1. Final Year Project Part I & II Briefing
FYP Coordinator for D3E –
Dr Lee Kim Yee
Room FE 7(3), 8th Floor

2. Department of Laboratory Management and Safety Administration (LMSA)
ATTENTION!!!
ATTENTION!!!
If you are using lab for FYP, please visit:
Department of Laboratory Management and Safety Administration (LMSA)
Please follow all the Rules & Regulations + SOP & Forms
Service & Job Request Form  download form here
Request For Use of Laboratory After Office Hours Or Public Holiday download form here
Equipment Glasswares Tools Loan Form download form here
Request Locker Rental download form here
FYP Reimbursement Procedure read more here

3. FYP Timeline for Part-I Students
Description
1 month before the start of trimester
Ø  Students who are interested to propose their own FYP titles must liaise with a staff member (for supervision), FOUR weeks before the start of the trimester and propose the title
Ø  Students must fill-in the ‘Template for FYP title proposal by students’ form and submit to the proposed FYP supervisor for further submission to the department
Week 1
Ø  Download the list of FYP titles from FYP website
Ø  Download the ‘Title Registration Form’ from FYP website
Ø  Attend the FYP briefing given by the department
Ø  Choose a FYP title and discuss with the respective supervisor. If the supervisor agrees, complete the ‘Title Registration Form’ and submit one copy to the supervisor and the original form to the FYP coordinator. Students are required to keep one copy for their reference.
Ø  If there is a co-supervisor for the project, then a copy of the form must be submitted to the co-supervisor

4. FYP Part-I
By Week 1 (Friday)
Ø  Make sure that you have registered (and paid) for the FYP
Ø  Discuss with the supervisors on the FYP planning for the trimester and work under their direction
Ø  Discuss with the supervisors and schedule your regular meetings with the supervisors. You must follow the schedule strictly.
By Week 6 (Friday)
Ø  Download the ‘Monitoring & Counselling’ Form from FYP website
Ø  Fill-in Page-1 of Part-A and submit it to the supervisor by Friday, week 6.
Ø  If the supervisor’s recommendation is ‘unsatisfactory’, then you will be directed to the counselling section (Part-D)
Ø  It is the student’s responsibility to ensure that he/she submits the ‘FYP monitoring & counselling form’ to the respective supervisor, one in week-6 and the other in week-12. Failure to submit the form will be considered as incomplete submission.
Ø  Please make sure that the date of submission is written on the form

5. FYP Part-I
By Week 12 (Friday)
Ø  Submission of second ‘Monitoring & Counselling’ Form by Friday, week 12: For the second submission, the student must get the form (which he/she had already submitted in week-6) from the supervisor and fill-in Page-2 of Part-A [the ‘Significant Outcome: R2 (W7-W12)’ section].
Ø  If the supervisor’s recommendation is ‘unsatisfactory’, then you will be directed to the counselling section (Part-D)
Ø  It is the student’s responsibility to ensure that he/she submits the ‘FYP monitoring & counselling form’ to the respective supervisor, one in week-6 and the other in week-12. Failure to submit the form will be considered as incomplete submission.
Ø  Please make sure that the date of submission is written on the form.

6. FYP Part-I
By Week 13
Ø  Confirm that the similarity in Turnitin Report is ≤ 20%.
Ø  Download the ‘Supervisor’s Comment on Originality Report’ form and get it signed by the supervisors.
Ø  If the parameters of originality is not within the limits approved by UTAR, the students will not be allowed to submit their FYP Progress Report and will be considered as incomplete FYP submission.

7. FYP Part-I
Week 14
Ø  FYP submission (Monday, week-14, by 4.00pm):
1.       Progress Report – 1 copy
2.       TURNITIN report with ≤ 20% similarity, and
3.       ‘Supervisor’s Comment on Originality Report Generated by Turnitin for Submission of Final Year Project Report (for Undergraduate Programmes)’ form
Ø  Penalty applies for late submission
·            Late or incomplete submission after 4 pm, Week 14 Monday: deduction of 5 marks from the final marks
·            No or incomplete submission after 4 pm, Week 14 Wednesday: FAIL (Grade F)
Week 14/15
Ø  Oral presentation by students
Ø  Submission of the hardcopy of FYP presentation slides during the presentation (2 copies: 1 to the supervisor and 1 to the moderator)

8. FYP Part-I
Week 16 (Friday)
Ø  Collection of marked report from the supervisor for making corrections.
Week 17 (Friday)
Ø  Final submission of marked progress report to the lab.
Ø  Penalty applies for late submission
·         Late or incomplete submission after 4 pm, Week 17 Friday: deduction of 5 marks from the final marks
·         No or incomplete submission after 4 pm, Week 18 Monday: FAIL (Grade F)

9. FYP Timeline for Part-II Students
Description
Week 1
Ø  Attend the FYP briefing given by the department (if any).
Ø  Make sure that you have registered (and paid) for the FYP.
Ø  Discuss with the supervisors on the FYP planning for the trimester and work under their direction.
Ø  Discuss with the supervisors and schedule your regular meetings with the supervisors. You must follow the schedule strictly.

10. FYP Part-II
By Week 6 (Friday)
Ø  Download the ‘Monitoring & Counselling’ Form from FYP website
Ø  Fill-in Page-1 of Part-A and submit it to the supervisor by Friday, week 6.
Ø  If the supervisor’s recommendation is ‘unsatisfactory’, then you will be directed to the counselling section (Part-D)
Ø  It is the student’s responsibility to ensure that he/she submits the ‘FYP monitoring & counselling form’ to the respective supervisor, one in week-6 and the other in week-12. Failure to submit the form will be considered as incomplete submission.
Ø  Please make sure that the date of submission is written on the form.

11. Announcements on FYP Competition/Training
FYP Part-II
Week 10 (Monday)
Ø  Submission of FYP posters (softcopy and A3-size hard copy).
Week 12
Ø  Decision on the short-listing of FYP posters by special review committee.
Announcements on FYP Competition/Training
FYP Poster Competition: It is proposed to organize FYP Poster Competition in Week-13 for all FYP – Part II students starting from January More information on the COMPETITION will be available shortly on this website! (Contact your FYP coordinators for more information).

12. FYP Part-II
By Week 12 (Friday)
Ø  Submission of second ‘Monitoring & Counselling’ Form by Friday, week 12: For the second submission, the student must get the form (which he/she had already submitted in week-6) from the supervisor and fill-in Page-2 of Part-A [the ‘Significant Outcome: R2 (W7-W12)’ section].
Ø  If the supervisor’s recommendation is ‘unsatisfactory’, then you will be directed to the counselling section (Part-D).
Ø  It is the student’s responsibility to ensure that he/she submits the ‘FYP monitoring & counselling form’ to the respective supervisor, one in week-6 and the other in week-12. Failure to submit the form will be considered as incomplete submission.
Ø  Please make sure that the date of submission is written on the form.

13. FYP Part-II
Week 13
Ø  Confirm that the similarity in Turnitin Report is ≤ 20%.
Ø  FYP poster competition (Wednesday)
Week 14
Ø  FYP Submission (Monday, week-14, by 4.00pm):
1.     Final Report – 2 copies
2.     TURNITIN report with ≤ 20% similarity, and
1.     ‘Supervisor’s Comment on Originality Report Generated by Turnitin for Submission of Final Year Project Report (for Undergraduate Programmes)’ form.
Ø  Penalty applies for late submission
·         Late or incomplete submission after 4 pm, Week 14 Monday: deduction of 5 marks from the final marks.
·         No or incomplete submission after 4 pm, Week 14 Wednesday: FAIL (Grade F).

14. FYP Part-II
Week 14/15
Ø  Oral presentations by students.
Ø  Submission of the hardcopy of FYP presentation slides during the presentation (2 copies: 1 to the supervisor and 1 to the moderator)
Week 16 (Friday)
Ø  Collection of marked reports from the supervisor and moderator for incorporating the required changes.

15. FYP Part-II
Week 17 (Friday)
Ø  Final FYP submission:
1.     Final Corrected Report (softbound): 1 copy
2.     Softcopy of the report in CD
3.     Turnitin originality report with ≤ 20% similarity
4.     ‘Supervisor’s Comment on Originality Report Generated by Turnitin for Submission of Final Year Project Report (for Undergraduate Programmes)’ form
5.     Permission Sheet
6.     Marked final reports (2 copies)
7.     Lab declaration form (including claim forms, loan / reimbursement items): Refer to LMSA for more details/guidelines
Ø  Penalty applies for late submission.
·         Late or incomplete submission after 4 pm, Week 17 Friday: deduction of 5 marks from the final marks.
·         No or incomplete submission after 4 pm, Week 18 Monday: FAIL (Grade F)

16. LKC FES FYP website/Information/ forms

19. http://fes.utar.edu.my/current-students/fyp/ (1) Final Year Project
(2) Turnitin Requirements
(3) Final Report Submission
(4) Submission Venues
(*5) Reimbursement Requisition Procedures
(6) Specific Department Information
All Engineering Departments
Department of Internet Engineering & Computer Science
Department of Mathematical & Actuarial Science
Department of Surveying

20. (1) Final Year Project General Announcements
Announcements on FYP Competition/Training
FYP Poster Competition: 
General Information
FYP Rules and Regulations 
FYP Report Guidelines 
MS Word Template  (Read how to use the template)
Harvard Referencing Style.

21. (2) Turnitin Requirements
Generating Originality Report using Turnitin
TURNITIN report MUST with ≤ 20% similarity

22. (2) Turnitin Requirements
Related Documents
Turnitin User Guide
Generating Originality Report Using Turnitin (GD-IAD-003)
Supervisor’s Comments on Originality Report Generated by Turnitin for Submission of Final Year Project Report (for Undergraduate Programmes) form

23. (3) Final Report Submission
Corrected version- Part II (week 17)
Turnitin Originality Report .
“Supervisor’s Comments on Originality Report” form.
1 copy -corrected version of soft-bound hardcopy with beige cover.
1 softcopy in CD.
Permission Sheet .
Submit all the items to Laboratory (Submission Venues).

24. IMPORTANT (Please read)
(3) Final Report Submission
IMPORTANT (Please read)
About procedures & formats
Penalty for Late Submission
Within 3 days– five (5) marks will be deducted from the final marks.
After 3 days – failed, “F” grade.

25. (4) Submission Venues EE Department: Cik Noorhalita (office at KB601)
CI Department: En. Wan syafiq (office at KBS01)
CL Department: Pn. Nur’Ain Syaffiqa (office at KB724)
ME&MM Department: En. Saiful Anuar (office at KB732)
MH/BI Department: Cik. Nurul Ain (office at KB614)
Maths & AS Department: En. Mohd Hafizul (office at KB903)
IE & CS Department: En. Asraf (office at KB903)
Surveying Department: Pn. Nur Halimaton (office at KB607)

26. (*5) Reimbursement Requisition Procedures (Mr Lim Eng Cheong)
Reimbursement Procedure
Reimbursement MEMO
Reimbursement MEMO (Example)
Purchasing Request Form
Purchasing Request Form (Example)
Purchasing Requisition Form
Purchasing Requisition Form (Example)
FYP Return Items
Reminder: Make a copy of all the documents (especially the receipts/bills) for backup purposes.

27. (*5) Reimbursement Requisition Procedures (Mr Lim Eng Cheong)
The maximum claim is RM500 only per student.
Claim ONCE for the entire project.
Items above RM100.00*, permission is required from their supervisor and at least THREE (3) quotations.
* Splitting the purchase into two or more receipts of less than RM each is not allowed.
For purchases involving foreign currency- based on the amount in Ringgit Malaysia shown on the receipt, credit card, bank or PayPal statements.
Please read (Reimbursement Procedure) for more details

28. (*5) Reimbursement Requisition Procedures (Mr Lim Eng Cheong)
For FYP Reimbursement, students have to complete and submit the following forms:
Form#1: Reimbursement Memo Form (both hard & softcopies)
Form#2: Purchase Request Form (both hard & softcopies)
Form#3: Purchasing Requisition Form (softcopy only)
Form#4: FYP Return Items form (if any or applicable) (both hard & softcopies)
Please read (Reimbursement Procedure) for more details

29. (6) Specific Department Information
All Engineering Departments
Project Titles List from 3E Department
a) Marking Scheme for all Engineering Departments
b) Title Registration Procedures
c) Title Registration Form

30. If you are unable to get any FYP related form from the FYP website, please report to me or Dr Stella immediately.
Thank You