perkhidmatan utama halaman: 1/9 siswazah no ...reg.upm.edu.my/eiso/docs/2020061610345810....

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



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No. Semakan: 05

No. Isu: 02


Tarikh: 19/06/2020


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



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No. Semakan: 05

No. Isu: 02


Tarikh: 19/06/2020


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.


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.


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



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No. Semakan: 05

No. Isu: 02


Tarikh: 19/06/2020


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.


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?



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No. Semakan: 05

No. Isu: 02


Tarikh: 19/06/2020


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



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Tarikh: 19/06/2020




Memfail


Tempat dan Tempoh

Simpanan

Kuasa Melupus

3. UPM/600-12/2/1/2

Iklan Biasiswa

Iklan.


Kewangan

7 Tahun

Ketua Pengarah

Arkib Negara

Malaysia

4. UPM/600-12/2/1/3 Statistik Biasiswa


Kewangan

7 Tahun

Ketua Pengarah

Arkib Negara

Malaysia

5. UPM/600-12/2/1/4 Senarai Penerima Biasiswa

Penerima biasiswa.


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.


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.


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



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Memfail


Tempat dan Tempoh

Simpanan

Kuasa Melupus

9. UPM/600-12/2/2/2

Pecah Kontrak GRA

Dokumen Pecah kontrak.


Kewangan

7 Tahun

Ketua Pengarah

Arkib Negara

Malaysia

10. UPM/600-12/2/2/3 Lain-lain Urusan GRA

Lain-lain urusan.


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.


Kewangan

7 Tahun

Ketua Pengarah

Arkib Negara

Malaysia

12. UPM/600-12/2/3/1 Lain-lain Urusan S-GRA

Lain-lain urusan.


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.


Kewangan

7 Tahun

Ketua Pengarah

Arkib Negara

Malaysia

14. UPM/600-12/2/7/1

Maklumat Bantuan Pengajaran GRF



Kewangan/ Network Attached Storage

Ketua Pengarah

Arkib Negara

Malaysia



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No. Semakan: 05

No. Isu: 02


Tarikh: 19/06/2020




Memfail


Tempat dan Tempoh

Simpanan

Kuasa Melupus

7 Tahun

15. UPM/600-12/2/7/2 Rekod Kehadiran ke Kampus GRF

Rekod kehadiran.


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.


Kewangan

7 Tahun

Ketua Pengarah

Arkib Negara

Malaysia

17. UPM/600-12/2/7/4

Lain-lain Urusan GRF

Lain-lain urusan.


Kewangan

7 Tahun

Ketua Pengarah

Arkib Negara

Malaysia

18. UPM/600-12/2/1/6

Surat Panggilan Sebagai Panel Temuduga

Surat panggilan panel temuduga.


Kewangan

7 Tahun

Ketua Pengarah

Arkib Negara

Malaysia

19. UPM/600-12/2/1/7 Kertas Temuduga Biasiswa

Kertas temuduga.


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


Kewangan

Ketua Pengarah

Arkib Negara

Malaysia



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No. Semakan: 05

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Tarikh: 19/06/2020




Memfail


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.


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




Page: 2/9

Review No: 04

Issue No: 02




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




Page: 3/9

Review No: 04

Issue No: 02




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



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



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




Page: 4/9

Review No: 04

Issue No: 02




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



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



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




Page: 5/9

Review No: 04

Issue No: 02




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






Page: 6/9

Review No: 04

Issue No: 02





Records


and Filing

Responsibility for

Maintenance


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



4. UPM/600-12/2/1/3 Scholarship Statistics

PT (P/O) SPS

PT (P/O) SPS Financial Assistance

Unit

7 Years



5. UPM/600-12/2/1/4 List of Scholarship Recipients

Scholarship Recipients

PT (P/O) SPS

PT (P/O) SPS


Unit

7 Years



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


Unit

Permanent



7. UPM/600-12/2/2 Letters/E-mails with Bursary Office Regarding GRA

Bursary

PT (P/O) SPS

PT (P/O) SPS


Unit

7 Years






Page: 7/9

Review No: 04

Issue No: 02





Records


and Filing

Responsibility for

Maintenance


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


Unit

7 Years



9. UPM/600-12/2/2/2

GRA Breach of Contract

Documents for Breach of Contract

PT (P/O) SPS

PT (P/O) SPS


Unit

7 Years



10. UPM/600-12/2/2/3 Other GRA Matters

Other Matters

PT (P/O) SPS

PT (P/O) SPS


Unit

7 Years



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


Unit

7 Years



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






Page: 8/9

Review No: 04

Issue No: 02





Records


and Filing

Responsibility for

Maintenance


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


Unit

7 Years



14. UPM/600-12/2/7/1 Information on GRF Tutoring Assistance

Information on Tutoring Assistance

PT (P/O) SPS

PT (P/O) SPS


Unit/ Network Attached Storage

7 Years



15. UPM/600-12/2/7/2 Attendance Record in GRF Campus

Attendance Record

PT (P/O) SPS

PT (P/O) SPS


Unit/ Network Attached Storage

7 Years



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


Unit

7 Years



17. UPM/600-12/2/7/4 Other GRF Matters

Other Matters

PT (P/O) SPS

PT (P/O) SPS


Unit

7 Years






Page: 9/9

Review No: 04

Issue No: 02





Records


and Filing

Responsibility for

Maintenance


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


Unit

7 Years



19. UPM/600-12/2/1/7 Scholarship Interview Paperwork

Scholarship Paperwork

PT (P/O) SPS

PT (P/O) SPS


Unit

7 Years



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


Unit

7 Years



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

