UTP CIVIL AND ENVIRONMENTAL ENGINEERING STUDENTS SOCIETY

(UCITY)
Date: 12th July 2016
Mr./Miss/Mrs./Ms. Toh Yong Lei
Universiti Teknologi PETRONAS (UTP),
Bandar Seri Iskandar,
31750 Tronoh, Perak Darul Ridzuan.
Dear Mr./Miss/Mrs./Ms. Toh
POSITION OFFERED: DELEGATE
Congratulations. We are pleased to confirm you have been offered by UTP Civil and Environmental Engineering
Students Society (UCITY) with the position as stated above for Community Service Department, UCITY
starting 13th October 2016 upon the agreement of the terms and conditions as follow:1.

Your service period in UCITY is one year only which will end at 12th July 2017.

2.

As a delegate, you are under the supervision of UCITYs advisor, Ir Mohamed Mubarak bin Abdul
Wahab, the board of primary officers (HICOM), the director, assistant director and executives of your
department. You are expected to perform tasks given by the director, assistant director and executives
that would assist in leading, managing and developing your department to ensure it achieves the
highest possible standards of excellence in all its activities.

3.

You will be put into TWO months of probation before being elected officially. During the next FOUR
months, your performance for the given position will be evaluated and if it is found that your
performance level is below expectation, you will need to provide Show Cause Letter and Intention to
Continue Letter. If your performance is above the expectation, you will be issued an Appreciation
Letter as a result.

4.

Upon the consent of both UCITYs advisor and HICOMs, UCITY has absolute discretion to end your
service with a month prior notice. Vice versa, you may end your service with UCITY by submitting a
resignation letter a month prior to the Secretary of UCITY.

5.

In the course of your service with UCITY, it is necessary for you to provide to UCITY and for UCITY
to collect data about yourself and your family for the purpose of usage, processing, storing and
recording from time to time. Apart from Personal Data provided by you, UCITY may obtain personal
data on you from various reference checks and background checks. Personal Data provided to UCITY
and/or any authorized third party appointed by the Company in relation to your employment with
UCITY will generally be kept confidential and with your consent, provide or disclose your Personal
Data for Human Resource Management and project execution purposes.

6.

You are to carry out to the best of your abilities the functions, duties and responsibilities whatsoever
entrusted to you truthfully, honestly and diligently with undivided loyalty and attention at all time.

7.

You are to observe and execute all directives, rules, regulations and instructions, or any other
instructions by whatsoever name called or given to you from time to time by UCITYs advisors,
HICOMs, Board of Directors or Executives acting in the name or on behalf of the Management of
UCITY.

8.

You are to keep secret all transactions, accounts, information, dealings, business affairs of or affecting
UCITY and its administrative team or any person or persons that UCITY may have dealings with.

9.

You are to account for and inform UCITY of any act or omission that may amount to fraud or
tantamount to fraudulent, or any wrongful, improper or irregular practice, or any dishonest act or
omission within your knowledge and in the course of carrying out your duties.

10. You are to make good all such losses, damages and expenses incurred or expended by UCITY as a
consequence of your act, default, neglect or omission or as a consequence of your causing the act to be
done, the default to happen or omission to occur or neglect to take place.
11. Notwithstanding anything contained herein, the Terms and Conditions of Service in force from time to
time shall be construed as an integral part of this Agreement.
If you have fully read and understood the Terms and Conditions, please sign the enclosed copy of this letter and
return it to the Secretary of UCITY by 13th of July 2016.
We are confident you will be able to make a significant contribution to the success of UCITY and look forward
to working with you.
Thank you
Sincerely,

_________________________
IR MOHAMED MUBARAK
Advisor,
UTP Civil and Environmental Engineering Students Society (UCITY),
Universiti Teknologi PETRONAS

I hereby agree to accept the offer of the positions stated and the Terms and Conditions as outlined above.
Name
I/C. No
Date

: _______________________________
: _______________________________
: _______________________________

Signature : _______________________________