WORKING PAPER

AND PROCEDURES IN
ORGANISING A
PROGRAMME
MAT NASIR ISMAIL
Senior Executive Officer
Administration and Services Dept.
(Training and Education, Mahallah Abu Bakr)
 WHAT IS IT
• A WRITTEN ESSAY WHICH
CONTAINS DISCUSSION ON
AN ISSUE AND CERTAIN
PROPOSALS TO BE
DISCUSSED

KAMUS DEWAN 1994

TYPES OF WORKING
PAPER
•PROPOSAL PAPER
•SEMINAR PAPER
•PROJECT PAPER
•CABINET PAPER
•REPORT
 THE FORMAT
TOPIC
•BRIEF
•CLEAR
•PACT
•EASILY
UNDERSTOOD
 PURPOSES
WHAT IS IT FOR?

•INFORMATION
•ACTION
•APPROVAL
 INTRODUCTION
GENERALLY BRIEF THE ISSUE

• WHAT
• WHERE
• WHEN
• WHO
• WHY
• HOW
 OBJECTIVES
•STATING THE OBJECTIVES
TO BE ACHIEVED FROM
THE PROGRAMME
1. TO…….
2. TO…….
3. TO……
4. TO……
4. TO…….
 MODUS OPERANDI
• HOW THE PROPOSED
PROGRAMME WILL BE
CONDUCTED
1.TALK
2.WORKSHOP
3.FORUM
4.RIADHAH
5.PRESENTATION
6.JUNGLE TRACKING
 SHOULD BE/HAVE

1.1) IN ENGLISH
1.2) HAVE FRONT COVER – NAME OF
PROG/DATE/VENUE/ORGANIZER
1.3) INTRODUCTION – BRIEF OVER ALL
CONCEPT OF THE PROGRAMME
1.4) OBJECTIVES – OBJECTIVES TO BE
ACHIEVED (IN POINT FORM)
1.5) THEME/MOTTO
1.6) MODUS OPERANDI
Continued…..

1.7) DATE/DURATION
1.8) VENUE(S) – COMPLETE ADDRESS
1.9) BUDGET
2.0) COMMITTEE
2.1) PROGRAMME ITENARY
1.9) ORGANIZER – IN COLLOBORATION
WITH/IN COOPERATION WITH
“if more than one join
organizers”
 RATIONAL
To convince

• Stating why the proposal should

be approved
• State the justification i.e.
quality, cost, proven record,
reputation
• The expected output and
outcome of the programme
Appendix 1
COMMITTEE MEMBERS
• Director
• Asst. Director
• Secretary
• Treasurer
• Head of Committee/Lujnah/Bureau +
Members

1.Prep & Tech

2.Discipline
3.Catering
4.Registration
Appendix 2

FINANCIAL/BUDGET
INCOME EXPENDITURE

1. Treasury Grant XX 1. Lodging xx

2. Sponsorship XX 2. Food xx
3. Fees XX 3. Honorarium xx
4. Transportation xx
5. Miscellaneous xx
NORMALY 5% OF TOTAL BUDGET

6. Etc xx

TOTAL XX TOTAL XX
** EVERY EXPENDITURE MUST BE WITH BILL
AND SIGNED BY THE ADVISOR.
Appendix 3

PROGRAMME SCHEDULE
11 Feb. 2004 (Wed)
04:00 pm - Registration
05:00 – 06:30 pm - Briefing
.
.
08:30 – 11:00 pm - Talk 1
“Islam An Nizam”
Ust. Cik Dik Cik
 CONCLUSION

• THE HOPE AND EXPECTATION

• THE CONVINCING EFFORT
 THE AUTHOR

•NAME
•DATE OF
THE PAPER
ETHICS – 5C

COMPLETE

CONCISE CORRECT

ETHICS

CLEAR COURTESY
 PROCEDURES AND
GUIDELINES
IN ORGANIZING
MAHALLAH ACTIVITIES AT
CFSIIUM
 STUDENT
SERVICES

RESIDENTIAL
STUDENT LEADERSHIP
MANAGEMENT
ACTIVITIES AND TRAINING
AND DISCIPLINE
DEPARTMENT DEPARTMENT
DEPARTMENT*
 FUNCTIONS OF HRC
• TO PLAN AND ORGANIZE ACTIVITIES AT
MAHALLAH LEVEL
• TO REPRESENT THE VOICES OF RESIDENTS
OF MAHALLAH
• TO SUGGEST AND DISCUSS MATTERS
PERTAINING TO WELFARE OF STUDENTS
• TO ASSIST THE MAHALLAH AUTHORITY IN
DEALING WITH STUDENTS AFFAIRS
 WHY ORGANIZE
PROGRAMMES?
• TO ENCOURAGE ACTIVE STUDENT PARTICIPATION IN CO-
CURRICULAR ACTIVITIES
• TO NURTURE THE POTENTIAL OF STUDENTS’ LEADERSHIP AND
SKILLS IN VARIOUS ASPECTS
• TO DEVELOP INDIVIDUALS WITH HOLISTIC PERSONALITY
• TO FOSTER THE SPIRIT OF BROTHERHOOD
• TO PROMOTE THE GOOD NAME OF THE CENTRE
• TO ACHIEVE THE UNIVERSITY’S MISSION AND VISION
 BENEFITS
• ENHANCE SELF CONFIDENCE
• ENRICH KNOWLEDGE AND EXPERIENCES
• LEARN LEADERSHIP AND LIFE MANAGEMENT
SKILLS
• OBTAIN VIRTUES, SPIRITUAL PURITY AND
STRENGTH
• PRACTICE DISCIPLINE, MUTUAL UNDERSTANDING
AND SENSE OF RESPONSIBILITY
• RECOGNITIONS AND REWARDS
SCOPE OF ACTIVITIES
MAHALLAH/HISBAH BASED
 SPIRITUAL
 ACADEMIC AND EDUCATIONAL SKILLS
 COMMUNITY SERVICES
 MOTIVATIONAL PROGRAMMES
 PUBLIC SPEAKING AND DEBATES
 TALKS AND FORUM
 TRAINING
 SPORTS AND RECREATIONAL
 CULTURAL
 VISITS
 PUBLICATIONS
 FAMILY AND OPEN DAY
 WELFARE
 APPROVING AUTHORITY
AMOUNT OF RECOMMEND REMARKS APPROVING
BUDGET AUTHORITY
REQUESTED

FELLOW NOT SUBJECT TO PRINCIPAL

< RM1000 SAAC APPROVAL

FELLOW SUBJECT TO D. DEAN RMDD

> RM1000
PRINCIPAL SAAC APPROVAL SAAC

FELLOW ANY CATEGORY D. DEAN RMDD

RM1000 – RM4999
PRINCIPAL SAAC

FELLOW
ANY CATEGORY DEAN OF CFS
RM5000 – RM9999 PRINCIPAL
D. DEAN RMDD
ALLOCATION OF BUDGET
• DEPENDS ON:
– NATURE OF PROGRAMME
– NO. OF STUDENTS INVOLVED
– BENEFIT TO HISBAH / MAHALLAH
– LEVEL OF PRIORITY

• SOURCE
– HISBAH / MAHALLAH ACTIVITIES FEES
(RM25.00 PER SEMESTER)
– FEES FROM PARTICIPANTS
– SPONSORSHIP
 PROGRAMMES TO BE
APPROVED BY SAAC
• INVOLVED EXTERNAL SPEAKER(S)
• IN FORM OF FORUM/TALK/SEMINAR
• PUBLICATION
• HELD OFF CAMPUS
• SEEKS SPONSORSHIP
• BUDGET REQUIRED IS MORE THAN RM1000
 FLOW CHART IN APPROVING AND
FINANCING MAHALLAH/HISBAH
ACTIVITIES
MRC / HISBAH

RECOMMENDATION RECOMMENDATION
BY FELLOW BY FELLOW

RECOMMDATION BY PRINCIPAL APPROVAL BY PRINCIPAL

(>RM1000 /SUBJECT TO SAAC) (<RM1000 /NOT SUBJECT TO SAAC)

RECOMMENDATION/APPROVAL
BY D. DEAN (<RM1000)

RECOMMENDATN/APPROVAL
BY SAAC (<RM5000)

APPROVAL BY DEAN
(>RM5000)
 STEPS INVOLVED
STEP 1:

FILL IN MAHALLAH/HISBAH ACTIVITIES FORM

 SUBMIT TWO (2) SETS OF THE PROPOSAL PAPER WITH

THE FORM (YELLOW) TO THE MAHALLAH/RMDD OFFICE

 SEEK RECOMMENDATION FROM FELLOW & PRINCIPAL

 MUST BE SUBMITTED AT LEAST THREE (3) WEEKS

BEFORE THE ACTUAL DATE OF THE PROGRAMME

 MUST BE SIGNED BY THE RELEVANT PARTIES

 STATE THE BUDGET THE APPLICANT IS APPLYING

STEP 2:
UPON APPROVAL
 COLLECT STUDENT ACTIVITIES PROPOSAL REPLY
SLIP (AFTER TWO DAYS)
 THE FOLLOWING PROGRAMMES MUST BE APPROVED
BY THE STUDENT ACTIVITIES APPROVAL
COMMITTEE (SAAC):
A) INVOLVED EXTERNAL SPEAKER
B) FORUM/TALK/SEMINAR
C) PUBLICATION
D) INVOLVED SPONSORSHIP
E) TO BE HELD OFF CAMPUS
F) BUDGET REQUIRED IS MORE THAN RM1000
STEP 3:
PROCEED WITH BOOKING VENUE AND OTHER
FACILITIES
 THE PROGRAMME PROPOSAL REPLY SLIP MUST BE
SHOWN FOR APPROVAL

STEP 4:
COLLECT CHECK FROM FINANCE
DEPARTMENT
 CHEQUE WILL BE ISSUED UNDER THE NAME OF
THE FELLOW/PRINCIPAL
STEP 5:
CONDUCT THE PROGRAMME AS APPROVED

STEP 6:
SEND ACTIVITY AND FINANCIAL REPORT
 SEND ACTIVITY REPORT FORM THROUGH
FELLOW/PRINCIPAL TO MAHALLAH/RMDD OFFICE WITHIN
ONE WEEK AFTER THE PROGRAMME
 SEND FINANCIAL REPORT FORM THROUGH
FELLOW/PRINCIPAL TO FINANCE OFFICE WITHIN ONE
WEEK AFTER THE PROGRAMME
 RETURN TO FINANCE OFFICE ANY BALANCE NOT SPENT
 NEW APPLICATION WILL NOT BE PROCESSED IF THIS
PROCEDURE IS NOT OBSERVED
 SOME IMPORTANT
GUIDELINES
APPROVAL TO INVITE EXTERNAL SPEAKER

• NOT A CONTROVERSIAL PERSON

• CAN ONLY BE MADE AFTER THE PROGRAMME BEING
APPROVED
• INVITATION LETTER MUST BE THROUGH THE D. DEAN
• THE NAME MUST BE STATED IN THE WORKING PAPER
• HONORARIUM PAID MUST BE RECORDED BY FILLING
IN “ACKNOWLEDGEMENT OF RECIEPT” FORM THE
SPEAKERS
 HONORARIUM RATE FOR
SPEAKER / MODERATOR

QUALIFICATION SPEAKER IMAM/MUZAKIR MODERATOR

< DIPLOMA RM50.00 RM50.00 RM50.00

(PER HOUR) (PER SESSION) (PER SESSION)

DEGREE RM100.00 RM50.00 RM70.00

(PER HOUR) (PER SESSION) (PER SESSION)

MASTER/PhD RM150.00 RM50.00 RM100.00

(PER HOUR) (PER SESSION) (PER SESSION)
BOOKING OF VENUE

• CAN ONLY BE MADE AFTER THE

PROGRAMME HAS BEEN APPROVED
• THREE (3) DAYS IN ADVANCE
• SUBMITTED TO THE DEPARTMENT OF ARTS
PROGRAMME
• SUBJECT TO THE AVAILABILITY OF THE
VENUE
• CANCELLATION MUST BE MADE AT LEAST
ONE DAY (DURING OFFICE HOUR)
• FIELD/ COURTS/ GYMNASIUM – APPLICATION
TO SPORT UNIT (STAD)
• MAHALLAH AREA/ COMPOUND –
APPLICATION TO MAHALLAH OFFICE
APPROVAL FOR TRANSPORTATION

– MUST BE RECOMMENDED BY THE PRINCIPAL/

D. DEAN OF RMDD
– SUBMITTED TO THE ADMIN & SERVICES DEPT.
– CAN ONLY BE MADE AFTER THE PROGRAMME
HAS BEEN APPROVED
– ANY CANCELLATION MUST IMMEDIATELY BE
NOTIFIED
– LIST OF PASSENGERS MUST BE PREPARED
– THE TRIP WILL NOT PROCEED IF THE
ACCOMPANYING OFFICER IS NOT AVAILABLE
 APPROVAL FOR AV/PA EQUIPMENTS

– CAN ONLY BE MADE AFTER THE PROGRAMME HAS

BEEN APPROVED
– MUST BE RECOMMENDED BY THE RELEVANT
AUTHORITIES (FELLOW/PRINCIPAL/D. DEAN)
– SUBMITTED TO THE ADMIN & SERVICES DEPT.
– SUBMITTED AT LEAST THREE WORKING DAYS
BEFORE THE DATE OF THE PROGRAMME
– ANY CHANGE OF VENUE OR TIME MUST
IMMEDIATELY BE INFORMED
 APPROVAL OF ADVERTISEMENT
• ALL TYPE OF POSTERS /FLYERS /BANNERS
MUST BE PRESENTABLE AND DECENT
• MUST BE IN ENGLISH OR ARABIC
• MUST BE PUT UP AT APPROPRAITE PLACES
• MUST BE TAKEN DOWN A DAY AFTER THE
PROGRAMME FINISHED
• MUST BE APPROVED BY MAHALLAH OR
STAD OFFICE
ACCOMPANYING OFFICER
• APPOINTED BY THE D. DEAN /PRINCIPAL
• ROLES AND DUTIES
– REPRESENT THE UNIVERSITY AUTHORITY
– SUPERVISE STUDENTS THROUGHOUT THE
PROGRAMME
– HANDLE STUDENTS WELFARE IN CASE OF
EMERGENCY
– TAKE ACTION/ PROVIDE REPORT ON CASES
STUDENT BREACHING UNIVERSITY
REGULATIONS
 IMPORTANT REMINDER
• NO ACTIVITIES SHOULD BE CONDUCTED
WITHIN TWO (2) WEEKS BEFORE THE
REVISION AND FINAL EXAMINATION
• IN ORDER TO AVOID OF UNNECESSARY
CLASH OF DATE / BOOKING ETC – ALWAYS
LIASE WITH STAD OFFICE

(HOWEVER, STUDENTS MAY STILL APPLY TO

ORGANIZE
REASONABLE ACTIVITY WITH THE CONSENT
OF D.DEAN RMDD)
MAT NASIR ISMAIL
30 OGOS 2007