pejabat timbalan naib canselor (akademik...

PERKHIDMATAN UTAMA PRASISWAZAH

PEJABAT TIMBALAN NAIB CANSELOR

(AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/PS/P012

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No. Semakan: 09

No. Isu: 02

PROSEDUR SEMAKAN GB DAN SEMAKAN GRED

Tarikh: 19/06/2020

Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’

1.0 SKOP

Prosedur ini merangkumi aktiviti semakan GB dan semakan gred bermula dari notis pemakluman, permohonan semakan GB dan semakan gred, pengesahan penerimaan bayaran permohonan, pengesahan penerimaan permohonan, penerimaan maklumbalas dari fakulti, penyediaan laporan JKSS, perakuan Mesyuarat JKSS, pengesahan Senat, pindaan gred dalam SMP dan pengumuman keputusan permohonan semakan GB dan semakan Gred bagi pelajar program pengajian prasiswazah tidak termasuk program Doktor Perubatan, Program Asasi Sains Pertanian, Program Pendidikan Jarak Jauh (PJJ) dan Program Pengajian Mod Eksekutif.

2.0 TANGGUNGJAWAB

TNC (A&A), Ketua PTJ, KPAA dan KBAKD bertanggungjawab memastikan Prosedur Semakan GB dan Semakan Gred ini dilaksanakan. Sesiapa yang terlibat mesti mematuhi prosedur ini.

3.0 DOKUMEN RUJUKAN

Kod Dokumen Tajuk Dokumen

UPM/PGR/MK Manual Kualiti Universiti Putra Malaysia

- Quality Management Systems - Requirements MS ISO 9001:2015

- Kaedah-kaedah Universiti Putra Malaysia (Perkara Akademik Prasiswazah) 2014

- Minit Mesyuarat Senat UPM (berkaitan)

- Kalendar Akademik

- Manual SMP (Peperiksaan) - Modul Masuk Gred (Bahagian Akademik)

- Manual SMP - Modul Semakan Gred/GB




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4.0 TERMINOLOGI DAN SINGKATAN BAKD : Bahagian Urus Tadbir Akademik

BHEP : Bahagian Hal Ehwal Pelajar GB : Keputusan peperiksaan “Gagal dan Diberhentikan” JKSS : Jawatankuasa Semakan Senat KBAKD : Ketua Bahagian Urus Tadbir Akademik

Ketua PTJ : Dekan Fakulti, Dekan Sekolah Perniagaan dan Ekonomi, Pengarah Pusat Asasi Sains Pertanian, Pengarah Pusat Kokurikulum dan Pembangunan Pelajar dan Pengarah Pusat Pemajuan Kompetensi Bahasa

KJ : Ketua Jabatan di Fakulti

KPAA : Ketua Pentadbiran (Akademik dan Antarabangsa) Pensyarah : Pensyarah yang mengajar kursus berkenaan

PK : Penyelaras Kursus PKU : Pusat Kesihatan Universiti PPT : Penolong Pegawai Tadbir (Operasi) Program Pengajian Prasiswazah

: Program Bacelor dan Diploma

PSAS : Perpustakaan Sultan Abdul Samad PT : Pegawai Tadbir Bahagian Urus Tadbir Akademik PT (P/O) PTJ : Pembantu Tadbir (Perkeranian dan Operasi) Pusat Tanggungjawab PT PTJ : Pegawai Tadbir Pusat Tanggungjawab PT(P/O)

: Pembantu Tadbir (Perkeranian dan Operasi) Bahagian Urus Tadbir Akademik

PTJ : Pusat Tanggungjawab S/U Senat : Setiausaha Senat SMP : Sistem Maklumat Pelajar TDA

: Timbalan Dekan (Akademik)/Timbalan Pengarah yang menguruskan hal Akademik

TNC (A&A) : Timbalan Naib Canselor (Akademik dan Antarabangsa) UPM : Universiti Putra Malaysia




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5.0 PROSES TERPERINCI

Tanggungjawab Carta alir Perincian Rekod/ Dokumen

Rujukan

KP(A&A) /KBAKD/PT

PPT/PT(P/O)

5.2

Edarkan notis pemberitahuan ke fakulti dan kolej kediaman selewat-lewatnya pada minggu ke-12 untuk dipaparkan oleh fakulti/kolej kediaman.

Notis Pemberitahuan

Pelajar

Pelajar

5.3 (a) Buat permohonan semakan GB/gred secara dalam talian mengikut tempoh yang ditetapkan:

(i) Bagi permohonan semakan GB adalah dalam tempoh dua (2) minggu selepas keputusan peperiksaan disahkan oleh mesyuarat Senat.

(ii) Bagi permohonan semakan Gred, dari tarikh keputusan peperiksaan disahkan oleh mesyuarat Senat sehingga hari terakhir minggu pertama semester berikutnya.

(b) Buat bayaran di Bendahari seperti berikut:

(i) Bagi permohonan semakan GB - RM50 setiap permohonan

(ii) Bagi permohonan semakan Gred – RM20 setiap kursus

Kaedah-kaedah Universiti Putra

Malaysia (Perkara Akademik

Prasiswazah) 2014

Bendahari 5.4 Sahkan penerimaan bayaran secara dalam talian berdasarkan permohonan semakan GB/Gred pelajar.

Manual SMP - Modul Semakan

Gred/GB

PT

Ketua PTJ/TDA/KJ/ Pensyarah

5.5 (a) Sahkan penerimaan permohonan pelajar.

(b) Kenal pasti jenis permohonan:

(i) Jika permohonan semakan GB, (Rujuk : Arahan Kerja Permohonan Semakan GB (UPM/PU/PS/AK029))

(ii) Jika permohonan semakan Gred, (Rujuk : Arahan Kerja Permohonan Semakan Gred (UPM/PU/PS/AK028))


Gred/GB

Arahan Kerja Permohonan Semakan GB

(UPM/PU/PS/ AK029)

Arahan Kerja Permohonan

Semakan Gred (UPM/PU/PS/AK0

28)

5.1 Mula

5.2 Makluman Kepada Fakulti/Pelajar

5.3 Buat Permohonan

5.5 Sah Penerimaan Permohonan

5.4 Sah Penerimaan Bayaran

A




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Rujukan

PT

5.6 (a) Terima maklum balas permohonan semakan GB dan semakan Gred daripada fakulti secara dalam talian dalam tempoh yang telah ditetapkan.

(i) Jika ya, ikut langkah 5.8.

(ii) Jika tidak, ikut langkah 5.7.


Gred/GB

KBAKD/PT

5.7 Email/hubungi Ketua PTJ/TDA yang belum menghantar maklum balas permohonan semakan GB dan semakan Gred.

KBAKD/PT

PT/PPT/PT (P/O)

5.8 (a) Sediakan laporan permohonan semakan GB dan semakan gred dengan mengambil kira perkara berikut:

(i) Permohonan semakan GB dan keputusan

peperiksaan pelajar yang telah disahkan oleh Fakulti beserta rekod pindaan (jika ada).

(ii) Permohonan semakan gred pelajar yang telah disahkan oleh fakulti beserta rekod pindaan (jika ada)

(b) Semak baki kredit semester akhir pelajar GB

untuk kelayakan mendapat tambahan dua (2) semester pengajian.

Kaedah-kaedah Universiti Putra

Malaysia (Perkara Akademik

Prasiswazah) 2014

KPAA/KBAKD/ PT

PT

5.9 (a) Dapatkan perakuan Mesyuarat JKSS.

(i) Bagi kes GB selewat-lewatnya satu (1) minggu sebelum semester bermula. (Perubahan tarikh adalah tertakluk kepada pindaan tarikh Senat dan tarikh semester berikutnya bermula).

(ii) Bagi kes semakan gred selewat-lewatnya pada akhir minggu tiga (3) minggu selepas semester bermula. (Perubahan tarikh adalah tertakluk kepada pindaan tarikh Senat dan tarikh semester berikutnya bermula).

(b) Jika mendapat perakuan JKSS untuk pindaan

gred atau gred kekal, ikut langkah 5.11.

Ya

5.8 Sedia Laporan JKSS

5.9 Dapatkan Perakuan

Mesyuarat

JKSS

A

5.6 Terima

Maklum Balas

Fakulti

5.7 Minta Maklum Balas

B

Tidak

Ya

Tidak

C




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Rujukan

PT

(c) Jika tidak mendapat perakuan JKSS, semak semula di fakulti, ikut langkah 5.10.

PT/PPT

5.10 Buat Pembetulan seperti yang diminta oleh Mesyuarat JKSS Peringkat Universiti.

PT 5.11 Sediakan kertas senat bersama laporan keputusan Mesyuarat JKSS

S/U Senat

5.12 (a) Bentangkan laporan keputusan Mesyuarat JKSS untuk pengesahan.

(b) Dapatkan pengesahan Senat .

(c) Jika ya, ikut langkah 5.14.

(d) Jika tidak, ikut langkah 5.13.

PT/PPT

5.13 Buat pembetulan pindaan gred seperti yang diminta oleh Senat.

Pensyarah/PK

5.14 Pinda/Kekalkan gred pelajar dalam SMP selewat-lewatnya satu (1) hari bekerja dari tarikh Mesyuarat Senat.

Manual SMP-Modul Semakan

Gred/GB

PT/PPT/ PT(P/O)

PT/PT(P/O)

5.15 (a) Pelajar boleh mendapatkan keputusan permohonan semakan gred di SMP satu (1) hari selepas Mesyuarat Senat.

(b) Hubungi pemohon yang berjaya bagi permohonan semakan gred GB untuk mendaftar semester tambahan.

(c) Hantar senarai pelajar yang berjaya kepada Bursar dan pihak yang berkaitan (sekiranya perlu) dalam kes semakan gred atas kesilapan penyelaras/pemeriksa untuk proses pembayaran balik wang permohonan.

Manual SMP-Modul Semakan

Gred/GB

Tidak

Ya

5.10 Buat Pembetulan

5.14 Pinda/Kekal Gred Dalam SMP

B

5.11 Sedia Laporan Senat

5.16 Tamat

5.12 Sah

Senat

C

5.13 Buat Pembetulan

5.15 Umum Keputusan




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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/600-4/12/10 Semakan Gred dan GB

Surat pemberitahuan Semakan Senat keputusan Peperiksaan

Senarai Pelajar GB

Laporan Permohonan Semakan GB

Laporan Permohonan Semakan Gred

Surat Panggil Mesyuarat JK Semakan Senat

Minit Mesyuarat JKSS

Kertas Senat Laporan JKSS

Minit Senat berkaitan Semakan Gred dan Semakan GB

Surat Jawapan Keputusan Semakan Gred GB

Senarai pelajar yang berjaya kepada Bursar dan pihak berkaitan (sekiranya perlu)

Surat-surat berkaitan

PT (P/O)

PT

Pusat

Dokumen dan Rekod

BAKD

5 Tahun

Ketua Pengarah

Arkib Negara Malaysia

Rincih

MAIN SERVICE UNDERGRADUATE

OFFICE OF THE DEPUTY VICE CHANCELLOR

(ACADEMIC AND INTERNATIONAL) Document Code: UPM/PU/PS/P012

Page: 1/6

Review No. : 09

Issue No. : 02

PROCEDURE FOR GB REVIEW AND GRADE REVIEW

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 encompasses activities of GB and grade checking starting from the announcement notice, application of GB checking and grade checking, verification for acceptance of application fee, verification for acceptance of application, acceptance of feedback from faculty, JKSS report preparation, recommendation of JKSS Meeting, Senate verification, grade amendment in SMP and announcement of application result for GB review and grade review for students from undergraduate programmes except for Doctor of Medicine, Foundation Studies for Agriculture Science, Distance Learning and Executive Mode Learning Programmes.

2.0 RESPONSIBILITY

TNC (A&A), Head of PTJ, KPAA and KBAKD are responsible for the implementation of the procedure for GB review and grade review. All parties involved must adhere to this procedure.

3.0 REFERENCE DOCUMENT

Document Code Title of Document

UPM/PGR/MK Quality Manual Universiti Putra Malaysia

- Quality Management Systems - Requirements MS ISO 9001:2015

- Universiti Putra Malaysia (Academic Matters for Undergraduates) Rules 2014

- Minutes of UPM Senate Meeting (relevant)

- Academic Calendar

- SMP Manual (Examination) - Grading Module (Academic Section)

- SMP Manual - Grade/GB Review Module




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Date: 19/06/2020


4.0 TERMINOLOGY AND ACRONYM BAKD : Division of Academic Governance

BHEP : Student Affairs Division GB : Examination result “Fail and Dismissed” Head of PTJ : Dean of Faculty, Dean of School of Business and Economics,

Director of the Centre of Foundation Studies for Agricultural Science, Director of Co-Curriculum and Student Development Centre, and Director of Centre for the Advancement of Language Competence

JKSS : Senate Review Committee KBAKD : Head, Division of Academic Governance

KJ : Head of Department at Faculty

KPAA : Head of Administration (Academic and International) Lecturer : Lecturer teaching a university course

PK : Course Coordinator PKU : University Health Centre PPT : Assistant Administrative Officer (Operational) PSAS : Sultan Abdul Samad Library PT : Academic Administrative Officer PT (P/O) PTJ : Assistant of Administrative Officer (Clerical and Operational)

Centre of Responsibility

PT PTJ : Administrative Officer Centre of Responsibility PT(P/O)

: Assistant of Administrative Officer (Clerical and Operational) Academic Administrative Section

PTJ : Centre of Responsibility S/U Senate : Secretary of Senate SMP : Student Information System TDA

: Deputy Dean (Academic)/ Deputy Director who is in charge of Academic Affairs

TNC (A&A) : Deputy Vice-Chancellor (Academic and International) Undergraduate Programme of Study

: Bachelor and Diploma Programmes

UPM : Universiti Putra Malaysia




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5.0 PROCESS IN DETAIL

Responsibility Flowchart Details Reference Record/

Document

KPAA/KBAKD/PT

PPT/PT(P/O)

5.2

Distribute notice to faculties and residential colleges at least by week 12 to be displayed by the faculties/residential colleges.

Notice

Student

Student

5.3 (a) Make an online application for GB/grade checking within the specified period:

(i) Application of GB checking should be done within two (2) weeks after the Senate endorses the examination results.

(ii) Application of Grade checking should be done from the date of examination results are verified by Senate Meeting until the last day of first week of the following semester.

(b) Make payment at Bursar as follows: (i) For application of GB review - RM50 for

every application (ii) For application of Grade review – RM20

for every course

Universiti Putra Malaysia

(Undergraduate Academic

Matters) Rules 2014

Treasury 5.4 Verify the acceptance of online payment based on application of GB review/ student Grade.

SMP Manual Grade/GB

Review Module

PT

Head of PTJ/TDA/KJ/

Lecturers

5.5 (a) Verify the acceptance of student application.

(b) Identify types of application:

(iii) If application of GB checking, (Refer Work Instruction For GB Review (UPM/PU/PS/AK029))

(iv) If application of GB checking, (Refer : Work Instruction For Grade Review (UPM/PU/PS/AK028))

SMP Manual - Grade/GB Review

Module

Work Instruction For GB Review (UPM/PU/PS/

AK029) Application

Work Instruction For Grade Review (UPM/PU/PS/AK0

28)

5.1 Start

5.2 Inform Faculty/Student

5.3 Apply

5.5 Verify the Acceptance of

Application

5.4 Verify the Acceptance of Payment

A




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Document

PT

5.6 (b) Receive feedback for online applications of GB review and Grade review from faculty within the specified time.

(i) If Yes, follow step 5.8.

(ii) If No, follow step 5.7.


Module

KBAKD/PT

5.7 Email/contact Heads of PTJ/TDA who have not send the feedback for application of GB review and Grade review.

KBAKD/PT

PT/PPT/PT (P/O)

5.8 (a) Prepare report for application of GB review and grade review by considering the followings:

(i) Application of GB review and student’s

examination result that have been verified by Faculty together with amendment record (if any).

(ii) Application of Grade review that has been verified by Faculty together with amendment record (if any).

(b) Check GB student’s final semester credit balance

for qualification to get extra two (2) semesters of study.

Universiti Putra Malaysia

(Undergraduate Academic

Matters) Rules 2014

KPAA/KBAKD/ PT

PT

5.9 (a) Get JKSS Meeting recommendation

(i) For GB case at least one (1) week before semester starts. (Change of dates is based on Senate date amendment and the date the following semester starts)

(ii) For grade checking case at least at the end of third (3) week after semester starts. (Change of dates is based on Senate date amendment and the date the following semester starts)

(b) Receives JKSS recommendation for grade

amendment or grade unchanged, follow step 5.11.

Yes

5.8 Prepare JKSS Report

A

5.6 Receive

Feedback from

Faculty

5.7 Request for Feedback

B

No

Yes

No

C

5.9 Get JKSS Meeting recommendation




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Document PT

(c) If No, JKSS recommendation for grade

amendment or grade unchanged, follow step 5.10

PT/PPT

5.10 Make corrections as requested by JKSS Meeting at University Level.

PT 5.11 Prepare senate paper together with report of JKSS Meeting result.

S/U Senate

5.12 (a) Present the report of JKSS Meeting result for verification.

(b) Get Senate verification.

(c) If Yes, follow step 5.14.

(d) If No, follow step 5.13.

PT/PPT

5.13 Make correction for grade amendment as requested by Senate.

Lecturer/PK

5.14 Amend/ Retain student’s grade in SMP at least one (1) working day from the date of Senate Meeting.


Module

PT/PPT/ PT(P/O)

PT/PT(P/O)

5.15 (a) Students can get the result for application of grade checking in SMP one (1) day after Senate Meeting.

(b) Contact successful applicants for applications of GB checking to register for extra semester.

(c) Send the list of successful students to Bursar and related authorities (if necessary) in grade checking case due to errors made by coordinator/examiner to refund the application fees.


Module

No

Yes

5.10 Make corrections

5.14 Amend/retain Grade in SMP

5.11 Prepare Senate Report

5.16 The Process Ends

5.12 Senate

Verified

C

5.13 Make Corrections

5.15 Announce Result

B




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Date: 19/06/2020


6.0 RECORD

No File Code, File Title and List of Records

Responsibility For Filing and Compiling

Responsibility for Maintenance

Place and Duration of

Record Keeping

Authority on Disposal

1.

UPM/600-4/12/10 Grade and GB Review

Letter to Inform Senate Review of Exam Results

List of Students With GB

GB Review Application Report

Grade Review Application Report

Call For Senate Review Committee Meeting

JKSS Minutes of Meeting

JKSS Senate Paper Report

Minutes of Meeting Related To Grade Review and GB Review

Letter to Inform Grade/ GB Review Results

List of Successful Students to Bursar and relevant parties (if applicable)

Relevant Letters

PT (P/O)

PT

Centre for Document and Record

5 Years

Director General National

Archives of Malaysia

Shred

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