Annex

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Management Service Division

     

No.

Document No.

Procedure

Version No.

Revision No.

Effective Date/Revision Date

1

IIUM/MSD/01

Renewal of Contract for Academic Staff

3

0

08-04-14

2

IIUM/MSD/02

Recruitment of New Administrative and Technical Staff

3

0

01-07-15

3

IIUM/MSD/03

Renewal of Contract for Administrative and Technical Staff

3

0

01-01-15

4

IIUM/MSD/04

Annual Salary Increment

3

0

01-03-15

5

IIUM/MSD/05

Payment of Non-Fixed Allowances & Claims

3

0

01-11-14

6

IIUM/MSD/06

Processing Study Leave for Academic Staff

2

0

03-08-15

7

IIUM/MSD/07

Processing Sabbatical Leave for Academic Staff

2

0

03-08-15

8

IIUM/MSD/08

Study Leave for IIUM's Professional and Management Group

2

0

03-08-15

9

IIUM/MSD/09

Training for Administrative and Technical Staff of IIUM

2

0

17-08-15

10

IIUM/MSD/10

Confirmation in Service

3

0

26-08-15

11

IIUM/MSD/11

Full-Pay Hajj Leave

3

0

03-08-15

12

IIUM/MSD/12

Unpaid Leave/Half-Pay Leave

3

0

03-08-15

13

IIUM/MSD/13

Promotion of Administrative Staff

3

0

26-08-15

14

IIUM/MSD/14

Promotion of Academic Staff

3

0

26-08-15

15

IIUM/MSD/15

Resignation/Shortening of Contract, Termination of Service and Optional Retirement

3

0

03-08-15

16

IIUM/MSD/16

Application for Benefit and Assistance of IIUM Staff Khairat Fund

3

0

03-08-15

17

IIUM/MSD/17

Corporate Secretarial Functions

3

0

01-09-15

 

 

 

Finance Division

       

No.

Document No.

Procedure

Version No.

Revision No.

Effective Date/Revision Date

ACCOUNTS PROCESSES

 

 

 

 

 

1

IIUM/FD/ACCT/01

Financial Statement Reports

Cover

2

0

01-08-14

2

IIUM/FD/ACCT/02

General Ledger Journals: K/D/C With Own Bank Accounts

2

0

01-08-14

3

IIUM/FD/ACCT/03

General Ledger Journals: K/D/C Without Own Bank Accounts

2

0

01-08-14

4

IIUM/FD/ACCT/04

Accounts Receivables-Receipts

Cover

2

0

01-08-14

STUDENT PROCESSES

 

 

 

 

 

5

IIUM/FD/STUD/05

Student Billing Process

2

0

01-08-14

6

IIUM/FD/STUD/06

Scholarship

2

0

01-08-14

PAYMENT PROCESS

 

 

 

 

 

7

IIUM/FD/PAYM/07

Payment Process

Cover

2

0

01-08-14

BUDGET PROCESSES

 

 

 

 

 

8

IIUM/FD/BGT/08

Distribution of Approved Budget to KCD

2

0

01-08-14

9

IIUM/FD/BGT/09

Preparation of Operating Budget for Submission to Central Agencies

2

0

01-08-14

TRUST ACCOUNT PROCESS

 

 

 

 

 

10

IIUM/FD/TFM/10

Establishment of subsidiary trust account process

2

0

01-08-14

PROCUREMENT PROCESSES

 

 

 

 

 

11

IIUM/FD/PRCHG/11

Procurement Process for Goods and Services

2

2

01-08-15

12

IIUM/FD/PRCHG/12

Variation Orders for Goods and Services

2

0

01-08-14

LOAN PROCESSES

 

 

 

 

 

13

IIUM/FD/FINC/13

Housing Financing Process - Bank

2

0

01-08-14

14

IIUM/FD/FINC/14

Vehicle Financing Process - IIUM

2

0

01-08-14

15

IIUM/FD/FINC/15

Vehicle Financing Process - Bank

2

0

01-08-14

16

IIUM/FD/FINC/16

Computer Financing Process

2

0

01-08-14

FFSD PROCESSES

 

 

 

 

 

17

IIUM/FD/RSD/17

Appointment and Re-appointment of Business Operator

2

2

01-12-15

18

IIUM/FD/RSD/18

Booking of Venue for Programmes (External Users)

2

2

1-12-15

19

IIUM/FD/RSD/19

Appointment for Campus Bazaar

2

2

1-12-15

20

IIUM/FD/RSD/20

Room Preparation for New Students

2

1

16-03-15

21

IIUM/FD/RSD/21

Mahallah Registration for New Students

2

1

16-03-15

22

IIUM/FD/RSD/22

Mahallah Registration for Senior Students

2

1

16-03-15

23

IIUM/FD/ASSET/23

Asset Register Process

2

0

01-08-16

 

11

Processes of Student Affairs and Development Division

 

No.

Document No.

Procedure

Version No.

Revision No.

Effective Date/Revision Date

1

IIUM/STADD/01

Application for Khairat Financial Assistance

2

1

01-09-15

2

IIUM/STADD/02

Group Personal Accident (GPA)

2

1

01-09-15

3

IIUM/STADD/03

Transportation Services

2

1

01-08-16

4

IIUM/STADD/04

Taaruf Orientation Week

2

1

15-01-16

5

IIUM/STADD/05

Student's Representative Council Election (Manual Voting)

2

0

15-01-16

6

IIUM/STADD/06

Approval of Proposal (Student Activities)

2

0

05-01-15

7

IIUM/CSC/17

Counseling (Voluntary Case)

6

1

25-04-14

8

IIUM/CSC/18

Counseling (Referred Case)

6

1

25-04-14

9

IIUM/CSC/19

Support Group (IIUM Peers)

1

2

01-09-15

10

IIUM/CSC/20

Support Group (Personal Growth Group)

1

2

01-02-16

6

IIUM/CSC/21

Support Group (Creative Guidance Group)

1

0

01-09-15

 

 

 

Processes of International & Industry and Community Relation

 

No.

Document No.

Procedure

Version No.

Revision No.

Effective Date/Revision Date

1

IIUM/IICR/01

Application for New Employment Pass

1

0

01-08-04

2

IIUM/IICR/02

Management of Career Related Programmes

1

0

01-08-04

3

IIUM/IICR/03

Internship Application

1

0

01-08-04

4

IIUM/IICR/04

Management Mou / MoA

1

0

01-08-04

 

 

Processes of Information Technology Division

 

No.

Document No.

Procedure

Version No.

Revision No.

Effective Date/Revision Date

1

IIUM/ITD/01

Management of IT change

2

0

Jan-15

2

IIUM/ITD/02

Management of IT problem

2

0

05-01-15

3

IIUM/ITD/03

Management of ICT loan equipment

2

0

05-01-15

4

IIUM/ITD/04

Management of performance monitoring and capacity planning

2

0

05-01-15

5

IIUM/ITD/05

Management of IIUM computing system (ICS)

2

0

05-01-15

6

IIUM/ITD/06

Product training

2

0

05-01-15

7

IIUM/ITD/07

Management of IT project

2

0

05-01-15

8

IIUM/ITD/08

Management of proof of concept

2

0

05-01-15

 

 

Processes of Corporate Communication Division 

 

 

 

No.

Document No.

Procedure

Version No.

Revision No.

Effective Date/Revision Date

1

IIUM/OCCM/01

Event Management

2

2

01-06-16

2

IIUM/OCCM/02

Media and Publicity

2

1

01-06-16

3

IIUM/OCCM/03

Corporate Publication

2

1

01-06-16

 

Processes for SHAS Mosque

 

 

No.

Document No.

Procedure

Version No.

Revision No.

Effective Date/Revision Date

1

IIUM/MOSQUE/01

Maintenance of the Mosque Premises and the Management of Its Keys

2

0

01-08-14

2

IIUM/MOSQUE/02

Conduct of Courses

2

0

01-08-14

3

IIUM/MOSQUE/03

Conduct of Mosque Activities

2

0

01-08-14

4

IIUM/MOSQUE/04

Delivery of Friday Sermons

2

0

01-08-14

5

IIUM/MOSQUE/05

Booking of Venues and Facilities

2

0

01-08-14

6

IIUM/MOSQUE/06

Collaboration Programmes

2

0

01-08-14

7

IIUM/MOSQUE/07

Management of Cash Collections

2

1

22-09-14

8

IIUM/MOSQUE/08

Management of Jenazah

2

0

01-08-14

9

IIUM/MOSQUE/09

Lost and Found

2

0

01-08-14

10

IIUM/MOSQUE/10

Mosque Exigency Fund

2

0

01-08-14

 

 

 

 

 Processes of Office of Security Management

 

 

 

 

No.

Document No.

Procedure

Version No.

Revision No.

Effective Date/Revision Date

1

IIUM/OSEM/SMU/PROC/01

Access Control Procedure

1

2

01-10-15

2

IIUM/OSEM/SMU/PROC/02

Patrol Duty Procedure

2

0

01-11-16

3

IIUM/OSEM/SMU/PROC/03

Management of Traffic Offences Procedure

2

0

01-11-16

4

IIUM/OSEM/SMU/PROC/04

Internal Investigation Procedure

1

2

01-10-15

5

Quality Objective OSEM

Quality Objective OSEM

-

-

-

 

 

 

 

Processes of Library

 

 

 

No.

Document No.

Procedure

Version No.

Revision No.

Effective Date/Revision Date

1

IIUM/LIB/01

Cataloguing Procedure

4

0

01-06-16

2

IIUM/LIB/02

Collection Management

3

1

01-06-16

3

IIUM/LIB/03

Membership Registration

3

1

01-06-16

4

IIUM/LIB/04

Circulation Activities

3

1

01-06-16

5

IIUM/LIB/05

Interlibrary Loan

2

2

15-06-16

6

IIUM/LIB/06

Selection of Library Material

2

1

01-06-16

7

IIUM/LIB/07

Information Literacy Workshop

2

2

01-06-16

8

IIUM/LIB/08

Dissemination of Information through Kulliyyah Board Meeting

2

2

01-06-16

9

IIUM/LIB/09

Procedure of Purchasing Books and AV Materials

2

1

01-06-15

10

IIUM/LIB/10

Serials Subscription

2

1

08-08-16

 

 

 

10. Processes of Health and Wellness Centre

 

 

 

No.

Document No.

Procedure

Version No.

Revision No.

Effective Date/Revision Date

1

IIUM/HWC/HDS/01

Registration of Patients

2

0

01-09-14

2

IIUM/HWC/HDS/02

Medical Consultation

2

0

01-09-14

3

IIUM/HWC/HDS/03

Pharmaceutical Duties

2

0

01-09-14

4

IIUM/HWC/HDS/04

X-Ray Services

2

0

01-09-14

5

IIUM/HWC/HDS/05

Laboratory Services

2

0

01-09-14

6

IIUM/HWC/HDS/06

Dental Clinic Duties

2

0

01-09-14

7

IIUM/HWC/HDS/07

Financial Administrative Duties

2

0

01-09-14

8

IIUM/HWC/HDS/08

Medical Check-Up

2

0

01-09-14

9

IIUM/HWC/HDS/09

Verification of MC

2

0

01-09-14

10

IIUM/HWC/HDS/10

Study Leave Due to Medical Reason

2

0

01-09-14

11

IIUM/HWC/HDS/11

Exemption From Exam

2

0

01-09-14

12

IIUM/HWC/HDS/12

Medical Report

2

0

01-11-14

13

IIUM/HWC/HDS/13

Health Screening

2

0

01-09-14

14

IIUM/HWC/HDS/14

Medical Claims by Students

2

0

01-09-14

15

IIUM/HWC/HDS/15

Issuance of Referral Letter and Guarantee Letter

2

0

01-09-14

16

IIUM/HWC/HDS/16

Stand-by Team and First Aid Services

2

0

01-09-14

17

IIUM/HWC/HDS/17

Verification of Student's Placement in Mahallah due to Medical Reason

2

0

01-09-14

 

 

 

 

11. Processes of Centre for Foundation Studies

 

 

 

No.

Document No.

Procedure

Version No.

Revision No.

Effective Date/Revision Date

 

 

CORE PROCESSES

 

 

 

1

IIUM/CFS/CP/01

Preparation of Curriculum of Academic Programmes

2

1

01-06-16

2

IIUM/CFS/CP/02

Course Offering

2

1

01-06-16

3

IIUM/CFS/CP/03

Course Scheduling

2

1

01-06-16

4

IIUM/CFS/CP/04

Course Registration

2

1

01-06-16

5

IIUM/CFS/CP/05

Monitoring Students' Attendance

2

1

01-06-16

6

IIUM/CFS/CP/06

Preparation of ExaminationQuestion Papers

2

1

01-06-16

7

IIUM/CFS/CP/07

Preparation of the End-Of-Semester Examniation Table

2

1

01-06-16

8

IIUM/CFS/CP/08

Printing of End-Of-Semester Question Papers

2

1

01-06-16

9

IIUM/CFS/CP/09

Student Feedback Survey

3

1

01-06-16

10

IIUM/CFS/CP/10

Handling of the End-Of-Semester Examination

2

1

01-06-16

11

IIUM/CFS/CP/11

Marking of Answer Scripts and Grading & Submission of Final Grade

2

1

01-06-16

12

IIUM/CFS/CP/12

Processing and Releasing of Examination Result

2

1

01-06-16

13

IIUM/CFS/CP/13

Analysis of Students' Performance

2

1

01-06-16

14

IIUM/CFS/CP/14

Rechecking of Answer Scripts

2

1

01-06-16

15

IIUM/CFS/CP/15

Completion of Foundation Programme

2

1

01-06-16

 

 

SUPPORT PROCESSES

 

 

 

1

IIUM/CFS/SP/01

Appointment of Part-time Teachers/Lecturers

2

1

01-06-16

2

IIUM/CFS/SP/02

Training for Academic Staff (Local Seminar/ Conference/ Short Courses)

2

1

01-06-16

3

IIUM/CFS/SP/03

Customer Complaints

2

1

01-06-16

4

IIUM/CFS/SP/04

Monitoring on The Maintenance of Physical Facilities

2

1

01-06-16

5

IIUM/CFS/SP/05

Booking of Venue & Teaching Equipment

2

1

01-06-16

6

IIUM/CFS/SP/06

Booking of Teaching Equipment

3

0

01-06-16

7

IIUM/CFS/SP/07

Procurement Process of Teaching Equipment

2

0

01-08-14

8

IIUM/CFS/SP/08

Payment Process

2

0

01-08-14

12. Processes of Development Division

 

 

 

 

 

 

No.

Document No.

Procedure

Version No.

Revision No.

Effective Date/Revision Date

PROJECT MANAGEMENT

 

 

 

 

 

1

IIUM/DEV/PROJECT/01

Approval of Project

2

0

01-08-14

2

IIUM/DEV/PROJECT/02

Design Process

2

0

01-08-14

3

IIUM/DEV/PROJECT/03

Post Contract Management

2

0

01-08-14

4

IIUM/DEV/PROJECT/04

Approval of Variation Orders

2

0

01-08-14

5

IIUM/DEV/PROJECT/05

Approval of Remeasurement of Provisional Quantities

2

0

01-08-14

6

IIUM/DEV/PROJECT/06

Management of Project Under Donation/ Internal/ Budget/ Without PMC

2

0

01-08-14

RENOVATION

 

 

 

 

 

1

IIUM/DEV/RENO/01

Renovation and Upgrading Works and Purchase of Furniture Process

2

0

01-08-14

2

IIUM/DEV/RENO/02

Tender Process

2

0

01-08-14

3

IIUM/DEV/RENO/03

Approval of Design Changes

2

0

01-08-14

4

IIUM/DEV/RENO/04

Approval of Variation Orders

2

0

01-08-14

MAINTENANCE OF BUILDING

 

 

 

 

 

5

IIUM/DEV/MAINT/01

Maintenance of Building

2

0

01-08-14

PAYMENT PROCESS

 

 

 

 

 

6

IIUM/DEV/PAYM/01

Payment Process

2

0

01-08-14