OFFICE OF THE DEPUTY DEAN (STUDENT AFFAIRS)

KULLIYYAH OF LANGUAGES AND MANAGEMENT

INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA

GUIDELINES AND

PROCEDURES ON

STUDENTS ACTIVITIES

1.0 INTRODUCTION

This guidelines serve as a source of reference for all student activities in Kulliyyah of Languages

and Management (KLM), IIUM. It is useful for students who wish to conduct programmes, as

this guidelines highlight the procedure of organising programmes to ensure the smooth running

of these programmes.

2.0 TYPES OF STUDENT ACTIVITIES

Based on the different interests of IIUM students, there are 19 categories of popular activities

supported by the University. And it is COMPULSORY to put the categories based on the

programmes under the EVENT classification in your proposal. They are:

Annual General Meeting/Meeting

Attending Ceremonies

Buletin

Community Services

Counseling

Cultural

Debate

Educational Trip

Entrepreneurship and Leadership

Intellectual

Leadership

Promotion Booth

Recreational

Seminar / Conference

Social Gathering

Spiritual

Sports

Training

Uniform Bodies

3.0 LEVEL OF PARTICIPATION

In a programme there is a level of participation for each those involved and the students will

obtain the Co-curricular Activity Points (CACP) based on their level of involvement in the

programme. Organizing committees should consists of the following posts:

Programme manager

Secretary

Treasurer

Master of ceremony (if have

Program coordinator

Main committee

Committee

Participants

Arts/cultural performer

*Participants name must be submitted with Programme Report.

LEVEL OF PARTICIPATION / ORGANIZING COMMITTEES

Note:

1. If in the bureaus are more than three (3) people, appoint one person from the team to be

the leader (Main Com.).

PROGRAMME

MANAGER

SECRETARY PROGRAMME

COORDINATOR

TREASURER

(MAIN COM.)

PREPARATION

& TECHNICAL

(MAIN COM.)

PROMOTION &

INFORMATION

(MAIN COM.)

CATERING

(COMMITTEE)

-PREPARATION

& TECHNICAL

- SPECIAL TASK

- SAFETY

(MAIN COM.)

MASTER OF

CEREMONY

(if have)

BUREAUS

MANAGEMENT

(COMMITTEE)

PROMOTION &

INFORMATION

(COMMITTEE)

CATERING

4.0 RULES AND REGULATIONS OF SUBMISSION OF WORKING PAPER AND

SUBMISSION OF PROGRAMME REPORT AND FINANCIAL REPORT.

1. Submission of Working Papers

1.1 It is COMPULSORY to submit the working paper to the office of the Deputy Dean

Student Affairs according to the duration stipulated below based on level of the

programme planned to ensure the smooth process of approval.

LEVEL OF PROGRAMME SUBMISSION OF WORKING

PAPERS

University/Club/Society/Kulliyyah Not less than 21 days before the date of

the programme

National Not less than 3 months before the date of

the programme

Regional/International Not less than 6 month before the date of

the programme

Community Service/ Soliciting Sponsorship /

Programme Involving School

Not less than 3 month before the date of

the programme

Invitational To be decided on case to case basis.

1.2 Before the working papers drafted, the Person In Charge (PIC) on the preparations of

the working papers must discuss first with Deputy Dean Student Affairs on

programme content and budget not less than 30 days before the date of the

programme.

1.3 The process on approval of working papers must follow the Diagram 1.0.

1.4 The approval of working papers is subject to all the regulations has been followed by

the PIC on the preparation of the working papers. However, Deputy Dean Student

Affairs have the rights not to approve a working papers due to the reason that will be

notified to the PIC.

Diagram 1.0: Process on Approval of the Working Paper

Notify to

PIC

START

Discussion of

working papers

with DDSA

Submission of proposal to the Course

Subject Advisor/President of

KLMSS for checking and

acknowledgement.

Submission of proposal to

the Staff in Charge (SIC)

Office of the Deputy Dean

Student Affairs

Preparation of Proposal

Paper by PIC

Submission of proposal to

the Deputy Dean Student

Affairs for approval and

recommendation to the

Dean.

Submission of proposal to

the Dean for approval.

Issuance of the

Approval Letter

Yes

KIV

End Process

No/Reject

PLEASE FOLLOW THE

PROCESS

2. Submission of Programme Report and Financial Report.

2.1 Evaluation Form is COMPULSORY and it shall be distributed to participants at

the end of every programme. The analysis of the evaluation should be included

in the programme report

2.2 It is COMPULSORY to submit the working paper to the office of the Deputy Dean

Student Affairs according to the Submission Date of Reports that were given at the

Approval Letter which is 14 days after the completion of the programme.

2.3 In the absence of the reports, KLM has decided to hold on the approval of all

activities proposed by your club/association in the future.

2.4 Complete the Programme Report Form and the Financial Report Form and send it to

the Staff in Charge of the Office of the Deputy Dean Student Affairs KLM.

2.5 For the Financial Report Form, please keep all the original receipts for the

expenditure for the programme and it must be pasted neatly on A4 size paper with a

heading on expenses on each page and certified by Deputy Dean Student Affairs.

2.6 NO reimbursement shall be entertained more than 3 months from the last date of

the programme.

DISCLAIMER: THE GUIDELINES AND REGULATIONS ABOVE WERE TAKEN FROM THE e-BOOK OF

GUIDELINES AND PROCEDURES ON STUDENT ACTIVITIES FROM STADD AND THE STANDARD

OPERATION PROCEDURE (SOP) ON APPROVAL OF PROPOSAL FROM IIUM QUALITY

MANAGEMENT. FOR FULL GUIDELINES AND PROCEDURE ON STUDENT ACTIVITIES, KINDLY

DOWNLOAD THE e-BOOK OF GUIDELINES FROM STADD WEBSITE. THIS GUIDELINES FUNCTIONS

AS INFORMATION REGARDING PROCEDURE ON STUDENT PROGRAMMES AT THE KULLIYYAH

OF LANGUAGES AND MANAGEMENT.

GUIDELINE BUDGET FOR FINANCING A PROGRAMME

(REFERRAL FROM IRKHS)

NO ITEM PRICE / UNIT

1 ADMINISTRATION / SECRETARIAT

Stationary RM20.00 / programme

Telephone / Stamp / Fax RM20.00 / programme

Certificate RM1.20 / piece

Tag (for programme 2 days and above) RM3.00 / tag

A4 paper - white RM10.00 / ream – 1 ream for each programme

A4 paper – colour RM5.00 / pack (max: 2 packs)

2 HONORARIUM / SOUVENIR FOR SPEAKERS AND VIP’S

Divided into 3 categories

- from IIUM RM50.00 – RM100.00 (depend on the position)

- from government body RM50 ( however, you are advised to consult the

government officer or the speaker concerned)

- from private sector Please consult the speaker directly before an

invitation

Souvenir (for outsider ie: souvenir for

school)

OCCM (CCD) Please consult office first.

3 PUBLICITY

Banner (hand made) RM40.00 / banner – 1 banner for each

programme

Poster (A4 / A3-colour) RM5.00 (original copy – max: 2 copies)

Poster (A4 / A3 – non-colour) RM1.00 (original copy – max: 5 copies)

Pamphlet RM0.20 / pamphlet (max 30 copies)

Backdrop RM30.00 – however you are advise to use

multimedia backdrop

Poster A4 (photocopy) RM0.20 / copy (max: 50 copies)

Poster A3 (photocopy) RM0.50 / copy (max: 20 copies)

4 TRANSPORTATION

Please liaise with transport unit for the

rate

If possible try to get the University’s transport

5 FOOD

Lunch / Dinner RM5.00 / head

Refreshment RM3.00 / head

6 Miscellaneous RM30.00 / programme

Note: 1. You are advisable to discuss the budget with your advisor or Br. Hazim as a Staff in Charge of

Student Affairs at the office of KLM.

KULLIYYAH OF LANGUAGES AND MANAGEMENT STUDENTS’ SOCIETY

(KLMSS)

PROPOSAL PAPER:

INDUCTION DAY FOR KLM STUDENT

DATE / DAY / TIME:

29th November 2014 (Saturday)

9.30 Am – 5.00 Pm

VENUE:

Sungai Pisang, Gombak,

Selangor Darul Ehsan

ORGANIZER:

KULLIYYAH OF LANGUAGES AND MANAGEMENT

STUDENTS’ SOCIETY (KLMSS)

/

ENCO 1102 – INTRODUCTION TO WORLD LITERATURE IN

COLLABORATION WITH KULLIYYAH OF LANGUAGES AND

MANAGEMENT STUDENTS’ SOCIETY (KLMSS)

Course Based

Program ONLY

KLMSS Program

ONLY

CHOOSE

ONE

ONLY

1.0 INTRODUCTION

2.0 OBJECTIVES

3.0 EVENT

(Choose based on, 2.0 TYPES OF STUDENT ACTIVITY)

4.0 DATE & VENUE

EVENT DATE/DAY/TIME VENUE

5.0 PARTICIPANTS

5.1. Students of Kulliyyah of Languages and Management in IIUM Gombak.

6.0 ORGANIZING COMMITTEES

Kindly refer to appendix 1

6.0 PROGRAMME TENTATIVE

Kindly refer to appendix 2

7.0 BUDGET

Kindly refer to appendix 3

8.0 CONCLUSION

APPENDIX 1

ORGANIZING COMMITTEES

ADVISOR (IF ANY)

NAME

POSITION

PROGRAMME MANAGER

NAME

MATRIC NO

HANDPHONE NO

SECRETARY

NAME

MATRIC NO

HANDPHONE NO

TREASURER

NAME

MATRIC NO

HANDPHONE NO

PROGRAMME COORDINATOR

NAME

MATRIC NO

HANDPHONE NO

MASTER OF CEREMONY (IF HAVE)

NAME

MATRIC NO

NAME

MATRIC NO

PREPARATION, TECHNICAL AND LOGISTICS

LEADER NAME (HEAD)

MATRIC NO

NAME (COM.)

MATRIC NO

PROMOTION AND INFORMATION

LEADER NAME (HEAD

MATRIC NO

NAME (COM.)

MATRIC NO

FACILITIES AND FOOD

LEADER NAME (HEAD

NO MATRIC

NAME (COM)

NO MATRIC

APPENDIX 2

TENTATIVE PROGRAMME

TIME ACTIVITIES

e.g. 5.00 am Subuh Prayer

6.00 a.m

APPENDIX 3

BUDGET

NO ITEM QUANTITY PRICE PER

UNIT AMOUNT (RM)

1.

2.

3.

4.

5.

6.

7.

TOTAL PROPOSED BUDGET

BUDGET APPROVED BY THE DEAN:

RM

9.0 APPROVAL

1) Prepared By:

*Name Signature: ………………………….

Secretary

*Program name Date:

2) Reviewed By:

*Name Signature: ……………………….....

Programme Manager

*Program name Date:

3) Acknowledge By:

NOR HASLIZA BINTI AHMAD Signature: ………………………….

President

Kulliyyah of Languages and Management

Students’ Society 2015/2016 (KLMSS) Date :

Kulliyyah of Languages and Management

4) Recommended By:

DR. NONGLAKSANA KAMA Signature: ………………………….

Deputy Dean (Students Affairs)

Kulliyyah of Languages and Management Date:

International Islamic University Malaysia

5) Approved By:

PROF. DR. NURAIHAN MAT DAUD Signature: ………………………….

Dean

Kulliyyah of Languages and Management Date:

International Islamic University Malaysia

TEMPLATE OF

APPROVAL

FOR KLMSS

PROGRAMMES

9.0 APPROVAL

1) Prepared By:

*Name Signature: ………………………….

Secretary

*Program name Date:

2) Reviewed By:

*Name Signature: ……………………….....

Programme Manager

*Program name Date:

3) Acknowledge By:

NOR HASLIZA BINTI AHMAD Signature: ………………………….

President

Kulliyyah of Languages and Management

Students’ Society 2015/2016 (KLMSS) Date :

Kulliyyah of Languages and Management

4) Verified By:

*Name Signature: ………………………….

Lecturer/Course Advisor

*Course Name Date:

5) Recommended By:

DR. NONGLAKSANA KAMA Signature: ………………………….

Deputy Dean (Students Affairs)

Kulliyyah of Languages and Management Date:

International Islamic University Malaysia

6) Approved By:

PROF. DR. NURAIHAN MAT DAUD Signature: ………………………….

Dean

Kulliyyah of Languages and Management Date:

International Islamic University Malaysia

TEMPLATE OF

APPROVAL

FOR COURSE SUBJECT

PROGRAMMES