UTP/CGS/001-A2

GRADUATE RESEARCH ASSISTANT (GRA) SEPTEMBER 2019

EXTENSION FORM

A. CHECKLIST * PG STUDENT CGS office

(please tick (√)) (please tick (√))
1. Candidate’s Resume
2. Academic Transcript
3. Professional & Provisional Certificate
4. Copy of Student Visa / Identification Card (IC)
5. Copy of Admission Letter & Offer letter
6. Copy of Bank Account Details (Account No & Name of Bank)
7. Study plan (Gantt chart) towards the end of your study
8. Grant Utilisation Approval from Research Management System (RMS)
9. For GRA Extension application (new grant). Project Leader is required to provide
the “Undertaking Letter” or Grant Utilisation Approval from RMS
10. Journal & Publication (Front page only)
Please submit the “Indexing Proof” of paper submission to INDEXED JOURNAL (SCOPUS/ISI/ERA) and also provide
the screen capture from the SCOPUS/ISI/ERA database to ease/simplified the verification process.
Students are required to provide the listed documents and fill in the Section B, C, D, E & G. Section H must be endorsed by Project Leader. Project Leader are
required to prepare the items no. 8 and 9.
B. PROJECT DETAILS *
Project Leader : Contact No.
Project Title : New grant
Existing grant
Project Details Funding Source Name of Grant
(please tick (√)) Internal Funding Government Agencies
MOHE Grant Consultancy & Contract Research
MOSTI Grant Others
Petroleum Research Fund (PRF) Cost Centre
Research Industry or Private Grant
International Grant Name of Centre

C. GRA DETAILS*
Name :
Student ID : Mode of study :
Admission Date : Period Candidature:
Level of Study : PhD MSc
Programme :
Title Thesis of Research work (MSc/PhD) :
Supervisor : Co-Supervisor :
Contact No. : Email:
Name of Bank : Account No :
I/C No. or Passport No. : Visa expiry date:
Previous Sponsorship (tick (√)) : Name of Sponsorship: Duration :
Scholarship (tick (√)) : Name of Scholarship : Duration :
Expected date of reporting duty :
Extension of GRA duration :
Duration of Services (Contract) : Start date : End date :
Previous Allowance RM_______________
Proposed Allowance by Project Leader : RM_______________*GRA allowance rate should not less than normal rate (MSc - RM1,800 per month / PhD - RM2,300 per month)
D. ACADEMIC*(Please attach certified document and copies of all academic transcripts)
Name of University Programme Academic Years Result: Class/
Grade/CGPA/
From To % of Marks

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 E. WORKING EXPERIENCE*(Please attach verification from previous Company / Organization or evidence documents)
Name of Company / Organization Designation Period Reason of
From To retired

F. JOURNAL DETAILS* (Please attach the listed Journal Paper as evidences)

No. Title paper Journal Title / Author Journal Publisher, Series, Impact
(At least author No. 3) Volume, Page & Year factor /
Citation
Indexed

G. PUBLICATION DETAILS* (Please attach the listed Conference Paper as evidences)

No. Title paper Conference Title Conference organizer, Indexed
(At least author No. 3) Venue & Date

 The Journal & Publication indexed by ISI/SCOPUS/ERA and Q1 or Q2 based on MYRA standard
* I hereby certify that the statement and information in the application form are true and correct. I also understand and agree that
falsification or material omission of information provided herein may result in my GRA contract to be terminated.

Signature: _________________________ Name: __________________________________ Date: ________________

FOR ENDORSEMENT & APPROVAL

H. REQUESTED BY:
PROJECT LEADER CHECKED BY ENDORSED BY APPROVED / REJECTED BY
(Funding Unit, CGS) (Senior Manager, CGS) (Dean of CGS)
SIGNATURE

NAME
DATE

* Please provide the Stamped Agreement to Centre for Graduate Studies as prove (if have)
J. CENTRE FOR GRADUATE STUDIES (CGS) USE REMARKS
Date of Reporting Duty
Current Semester Registration status
Softbound submission
RCS / VIVA status
Result : a. Previous result
b. RPD & RM result
GA Status : a. Duration of GA/GLA / TFA
b. Total GA hours

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 Graduate Research Assistant (GRA) Scheme Terms and Conditions

Universiti Teknologi PETRONAS reserves the right to add, amend or made any alterations to the Graduate Research Assistant (GRA) Scheme Terms and Conditions as and when necessary.

(i) Eligible Citeria to apply Graduate Research Assistant (GRA) Scheme are as followss :-
a. Registered as a full time on-campus postgraduate student and fulfilled the UTP admission criteria .
b. Shows research capability in the proposed research project.
c. Able to carry out the work to be assigned by the Project Leader (PL).
d. Applicant must be appointed as GRA by Universiti Teknologi PETRONAS (UTP).
e. The UTP GRA scheme is open to full time on-campus both local and international postgraduate candidates.
f. Successfully completed Research Proposal Defense (RPD) requirement

(ii) Academic requirement for Graduate Research Assistant (GRA) Sheme

Level Local Student International Student
MSc CGPA : 3.00/4.00 and above or 5 year working experience CGPA : 3.25/4.00 and above or equivalent from renowned university
or 5 year working experience
PhD Coursework : CGPA : 3.00/4.00 and above or equivalent from renowned university Coursework : CGPA : 3.50/4.00 and above or equivalent from
or 5 year working experience renowned university or 5 year working experience
Research : Pass Research : Pass

(iii) Duration of the Graduate Research Assistant (GRA) Scheme. The GRA duration is counted start from admission date.
Level of study Maximum duration of GRA (Normal scheme) Maximum Extension (exceeded duration)
(CGS will bring to GRAEC Committee to deliberate and decision)
MSc 2 years (24 months) 6 months
PhD 3.5 years (42 months) 6 months

 The minimum and maximum duration shall be at least three (3) months and twelve (12) months. All application of GRA appointment must be submitted at least one (1) month for
normal GRA scheme and three (3) months for excceded duration and revision allowance.
 GRA Appointment date of appointment are 1st or 16th . An end appointment date of appointment are 15th or end of the month. Backdated appointment OR redundant agreemnt is
not allowed.

(iv) Graduate Research Assistant (GRA) Scheme allowance rate

Level of study GRA Allowance (Normal rate) GRA Allowance (Special scheme -Above normal rate)
(CGS will bring to GRAEC Committee to deliberate and decision)
MSc RM1,800.00 per month Up to RM2,500.00 per month
PhD RM2,300.00 per month Up to RM3,900.00 per month
 A Top-Up Scheme allowance is open to all GRAs, however it is not applicable to all government related grant such as FRGS, Kettha, Hi-Coe, MOHE, MOE and etc.
 GRA under Ministry of Education Grant (MoHE) is open for local student only. A Top-Up Scheme is open for those who not receive subsistence allowance (Minister of Education
Malaysia (MyBrain 15/SLAB/JPA or similar).
 Application submission for the basic allowance and extra allowance should be submitted at least 1 month and 3 months respectively before the expected date of appointment.

(v) Tentative Schedule for GRAEC Meeting

Graduate Research Assistantship Evaluation Committee (GRAEC) are responsible to deliberate and decide all GRA application for extra allowance, an exceed duration, critical cases, special
scheme etc. The timetable of GRAEC are as follows:-
Submission of GRA application form GRAEC No. Tentative Schedule for GRAEC Meeting Payment for Allowance after GRAEC
Meeting
January No. 01 March April
April No. 02 June July
July No. 03 September October
October No. 04 December January
*GRACE for GRA allowance are allowed to be revised once time / one-off method only of PG student.

(vi) Graduate Research Assistant (GRA) Scheme Work Service Claim Duration (Payement schedule)
No. Monthly Claim Work Payment for the month of Payment
1. 16 December – 15 January January 1st week of February
2. 16 January – 15 February February 1st week of March
3. 16 February - 15 March March 1st week of April
4. 16 March - 15 April April 1st week of May
5. 16 April – 15 May May 1st week of June
6. 16 May – 15 June June 1st week of July
7. 16 June – 15 July July 1st week of August
8. 16 July – 15 August August 1st week of September
9. 16 August – 15 September September 1st week of October
10. 16 September – 15 October October 1st week of November
11. 16 October – 15 November November 1st week of December
12. 16 November – 15 December December 1st week of January

(vii) Research Progress Defense (RPD) for Graduate Research Assistant (GRA) scheme
Level of study Maximum duration for GRA funding until suspension Maximum Reimbursement of allowance
MSc 3 months from admission date 3 months form the date of successful RPD
PhD 6 months from admission date 3 months form the date of successful RPD

(viii) Calculation of GA hour for Graduate Research Assistant (GRA) Scheme

 In lieu of the waived tuition fee you are required to carry out the task as a Graduate Assistant (GA hour) for a period of three (3) to four (4) hours per week (totaling up to 71 hours
per semester) as tutor or laboratory demonstrator as instructed by your respective Programme Coordinator or Head of Department (HOD).
 Exemption of GA hours will only be given if your tuition fee payment is paid by the project /grant. Generally the maximum GA hours is not more than (fifteen) 15 GA hours per month

Graduate Research Assistant (GRA) Types of GA hours under GRA scheme
GA hours
Tutorial
Counted
Laboratory Demonstrations
Academic Administration Activities
As agreed and approved by CGS (seminars/BAPC/lecture series/etc.)
Preparation of Tutorial & lab
Not counted demonstration activities
Marking / Invigilation duties /
Administrative duties
Hours per session Graduate Research Assistant (GRA)
GA hours
As per tutorial hours but a maximum of two
(2) hours per session Counted
As per laboratory session but a maximum of
three (3) hours per session
Please provide the MEMO and fill in the
REQUEST OF GA HOURS FOR ACADEMIC As agreed and approved by CGS
ADMINISTARTION FORM - UTP/CGS/001-A4
-
- Not counted

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