MAIN SERVICE POSTGRADUATE

OFFICE OF DEPUTY VICE CHANCELLOR

(ACADEMIC & INTERNATIONAL)

NOTICE OF THESIS SUBMISSION PROCESS (GS-14a FORM)

PROCESS IN DETAIL

Responsibility Flowchart Details

1.1 Start

Student/ 1.2 Discuss with the Supervisory 1.2 Discuss with the Supervisory Committee the Intention to Submit Notice of
Supervisory Committee the Intention to Thesis Submission (PG/TSS/GS-14a) form. If agreed, inform to the Deputy
Committee Submit Notice of Thesis Dean of the Faculty/School or Deputy Director of the Institute.
Submission

Coordinator/ PT/ 1.3 (a) Ensure all credit/course requirements are met by students:
PT (P/O) 1.3 Ensure All Credit/Course (i) total credits for Masters and PhD as follows:
Requirements are Met by Students
Faculty/School/
Institute Intake PhD Masters
First Semester 2019/2020 – Second 9 6
Semester 2022/2023
First Semester 2023/2024 onwards 6 6

(ii) passed Comprehensive Examination (for PhD)

(iii) passed Research Methodology
(iv) passed SPS5903/SPS6903 - Seminar (Research Proposal)
(v) passed Malay Language Course (for international student)

(b) Submit student’s information to the SGS.

TD/PT/ 1.4 Check the Required Information
PT (P/O) SGS Before Opening the System 1.4 Check the required information and inform the iDEC to open the system.

1.5 Once the system opens, download the Notice of Thesis Submission
1.5 Download the Notice of Thesis
(PG/TSS/GS-14a) form through student portal. Obtain the signature of
Submission (PG/TSS/GS-14a) Form
Student Through Student Portal and Submit to Supervisory Committee members and submit the form to the Deputy Dean
the Faculty/School/Institute of the Faculty/School or Deputy Director of the Institute office with the
following documents:
(a) Abstract/Summary of Research; and
(b) Table of Content

Coordinator/ PT/ 1.6 (a) Receive completed Notice of Thesis Submission (PG/TSS/GS-14a) form
PT (P/O) 1.6 Receive Notice of Thesis Submission from student and verify information received.
Form
Faculty/School/
Institute (b) Start the nomination process for JKPPT members once the form
PG/TSS/GS14a is received from the student.

(c) Complete information regarding nomination proposal of JKPPT

members in i-GIMS and print Nomination of Thesis Examination
Committee (PG/TSS/GS-14b) form.

Notes:
• Information can only be uploaded once the Chairman of
Supervisory Committee has endorsed the PG/TSS/GS-14a form in
i-GIMS and student’s status is active.

PT/ (d) Forward the proposed list of the JKPPT members to SGS using the
PT (P/O) PG/TSS/GS-14b form, along with the completed external examiner's
Faculty/School/ A curriculum vitae. This should be done within 60 days of receiving the
Institute PG/TSS/GS-14 form from the students
 MAIN SERVICE POSTGRADUATE

OFFICE OF DEPUTY VICE CHANCELLOR

(ACADEMIC & INTERNATIONAL)

NOTICE OF THESIS SUBMISSION PROCESS (GS-14a FORM)

Responsibility Flowchart Details

TD/PT/PT (P/O) 1.7 Receive and Check the 1.7 Check the nomination of JKPPT members appointment and ensure the
Nomination of JKPPT Members
SGS criteria set in Universities and University College Act 1971, Constitution of
from Faculty/School/Institute
Universiti Putra Malaysia, Universiti Putra Malaysia (Graduate Studies),
Rules 2003 are complied.

1.8 Complete and appropriate

1.8 Complete and
Appropriate? (a) If Yes, proceed to step 1.10.
(b) If No, proceed to step 1.9.

Yes
No

PT SGS 1.9 Request Faculty/School/ 1.9 Request faculty/school/institute to complete the required information or
Institute to Complete the Form or make changes as suggested and/or present new suggestion within thirty (30)
Submit New Nomination days after the date of notice sent by SGS and proceed to step 1.7.

TD/PT/PT (P/O) 1.10 JKKPPPTP Meeting 1.10 Prepare meeting documents for the nomination of JKPPT members for
SGS JKKPPPTP review.

No
1.11 Supported nomination
1.11 Nomination is
Supported?
(a) If Yes, proceed to step 1.12.
(b) If No, proceed to step 1.9.

Yes

1.12 Prepare meeting documents for the nomination proposal of JKPPT members
TD/PT/PT (P/O) 1.12 JKPSU Meeting that have been reviewed by JKKPPPTP to be considered and approved by
SGS JKPSU.

Note:
• For special cases, proposed nomination JKPPT member can be
forwarded directly to JKPSU with the Dean’s approval without being
received by JKKPPPTP.

1.13 Approved?
1.13 Approved

(a) If Yes, proceed to step 1.15.

(b) If No, proceed to step 1.14
No
1.14 (a) Request faculty/school/institute to make proposal and/or present new
1.14 Request Faculty/School/
TD/PT/PT (P/O) suggestions thirty (30) days after the notice is sent.
Institute to present New
SGS Nomination
(b) Ensure the suggestion is reconsidered by JKPSU for approval.

B
 MAIN SERVICE POSTGRADUATE

OFFICE OF DEPUTY VICE CHANCELLOR

(ACADEMIC & INTERNATIONAL)

NOTICE OF THESIS SUBMISSION PROCESS (GS-14a FORM)

PT/PT (P/O)
1.15 Upload JKPSU Result into
SGS i-GIMS
1.15 Upload JKPSU result into i-GIMS.

Student 1.16 Thesis Submission for 1.16 Submit a Thesis Submission for Examination (PG/TSS/GS-15a) form together
Examination with a softcopy of the thesis (A4 format in pdf) and plagiarism report (i.e.
Turnitin) (≤25%*), to SGS through email [email protected].

*Applies to all students except ≤20% for students under the School of
Business and Economics.
1.17 The Process
Ends

(Update: 24 April 2024)

TERMINOLOGY

iDEC : InfoComm Development Centre

JKPPT : Thesis Examination Committee
JKKPPPTP : Supervisor and Thesis Examiner Appointment Subcommittee
JKPSU : University Graduate Studies Committee
PT : Administrative Officer
PT (P/O) : Administrative Assistant (Clerical and Operational)
SGS : School of Graduate Studies
TD : Deputy Dean
TP : Deputy Director