Identifier:

AIMST-SOP-07.06

Revision:

Effective Date:

01/07/2011

Document Catalog Number: 2011/01/11

Author:

Hemavathy a/p Dorai Pandiyan

AIMST UNIVERSITY

New Student Registration

Procedure

SARD
Student Admissions
& Records Division

Visit our Website at : www.aimst.edu.my

New Student Registration Procedure

Document History
Document Location
This original document will be kept in the Registry and uncontrolled document will be kept in
Student Admissions & Records Division.

Revision History
Date of this revision:

Date of next revision:

01 July 2011

01 July 2012

Revision Revision Date

Number

Summary of Changes

Author

Change of Chief Executive & Vice Chancellor and

Registrar

Mr. Sevaraman

10/09/2012

15/10/2012

Changes in procedure, flowchart and reference

documents

Ms. Sumathi

20/03/2013

Changes in procedure

Ms. Sumathi

Approvals
This document requires following approvals:
Name
Sumathi a/p Darmalingam

Title
Head of Department

Comments

Signature

Approved by

Original Copy
Signed

Distribution
This document has been distributed to:
Name

Title

Prof. Dr. Premkumar Rajagopal

Chief Executive Officer & Vice Chancellor

Snr. Assoc. Prof. Dr. Aruljoethy

Registrar

Prof. Dr. S. A. Dhanaraj

Dean, Faculty of Pharmacy

Staff

Student Admission and Records Division

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New Student Registration Procedure

Table of Contents
1.

Introduction ............................................................................................................. 4

1.1

Purpose ........................................................................................................................................... 4

1.2

Scope .............................................................................................................................................. 4

1.3

Training ........................................................................................................................................... 4

1.4

Definitions ....................................................................................................................................... 4

1.5

Precautions ..................................................................................................................................... 4

1.6

Responsibiliy . 5

1.7

Equipment ....................................................................................................................................... 5

2.

Procedure ............................................................................................................... 6

3.

Reference Documents 7

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New Student Registration Procedure

1. Introduction
1.1 Purpose
This Standard Operating Procedure (SOP) describes the process when a new student registers in
AIMST University.

1.2 Scope
This SOP is a mandatory document and shall be implemented by all SARD staff when a new
student registers as an AIMST student.

1.3 Training
The Head of Department is responsible for ensuring that team members who follow this procedure
understand the SOPs objectives and other inter-related activities.

1.4 Definitions
SARD Student Admissions & Records Division.
UMS University Management System

1.5 Precautions
NA

1.6 Responsibility
That staff responsible for this process are:

Head of Department

Administrative Assistants

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New Student Registration Procedure

1.7 Equipment

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New Student Registration Procedure

2. Procedure
Step

Action

The goal of this procedure is to ensure that a new student registration process is done
accordingly.

1.1

New students relevant forms such as Consent Form for Medical Emergency Care
(AIMST-SOP-07.01_FRM005), Equal Opportunities Monitoring Form (AIMST-SOP-0701_FRM007) and Medical Report Form [AIMST-SOP-07.01_FRM006 (for non-MBBS,
BDS and PHM)] are collected from the students.

1.2

SARD staff will verify the Original documents of the student against the photocopy sent
with the students application (for Non-MBBS, BDS and PHM).

1.3

Student Id Number which is generated by the UMS is filled in the Registration Form
(AIMST-SOP-07.01_FRM004) by the SARD staff and passed back to the student. They
are also given a temporary ID tag to be worn. The student will sign on the Student
Registration List (AIMST-SOP-07.01_FRM009). Staff will stamp on the Registration Day
Checklist (AIMST-SOP-07.01_FRM003) in the Student Admissions part and pass the
form back to the student.

1.4

The student will settle the payment at the Cashier Counter and the Registration Form
(AIMST-SOP-07.01_FRM004) will be collected by the Cashier.

1.5

The Registration Form (AIMST-SOP-07.01_FRM004) will be collected by SARD staff from

the Cashier Counter and attached with the other forms and Application Form (AIMSTSOP-07.01_FRM001) of the student.

1.6

Student Registered list (AIMST-SOP-07.01_FRM009) is emailed to the Faculty/School,

the Finance Division & the Student Affairs Division the next day after the Registration.

1.7

The Student Affairs Division will collect the completed Registration Day Checklist (AIMSTSOP-07.01_FRM003) and send to SARD after the registration is closed.

1.8

After the Intake is closed, the student status of those students who have not enrolled are
changed in UMS from ACTIVE to NOT ENROLLED

1.9

The students complete forms and applications will be filed into Student Files.

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New Student Registration Procedure

START

No

New students
relevant forms are
collected from the
students.
Staff verifies photocopy
against the original
documents
(If necessary).

Within
the
same
day

Student ID and
Temporary Tag is
given by SARD staff.
Student will sign
Registration List

Registration Form is
collected by the
Cashier when the
student settles the
payment.
Registration Form is
and the Registration
Day Checklist are
collected and filled
together with other
relevant documents.
Next day
after
registration
day

Registered student list

is emailed to relevant
departments.
Student Status is
changed in UMS for
those not enrolled.

2
weeks
after
Intake
Closing
Date

Relevant documents
are filled into Student
Files

END

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3. Reference Documents
Individuals using this procedure should become familiar with the following documents:
Application Form (AIMST-SOP-07.01_FRM001)
Consent Form for Medical Emergency Care (AIMST-SOP-07.01_FRM005)
Equal Opportunities Monitoring Form (AIMST-SOP-07.01_FRM007)
Medical Report Form (AIMST-SOP-07.01_FRM006)
Registration Form (AIMST-SOP-07.01_FRM004)
Registration List (AIMST-SOP-07.01_FRM009)
Registration Day Checklist (AIMST-SOP-07.01_FRM003)
UMS System

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