Student Activities Guidelines and Procedures
Office of the Dep. Rector (SA) is mandated to help the University to produce graduates with wholesome and ummatic personalities. STADD is given the task to develop voluntary and non-voluntary activities through programmes by providing students with guidelines, training and relevant facilities with the aim that students are able to maximise their potential and talents holistically in various fields.
This guideline serves as a source of reference for all student activities in IIUM. The guideline also provides information about the various student organisation on campus and the nature of their activities. It is also useful for students who wish to conduct programmes, as this handbook highlights on how to organise a programme smoothly.
1. INTRODUCTION
Office of the Dep. Rector (SA) is mandated to help the University to produce graduates with whole...
2. STUDENT ORGANISATION
2.1 Definition
Student organisation is defined as a group of students established for the promotion of a specifi...
2.2 Nomenclature
In order to differentiate types of student organisation, the following nomenclature are practiced...
2.3 The term student organisation
The term ‘student organisation’ is used throughout this guideline to also refer to any club.
2.4 List of Student Organisation
2.5 Membership
2.5.1. All IIUM undergraduates automatically become ordinary members of the Students’ Representat...
2.6 Training
2.6.1 Training for Student Leaders The newly elected presidents and secretaries or representat...
2.7 Benefits
Participation in student organisation’ activities provides students with experiences that lead to...
2.8 Supervising Authorities
To ensure proper guidance is given to the student activities, the Deputy Rector (SA) may delegate...
2.9 Collection of Funds
Student organisation SHALL NOT maintain any fund or make any collection of money or property from...
3. ESTABLISHMENT OF STUDENT ORGANISATION
3.1 Introduction
Students MAY set up student organisation that can help them to achieve the following objectives: ...
3.2 Flow Chart - Establishment of Student Organisation
3.2.1 Approval from Central level 3.2.2 Approval from Kulliyyah level
3.4. Organisational Structure
3.4.1. Every student organisation must has at least the following office bearers: President...
3.5. Annual General Meeting (AGM)
3.5.1. Each student organisation shall conduct its AGM before the end of the 1st Semester of a...
3.6. Extraordinary General Meeting (EGM)
It is a meeting of members of the office bearers. EGMs are called where an issue arises which req...
3.7. Codes of Ethics
IIUM students are expected to be well-mannered following the rules and regulations of IIUM.
3.8. Media Statement
Students are NOT ALLOWED to make any media and press statements without prior approval from the D...
3.9. Suspension and Dissolution of a Student Organisation
Club or societies which are inactive for one (1) year OR fail to submit AGM report to the relevan...
3.10. Advisor for Student Organisation
Each student organisation should have an advisor to advise, monitor and supervise the student bod...
3.11. Roles of the Advisor
Every student organisation must have an advisor appointed by the Deputy Rector (SA). The advisor ...
3.12. Appointment Letter of Advisor
Appointment letter of the club advisors would be issued and signed by the Deputy Rector (Student ...
3.13. Filing System
Each student organisation should create one official file and file all documents properly. The f...
3.14. Financial Record System
The treasurer of a student organisation should keep and update the financial record of the studen...
3.15. Planning for Activities & Almanac
All student organisation should plan their activities and programmes annually. The planning of ac...
3.16. Student organisation’s Profile
A student organisation’s profile is a document that describes the details of the student organisa...
3.17 Student organisation’s Bulletin
All bulletins or newsletters produced by a student organisation can only be published and distrib...
3.18 Brochures and Student Organisation’s Website
Student organisation brochures are summarised information about the student organisation concerne...
4. MANAGEMENT OF PROGRAMMES
5. HOW TO ORGANISE A PROGRAMME
5.1 Introduction
All programmes should be planned early and recorded in the almanac/calendar. There are four phase...
5.2. Writing A Proposal/Working Paper
A proposal/working paper is considered as the foundation of a programme because the facts and fig...
5.3. Guideline on Budgeting
Financial assistance from the University should be construed as an initial operating budget to co...
5.4 Honorarium for Speakers
SERVICE GROUP PART-TIME LECTURERS/SPEAKERS PART-TIME FACILITATORS MAXIMUM PER...
5.5 GUIDELINES FOR CASH PRIZE FOR STUDENT ACTIVITY
LEVEL/FIRST PRIZE INDIVIDUAL GROUP International Max RM500 Max RM1000 ...
5.6 Flow Chart – Submission of Proposal
5.7. Flow Chart – Approval for Sponsorship, Overseas and Community Service Programme
5.8 Guideline on Submission of Working Papers
Students are required to fill: For students driven programme; Programme Proposal Form (PPF) For...
5.9 Approving Authority
APPROVING AUTHORITY AMOUNT OF BUDGET LEVEL OF PROGRAMME/NATURE OF PROGRAMME HOD/Deputy Directo...
5.10 Master Plan for Programme
The Master Plan for each programme should be prepared by the PM as a guideline to ensure all nece...
5.11 Promotion of Programme
Students are allowed to use various means for promotion of programmes such as buntings and banner...
5.12 Engaging Other Departments in Student Events
If students need services from other departments, students should fill up the forms provided and ...
5.13 Opening and Closing Ceremonies
The opening and closing ceremony of any programme are optional. Students may plan to have either ...
5.14. Memorandum of Understanding (MoU) or any form of Agreement
All Memorandum of Understanding or Agreement must be advised and recommended by the Office of Leg...
5.15 Additional Guidelines or Regulations
Please take note that certain programmes may have additional guidelines or regulations according ...
5.16 Organisers and co-organisers
A programme can be organised by a single organiser or in collaboration with other organisers. Co...
5.17 Moratorium Dates for Student Programmes
No activities shall be conducted during the following major events: SRC Elections; 2 weeks befo...
5.18 Postponement/Cancellation of a Programme/Change of venue/date/speaker
Students are not allowed to postpone/cancel/change a programme unless with approval from the rele...
5.19 Accompanying Officer
The university authority may appoint relevant accompanying officer according to the nature of pro...
5.20 Letter Writing
Guidelines on Letter Writing Students are not allowed to send any letter unless the programme ...
5.21 Evaluation of Programme
The evaluation form shall be distributed to participants at the end of every programme. The analy...
5.22 Report of Programme
The report of the programme must be submitted to the approving authority 14 days after the comple...
6. EVENT MANAGEMENT
There can be more than one events in one programme. It is advisable to appoint a Programme Coordi...
6.1 Things to Do Before an Event
Have a general idea of the proposed event what and how the event is going to be. Recruit the Com...
6.2 Running Order of Event
In order to ensure the smooth running of an event, the committee is encouraged to prepare a runni...
6.3 Job scope of committees/ Functions of Various Event Committee
Each working committee must have a clear job scope to avoid redundancy, miscommunication as well ...
6.4 Programme Agenda
Sample of Programme Agenda: Refer Appendix
6.5 Souvenirs/Honorarium for Speakers & VIPs
Souvenirs OR honorariums depend on the nature of the job of the invited speaker: as officiator, s...
6.6 Booking of Venues and Facilities
Students can book venues and facilities available on campus from the relevant authorities. In ca...
6.7 Protocols
In any programme, the following procedures must be followed: Organising formal functions The ch...
7. SOLICITING SPONSORSHIP
7.1 Approval of Sponsorship from the Rector’s Office
The Ministry of Higher Education has outlined the procedure for collecting money. Some of the imp...
7.2 Nature of Business
The soliciting of funds and seeking of sponsorship must not incorporate the elements of coercion,...
7.3 Steps for Seeking Sponsorship
The list below shows the steps to be followed: - Submit the details of sponsors (company name, a...
7.4 Types of Sponsorship
Main Sponsorship; Co-sponsorship; Media Partner; Platinum Sponsor, Gold Sponsor etc.; Title S...
7.5 How to Get Sponsor
Produce a creative and eye-catching “sponsorship proposal document/package”. Identify potential ...
7.6 Sponsorship Proposal/Package
The sponsorship package is a document which consists of the following: Cover page; Executive Su...
7.7 Reimbursement of Sponsorship Cheques/Cash from Finance Division
Fill up the “Payment Request Form/Request for Advancement Form” and attached with the supporting ...