FREQUENT ASKED QUESTIONS (FAQ)

 

THE PUBLIC RELATION UNIT

 1. What should the Responsibility Centre (PTJ) take into consideration in planning the MoU/MoA signing with the external parties (industrial and private sectors, legal bodies, government, higher learning institutions and etc.) locally?

 

     If the PTJ is planning to hold a collaboration of UPM and other institutions via Memorandum of Understanding (MoU), the respective PTJ needs to be  accurate on the parties’ background, the sensitive issues pertaining to government policies and also the mutual benefits that they can offer to UPM. This is important for UPM in maintaining its credibility and established reputation.

 

     The PTJ must monitor the content of the MoU, especially on certain aspect like the activities to be held with the respective members of collaboration. The draft of MoU will be submitted to the Legal Division by PTJ or Communication Corporate Division (BKK) for final revision. Then only the Legal Division provides a written feedback. Any amendment required shall be rectified through alternative discussion with the parties involved.

 

     Any collaboration unrelated to the implication of the nation’s policy; finance and security, will not need the permission from the Ministry of Higher Learning (KPT). The PTJ have to send a letter of application to the University Management (PPU) with the attachment from the Legal Division for permission. The result will be informed to PTJ or BKK by the University Management Secretary. After obtaining permission, only then the MoU can be prepared for the signing process which can be done through post or at a specified venue. BKK must be informed about the signing ceremony. The MoU status will be updated by BKK accordingly with the assistance from PTJ.

 

2.  What is the preparation needed to organize an Inaugural Speech?

 

     Every year, the Corporate Communication Division (BKK) will come out with the Inaugural Speech Schedule for the respective professors.

 

     The Responsibility Centre (PTJ) will organize the speech. The PTJ is advised to set up a committee to handle the event. The committee should take these considerations into account:

 

 a.    Event Management

                        1. Preparation for a venue.

                        2. The gathered information from the respective professors.

                        3. Guest receiver and registration.

         b.    Invitation

              1. To be invited faculty list.

              2. The invitation cards distribution

c.     Mini exhibition

              1. The location.

              2. Responsible person to gather information.

 

The Inaugural Speech can be held either at the first floor of Briefing Hall, Administration Building, any of respective faculty’s lecture halls or any appropriate place for the event. Any delays or changes of the event schedule must be informed through an official letter and it is fully under consideration of the Vice Chancellor.

 

The UPM Publisher is responsible to produce the Inaugural Speech booklet. All of the hardcopy and the softcopy of the booklet content must be sent to the UPM Publisher. Others are photos needed for booklet cover plus individual robed photo.

 

Each of PTJ earns about RM1, 300.00 of capital for each Inaugural Speech event held. The capital will cover light refreshment and a couple of buntings. Any redeem must be referred to BKK.

 

3.  What are the procedures to be obeyed in holding a visit to UPM?

     An application letter must be sent to the Corporate Communication Division, at least two weeks before the visit. The letter can be sent via mail or can just be faxed to number 03-8948 7273. The letter must include the specific date and time, the number of visitors, the purposes of the visit as well as the intended places to be visited. The received application will be considered by BKK and informed to the respective PTJ. The BKK will notify permission via phone call, mail or fax. If the application is rejected, then another new date can be proposed to BKK.

 

4   What should a company do if it is interested to hold a promotion in UPM? 

      The application of the promotion must be sent to the Corporate Communication Division (BKK), at least a week before the applied promotion date.

 

     Any feedback on the application will be informed via mail or phone call. Any further reference on the venue and the promotion management will be handled by Business Development Centre (UBC).

 

5.  Who is responsible for the speech text for certain event?

     Any formal event of Universiti Putra Malaysia (UPM) will be handled by an appointed main committee and will be proceed by the on duty committee that will be responsible for a smooth event.

 

     An on duty committee for the preparation of speech text needs to make sure the opening ceremony of the event and the publication of book for souvenir are a great success.

 

THE INTERNATIONAL RELATION UNIT

 1. What is the procedure needed to be coped by the PTJ in having an international Understanding Memorandum with the international parties?

     

     A PTJ that is responsible to handle MoU signing ceremony must obey these:

        a) The PTJ must discuss the content of the MoU and the exact activities to

            be detained with the member of collaboration.

        b) The PTJ must forward the MoU Draft to the Legal Division for further

            revision.

       c)  The Legal Division will final check and give its written feedback to the

            PTJ. Any corrections must be informed to the PTJ and the other parties

            and proceed with further discussion.

       d)  The paperwork regarding the application of holding MoU must be

             attached with the MoU draft and the feedback from the Legal Division

             and need to be sent to be University Management (PPU) for permission.

       e)   The final result of the application, whether it is accepted or rejected,

             only will be informed by the University Management (PPU) Secretary.

        f)   If it is permitted, then the paperwork must be forwarded to the

             Secretary of University’s Board of Director Meeting.

         

             If it is delayed, then the PTJ/ BKK must decide its reason of delaying

             the ceremony and take the appropriate action according to the Meeting

             of University Management.

          

             If it is amended, then the PTJ/ BKK must get the amendment ready

             according to the Meeting of University Management.

 

             If it is rejected, then the PTJ/ BKK have to focus on analyzing the

             relevance of the rejection according to the Meeting of University

             Management.

 

       g)   After having the permission from the KPT, the MoU is now ready to be

             volume. The final result of the application, whether it is accepted or

             rejected, only will be informed by the Secretary of University’s Board of

             Director Meeting.

      

       h)   If it is permitted, then the paperwork must be forwarded to the Higher

             Learning Ministry (according to the minutes of LPU).

 

             If it is delayed, then the PTJ/ BKK must decide its reason of delaying

             the ceremony and take the appropriate action according to the

             University’s Board of Director Meeting.

 

             If it is amended, then the PTJ/ BKK must get the amendment ready

             according to the University’s Board of Director Meeting.

 

             If it is rejected, then the PTJ/ BKK have to focus on analyzing the

             relevance of the rejection according to the University’s Board of   

             Director Meeting.

 

       i)    After having the permission from the KPT, the MoU is now ready to be

             volume. and to be signed by both members of collaboration via post or

             at any appropriate agreed place (UPM / international institutions).

     

       j)   The PTJ informs the status of the MoU activiy to BKK every six months,

             in order to pass the report to PPU/ LPU and KPT.

 

2.  How to apply for the promotion kits for the international visitors or

     any oversea visits?

     A letter or memo of application must be sent to the Head of Corporate

     Communication Division and need state:

           i.   The visitors’ university/agencies/country.

           ii.  The name and the position of the visitors.

           iii.  The purpose of the visit.

 

    The application will be considered by BKK and will be informed to PTJ via

    phone call or fax.

 

3.  What is the procedure in organizing a visit (international visitors) to UPM?

     -   The application letter must be sent to BKK or the related PTJ, at least two

         weeks before the visit day.

 

     -   The letter can be sent via mail or fax to the number 603-8948 7273.

 

     -   The letter must contain the number of the visitors, the date and time, the

          venue as well as the places to be visited.

 

     -   The application will be considered by BKK and will be informed to the

         respective PTJ.

 

     -   The result of the application will be notify via phone call/ official letter

         through email or fax and mail.

 

 MEDIA, PUBLICITY AND PUBLICATION UNIT

 1. Our faculty will be inviting a Minister to an opening ceremony of an international event. So how would we invite reporters for media coverage with him/her?

     

     The most important thing is the information regarding the programme which is needed to be submitted to the Media, Publicity and Publishing Unit. BKK will send out the invitation letters to the reporters. The faculty needs to prepare with “press kit” for the reporters.

 

2.  What should I include into the “press kit”?

     The “press kit” must include the information about the programme, official

     speech text and some door gifts.

 

3.  Our faculty is going to organize a national seminar. So, how would 

     the faculty publicize the event into UPM website?

     Your faculty can refer to the respective PTJ which will be responsible to

     include anything about the event in the website.

 

4.  How to get publicity from the radio as well as television when a 

     faculty is organizing an open day?

     The faculty have to inform the Media, Publicity and Publishing Unit about the

     programme and the responsible officer to be referred to. We will assist you in

     dealing with media.

 

5.  I am so interested to publish my poem into ‘Tribun Putra’. In that case, what are the procedures do I need to go through?

     The masterpiece can be emailed to tribunputra_bkk@yahoo.com.

 

6.  If a faculty intends to provide name cards to its staffs and lecturers, then, will BKK facilitate the faculty with the standardize format for all PTJs?

     Yes, BKK provides the standardize format of name cards as well as letterhead, paper bag and so on via http://www.bkk.upm.edu.my/manualkorporat/