Transcript SOP - FET

EXAMINATION AND RECORDS UNIT (ERU)
CHANGE MAJOR
Doc. No: MMU/ERU/INTER/SOP-03
Start
STUDENT
1. Get advise
from academic
advisor/ program
coordinator
Version: 2
Revision: 0
3. Fill in Change
Major form , write
application letter
(if any) and get verification
from Bursary Unit and ISC
(for International Student)
Effective Date: 04.10.2013
4. Submit
application to
faculty
7. Notify
student
End
No
No
2. Advise the
student
FACULTY
5.Check data.
Complete?
Yes
Yes
6. Approve?
8. Prepare and
send approval
letter to ERU
9. Complete?
ERU
Yes
ADMISSION
BURSARY
Compile the list of
PTPTN student who applied
For change of Major
No
EXAMINATION AND RECORDS UNIT (ERU)
CHANGE MAJOR
Doc. No: MMU/ERU/INTER/SOP-03/WI-03
Version: 2
13. Collect
new offer
letter
STUDENT
13a. Receive copy
of New offer
letter
FACULTY
ERU
ADMISSION
BURSARY
Revision: 0
9.
10. Update
Major in
the system
11. Provide name list
and submit
to ALP
13b. Receive copy
of New offer
letter
Effective Date : 14.10.2013
End
End
14. Grade
Transfer
15. Keep in
student file
12. Issue
new offer
letter
13c. Receive copy New offer Letter.
Prepare and submit the
Notification Letter to MoHE
End
End
EXAMINATION AND RECORDS UNIT (ERU)
CHANGE MAJOR
Doc. No: MMU/ERU/INTER/SOP-03/WI-03
Ref. No.
Version: 2
Revision: 0
Effective Date : 14.10.2013
Description
1
Student who wishes to change major should get advice from academic advisor/ programme coordinator.
2
Academic advisor or programme coordinator has right to advice student to make better decision on student
academic matters based on students’ capability, interest, career path etc.
3
When it is found that the change of major is in favor, student has to:
(a) Fill in the change of major form
(b) Write an appeal letter to change major(if necessary)
(c) Get verification from Bursary Unit to confirm either the student is under sponsorship or not. Bursary will
communicate with students sponsor on the application to change the programme. If sponsor decline the
application, student will be notified on the impact from financial perspective if he/she wishes to proceed with
the application.
(d) Get verification from ISC. ISC to confirm the international student’s status, advice on the process and cost
incurred.
Student has to submit the form and appeal letter (if necessary)
4
5
Faculty office to check and ensure application is completed. IF:(a) YES: Refer no. 6
(b) NO : Refer no.3
6
Approve? If:(a) YES: Refer no. 8
(b) NO: Refer no. 7.
7
Faculty office to notify student on application status.
8
Faculty to prepare and send a copy of approval letter, change of major form and student’s appeal letter (if any)
to ERU office. A copy of letter also should be sent to ALP.
9
ERU should receive complete student’s application.
Complete? If:(a) YES: Refer no. 10
(b) NO: Refer no. 8
Form/Report
Change of Major Application
Form
EXAMINATION AND RECORDS UNIT (ERU)
CHANGE MAJOR
Doc. No: MMU/ERU/INTER/SOP-03/WI-03
Ref. No.
Version: 2
Revision: 0
Effective Date : 14.10.2013
Description
10
ERU has to update student’s degree status as approved by faculty, following below steps:
a)
To check the approved faculty and effective trimester
b)
Login into ICEMS by key in username and password
c)
select System Owner > ER > Student > Student Profile
d)
Click “Query” button
e)
Key in student ID number
f)
Click “Query” button
g)
Change info at degree field
h)
Key in remark in history tab
i)
Click “Save” button
ERU then shall check and drop if course registration exists in current trimester in old faculty.
11
ERU to submit list of student who approved change major, change of major form and faculty approval letter to
ALP.
12
ALP to issue a new offer letter based on faculty approval.
13
Student to collect new offer letter at ALP office. And ;
(a) Faculty office will receive a copy of offer letter from ALP.
(b) ALP to return change of major form, faculty approval letter and a copy of new offer letter to ERU office.
(c) Bursary will receive a copy of offer letter from ALP.
14
For subject(s) which has to drop based on faculty approval, ERU to use Major/ Faculty Exchange system.
15
ERU reprocess the student’s result.
Filing into student’s file.
Note:
PTPTN issues: 1. Bursary Unit will compile the list of PTPTN student who applied and approved to change major.
2. Based on the list, Bursary Unit will issue and submit letter to MoHE.
Form/Report
SM4003
SR4002 (Inter Faculty
Grading)
Exam Result Processing