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.


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.


1.1. Definition of Non-credit Co-Curricular Activities

The non-credit co-curricular activity is referred to as any extra-curricular activity participated or organised by students through student organisation or those organised by departments for students. These organisations provide a platform for the development of interpersonal, organisational and leadership skills for the members.

The non-credit co-curricular activities are different from the credit co-curricular activities in the following ways:

  1. The non-credit co-curricular activities are voluntary activities participated by any student throughout their studies as undergraduates while credited co-curricular activities are structured compulsory programmes to be taken by all students as part of the academic study plan.
  2. The non-credit co-curricular activities have no academic credit but the credited co-curricular activities are given between 0.5 to 1.0 credit per semester.
  3. The non-credit co-curricular activities are additional activities for those who wish to improve and practice the skills that they have learned in the leadership modules of the credited co-curricular activities.

1.2 Types of Student Activities

Based on the different interests of IIUM students, the followings are common activities approved by the University:



2.1 Definition

Student organisation is defined as a group of students established for the promotion of a specific object or interest within the University as approved by the Senate and registered with the Office of the Dep. Rector (SA).

The above definition does not include certain student groups formed by the University including group, team, and secretariat for specific purposes.


2.2 Nomenclature

In order to differentiate types of student organisation, the following nomenclature are practiced:









used only  by  the  main  student  organisation  i.e.,  Students’ Representative Council.






Kulliyyah-based student organisation.






Department-based student organisation at the Kulliyyah.






Student organisation initiated by a group of students with special interests.






Culture and arts group.






a group of students formed by the department to run certain projects such as community service work.






a  student  organisation  which is  formed  and  linked to  certain government or non-government organisations.





Mahallah Representative Council

Student organisation established at each Mahallah.



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’ Representative Council, respective Mahallah Representative Committee, and Kulliyyah-based Society.

2.5.2. Application for membership for other student organisation can be done through the respective student organisation. Promotional activities of these student organisation are normally done during Ta’aruf Programme and at the beginning of a regular semester. All student organisation are encouraged to carry out their own promotional activities to attract new members from time to time.

2.5.3. Student can get information and advice from the respective office in charge of student organisation. A student can apply to be a member of any student organisation by filling in forms available at the respective office in charge of student organisation or by downloading them from respective IIUM website. Some student organisation conduct interviews for the applicants. The interviews are conducted by the senior members of the student organisation.


2.6 Training

2.6.1   Training for Student Leaders

  1. The newly elected presidents and secretaries or representatives of student organisation are given leadership and management training organised by the STADD. The students will be exposed to skills in managing the student organisation, teambuilding, University policies and procedures, protocols, event management, etc. The training is known as Induction Course for Student Leaders (I-LEAD).


2.6.2   Training for other members.

  1. All student organisation should organise their own induction courses for all the committee members to familiarise them with the procedures and management of the respective student organisation. The contents of the training are similar to I-LEAD but customised according to the nature of the student organisation
  2. Special training courses are also organised for special interest student organisation such as uniform-based, entrepreneurship, culture and community service by the respective unit or department throughout the year.

2.7 Benefits

Participation in student organisation’ activities provides students with experiences that lead to significant personal and intellectual development and help them towards increasing social competence. Students who participate in these activities will get the following benefits:


2.7.1.  Soft Skills

Active student can develop at least seven types of skills through the activities:


2.7.2.  Co-Curricular Activity Cumulative Point (CACP)

IIUM has developed a merit point system to reward the students who participate in student organisation activities. This system is called Student Activity Record System (STARS). Students will obtain CACP for each activity they participate. The points will depend on the followings:


Type of activity: -

  1. Level of programme – international, national, university or student organisation level;
  2. Level of participation – main committee, committee or participant;
  3. Achievement in competition; and
  4. Level of membership in student organisation – main committee, committee,
  5. ordinary member.

The total points gained by the student will be converted to CACP. The maximum CACP a student can get is 4.0. The system will record details of student activities throughout their study in IIUM. Upon graduation, they may request for their co-curricular activity transcript from STADD.


2.7.3.  Convocation Award

There are numbers of awards given to excellent students during the annual convocation. The CACP is part of criteria for the selection of award recipients for all the awards beside the candidates’ academic achievements.


2.7.4.  Certificates

Certificates of recognition are normally awarded to the office bearers of the student organisation at the end of their tenure. The committee may request to print certificate of appreciation for sub-committee members or certificate of participation/ attendance for participants after the completion of a programme.

The types of programme whose participants should be awarded certificates are as follows:




Signed By




International Level Programmes

Deputy Rector (SA)

Same level or higher

National Level Programmes

Deputy Rector (SA)

Same level or higher

University Level Programmes

Deputy Rector (SA) / Dean / Director

Same level or higher

Other programmes

Dean/Deputy Dean/ Deputy

Director/Principal/ Advisor

Same level or higher

Note: The Rector will sign academic scrolls only.

Certificates SHOULD NOT be given for the following programmes:

  1. Programmes without approval from the University authority;
  2. Leisure programmes;
  3. Social gathering/dinner;
  4. Briefing;
  5. Attending AGM; or
  6. Compulsory programmes.

2.8 Supervising Authorities

To ensure proper guidance is given to the student activities, the Deputy Rector (SA) may delegate his authority in managing and supervising student organisation to the officer in-charge of student activities. A programme can only be organized after obtaining approval from the Student Programme Approval Committee (SPAC), IIUM Gombak Campus. For the Kulliyyah Based Society, the supervising/approving authority is the Deputy Dean in charge of student affairs.

For Pagoh campus: all student activities’ proposal must go through SPAC meeting.


2.9 Collection of Funds

Student organisation SHALL NOT maintain any fund or make any collection of money or property from any source whatsoever unless prior approval is obtained from the Rector. Any funds collected shall be deposited into the university account.



3.1 Introduction

Students MAY set up student organisation that can help them to achieve the following objectives:

  1. To develop soft skills;
  2. To develop talent in specific areas;
  3. To inculcate the spirit of volunteerism;
  4. To practice leadership skills;
  5. To help in the welfare and needs of students;
  6. To organise activities that reflect the ability and strength of the club, and vision and identity of the University and its students; and
  7. To cultivate the tradition of knowledge and inculcate the preservation of good values.

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:

    1. President;
    2. Vice President;
    3. Secretary; and
    4. Treasurer

3.4.2.    The president and secretary shall attend the management course for student leaders organised by STADD or other relevant authority.



3.5. Annual General Meeting (AGM)

3.5.1.    Each student organisation shall conduct its AGM before the end of the 1st Semester of an academic year or as announced by the STADD. The AGM may be deferred to a later date with prior written approval from relevant authority.

3.5.2.    However, for Kulliyyah and Department-based societies/ associations, the quorum is double the number of office bearer or one fifth (1/5) of the members of the societies/ associations, whichever is lesser.

3.5.3.    Only students with CGPA 2.5 or above are qualified to be elected and appointed as the office bearers of a student organisation.


3.6. Extraordinary General Meeting (EGM)

It is a meeting of members of the office bearers. EGMs are called where an issue arises which requires the input of the entire membership as recommended by STADD.


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 Deputy Rector (SA). OIC shall advice the student organisation for any statements to be made in the media.


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 relevant approving authority will be automatically dissolved.


3.10. Advisor for Student Organisation

Each student organisation should have an advisor to advise, monitor and supervise the student bodies activities. All advisors are appointed by the Deputy Rector (SA). The following guidelines apply in the appointment of advisors:

  1. The Deputy Deans (Student Affairs) are the advisors for the respective Kulliyyah/Department Based Societies, or any other personnel as appointed by the Dean of the kulliyyah.
  2. The Mahallah Principals are the advisors for the respective mahallat.
  3. For central student organisation, the advisors can be appointed among IIUM academic or administrative officer.
  4. Advisors are required to monitor and advise based on the IIUM code of ethics and STADD guideline the students on the programme as well as the running of the student organisation.
  5. His/her signature and recommendation is needed before it is submitted to the relevant authority.
  6. Advisors should be kept up-to-date and constantly informed on the progress of the student organisation.
  7. Advisors should understand and adhere to all the Islamic rulings including aqidah, ibadah (solat)and akhlaq (i.e ikhtilat)

3.11. Roles of the Advisor

Every student organisation must have an advisor appointed by the Deputy Rector (SA). The advisor must have the following criteria:

  1. Guiding the students to always instill the element of Islamization in line with University mission and vision
  2. Ready to guide the students on the University’s policies and procedures that govern student activities (IIUM Constitution, Standing Order, Student Disciplinary Rules);
  3. Help the students to adhere to regulations;
  4. Willing to help in the planning of activities; and
  5. Able to coach the students to achieve the student organisation’ objectives.
  6. To guide and ensure content of the progamme is Shariah compliant
  7. To ensure students adhere to all Islamic rulings from the preparation of the event to the actual programme.

3.12. Appointment Letter of Advisor

  1. Appointment letter of the club advisors would be issued and signed by the Deputy Rector (Student Affairs).
  2. The term of appointment is for duration of 2 years.

3.13. Filing System

  1. Each student organisation should create one official file and file all documents properly.
  2. The file should be kept at the office of the relevant OIC. The committee SHOULD keep separate files containing photocopies of documents. Among the contents of the file are:
    1. Constitution of the student organisation;
    2. List of office bearers and members;
    3. Calendar;
    4. Annual Reports; and
    5. Copies of outgoing and incoming letters.
  3. The file must have the following information:
    1. Name;
    2. Reference number;
    3. Date it was created;
    4. File minutes: to have columns for Number, Particulars, Sender and Date; and
    5. Official documents.

3.14. Financial Record System

The treasurer of a student organisation should keep and update the financial record of the student body. The file should be checked by the OIC to ensure the good management of cash by the student organisation.


3.15. Planning for Activities & Almanac

  1. All student organisation should plan their activities and programmes annually. The planning of activities should be carried out after the AGM with the help of the advisor. The contents of the programme should consider the following elements:
    1. Nature of the student organisation;
    2. Functions of the student organisation;
    3. Objectives of the student organisation;
    4. Capability of the members;
    5. Availability of budget;
    6. Availability of Facilities; and
    7. Avoid impermissible/moratorium dates of the University.
  2. The activities must aim to develop the following soft skills among the members of the student organisation:
    1. Communication skills;
    2. Critical thinking and problem solving skills;
    3. Team building skills;
    4. Long-life learning;
    5. Entrepreneurship skills;
    6. Professional and moral ethics skills; and/or
    7. Leadership skills Professional and moral ethics.
  3. The activities should follow the constitution of student organisation as well as the University’s Academic Calendar.
  4. Almanac Calendar
    1. An almanac must consist of names of the programmes, proposed dates and estimated budget for one academic year.
    2. It is recommended for a table to be drawn so that it is easy for the relevant authorities to refer to and plan for the overall activities of the students. The almanac must be submitted to the relevant authorities before the second week of Semester 2. NO programme should be conducted before the almanac is submitted to the authorities.

3.16. Student organisation’s Profile

A student organisation’s profile is a document that describes the details of the student organisation. The student organisation should review and renew the profile every year. The profile is useful when the club receive visitors from other universities and during promotional drives to get new members.

Contents of a student organisation profile:

  1. Introduction and background of the student organisation;
  2. Mission;
  3. Vision;
  4. Objectives;
  5. Nature;
  6. Activities;
  7. Modules;
  8. Achievements;
  9. Organizational chart;
  10. Network;
  11. Number of active members; and
  12. Testimonials.

3.17 Student organisation’s Bulletin

  1. All bulletins or newsletters produced by a student organisation can only be published and distributed after being approved by the approving authority.
  2. The advisor or OIC should be consulted for advice on the contents of the bulletin. Students are advised to check the grammar with the Centre for Language and Pre-University Academic Development (CELPAD).
  3. To publish the bulletin/newsletter, prepare a proposal and fill the Student Program Form and submit them to the approving authority. The contents of a bulletin must:
    1. Reflect the good image of the University and students; and
    2. Follow the IIUM Students’ Code of Ethics.

3.18 Brochures and Student Organisation’s Website

  1. Student organisation brochures are summarised information about the student organisation concerned. All central student organisation should have brochures to promote their activities. The contents of the brochure must be checked and approved by the OIC.
  2. Basic contents of the brochure may include:
    1. Student organisation’s logo;
    2. Introduction of the student organisation;
    3. Mission;
    4. Vision;
    5. Objectives;
    6. Nature;
    7. Activities;
    8. Organisational chart;
    9. Office address & contact number; and
    10. Pictures
  3. Student organisation may create official websites to promote their activities. All websites of the central student organisation must be approved by the relevant authorities. The Kulliyyah Based Societies, associations and MRC should get approval from the office of the respective Deputy Dean of student affairs or Mahallah Principal who are responsible to monitor the contents of the websites.
  4. Procedures in creating websites are as follows: -
    1. A form (available at the respective office) must be filled in.
    2. The recommendation of the OIC of the unit concerned must be obtained.
    3. The layout and contents of the website must be shown to the web administrator at the respective supervising authority for approval.
    4. A web representative must be appointed in order to access the student organisation’s accounts.
    5. The student organisation’s representative is responsible for providing information and maintaining the contents of the website.
    6. All web pages must adhere to the University policies and guidelines. The OIC of the student organisation is responsible for monitoring the content of student organisation’s website and has the right to remove anything in violation of the said policies and guidelines.
    7. Basic contents of a website include: -
      • Introduction and background of the student organisation;
      • Mission;
      • Vision;
      • Objectives;
      • Nature;
      • Activities;
      • Achievements;
      • Organisational chart;
      • Network;
      • Number of active members;
      • Club ethics; and
      • Testimonials



4.1 Categories of Programmes

  1. Niche of Programme
    1. Uphold the mission and vision of the University in all possible dimensions
    2. Inculcate the spiritual enhancement dimensions towards a better Muslim
    3. Enhance individual awareness on the role of khalifah through events/programmes organised.
  2. Student-Driven Programmes
    1. Programmes initiated by student organisation. The proposal is prepared by the students and recommended by the advisor. The student in-charge should fill in the Programme Proposal Form (PPF) completely before submitting to the approving authority not less than 21 days before the programme. If the submission is less than 21 days, the approval is subject to the discretion of the members of SPAC.
  3. Department-Driven Programmes
    1. Programmes organised by the university authority such as STADD, IO, Kulliyyah and Mahallah. The proposal is prepared by the OIC and submitted to the approving authority for approval. PPF must be filled in by the OIC.
  4. Invitational Programmes
    1. Programmes organised by outside organisations inviting IIUM student to participate in their programmes. The students must fill in the PPF and attach the invitation letter from the organisations.
    2. The form must be submitted to the approving authority not less than 9 days before the programme starts. If the submission is less than 9 days, the approval is subject to the discretion of SPAC.
  5. Joint Programmes
    1. Programmes organised by students or department in collaboration with other agencies. The student must fill in the Joint Programme Form (JPF) to seek the approval from the joint authorities.

4.2. Level of Programme

It is important to classify the level of the activity in the PPF as below:


Level of Programme




Refers to programmes with participants from outside Malaysia or the venue of the programme is outside Malaysia.

Example: International Conferences, Overseas Educational Trips, International Debating Championship, etc.


National/State Level

Refers to programmes with participants from Malaysia or representing organisations or universities within Malaysia.

Example: SUKMA, Inter-Varsity Nasyid Competitions etc.



Refers to programmes whose participants are from IIUM only.


Student organisation Level

Refers to programmes whose participants are the members of the student organisation only.




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:






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


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.



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


  • 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).


  • 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).



  • Please state the location and the rate of accommodation


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).



Not more than 5% of overall budget.


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:



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
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
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 &


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


8) Promotion booth (per semester)

RM 200 maximum per programme


* Subject to availability of the budget


5.4 Honorarium for Speakers






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.








Max RM500

Max RM1000


Max RM300

Max RM600


Max RM200

Max RM500


Max RM120

Max RM250





Max RM300

Max RM600


Max RM200

Max RM400


Max RM100

Max RM200


Max RM80

Max RM160





Max RM200

Max RM400


Max RM100

Max RM200


Max RM80

Max RM160


Max RM60

Max RM120





Max RM100

Max RM200


Max RM80

Max RM160


Max RM60

Max RM120


Max RM50

Max RM100



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:



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


Not less than 9 days before the date of the programme


5.9 Approving Authority

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)


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




Person In-Charge






































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
        • Royalties
        • Prime Minister
        • Head of States
        • Deputy Prime Minister
        • Chief Ministers
        • Minister
        • Ambassadors
        • President of IIUM
        • 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
        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.
  1. 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.

  2. 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.

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

  4. Sample of letter

    - Please refer Appendix F


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


There can be more than one events in one programme. It is advisable to appoint a Programme Coordinator to oversee the smooth running of the whole programme.


6.1 Things to Do Before an Event

  1. Have a general idea of the proposed event what and how the event is going to be.
  2. Recruit the Committee Members.
  3. Plan the activities accordingly and present it to all the committee members for further opinions, comments and suggestions.

6.2 Running Order of Event

In order to ensure the smooth running of an event, the committee is encouraged to prepare a running order event as a guideline on the flow of event.


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 as minimising errors in organising event.


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, speaker, panelist, trainer, facilitator, etc. Kindly refer to OIC for the details.


6.6 Booking of Venues and Facilities

  1. Students can book venues and facilities available on campus from the relevant authorities.
  2. In case of the cancellation of the programme, please inform the authority accordingly.

6.7 Protocols

In any programme, the following procedures must be followed:

  1. Organising formal functions
    1. The choice of VVIP must suit the occasion.
    2. The arrangement of seating must suit the guest of honour by rank or title that he/she carries.
    3. Backdrop and spelling of the important information such as date, time, guest name and title must be correct.
    4. Please consult the respective office for advice.
  2. The management of invitation of guests of honour is as follows:
    1. Confirmation of attendance (alone, with spouse or with friends) should be confirmed with the guest.
    2. Preparing the guest list and confirming the seating arrangement.
  3. Order of precedence
    1. Time of arrival;
    2. Arrangement of parking;
    3. Seating arrangement;
    4. Order of delivery of speeches; and
    5. Salutation
  4. Determination of the order of precedence
    1. Relations to the sovereign;
    2. Senior political positions;
    3. Order of awards & decorations;
    4. High judicial, religious, administrative, professional positions; and
    5. Ambassador, High Commissioners, Envoys.
  5. Seating arrangements
    1. Guest of honour will sit in the middle.
    2. If there is an odd number of guests- the seniority of the officials should be from the right of the most senior guest.
    3. If there is an even number of guests, seniority begins from the left of the most senior guest.
    4. All seats must be tagged in the hall and during refreshments.
  6. Dress Code
    1. The dress code is to be specified in the invitation cards/letters (you may remind the guest of honour).
    2. All guests should wear according to what is indicated in the invitation card, or anything that is appropriate for the occasion.
  7. Reception of VIPs
    1. Leading the guest
      • Preferably by the left side of the guest.
      • Lead the guest all the way.
    2. Ceremonies’ reception
      • A suitable reception to the occasion such as having kompang, bunga manggar or selawat nabi.
      • Line reception is encouraged depending on suitability of occasion.
      • Avoid something dangerous/risky for reception.
      • When a royalty or minister is present, the PR Office should be consulted.
      • Holding room is required for programme involving VVIPs.
  8. Checklist of programme
    1. Duration of event involving VVIPs or VIPs.
      • It should not be more than two hours.
      • Evening functions should begin after adhzan Isya’ except for Iftar.
    2. Time of arrival
      • Student must be ready to receive guest/VIPs at least 15 minutes before the arrival of guest/VIPs.
      • The arrival of others guest should not be more than 30 minutes before the arrival of the main guest.
    3. Du’a / Quran Recitation
      • The du’a should not be more than 5 minutes and the meaning should be related to the programme.
      • The script of the du’a should be checked beforehand.
      • Quran recitation is optional depending on the occasion.
    4. Speeches in the programme
      • There should not be more than three speeches in one programme.
      • The most senior in rank/post should be the last to give the speech.
      • Opening Speech by the Programme Manager/ Host is approximately 5 to 7 minutes.
      • Invited guest (8 – 10 mins).
      • Officiator (10 – 15 mins).
    5. Salutations
      • Starting with the most senior in rank/ position.
      • Not more than three persons mentioned.
      • Other guests should be addressed in general.
      • Prepare the list of people to be given salutation according to the rank/position. The list should be given to each of the people who are giving a speech. It is advisable to consult with public relations office
    6. Gifts and souvenirs for the guests
      • To be presented after all the speeches have ended but before the MC ends the occasion.
    7. Refreshments for guests
      • Light refreshments may be provided to the guest of honour after the end of the function.
      • It is advisable to check the suitable menu for the VVIP’s/VIP’s.
      • Consider guest needs/allergies/sensitivities.
    8. Departure of the guests
      • Usher guest to the car.
      • Line reception as in arrival.
      • Other guests depart according to seniority.
    9. Master of ceremony (MC)
      • Must be presentable & preferably experienced.
      • Clarity in speech and proficiency in languages.
      • Good health.
      • Announcement should adhere to the text and running order.
      • Text must be prepared by host.
      • MC script should be edited by OIC.
      • MC position is preferably not on stage but able to witness what is happening.
      • Good knowledge of the function.
      • Rehearsal of the MC script and flow of the programme.
    10. Functionaries and ushers
      • Have self-confidence and able to work independently.
      • Physically present.
      • Ability to work as a team.
      • Do some homework on the guests and functions.
  9. Hierarchy of VIPs: Outside IIUM
    1. Royalty;
    2. Prime Minister;
    3. Deputy Prime Minister;
    4. Ministers;
    5. Ambassador;
    6. Chief Ministers;
    7. Deputy Ministers;
    8. Parliamentary Secretary;
    9. Chief Secretary of Government;
    10. Secretary General of Ministries;
    11. Director General of Government Departments;
    12. Chief Executive Officers/Managing Directors of Public-Listed Companies;
    13. Other personalities particularly those carrying honorary titles such as Tun, Tan  Sri,  Dato’,  or  conferred  awards  such  as  Ma’al  Hijrah,  Sasterawan Negara, etc. 
      • It is advisable to consult respective office. VIP’s listed from (a) to (e) can be invited for national and international level programmes only.
  10. Hierarchy of VIPs: On Campus
    1. Rector;
    2. Deputy Rector(s) in charge of Academic Affairs, in charge of Research and Innovation, in charge of Internationalization and in charge of Student Affairs;
    3. Executive Directors;
    4. Campus Director;
    5. Deans/Directors (Kulliyyahs/Divisions/Centres)/ Legal Adviser /Chief Librarian;
    6. Deputy Campus Director;
    7. Deputy Deans/Principals/Deputy Directors (Kulliyyahs/Divisions/Centres);
    8. Heads (Kulliyyahs and Departments);
    9. Administrative Officer (Kulliyyahs and Departments)/Fellows of Mahallah.
  11. Forms of Salutation

In the Malaysian society, there is a need to know the correct forms of salutations. There is always an element of sensitivity if guests are not properly addressed. In protocols perspective, it is necessary to address guests or any other persons properly.

The list of forms of salutation in Malaysian society is chronologically listed as below:

    1. Royalty
      • Seri Paduka Baginda(SPB) Yang di-Pertuan Agong and SPB Raja Permaisuri Agong should be addressed as His Majesty or Her Majesty respectively or Your Majesty (second person).
      • There are nine kings, one each in the states of Perlis, Kedah, Selangor, Pahang, Kelantan, Terengganu, Johor, Perak and Negeri Sembilan.
      • The Ruler of each state should be addressed as His Royal Highness and Her Royal Highness for the consorts.
      • Princes or princesses are to be addressed as His Highness or Her Highness.
    2. Yang Di Pertua Negeri
      • There are four Yang Di Pertua Negeri. They are from the states of Penang, Malacca, Sabah and Sarawak. They should be addressed as Tuan Yang Terutama or His Excellency. In conversation, we may address them as Tun (Toh Puan for the wife) as all of them have been conferred the award that carries the title Tun.
    3. Prime Minister, Deputy Prime Minister, Menteri Besar and Chief Minister
      • They should be addressed as Yang Amat Berhormat (The Most Honourable) and their wives as Yang Amat Berbahagia.
    4. Members of Parliament and Elected Representatives
      • All members of Parliament (Dewan Negara and Dewan Rakyat) and elected representatives of the people are to be addressed as Yang Berhormat (The Honourable) and their wives as Yang Berbahagia.
    5. Judicial and Legal Services
      1. Yang Amat Arif
        • The Chief Justice
        • The President of the Court of Appeal
        • The two Chief Judges
      2. Yang Arif
        • Other judges of the High Court, Court of Appeal, and the Federal Court and the Shariah Court
        • Judicial Commissioners
      3. Tuan Hakim or Puan Hakim
        • Judges of the Session Courts
      4. Tuan Majistret or Puan Majistret
        • Majistret Courts
    6. Federal/State Order and Decorations (some Federal awards carry titles

      as follows) ;
Titles Wife Forms of Address
Tun Toh Puan Seri Yang Amat Berbahagia
Tan Sri Puan Sri Yang Berbahagia
Datuk Datin Yang Berbahagia
Dato'/Dato' Seri Datin/Datin Seri Yang Berbahagia

If the same person is an elected representative of the people, the form of address Yang Berhormat is preferred.

12. Use of Title

1. Malay Language

Table 1 - There are seven types of references to respected guests comprising basic words used in Malay

Yang Mulia For people with hereditary titles only.
Yang Berhormat Used for selected executives who administer the country, state and state / country.
Yang Berbahagia Used for people with special titles conferred either from the government, academic or professional sector.
Yang Terutama Used for Head of state without “raja”/king, such as governor and also representatives of various foreign countries such as ambassadors, high commissioners and diplomats.
Yang Arif Used for judges in civil and shariah court
Yang Berusaha Used for Heads of Departments at federal or state levels and those without titles or conferred with specific titles.


Table 2 - Titles amongst royalty

Honorary Forms of Address Male Female Honorary Forms of Address
D.Y.M.M Seri Paduka Baginda Yang Di Pertuan Agong Seri Paduka Baginda Raja Permaisuri Agong D.Y.M.M
D.Y.M.M Raja Perlis Raja Perempuan D.Y.M.M
D.Y.M.M Sultan Kedah Sultanah D.Y.M.M
D.Y.M.M Sultan Selangor Tengku Ampuan D.Y.M.M
D.Y.M.M Yang Di-Pertuan Besar Negeri Sembilan Tunku Ampuan D.Y.M.M
K.D.Y.M.M Sultan Pahang Tengku Ampuan D.Y.M.M
K.D.Y.M.M Al-Sultan Kelantan Raja Perempuan D.Y.M.M
D.Y.M.M Sultan Terengganu Tengku Ampuan Besar D.Y.M.M
D.Y.M.M Sultan Johor Sultanah D.Y.M.M
K.D.Y.M.M Sultan Perak Permaisuri D.Y.M.M


Table 3 - Honorary Titles

Honorary Forms of Address Male Female Honorary Forms of Address
T.Y.T. (Tuan Yang Terutama) Yang Di-Pertua Negeri Wife of Yang Di- Pertua Negeri Yang Amat Berbahagia
Y.A.B. Prime Minister Wife of Prime Minister Yang Amat Berbahagia
Y.A.B. Deputy Prime Minister Wife of Deputy Prime Minister Yang Amat Berbahagia
Y.B. Minister/ Deputy Minister/ Parliament Secretary Wife of Minister/Deputy Minister/Parliament Secretary Yang Berbahagia
Y.B. Yang Di-Pertua Dewan Negara / Rakyat and Deputy Wife of Yang Di-Pertua Dewan Negara/Rakyat and Deputy Yang Berbahagia
Y.B. Member Dewan Negara, Dewan Rakyat and Member Dewan Undangan Negeri Wife of Member Dewan Negara, Dewan Rakyat and Member Dewan Undangan Negeri Yang Berbahagia
Y.A.A. National Chief Judge Wife of National Chief Judge Yang Berbahagia
Y.A. High Judge/Supreme Court Judge/High Court Judge  Wife of High Judge/Supreme Court Judge/High Court Judge Yang Berbahagia
Y.Bhg National Chief Secretary Wife of National Chief Secretary Yang Berbahagia
Y.Bhg National lawyer Wife of National lawyer Yang Berbahagia
Y.Bhg Army general Wife of Army general Yang Berbahagia
Y.Bhg National Chief Police Wife of National Chief Police Yang Berbahagia
Y.Bhg Chief Director of the Civil Services Wife of Chief Director of the Civil Services Yang Berbahagia


Table 4 - Religious Honorary Title

Honorary Forms of Address Male Female Honorary Forms of Address

Sahibus Samahah

(Tuan Yang Berbahagia)

Mufti - -

Sahibus Fadillah

(Tuan Yang Terhormat)

Kadi / Kadi Besar - -


2. English Language

Address to Government Officials Addressed as (male) Refer to use of titles in Malay Addressed as (female) Refer to use of titles in Malay
Ambassadors / Diplomats His Excellency Her Excellency
Rector / Deputy Rector The Honorable The Honorable
Normal Citizens Sir/Brother/Gentlemen Madam/Sister/Ladies

For further information and confirmation, students should seek advice from the respective office.



7.1 Approval of Sponsorship from the Rector’s Office

  1. The Ministry of Higher Education has outlined the procedure for collecting money. Some of the important aspects and type of programmes are as follows:
    1. Baktisiswa/ Community Service;
    2. Seminar/ Workshop/ Motivation Course;
    3. Expo/ Carnival/ Exhibition;
    4. Overseas Trip/ Educational Trip;
    5. Newsletter (to be published outside the campus); and
    6. Charity Dinner.
  2. The application should be forwarded to the OIC 3 months before the date of the programme.
  3. The application should go through the approving authority which will then process it for the approval of the Rector.
  4. The collection of sponsorship/donations must be carried out under the supervision of the approving authorities.
  5. The name of the Y.B. Minister of Education, the Office of the Minister of Education or the name of the officer who approved the program CANNOT be included in the donation drive that has been hereby approved, either directly or indirectly.
  6. Students are not allowed to seek for donations or sponsorships from any Ministers, Deputy Ministers, Parliamentary Secretary and Members of Parliament.
  7. The sponsorship committee shall be students of the University only. The University’s approval must be sought for involvement of participants from outside the University.
  8. Sponsorship drives can only be done during the specific dates as mentioned in the approval letter.
  9. Students are not allowed to seek for sponsorship before receiving a letter of approval from the approving authority.

7.2 Nature of Business

The soliciting of funds and seeking of sponsorship must not incorporate the elements of coercion, suspicion, uncertainty, unwillingness, or burden to any parties so that the soliciting of sponsorship activities would not tarnish the good image of the University.



7.3 Steps for Seeking Sponsorship

The list below shows the steps to be followed: -

  1. Submit the details of sponsors (company name, address and contact person) to the officer in-charge for checking and approval.
  2. All letters to the sponsors must be sent through the approving authorities.
  3. All letters must be written in English. However, special exceptions may be given on a case-by-case basis.
  4. All cheques from sponsors must be made payable to the “IIUM OPERATING ACCOUNT”. (BMMB Account No.: 1407-000000-4716)
  5. All cash received must be submitted to the approving authority to enable the issuance of receipt to the sponsors for the purpose of tax deductions.
  6. All claims of cash/cheques from sponsors must be made by the treasurer of the programme through the OIC. Upon receiving the cheque/cash from the sponsors, original IIUM receipt will be issued by the Finance Division to the respective sponsors.

7.4 Types of Sponsorship

  1. Main Sponsorship;
  2. Co-sponsorship;
  3. Media Partner;
  4. Platinum Sponsor, Gold Sponsor etc.;
  5. Title Sponsorship package includes: -
    1. The visibility of the brand name and company logo inside the venue and surrounding area.
    2. The brand name and company logo recognition on all the printing material.
    3. The company’s rights and benefits during the event.

7.5 How to Get Sponsor

  1. Produce a creative and eye-catching “sponsorship proposal document/package”.
  2. Identify potential sponsors, at least 10 companies. The ratio to get the sponsors is 1:10.
  3. Set appointments.
  4. Proposal presentation.
  5. Follow up. (Give at least two weeks for them to respond)

7.6  Sponsorship Proposal/Package

The sponsorship package is a document which consists of the following:

  1. Cover page;
  2. Executive Summary of programme;
  3. Details of programme: name, date, venue, organizer (s), participants, objectives, financial estimation, etc.;
  4. Benefits for the sponsor;
  5. Tentative Programme;
  6. Highlights of the sub-programme (if any) - Brief notes about the sub-programme;
  7. Financial Section;
  8. Contact number of the person in charge;
  9. Reply Form; and
  10. All documents/correspondence letters must be checked by the relevant authorities.

7.7 Reimbursement of Sponsorship Cheques/Cash from Finance Division

  1. Fill up the “Payment Request Form/Request for Advancement Form” and attached with the supporting document (Approval Letter and/or Financial Report).
  2. The money will be given to the students through the OIC.
  3. If the programme has not been organised, the application must be accompanied with the list of expected expenditure as stated in the original proposal. (Please follow the advancement procedure)
  4. If the programme has been organised, an application must be accompanied with the receipts and bills. Reimbursement will be made according to the amount of expenditure. (Please follow the reimbursement procedure.)



8.1 Function of STARS

STARS is a web-based programme used to manage societies and clubs such as register a new society and record the activities of societies or club and the participants were given point based on their commitment. STARS also used as documentation of student activities such as printing the student activities transcript and also used as reference to Students’ Award.



8.2 Management of STARS

All programmes are to be recorded in the STARS by the staff in-charge. Depending on who organises the programme, the record entry is made at:

  1. STADD for student organisation supervised by STADD.
  2. Sports Development Centre (SDC) for sports and recreational based programmes.
  3. Respective Office of the Deputy Dean in-charge of student affairs for kulliyyah-based societies.
  4. Respective Office of the Mahallah for Mahallah-based activities.
  5. Office of International Affairs (OIA) for student organisation supervised by OIA.
  6. Centre for Community Engagement and Services (CENSERVE) for community services activities.
  7. Entrepreneurship Development Centre (EDC) for entrepreneurship activities.
  8. IIUM World Debate and Oratory Centre (IWON) for debating activities.
  9. Centre for Arts & Cultural Sustainable Development (CiTRA) for cultural activities