1. WELCOME Postgraduate Programme Induction 13.10.2017

2. Organisation Chart of IPSR
President of UTAR
(Ir. Prof. Academician Dato' Dr. Chuah Hean Teik)
Vice President of R & D and Commercialization
(Prof. Ir. Dr. Lee Sze Wei)
Director of IPSR
(Prof Dr Faidz bin Abd Rahman)
Deputy Director of IPSR
(Asst. Prof Engr. Dr Lee Sheng Chyan)
Deputy Director of IPSR
(Asst. Prof Dr Chong Yee Lee)
Research and Development Unit
Ms Chen Set Fong
Cik Azahian binti Abdul Kadir
Pn Zahrah binti M. Razak
Pn Azura binti Abdullah
Ms Banu
En Abdullah Munir bin Rosli
Pn Noor Shahida bt Mohammad Naim
Ms Angi Lim Sok Feng
Ms Wong Choy Har
Postgraduate Studies Unit
Ms Amirtha Sangeetha Ganesan
Ms Grace Lee Siew Wai
Pn Zuraini binti Mohmad Shari
Ms Tan Lee Teng
Pn Nurul Akmar binti Zainuddin
En Nor Azlan bin Hasan
Ms Vani Ramu 2

3. Postgraduate Programmes Faculties are the owners of the programmes
Master’s (By Research, Mixed Mode & Coursework) and
PhD (By Research, By Published Works)
IPSR – provides the administrative services needed for the setting up, running and continuous quality assurance and enhancement for postgraduate studies.
Faculties – provides the core academic and research content of the programmes.
Application
Admission
Studies / Research
Exam
Thesis
Assessment
Completion
IPSR has major role
Faculty has major role throughout 3
Faculties are the owners of the programmes

4. PSU Officers at UTAR Sg. Long Campus
Contact us at
PSU Officers at UTAR Sg. Long Campus
Puan Zuraini [Ext. 843]
- MBA, MBA(CG), MBA(BM), MPhil & PhD
at FAM
- MPM at LKC FES
Ms Grace Lee [Ext. 845]
MA(ChS), MChS & PhD(ChS) at ICS
MA(Comm) & MComm at FCI

5. PSU Officers at UTAR Sg. Long campus
Encik Nor Azlan [Ext. 845]
- MEngSc, MSc, PhD(Eng) & PhD(Sc) at LKC FES
- MM at LKC FES
Ms Tan Lee Teng [Ext. 843]
MIS, MEng(Mech), MEng(Elec) at LKC FES
MMedSc, MMedSc(CM), PhD(MedSc) & PhD(CM) at FMHS

6. PSU Officers at UTAR Sg Long campus
Ms Amirtha Sangeetha Ganesan [Ext. 844]
- MArch at LKC FES

7. PSU Officer at UTAR Kampar campus
Contact us at
PSU Officer at UTAR Kampar campus
Puan Nurul Akmar [Ext. 2229]
- MPhil, PhD & MBA (CM) at FBF
- MSc(CS) & PhD(CS) at FICT
- MPhil(SocSc), MPsy(IOP) at FAS
Ms. Vani A/P Ramu [Ext. 2229]
- MEng(Sc), PhD (Eng), MEng(ES) & MET at FEGT
- MSc, PhD(Sc) at FSc
- PhD(SocSc) at FAS

8. Induction Schedule Time Event 9.00am –9.10am Welcoming Speech
– Prof. Dr Faidz bin Abd Rahman, Director of IPSR
9.10am –9.40am
Library Presentation and Demo
– Pn. Suraya binti Mohd Yusof
Assistant Library Manager, Mary KUOK Pik Hoo Library
9.40am – 10.10am
Group Photo Taking
Refreshment
Session with Individual Programme HoP
10.10am –
10.40am
Overview of the Rules and Regulations Governing Postgraduate Programmes
– Ms. Amirtha, Senior Assistant Manager, IPSR
10.40am – am
IT Support Briefing for Postgraduate Students
– Mr. Kow Khe Kheng, Assistant Manager, ITISC

9. KB506 Level 5, KB Block 8.30 am – 5.30 pm Monday - Friday
Postgraduate Room
KB506 Level 5, KB Block
8.30 am – 5.30 pm
Monday - Friday
postgraduate student must obtain prior approval from IPSR for the use of the Postgraduate room after office hours or during weekends
The basic concept of this Postgraduate room is PARK and WORK with NO permanent table assigned to any postgraduate students
Students are advised to take care of their belongings and never leave them unattended. IPSR will not be responsible for any loss of personal belongings.

13. Rules and Regulations Governing Postgraduate Programmes
The Rules are updated regularly to enhance their clarity and effectiveness
Where amendment was made in a particular Section, a remark is inserted in the right column of the Section.
(can be accessed via UTAR website ---> UTAR Portal)
Rule VII - MASTER’S DEGREE BY RESEARCH PROGRAMME
Rule XL - MASTER'S DEGREE BY MIXED MODE PROGRAMME 
Rule XLI - MASTER'S DEGREE BY COURSEWORK PROGRAMME
Rule XLII - DEGREE OF DOCTOR OF PHILOSOPHY BY PUBLISHED WORK
Rule XVI - EXAMINATION RULES FOR MASTER’S DEGREE BY COURSEWORK AND MASTER’S DEGREE BY MIXED MODE
Rule XVII - DEGREE OF DOCTOR OF PHILOSOPHY 
Rule XVIII - SUPERVISION OF CANDIDATES FOR POSTGRADUATE DEGREES BY RESEARCH 
Rule XXXIII - CONVERSION OF CANDIDATURE

14. THANK YOU

15. THANK YOU
ID: student id without alphabet pw: ic with hyphen example: ID: pw:

16. THANK YOU

18. Standard Operating Procedures (SoPs) on Postgraduate Matters
Log into UTAR website ---> Student Portal or UTAR Portal
( )
Key-in your Username and Password
Click on the tab “Rules and Regulation”
(ii) Scroll down to Standard Operating Procedures (SoPs) on Postgraduate Matters
QP-IPSR-PSU Application for Admission into UTAR Postgraduate Programmes by Research
QP-IPSR-PSU Application for Admission into UTAR Postgraduate Programmes by Coursework and Postgraduate Programmes by Mixed Mode
QP-IPSR-PSU Fulfillment of English Language Proficiency Requirement
QP-IPSR-PSU Course Registration for Postgraduate Programmes (for New Students)

19. Standard Operating Procedures (SoPs) on Postgraduate Matters
QP-IPSR-PSU Course Registration for Postgraduate Programmes (for Existing Student)
QP-IPSR-PSU Monitoring of Research Progress for Postgraduate
Programmes by Research and Postgraduate Programmes
by Mixed Mode
QP-IPSR-PSU Proposal Defense
QP-IPSR-PSU Work Completion Seminar
QP-IPSR-PSU Submission of Notice of Intent to Submit
Thesis/Dissertation and Nomination of Examiners for
Thesis/Dissertation Examination
QP-IPSR-PSU Submission of Thesis/Dissertation for Examination
QP-IPSR-PSU Appointment of Internal & External Examiners and
QP-IPSR-PSU Board of Examiners (BOE) and Viva-Voce for

20. Standard Operating Procedures (SoPs) on Postgraduate Matters
QP-IPSR-PSU Application for Course Waiver in Postgraduate Programmes
QP-IPSR-PSU Conversion of Candidature from Master's to PhD
QP-IPSR-PSU Application for Extension of Maximum Candidature Period
QP-IPSR-PSU Termination of Candidature of Postgraduate Student due to Poor Academic Achievement
QP-IPSR-PSU Appeal for Re-instatement by Terminated Postgraduate Candidate
QP-IPSR-PSU Internal Assessment for Admission into Postgraduate Programmes
QP-IPSR-PSU Completion of Project & Submission of Project Report for Examination
QP-IPSR-PSU Application to Conduct Research in Another Institution/University
QP-IPSR-PSU Application for Field Trip

21. Leave of Absence (LOA)
An application for Leave of Absence must be made before the end of Week 10 of a Long Trimester or Week 5 of a Short Trimester.
The maximum accumulated duration of Leave of Absence are as follows:
1) Master’s Level (maximum 1 year)
2) Doctoral Level (maximum 2 years)
Leave of Absence approved is by trimester (minimum of ONE trimester).

22. Transfer of Fees
a) Application for Leave of Absence received before the 5th week of commencement date:
100% of fees paid would be transferred to the next trimester when the student rejoins;
Fees transferred will not be refunded when the student withdraws from the University.
b) There will be no transfer of fees paid if the application for Leave of Absence is received after 4th week of the commencement date.

23. Leave Application from Class
For students who are unable to attend lectures/practicals/tutorials during the trimester
FM-DACE Student Leave Application
STUDENT MUST ATTACH SUPPORTING DOCUMENTS eg. MC, letter from company etc

24. Application for Course Waiver
Currently, only for Research Methods course in postgraduate programmes by research.
Candidate must submit (i) “Postgraduate Course Waiver Application” form, (ii) Receipt of payment of RM100 per unit, (iii) Academic transcript, and (iv) Syllabus of course(s) for evaluation. [See related SoP, QP-IPSR-PSU Application for Course Waiver in Postgraduate Programmes]
An expert will be appointed by the Faculty to assess whether the evaluated course from the awarding institution can be given equivalent standing as the UTAR course.
The recommendation from the Faculty will then be considered by PSC and Senate for approval. 24

25. Maximum Candidature Period25

26. Maximum Candidature Period
If candidate had been granted LoA, then the max candidature will be extended by the same duration as the LoA
If candidate intended to apply for extension of max candidature, the “Application for Change” form must be submitted minimum 2 months before the end of max candidature. Late submission will not be considered.
Related SoP, QP-IPSR-PSU Application for Extension of Maximum Candidature Period 26

27. Fees

28. Recurring Fees

29. Recurring Fees

30. Student Bill will be available on 3rd Week of every trimester

31. Progress of Study for PG Programme by Coursework

32. Bar from Examination
A minimum of 70% attendance at classes for the courses is compulsory, unless the candidate has obtained the prior written permission from the Dean of the Faculty/Institute to absent himself from any class, or unless the candidate is certified to be medically unfit.

33. Progress of Study for PG Programme by Coursework
Submission of research project proposal to Faculty must be done in week 5 (short trimester) or week 12 (long trimester) before registering in the next trimester

34. Completion of Project and Submission of Project Report for Programme by Coursework
Student starts work on his/her Project in topic/area recommended by Faculty under the supervision of his/her appointed Supervisor
Student is required to submit meeting logs while working on the project (Pls refer to HoP on the number of meeting logs to be submitted)
Duration for completion of Project is the number of trimesters stated in the approved programme structure
Student is required to submit his/her project report at the end of the duration for completion of Project to the Faculty 34

35. Progress of Study for PG Programme by Coursework

36. Completion of Project and Submission of Project Report for Programme by Coursework
Student who failed in the Project will have to re-take the Project course in the subsequent trimester at your own cost
Student is allowed 3 attempts to pass the Project course within 2 years from the date of 1st registration for Project and subject to availability of candidature period.
Student who failed in the 3rd attempt for Project shall be terminated from the programme. 36

37. Definition of Full-time & Part-time
(By Research)
A full-time candidate shall register and be on campus for the whole duration of the candidature while a part-time candidate shall register and be on campus at least 15 working days a year for the duration of candidature.
A candidate is subject to above clause unless approval from Senate is obtained to conduct the research in another institution/organization either locally or overseas.

38. Meeting Log with Supervisors for by Research Candidate
Full-time candidates must meet their supervisors at least twice a month until their final submission of Dissertation/Thesis. This needs to be recorded in the Form: "FM-IPSR_PSU Meeting Log with Supervisors (Full-time by Research Candidate)“
The Main Supervisors must notify IPSR if they are not able to contact the candidate for a month.
While Part -time candidates need to meet up with their supervisors at least 15 working days in a year until their final submission of Dissertation/Thesis. This need to be recorded in the Form: "FM-IPSR_PSU Meeting Log with Supervisors (Part-time by Research Candidate)“
The Main Supervisors must notify IPSR if they are not able to contact the candidate for three months.
This Meeting Log is to be kept by the Main Supervisor and should be submitted by the candidate to IPSR on the last week of April, August or December.

39. Application to conduct research in
another Institution
Postgraduate students who will be attached to a foreign/local institution to conduct their research works, are required to obtain prior approval from the Senate, and for Senate to note that all or part of the research findings that were produced during their time in the Institution are used to support their Master/PhD study.
Application should be made 3 months prior to the attachment. Senate would not give retrospective approval after the candidates had gone overseas to do research activities.
FRDPC 
FBO 
PSC 
Senate
Recommendation
Approval

40. Application for Field Trip
Candidate are required to submit a completed “FM-IPSR-PSU-027- Application for Field Trip form” with support from supervisors and attached with the field trip undertaking and indemnity letter and a copy of UTAR SERC approval letter to Head of Programme (HoP), Head of Programme (HoP) will notify the student once the application has been approved by the Deputy Dean (R&D and Postgraduate studies). Candidate should refer to the related SoP, “QP-IPSR-PSU-021-Application for Field Trip”
Superviosr 
HoP 
DD 
Recommendation
Approval

41. Progress of Study for PG Programme by Research

42. Progress of Study for PG Programme by Research

43. Progress of Study for PG Programme by Research

44. Progress of Study for PG Programme by Mixed Mode

45. Progress of Study for PG Programme by Mixed Mode

46. Progress of Study for PG Programme by Mixed Mode

47. Monitoring Progress of Research
(For by Research & Mixed Mode)
Related Rule and SoP & Flowchart:
Rule VII - Master’s Degree Programme : Section & Section 19 (d)
QP-IPSR-PSU Monitoring of Research Progress for Postgraduate Programmes (By Research or Mixed Mode)
Candidate is required to submit Research Progress Report every 6 months (via on-line)
Supervisor and co-supervisor evaluate research progress of student based on Progress Report submitted by the student 47
Refer PG Handbook Page 16

48. Monitoring Progress of Research
FRDPC
Faculty BoE
Sp. Senate
IPSR issues warning letter to student graded as “unsatisfactory” or did not submit progress report.
Student (non-submission case) will be given a second chance to re-submits progress report via on-line.
Once BoE confirmed the progress report as “satisfactory”, the previous warning given to the student for non-submission will be retracted. However, if Faculty BoE confirmed the progress report as “unsatisfactory”, the previous warning given to the student will stay.

49. Monitoring Progress of Research
If a student accumulates 3 consecutive warnings, FRDPC will initiate action to recommend to PSC and Senate to terminate candidature of the student

50. Student ID Card
The student card must be renew after exceeded the validity duration.
Renewal fees is charged RM25 annually.

51. Q & A