SIMS for a change of campus and programme.

Cover letter and report for Change of Programme , Change of Campus and change of study mode

KPPS Faculty issues letter of

notification to student. Letter of notification to student

END





FLOWCHART 8 DEFERMENT OF REGISTRATION PROCESS

ONLY FOR UNREGISTERED 1ST SEMESTER POSTGRADUATE CANDIDATE

RESPONSIBILITES

FLOW CHART

PROCESS

RECORD

START

Candidate


Pay the processing fees at UiTM Bursary and

Submit to IPSis

Application for Deferment of Registration Form

IPSis

Issue letter of notification Letter of notification

END





FLOWCHART 9 WITHDRAWAL FROM STUDY PROCESS

RESPONSIBILITES

FLOW CHART

PROCESS

RECORD

START

Student

Fill in IPSis Form downloaded from www.ipsis.uitm.edu.my

Application for Withdrawal of Study form

Student / Faculty

Faculty endorsement


Student

Library’s verification


Student

Bursary’s verification Application for Withdrawal of Study form

International student only

OIA endorsement (Update record) for international student only.


Student

Submit two (2) copies of completed form and return Student Card to faculty.

Application for Withdrawal of Study and supporting documents

JKAPS KPPS

KPPS presents application to JKAPS

Faculty submits report to IPSis.

Application for Withdrawal of Study and supporting documents

FACULTY

Faculty issues letter of notification


END





FLOWCHART 10 CHANGE OF STUDENT PERSONAL DATA

RESPONSIBILITES

FLOW CHART

PROCESS

RECORD

START

Student

Fill in IPSis Form downloaded from http:// www.ipsis.uitm.edu.my

Submit the form to IPSis

Change of Student Personal Data form

IPSis

Student’s status will be updated in the system by IPSis

i-Student Portal

END



Institute of Graduate Studies

Universiti TeknologiMARA 1

Abbreviation Description

UiTM Universiti Teknologi MARA

IPSis

JAF/JAN

Institute of Postgraduate Studies

Jawatankuasa Akademik

Fakulti/Negeri

KPPS Ketua Pusat Pengajian Siswazah

JKAPS

JKIPA

Jawatankuasa Kecil Akademik

Pascasiswazah

Jawatankuasa Induk Penilaian

Akademik

GPA Grade Point Average

CGPA

Cumulative Grade Point Average

OIA

SIMS

Office of International Affairs

Student Information Management

System




A special thank goes to the following names for their invaluable contribution towards the completion of this Handbook of Process and Procedures for the Postgraduate Coursework Programmes:

1. Bulan Abdullah 2. Fatimah Ayub 3. Kalsom Salleh 4. Kamariah Noor Ismail 5. Mohd Azrul Zakaria 6. Muhammad @ Yusof Ibrahim 7. Nahlah Ilkudsiah Ismail 8. Ramlan Abdullah 9. Rozlinda Abdullah 10. Safawi Abdul Rahman 11. Sarina Md Yusof 12. Siti Halijjah Shariff

13. Suhaina Nadia Laili Suhairi 14. Syed Mazlan Syed Mat Dom 15. Zaini Ahmad 16. Zolidah Kasiran 17. Zubaidah Zainal Abidin

1. Kartini Kamaruddin 2. Maria Justine 3. Siti Farhana Zakaria 4. Norli Ali 5. Norzuwana Sumarjan 6. Mohd Tajuddin Mohd Ali




7. Zanariah Mohamad 8. Aman Mohd Ihsan Mamat 9. Abdul Jalil Mohamed Ali 10. Nur Aisyah Abdullah 11. Mohd Zaini Zainal 12. Haslina Ramli 13. Anis Idayu Hj Sapie

institut pengajian siswazah (ipsis) process and procedures ... · process and procedures of...

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