5. HOW TO ORGANISE A PROGRAMME

5.1 Introduction

All programmes should be planned early and recorded in the almanac/calendar. There are four phases in organising a programme, which are:

  1. Feasibility study on what activities should be done. Determine the target group and the target/goals/objectives to be achieved. (Answer the question WHAT? WHO? WHY?)
  2. Planning Identify the resources available such as people, budget, date, time, and venue. Recruit the committee. (Answer the question HOW? WHEN? WHERE?)
  3. Implementation Run the programme according to the planning. Discuss arising problems and troubleshoot immediately. Preparation for the programme should be closely monitored for smooth running of the event.
  4. Evaluation and reporting Prepare evaluation form and request participants to fill in the form to evaluate the programme. Submit financial and programme reports to OIC.

5.2. Writing A Proposal/Working Paper

  1. A proposal/working paper is considered as the foundation of a programme because the facts and figures mentioned would form the basis of how solid the project would be. Write correct and concise information in the proposal. The proposal/working paper must be written in English. However, the Malay version of the paper may be prepared if needed.
  2. A proposal shall consist of:
    1. details of the programme; and
    2. budget
  3. You SHOULD USE the following guideline to prepare programme proposal:
    1. Introduction of programme;
    2. Objective of programme;
    3. Details of programme (Date, day, time, venue, target participant, speakers profile);
    4. Organising Committee (job scope, if necessary);
    5. Programme Schedule;
    6. Budget;
    7. Conclusion;
    8. Approving authority;
    9. Prepared by: secretary of programme;
    10. Checked by: president or secretary of student organisation;
    11. Recommended by: advisor/fellow/OIC; and
    12. Approved by: relevant authority.
  4. Please take note of the following:
    1. Programme Agenda
      1. A complete programme schedule inclusive of time, date, venue, slot(s), proposed topics, and proposed speakers should be included.
      2. The profile of the proposed speakers must be attached.
      3. The reserve list of speakers for all topics should also be included. All proposed speakers and topic must be relevant to the programme.
      4. Use “programme schedule” instead of “tentative programme” for the finalised programme.
    2. Organising CommitteeOrganizing committee may comprise of Patron, Steering Committee and Working Committee.
      1. Patron - Student MAY propose a patron for international, national, or university depending on the level of the programme.
        • Name of the proposed patron, taking into account the relevance and level of the programme i.e., international, national, or university.
        • The consent from the proposed patron should be sought once the programme has been approved by a letter through the office of the approving authority of the programme. (Please refer to the guideline on letter writing in this e-book.)
        • The approval of the programme does not mean that the patron is automatically appointed.
        • Please name only one patron for the whole programme; hence sub-programmes are not allowed to have separate patron.
      2. Steering committee - The steering committee consists of the advisor/s, OIC and programme manager.
        • List not more than three (3) advisors, together with their respective posts. You may have only one advisor if the programme does not involve collaboration with other organisations.
        • These advisors are responsible for overseeing the organisation of the particular programme.
      3. Working Committee – The working committee normally consists of the following posts:
        • Ex-officio (One of the office bearers of the organisation);
        • Programme manager;
        • Secretary;
        • Treasurer/Finance controller;
        • Programme Coordinator; and
        • Other relevant committee members.
          • List down the full names of the committee, with matriculation number (compulsory) and contact numbers for easy reference.
          • For simple or small scale programmes, you can create just the working committee without a steering committee.
      4. Budget
        1. Estimated Expenditure:

No.

Item

Details

1.

Administration/Secretariat
  • Stationery
  • Telephone/stamp/fax
  • Printing: working paper, invitation, souvenir / programme book
  • Other related matters

2.

Honorarium/Souvenir for Speakers and VIPs
  • The honorarium depends on the nature of the task such as officiator, speaker, panelist, trainer, or facilitator.
  • For honorarium to speaker, panelist, trainer, facilitator and moderator, please refer to MSD guideline.

3.

Publicity

Publicity would be in the form of printed materials i.e.: banners, posters, backdrops, pamphlets or broadcast and social media.

4.

 Transportation
  • The  programme  committee  may  apply  for university transportation subject to approval and availability of the transport.
  • Any   travelling   cost   incurred   for   the programme   should   be   included   in   the proposal (ie: fuel, toll, parking fare, etc).

5.

 Refreshment
  • The committee may provide refreshment for speakers, guests and participants. Please state in detail the rate and the number of meals provided.  (Refer  to  Appendix  B  -  Finance Division Circular No. 5/2010)·
  • Food operator must be registered with IIUM (except for programme organised outside the campus).

6.

Lodging/Accommodation
  • Please state the location and the rate of accommodation

7.

Rented Facilities
  • The committee may request for venues, AV equipment, etc.
  • Any  rented  facilities  from  outside.  (Please refer  to  Appendix  C  –  Policy  No.  4, Collection Management Section of Manual of Financial Policies and Procedures).

8.

Miscellaneous/Contingency`

 Not more than 5% of overall budget.

9.

Total Expenditure

 Overall budget.

 

2. Expected Income:

No. Item Details
1. Sponsors Please attach the list of prospective sponsors
2. Registration fees/ticket Please indicate the amount charged to the participants
3. Kulliyyah/Centre/Division/Institute/Office/Mahallah Please attach the approval from relevant authority
4. Other Related matters Income raised by the societies (eg: advertising in the souvenir book)
5. Total expected income Overall expected budget

 

  1. Conclusion

Provide a summary on why the programme should be considered for approval in the conclusion.

5.3. Guideline on Budgeting

  1. Financial assistance from the University should be construed as an initial operating budget to conduct the programme. Student organisation should plan their activities according to availability of budget.
  2. As a guideline, the following list provides the maximum allocation of budget for student programmes:

 

DESCRIPTION Breakfast Lunch Tea REFERENCE

1) Refreshment:

- Seminar/Workshop
-Team Building /Induction course
It is recommended that the programme is being held

internally, except with the approval by the higher authority.

 5.00 10.00 5.00 Refer Appendix B:
Finance Division Circular No.2 Year
2019
2.2(3)
Opening Ceremony (Non-VIP) 7.00 10.00 5.00 2.2 (2)
Opening Ceremony (VVIP) Max up to RM50  
2) Appreciation Programmes for office bearers of student organisation should be organised by the respective offices. (eg. Ta’aruf Committee appreciation, ISC Appreciation, MRC appreciation, etc.) Maximum RM15 per head  
3) Daily meals allowance outside IIUM (including
tournament) if meals are NOT provided by
organizer.
For programme without accommodation		 Maximum RM25 per day/per head  
4) Programme outside IIUM
i. Student organization
ii. Department Driven

Max: RM 50.00 per day/ per head
Max: RM70.00
(package including meals &

accommodation)

  
5) Allowance for selected student representing the
University (Oversea programmes)

Overseas: RM 50 per day

 Refer Appendix D: (policy no.5 in student related matters section of manual of Financial Policies and Procedures)
6) Allowance for appointed Student Facilitators
/Secretariat (Department-driven programmes only)

RM10 per day/ per head
Maximum RM 150

  
7) AGM

RM300

  
8) Promotion booth (per semester)

RM 200 maximum per programme

  

* Subject to availability of the budget

5.4 Honorarium for Speakers

 

SERVICE GROUP

PART-TIME LECTURERS/SPEAKERS

PART-TIME FACILITATORS

MAXIMUM PER MONTH

Professional & Management Group (Special Grade)

RM 300.00 per hour

RM 100.00 per hour

Not more than half of monthly

basic salary of

the officer

Professional  & Management  Group (Grade 53 & 54)

RM 200.00 per hour

RM 100.00 per hour

Professional & Management Group (Grade 45 - 52)

RM 150.00 per hour

RM 90.00 per hour

 

Professional & Management Group (Grade 41 – 44)

RM 120.00 per hour

RM 80.00 per hour

 

Support Group

RM  80.00 per hour

RM 60.00 per hour

 

Additional note:-

The rate of honorarium for celebrity/external speakers/consultant is as approved in the proposal.

 

5.5 GUIDELINES FOR CASH PRIZE FOR STUDENT ACTIVITY

LEVEL/FIRST PRIZE

INDIVIDUAL

GROUP

International

Max RM500

Max RM1000

National

Max RM300

Max RM600

University

Max RM200

Max RM500

Clubs/Mahallah/Societies

Max RM120

Max RM250

LEVEL/SECOND PRIZE

INDIVIDUAL

GROUP

International

Max RM300

Max RM600

National

Max RM200

Max RM400

University

Max RM100

Max RM200

Clubs/Mahallah/Societies

Max RM80

Max RM160

LEVEL/THIRD PRIZE

INDIVIDUAL

GROUP

International

Max RM200

Max RM400

National

Max RM100

Max RM200

University

Max RM80

Max RM160

Clubs/Mahallah/Societies

Max RM60

Max RM120

LEVEL/CONSOLATION

INDIVIDUAL

GROUP

International

Max RM100

Max RM200

National

Max RM80

Max RM160

University

Max RM60

Max RM120

Clubs/Mahallah/Societies

Max RM50

Max RM100

Note:

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

  1. Students are required to fill:
    1. For students driven programme; Programme Proposal Form (PPF)
    2. For joint programmes: Joint Programme Form (JPF) for approval from each organization
    3. For change of programme; Change Programme Form (CPF)
    4. For Selling /Cooking Programme; Student Bazaar Form (SBF)
  2. Student should discuss with the Advisor OR OIC concerning the details of the programme.
  3. Students are encouraged to prepare and submit proposals to the respective authorities early to ensure the smooth process of approval.
  4. All proposal papers and completed forms must be submitted to the OIC according to the duration stipulated as below:

LEVEL OF PROGRAMME

SUBMISSION OF WORKING PAPER

University/club level

Not less than 21 days before the date of programme

National level

Not less than 3 months before the date of programme

Regional/International level

Not less than 6 months before the date of programme.

Programmes that require sponsorship regardless of level

Not less than 3 months before the date of programme

Invitational

Not less than 9 days before the date of the programme

5.9 Approving Authority

APPROVING AUTHORITY AMOUNT OF BUDGET LEVEL OF PROGRAMME/NATURE OF PROGRAMME
HOD/Deputy Director/Mahallah Principal RM5,000 or below Student organisation, University and National
Deputy Dean Below RM10,000 Club, University and National
Dean/Director Below RM20,000 Club, University and National

Deputy Campus Director (Student Affairs)

 Below RM20,000 Club, University and National

Executive Director of Finance and Rector

 RM20,000 and below RM 200,000

Any level of programme if
the budget is RM20,000 and
below RM 200,000

*Subject to
recommendation by Deputy
Rector (SA)

Rector

 Below RM 200,000

All levels of programme if involve sponsorship

Rector and the Chairman of Standing Finance Committee

 Above RM 200,000

All level of programme

5.10 Master Plan for Programme

  1. The Master Plan for each programme should be prepared by the PM as a guideline to ensure all necessary actions will be taken accordingly.
  2. The Master Plan must include details such as action plan, names of persons-in-charge, timing and deadline as well as Gantt Chart.
  3. Sample of a Master Plan

Date

Time

Event/Task

Person In-Charge

Remarks

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

5.11 Promotion of Programme

Students are allowed to use various means for promotion of programmes such as buntings and banners.

1. Banners/Buntings/Posters/Flyers

No banners/bunting/posters/notices can be displayed without approval from the office of the approving authority.

2. Media

Students may promote their programmes through various forms of media subject to the followings:

3. IIUM Website

Students may request to place an advertisement to promote their programme at the IIUM official website through the respective office.

5.12 Engaging Other Departments in Student Events

If students need services from other departments, students should fill up the forms provided and subject to the approval from the respective offices.

5.13 Opening and Closing Ceremonies

The opening and closing ceremony of any programme are optional. Students may plan to have either an opening or closing ceremony. Provide a specific itinerary for the event.

 

Guideline for opening and closing ceremony

  1. Confirm the availability of the VIP at least three days before the event. Reconfirmation of attendance should be done a day before the event.
  2. Confirm the presence of other invited guests.
  3. The programme details or any information to be distributed is checked by the advisor (s) or the OIC.
  4. The programme details or itinerary should be distributed to all guests.
  5. Conduct a rehearsal to ensure the smooth running of the ceremony.
  6. All events must be conducted in English or Arabic. However, when there is a need to use Bahasa Melayu or other languages, student may request for approval from the relevant authority to do so.

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 Legal Adviser and approved by the Rector only. Students are NOT allowed to sign any agreement with any organization on behalf of the University.

5.15 Additional Guidelines or Regulations

Please take note that certain programmes may have additional guidelines or regulations according to the nature of the programme such as:

  1. Community services, entrepreneurship and cultural activities All community services, entrepreneurship and cultural activities should be referred to the respective authorities for consultation, monitoring and record purposes.
  2. Sports, recreational and high risk activities Any sports and recreational activities should be referred to the Sports Development Centre (SDC) and guidelines from the relevant ministry.
  3. Publications All publications such as newsletters should be checked and recommended by the advisor of the student organisation before submission for approval from the relevant authority. Students are advised to have their publications proofread by CELPAD. The cost shall be borne by the student organisation.
  4. Film Shows Students are NOT allowed to organise/screen/downloading film shows without the approval from the respective film distributors. Infringement of copyright is punishable by law.

 Screening of movies on VCDs or DVDs other than home viewing is considered public viewing. This is against the Copyright Act 1987.

5.16 Organisers and co-organisers

A programme can be organised by a single organiser or in collaboration with other organisers.

  1. Co-organisers - If the programme involves other organisations, one or more bodies having major roles in the programme.
  2. Collaboration - One body is the main organiser while the others have minor roles in the programme (terms like ‘in cooperation with' are commonly used).
  3. A detailed list of the individual bodies, organisations, and/or companies, which are involved in the programme must be submitted to the relevant authority.
  4. All organizers are required to fill up the JPF.

5.17 Moratorium Dates for Student Programmes

No activities shall be conducted during the following major events:

  1. SRC Elections;
  2. 2 weeks before the revision period; and
  3. Any dates instructed by the university authority from time to time.

(The Approving Authorities may consider approving applications for small scale activities which do not affect student in their studies. Such programmes include spiritual activities, academic/intellectual briefings,  and AGMs. All programmes   directed by the Ministry or the University authorities or any other programmes under the discretion of the authority are exempted).

 

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 relevant authority.

5.19 Accompanying Officer

  1. The university authority may appoint relevant accompanying officer according to the nature of programme such as:
    • Overseas trip (lead by officers from Grade 41 and above);
    • level of risks;
    • sensitivity of activities; and
    • the presence of VIPs or VVIPs.
  2. The accompanying officer should be present throughout the programme.

5.20 Letter Writing

  1. Guidelines on Letter Writing
    1. Students are not allowed to send any letter unless the programme has been approved.
    2. Letterhead
      • Student organisation letterhead is to be used for internal correspondence and external correspondence with the provision “through relevant authority” as stated in the Table below.
      • The letterhead is used for the first page of the letter only.
      • Authorised Signatories
      • DIGNITORIES SIGNATORIES THROUGH
        • Royalties
        • Prime Minister
        • Head of States
        • Deputy Prime Minister
        • Chief Ministers
        • Minister
        • Ambassadors
        • President of IIUM
        		 Rector  
        • Deputy Minister
        • Deputy Chief Minister
        • Deputy Vice Chancellor of a university
        • State or General Secretary of the Ministry
        		 Director/Dean of Kulliyyah Deputy Rector (SA)
        • Deputy General Secretary of the Ministry
        • Rector
        • Director General or the Deputy Director General of a government department
        • Dean of Kulliyyah
        		 Director/Dean of Kulliyyah  
        Middle-rank Government officials Deputy
        Director/Deputy
        Dean/ Principal        		  
        Press Director in charge public relations Office  
        • Director
        • Principal
        • Deputy Director
        • Deputy Dean
        		 OIC or advisor  
        * Check the contents of the letter with the OIC before approval.
        * Checklist form must be attached with the letter.

  2. Format of Official Letters

    1. Reference Number / Date (Use appropriate file reference);

    2. Addressee / Recipient (Verify spellings of name, title, designation and address of the receiver);

    3. Salutation / Greetings;

    4. Greet with salam whenever appropriate; and

    5. Use the right salutation such as:

      • Dear Sir,

      • Dear Ms,

      • Dear Madam,

      • Dear Miss,

      • Y.Bhg Datuk Seri,

      • Y.Bhg Dato’ Sri,

      • Yang Amat Berhormat,

      • Yang Berhormat,

      • Your Excellency

    6. Topic of the letter (Write the topic of the letter in bold using CAPITAL LETTERS as a brief description of the purpose of the letter)

    7. Content

      • The content of the letter must be brief and precise. Use simple sentences and avoid bombastic words.

      • For letters of invitation, state the purpose of the programme.

      • Details of the programme such as the venue, topic of the talk, time and date.

      • End the letter with a brief of concluding remark, which is normally to appreciate the cooperation or attention given by the receiver.

    8. Signature, name and designation of the sender

      • Write the name of the sender who signs the letter in bold using CAPITAL LETTERS.

      • Write down the designation of the sender. If the committee who is supposed to sign the letter is not available, another committee can sign it and write his or her own name on behalf of the actual committee.

  3. Font, Spacing and alignment

      • Leave a space of one inch on both left and right margins.

         

      • Use 1.0 line spacing (single spacing).

      • Use font size 12.

      • Align your paragraph in justified form.

  4. Check the content, format and grammar of the letter with the advisor or the OIC before sending it to the receiver.

  5. Sample of letter

    - Please refer Appendix F

  1.  

5.21 Evaluation of Programme

The evaluation form shall be distributed to participants at the end of every programme. The analysis of the evaluation should be included in the programme report.

5.22 Report of Programme

The report of the programme must be submitted to the approving authority 14 days after the completion of the programme. Use the Programme Report Form (PRF).

  1. The report should include the following but not limited to:
    1. Achievement of the objectives;
    2. Postmortem on any shortcomings;
    3. Suggestions to improve similar future programmes;
    4. Actual number of participants;
    5. Actual programme schedule (not as given while applying for the approval of programme);
    6. Name of guest(s);
    7. Evaluation of the programme;
    8. Attach pictures of the programme (4R);
    9. Complete list of working committee and participants with their respective matriculation numbers;
    10. Conclusion; and/or
    11. Signature of the programme secretary who prepares the report.
  2. The Financial Report of the programme should be submitted within 14 days after the completion of the programme. The report must include the following:
    1. State the income (fees/sponsors/tickets) and expenditure of the programme (Please attach the relevant receipts/document)
    2. All original receipts must be pasted neatly on A4 size paper with a heading on expenses on each page and certified by the advisor/Principal/Fellow/OIC;
    3. Plain receipts must be stamped by the company/shop;
    4. Expenditure without receipts must be written on a piece of A4 paper with details of purchase and certified by the advisor/Principal/Fellow;
    5. If double receipts are obtained, please paste either one;
    6. The treasurer of the programme must submit a copy of the financial report to the approving authority even though the programme is self- sponsored;
    7. Items of expenditure must be tally with the items approved on the working paper/proposal; and
    8. The report must be signed by the programme treasurer.

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