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PERKHIDMATAN UTAMA SISWAZAH
PEJABAT TIMBALAN NAIB CANSELOR (AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/S/P016
Halaman: 1/9
No. Semakan: 05
No. Isu: 02
PROSEDUR PENGURUSAN BIASISWA/BANTUAN KEWANGAN DALAMAN PENGAJIAN SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
1.0 SKOP
Prosedur ini merangkumi semua proses pengurusan biasiswa/bantuan kewangan pengajian siswazah yang merangkumi permohonan, pentadbiran dan pelanjutan biasiswa/bantuan kewangan serta pemantauan prestasi pemegang biasiswa.
2.0 TANGGUNGJAWAB
Dekan, TD, TP, KP dan PT Unit Bantuan Kewangan bertanggungjawab memastikan prosedur ini dilaksanakan. Sesiapa yang terlibat perlu mematuhi prosedur ini.
3.0 DOKUMEN RUJUKAN
Kod Dokumen Tajuk Dokumen
UPM/PU/S/AK05/01 Arahan Kerja Penawaran Biasiswa/Bantuan Kewangan Dalaman Pengajian Siswazah
UPM/PU/S/AK05/03 Arahan Kerja Menahan Pembayaran Biasiswa/Bantuan Kewangan Dalaman Pengajian Siswazah
UPM/PU/S/AK05/04 Arahan Kerja Menamatkan Pembayaran Biasiswa/Bantuan Kewangan Dalaman Pengajian Siswazah
PERKHIDMATAN UTAMA SISWAZAH
PEJABAT TIMBALAN NAIB CANSELOR (AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/S/P016
Halaman: 2/9
No. Semakan: 05
No. Isu: 02
PROSEDUR PENGURUSAN BIASISWA/BANTUAN KEWANGAN DALAMAN PENGAJIAN SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
4.0 TERMINOLOGI DAN SINGKATAN
GRA : Biasiswa Pembantu Penyelidik Siswazah GRF : Fellowship Penyelidik Siswazah i-GIMS : Internet Graduate Information Management System JKPBPS : Jawatankuasa Pemilih Biasiswa Pengajian Siswazah,
UPM J/K : Jawatankuasa KP : Ketua Pentadbiran PS : Pengajian Siswazah PT : Pegawai Tadbir PTJ : Pusat Tanggungjawab PT (P/O) : Pembantu Tadbir (Perkeranian dan Operasi) SPS : Sekolah Pengajian Siswazah S-GRA : Elaun Penyelidikan Siswazah Khas TD : Timbalan Dekan TNCAA : Timbalan Naib Canselor (Akademik dan Antarabangsa) TP : Timbalan Pendaftar TPKD PP : Timbalan Pegawai Kawalan Dokumen Peneraju Proses TWP : Timbalan Wakil Pengurusan TWP PP : Timbalan Wakil Pengurusan Peneraju Proses WP : Wakil Pengurusan
PERKHIDMATAN UTAMA SISWAZAH
PEJABAT TIMBALAN NAIB CANSELOR (AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/S/P016
Halaman: 3/9
No. Semakan: 05
No. Isu: 02
PROSEDUR PENGURUSAN BIASISWA/BANTUAN KEWANGAN DALAMAN PENGAJIAN SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
5.0 PROSES TERPERINCI
Tanggungjawab
Carta alir Perincian Rekod/ Dokumen
Rujukan
PT/PT (P/O) SPS
5.2 Hebahkan maklumat penawaran kepada Fakulti/Institut/pelajar.
Arahan Kerja Penawaran Biasiswa/Bantuan Kewangan Dalaman Pengajian Siswazah (UPM/PU/S/AK05/01)
PT (P/O) PTJ 5.3 (a) Terima dan semak borang
permohonan baharu biasiswa/bantuan kewangan.
Arahan Kerja Penawaran Biasiswa/Bantuan Kewangan Dalaman Pengajian Siswazah (UPM/PU/S/AK05/01)
5.4 Penuhi Syarat? (a) Jika Ya, ikut Langkah 5.5. (b) Jika Tidak, proses tamat.
PT/PT (P/O) PTJ 5.5 (a) Terima keputusan saringan permohonan daripada PTJ dalam tempoh 14 hari bekerja selepas tarikh permohonan ditutup.
PT/PT (P/O) PTJ (b) Sediakan kertas untuk kelulusan
JKPBPS.
PT/PT (P/O) SPS
5.6 (a) Aturkan Mesyuarat JKPBPS selewat-lewatnya dua (2) minggu sebelum semester bermula.
Arahan Kerja Penawaran Biasiswa/Bantuan Kewangan Dalaman Pengajian Siswazah (UPM/PU/S/AK05/01)
JKPBPS (b) Timbang dan putuskan permohonan
yang telah disokong oleh PTJ.
Tidak
Ya
5.1 Mula
5.2 Hebahkan Maklumat Penawaran
5.3 Terima dan Semak Permohonan
5.5 Terima Keputusan Saringan dari PTJ
5.6 Mesyuarat JKPBPS
B
5.4 Penuhi Syarat?
A
PERKHIDMATAN UTAMA SISWAZAH
PEJABAT TIMBALAN NAIB CANSELOR (AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/S/P016
Halaman: 4/9
No. Semakan: 05
No. Isu: 02
PROSEDUR PENGURUSAN BIASISWA/BANTUAN KEWANGAN DALAMAN PENGAJIAN SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
Tanggungjawab
Carta alir Perincian Rekod/ Dokumen
Rujukan
5.7 Lulus?
PT/PT (P/O) SPS (a) Jika Ya, ikut Langkah 5.8. (b) Jika Tidak, maklumkan kepada
pemohon dan proses tamat.
PT/PT (P/O) SPS 5.8 (a) Bagi permohonan baharu, keluarkan
dan hantar surat tawaran berserta pakej tawaran biasiswa (jika ada) dan ikut Langkah 5.9.
PT/PT (P/O) SPS (b) Bagi permohonan sambungan,
keluarkan surat kelulusan permohonan biasiswa/bantuan kewangan kepada pemohon dan ikut Langkah 5.12.
6.9 Pelajar Terima Tawaran?
(a) Jika Ya, ikut Langkah 5.10. (b) Jika Tidak, proses dianggap tamat.
PT/PT (P/O) SPS
5.10 (a) Sediakan laporan berikut untuk dihantar kepada Pejabat Bursar:
(i) Laporan Penyata Arahan Bayaran; (ii) Laporan Senarai Nama Pelajar
Yang Menerima Tawaran.
Arahan Kerja Penawaran Biasiswa/Bantuan Kewangan Dalaman Pengajian Siswazah (UPM/PU/S/AK05/01)
PT/PT (P/O) SPS
PT/PT (P/O) SPS
PT/PT (P/O) SPS
5.11 (a) Pantau status pelajar sepanjang tempoh pembiayaan dan ambil tindakan yang bersesuaian (jika perlu).
(b) Pastikan pelajar memenuhi syarat
kontrak sebelum bergraduat (jika berkaitan).
(c) Sediakan Laporan Tahunan dan
majukan kepada pihak penaja (jika berkaitan).
Arahan Kerja Menahan Pembayaran Biasiswa/Bantuan Kewangan Dalaman Pengajian Siswazah (UPM/PU/S/AK05/03) Arahan Kerja Menamatkan Pembayaran Biasiswa/Bantuan Kewangan Dalaman Pengajian Siswazah (UPM/PU/S/AK05/04)
Tidak
Ya
Tidak
Ya
5.8 Keluarkan Surat Tawaran/Kelulusan Permohonan
5.10 Sediakan Laporan dan Hantar kepada Pejabat Bursar
Permohonan
5.11 Pantau Status Pengajian Penerima
5.12 Tamat A & C
5.7 Lulus?
B
C
5.9 Pelajar Terima Tawaran?
PERKHIDMATAN UTAMA SISWAZAH
PEJABAT TIMBALAN NAIB CANSELOR (AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/S/P016
Halaman: 5/9
No. Semakan: 05
No. Isu: 02
PROSEDUR PENGURUSAN BIASISWA/BANTUAN KEWANGAN DALAMAN PENGAJIAN SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
6.0 REKOD
Bil Kod Fail, Tajuk Fail dan Senarai Rekod
Tanggungjawab Mengumpul dan
Memfail
Tanggungjawab Menyelenggara
Tempat dan Tempoh
Simpanan
Kuasa Melupus
1.
UPM/SPS/(No. Matrik)
Fail Pelajar
Borang Permohonan Biasiswa Pembantu Penyelidik Siswazah (PU/S/BR05/GS-18a) [jika berkaitan].
Surat Tawaran Biasiswa Pembantu Penyelidik Siswazah [jika berkaitan].
Borang Permohonan Elaun Penyelidikan Siswazah Khas (PU/S/BR05/GS-19a) [jika berkaitan].
Surat Tawaran Elaun Penyelidikan Siswazah Khas [jika berkaitan].
Borang Permohonan Fellowship Penyelidik Siswazah (PU/S/BR05/GS-44) [jika berkaitan].
Surat Tawaran Fellowship Penyelidik Siswazah [jika berkaitan].
Salinan surat menyurat yang berkaitan dengan biasiswa/bantuan kewangan [jika berkaitan].
Lain-lain Urusan (Pembatalan/ Perubahan Kadar Elaun) [jika berkaitan].
PT (P/O) SPS PT (P/O) SPS Bilik Fail Pelajar, SPS/
Network Attached Storage
Kekal
Ketua Pengarah
Arkib Negara
Malaysia
2. UPM/600-12/2/1
Urusan Am Biasiswa
Urusan am biasiswa.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
PERKHIDMATAN UTAMA SISWAZAH
PEJABAT TIMBALAN NAIB CANSELOR (AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/S/P016
Halaman: 6/9
No. Semakan: 05
No. Isu: 02
PROSEDUR PENGURUSAN BIASISWA/BANTUAN KEWANGAN DALAMAN PENGAJIAN SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
Bil Kod Fail, Tajuk Fail dan Senarai Rekod
Tanggungjawab Mengumpul dan
Memfail
Tanggungjawab Menyelenggara
Tempat dan Tempoh
Simpanan
Kuasa Melupus
3. UPM/600-12/2/1/2
Iklan Biasiswa
Iklan.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
4. UPM/600-12/2/1/3 Statistik Biasiswa
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
5. UPM/600-12/2/1/4 Senarai Penerima Biasiswa
Penerima biasiswa.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
6. UPM/600-9/27 Mesyuarat J/K Pemilihan Biasiswa Pengajian Siswazah, UPM (JKPBPS) dan Minit Mesyuarat
Surat menyurat.
Kertas dan Minit Mesyuarat.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
Kekal
Ketua Pengarah
Arkib Negara
Malaysia
7. UPM/600-12/2/2
Surat Menyurat Dengan Pejabat Bursar Berkaitan GRA
Surat menyurat dengan Pejabat Bursar.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
8. UPM/600-12/2/2/1 Maklumat Bantuan Pengajaran GRA
Maklumat Bantuan Pengajaran.
PT/PT (P/O) SPS
PT/PT (P/O) SPS
Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
PERKHIDMATAN UTAMA SISWAZAH
PEJABAT TIMBALAN NAIB CANSELOR (AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/S/P016
Halaman: 7/9
No. Semakan: 05
No. Isu: 02
PROSEDUR PENGURUSAN BIASISWA/BANTUAN KEWANGAN DALAMAN PENGAJIAN SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
Bil Kod Fail, Tajuk Fail dan Senarai Rekod
Tanggungjawab Mengumpul dan
Memfail
Tanggungjawab Menyelenggara
Tempat dan Tempoh
Simpanan
Kuasa Melupus
9. UPM/600-12/2/2/2
Pecah Kontrak GRA
Dokumen Pecah kontrak.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
10. UPM/600-12/2/2/3 Lain-lain Urusan GRA
Lain-lain urusan.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
11. UPM/600-12/2/3 Surat Menyurat Dengan Pejabat Bursar Berkaitan S-GRA
Surat menyurat dengan Pejabat Bursar.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
12. UPM/600-12/2/3/1 Lain-lain Urusan S-GRA
Lain-lain urusan.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
13. UPM/600-12/2/7
Surat Menyurat Dengan Pejabat Bursar Berkaitan GRF
Surat-menyurat dengan Pejabat Bursar.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
14. UPM/600-12/2/7/1
Maklumat Bantuan Pengajaran GRF
Maklumat Bantuan Pengajaran.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan/ Network Attached Storage
Ketua Pengarah
Arkib Negara
Malaysia
PERKHIDMATAN UTAMA SISWAZAH
PEJABAT TIMBALAN NAIB CANSELOR (AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/S/P016
Halaman: 8/9
No. Semakan: 05
No. Isu: 02
PROSEDUR PENGURUSAN BIASISWA/BANTUAN KEWANGAN DALAMAN PENGAJIAN SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
Bil Kod Fail, Tajuk Fail dan Senarai Rekod
Tanggungjawab Mengumpul dan
Memfail
Tanggungjawab Menyelenggara
Tempat dan Tempoh
Simpanan
Kuasa Melupus
7 Tahun
15. UPM/600-12/2/7/2 Rekod Kehadiran ke Kampus GRF
Rekod kehadiran.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan/ Network Attached Storage
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
16. UPM/600-12/2/7/3
Pecah Kontrak/Pindah Kontrak GRF
Dokumen Pecah kontrak/Pindah kontrak.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
17. UPM/600-12/2/7/4
Lain-lain Urusan GRF
Lain-lain urusan.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
18. UPM/600-12/2/1/6
Surat Panggilan Sebagai Panel Temuduga
Surat panggilan panel temuduga.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
19. UPM/600-12/2/1/7 Kertas Temuduga Biasiswa
Kertas temuduga.
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
7 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
20. UPM/600-12/2/1/8 Minit Temuduga Biasiswa Untuk Disahkan dan Pengesahan Minit Temuduga Biasiswa
PT (P/O) SPS PT (P/O) SPS Unit Bantuan
Kewangan
Ketua Pengarah
Arkib Negara
Malaysia
PERKHIDMATAN UTAMA SISWAZAH
PEJABAT TIMBALAN NAIB CANSELOR (AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/S/P016
Halaman: 9/9
No. Semakan: 05
No. Isu: 02
PROSEDUR PENGURUSAN BIASISWA/BANTUAN KEWANGAN DALAMAN PENGAJIAN SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
Bil Kod Fail, Tajuk Fail dan Senarai Rekod
Tanggungjawab Mengumpul dan
Memfail
Tanggungjawab Menyelenggara
Tempat dan Tempoh
Simpanan
Kuasa Melupus
Minit temuduga.
7 Tahun
21. UPM/(Kod PTJ)/600-12/2/1/1 Fail Biasiswa
Iklan Biasiswa.
Rekod kehadiran ke Kampus.
Maklumat Bantuan Pengajaran.
Senarai Penerima Biasiswa.
PT (P/O) PTJ PT (P/O) PTJ Bilik Fail Fakulti/ Institut
3 Tahun
Ketua Pengarah
Arkib Negara
Malaysia
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE-CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P016
Page: 1/9
Review No: 04
Issue No: 02
PROCEDURE FOR SCHOLARSHIP /INTERNAL FINANCIAL ASSISTANCE MANAGEMENT FOR
GRADUATE STUDIES Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
1.0 SCOPE This procedure encompases all processes of scholarship management/financial assistance of graduate studies which include application, administration and scholarship extension/financial assistance and monitoring the performance of scholarship holders. 2.0 RESPONSIBILITY
Dean, TD, TP, KP and PT Financial Assistance Unit are responsible for the implementation of this procedure. All parties involved must adhere to this procedure.
3.0 REFERENCE DOCUMENT
Document Code Title of Document
UPM/PU/S/AK05/01
Work Instruction for Offering Scholarship/Internal Financial Assistance for Graduate Studies
UPM/PU/S/AK05/03
Work Instruction for Stopping Payment of Graduate Studies Scholarships/ Internal Financial Assistance
UPM/PU/S/AK05/04
Work Instruction for Breach of Contract/Termination of Scholarship Payment/Internal Postgraduate Financial Assistance
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE-CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P016
Page: 2/9
Review No: 04
Issue No: 02
PROCEDURE FOR SCHOLARSHIP /INTERNAL FINANCIAL ASSISTANCE MANAGEMENT FOR
GRADUATE STUDIES Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
4.0 TERMINOLOGY AND ACRONYM
GRA : Graduate Assistant Researcher Scholarship
GRF : Graduate Researcher Fellowship
i-GIMS : Internet Graduate Information Management System
JKPBPS : UPM Selection Committee for Graduate Studies Scholarship
J/K : Committee
KP : Head of Administration
PS : Post Graduate Studies
PT : Administrative Officer
PTJ : Centre of Responsibility
PT (P/O) : Admin Assistant (Clerical and Operational)
SPS : School of Graduate Studies
S-GRA : Special Graduate Research Allowance
TD : Deputy Dean
TNCAA : Deputy Vice-Chancellor (Academic and International)
TP : Deputy Registrar
TPKD PP : Deputy Document Control Officer of Process Owner
TWP : Deputy Management Representative TWP PP : Deputy Management Representative of Process Owner
WP : Management Representative
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE-CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P016
Page: 3/9
Review No: 04
Issue No: 02
PROCEDURE FOR SCHOLARSHIP /INTERNAL FINANCIAL ASSISTANCE MANAGEMENT FOR
GRADUATE STUDIES Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
5.0 PROCESS IN DETAIL
Responsibility
Flowchart Details Reference
Document/Record
PT/PT (P/O) SPS
5.2
Announce information about the offer to the Faculty/Institute/Student.
Work Instruction For Offering
Scholarship/Internal Financial Assistance for
Graduate Studies (UPM/PU/S/AK05/01)
PT/PT (P/O) PTJ
5.3
(a) Accept and review new scholarship/financial assistance application form.
Work Instruction for Offering
Scholarship/Internal Financial Assistance for
Graduate Studies (UPM/PU/S/AK05/01)
5.4 Fulfills the requirements?
(a) If Yes, go to Step 5.5. (b) If No, the process ends.
5.5
PT/PT (P/O) PTJ
PT/PT (P/O) PTJ
(a) Accept the preliminary decision from PTJ within 14 working days after the application deadline has closed.
(b) Prepare paperwork for JKPBPS approval.
PT/PT (P/O) SPS
JKPBPS
5.6 (a) Arrange for JKPBPS Meeting at the latest two (2) weeks before the commencement of semester. (b) Weigh and decide the application
supported by the PTJ.
Work Instruction for Offering
Scholarship/Internal Financial Assistance for
Graduate Studies (UPM/PU/S/AK05/01)
No
Yes
5.1 Start
5.2 Announce the Offer
5.3 Accept and review the application
5.4 Fulfills the requirements?
5.5 Accept Preliminary Decision from PTJ
6.6 JKPBPS Meeting
A
B
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE-CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P016
Page: 4/9
Review No: 04
Issue No: 02
PROCEDURE FOR SCHOLARSHIP /INTERNAL FINANCIAL ASSISTANCE MANAGEMENT FOR
GRADUATE STUDIES Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
Responsibility
Flowchart Details Reference
Document/Record
PT/PT (P/O) SPS 5.7 Approved?
(a) If Yes, go to Step 5.8.
(b) If No, inform the applicant and the
process ends.
PT/PT (P/O) SPS
PT/PT (P/O) SPS
5.8 (a) For a new application, release and send the offer letter with scholarship offer package (if any) and follow step 5.9. (b) For subsequent application, release approval letter for scholarship application/financial assistance to the applicant and follow step 5.12.
5.9 Student receives the offer
(a) If Yes, follow step 5.10
(b) If No, the process has ended.
PT/PT (P/O) SPS 5.10 (a) Prepare the following report and send it to the Bursary Office. (i) Payment Instruction Statement Report; (ii) Student Namelist Report of those who received the offer.
Work Instruction For Offering
Scholarship/Internal Financial Assistance for
Graduate Studies (UPM/PU/S/AK05/01)
PT/PT (P/O) SPS
PT/PT (P/O) SPS
PT/PT (P/O) SPS
5.11 (a) Monitor student status throughout sponsorship period and take the relevant action if necessary) (b) Ensure students fullfil contract requirements before graduation (if relevant) (c) Prepare Annual Report and send it to the sponsor (if relevant)
Work Instruction for Withholding Payments for
Scholarship/Internal Financial Assistance for
Graduate Studies (UPM/PU/S/AK05/03)
Work Instruction For
Breach Of Contract/Termination Of
Scholarship Payment/Internal
Postgraduate Financial Assistance
(UPM/PU/S/AK05/04)
No
Yes
5.7 Approved?
5.8 Release Offer Letter/ Application
Approval Letter
5.10 Prepare a report and send it to the bursary office of the
application
5.9 Did the student accept the offer?
5.11 Monitor the Applicant’s Study Status
5.12 The Process Ends
B
C
A&C
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE-CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P016
Page: 5/9
Review No: 04
Issue No: 02
PROCEDURE FOR SCHOLARSHIP /INTERNAL FINANCIAL ASSISTANCE MANAGEMENT FOR
GRADUATE STUDIES Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
6.0 RECORD
No File Code, File Title and List of
Records
Responsibility for Compiling
and Filing
Responsibility for
Maintenance
Place and Duration of
Record Keeping
Authority On
Disposal
1.
UPM/SPS/(Matric No.) Student’s File
Scholarship Application Form for Graduate Assistant Researcher (PU/S/BR05/GS-18a) [if applicable]
Scholarship Offer Letter for Graduate Assistant Researcher [if applicable]
Application Form for Special Graduate Research Allowance (PU/S/BR05/GS-19a) [if applicable]
Offer letter for Special Graduate Research Allowance [if applicable]
Application form for Graduate Researcher Fellowship (PU/S/BR05/GS-44) [if applicable]
Offer letter for Graduate Researcher Fellowship [if applicable]
Copy of letter/e-mail regarding scholarship/financial assistance [if applicable]
Other Matters (Cancellation/Changes in Allowance Rate) [if applicable]
PT (P/O) SPS
PT (P/O) SPS
PT (P/O) SPS
Permanent Student File
Room, SPS/Network
Attached Storage
Director of General National
Archives of Malaysia
2. UPM/600-12/2/1 General Scholarship Matters
General Scholarship Matters
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE-CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P016
Page: 6/9
Review No: 04
Issue No: 02
PROCEDURE FOR SCHOLARSHIP /INTERNAL FINANCIAL ASSISTANCE MANAGEMENT FOR
GRADUATE STUDIES Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
No File Code, File Title and List of
Records
Responsibility for Compiling
and Filing
Responsibility for
Maintenance
Place and Duration of
Record Keeping
Authority On
Disposal
3. UPM/600-12/2/1/2 Scholarship Advertisement
.Advertisement
PT (P/O) SPS PT (P/O) SPS Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
4. UPM/600-12/2/1/3 Scholarship Statistics
PT (P/O) SPS
PT (P/O) SPS Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
5. UPM/600-12/2/1/4 List of Scholarship Recipients
Scholarship Recipients
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
6. UPM/600-9/27 Meeting of Graduate Studies’ Scholarship Selection Committee, UPM (JKPBPS) and Minutes of the Meeting
Letters/E-mails
Paper and Minutes of the Meeting
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit
Permanent
Director of General National
Archives of Malaysia
7. UPM/600-12/2/2 Letters/E-mails with Bursary Office Regarding GRA
Bursary
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE-CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P016
Page: 7/9
Review No: 04
Issue No: 02
PROCEDURE FOR SCHOLARSHIP /INTERNAL FINANCIAL ASSISTANCE MANAGEMENT FOR
GRADUATE STUDIES Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
No File Code, File Title and List of
Records
Responsibility for Compiling
and Filing
Responsibility for
Maintenance
Place and Duration of
Record Keeping
Authority On
Disposal
8. UPM/600-12/2/2/1 Information on GRA Tutoring Assistance
Information on Tutoring Assistance
PT/PT (P/O) SPS
PT/PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
9. UPM/600-12/2/2/2
GRA Breach of Contract
Documents for Breach of Contract
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
10. UPM/600-12/2/2/3 Other GRA Matters
Other Matters
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
11. UPM/600-12/2/3 Letters/E-mails with Bursar’s Office Regarding S-GRA
Correspondence with Bursar’s Office
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
12. UPM/600-12/2/3/1 Other S-GRA Matters
Other Matters
PT (P/O) SPS PT (P/O) SPS Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE-CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P016
Page: 8/9
Review No: 04
Issue No: 02
PROCEDURE FOR SCHOLARSHIP /INTERNAL FINANCIAL ASSISTANCE MANAGEMENT FOR
GRADUATE STUDIES Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
No File Code, File Title and List of
Records
Responsibility for Compiling
and Filing
Responsibility for
Maintenance
Place and Duration of
Record Keeping
Authority On
Disposal
13. UPM/600-12/2/7 Correspondences with Bursar’s Office Regarding GRF
Correspondence with Bursar’s Office
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
14. UPM/600-12/2/7/1 Information on GRF Tutoring Assistance
Information on Tutoring Assistance
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit/ Network Attached Storage
7 Years
Director of General National
Archives of Malaysia
15. UPM/600-12/2/7/2 Attendance Record in GRF Campus
Attendance Record
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit/ Network Attached Storage
7 Years
Director of General National
Archives of Malaysia
16. UPM/600-12/2/7/3 GRF Breach of Contract/Contract Revision
Documents for Breach of Contract/Contract Revision
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
17. UPM/600-12/2/7/4 Other GRF Matters
Other Matters
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE-CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P016
Page: 9/9
Review No: 04
Issue No: 02
PROCEDURE FOR SCHOLARSHIP /INTERNAL FINANCIAL ASSISTANCE MANAGEMENT FOR
GRADUATE STUDIES Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
No File Code, File Title and List of
Records
Responsibility for Compiling
and Filing
Responsibility for
Maintenance
Place and Duration of
Record Keeping
Authority On
Disposal
18. UPM/600-12/2/1/6 Letter of Invitation as Interview Panel
Letter of Invitation as interview Panel
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
19. UPM/600-12/2/1/7 Scholarship Interview Paperwork
Scholarship Paperwork
PT (P/O) SPS
PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
20. UPM/600-12/2/1/8 Minutes of the Scholarship Interview to be verified and the Verification of Scholarship Interview Minutes
Minutes of the Interview
PT (P/O) SPS PT (P/O) SPS
Financial Assistance
Unit
7 Years
Director of General National
Archives of Malaysia
21. UPM/(Kod PTJ)/600-12/2/1/1 Scholarship File
Scholarship Advertisement
Attendance Record in Campus
Information of Tutoring Assistance
List of Scholarship Recepients
PT (P/O) PTJ
PT (P/O) PTJ
Faculty/Institute
File Room
3 Years
Director of General National
Archives of Malaysia
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