SOP/STEI/SKT/04: Preparation of Meetings and Reception of Faculty and Non-Faculty Guests

Faculty Meeting Preparation and Guest Reception

Faculty meetings are meetings held to discuss matters concerning the interests of the faculty, including:

1. Dean's meeting or meeting invited/led by the Dean
2. Faculty Senate Meeting
3. Meeting of Study Program Chairs
4. Rapat KPPs (Komisi Program Pascasarjana)
5. TPAK (Credit Score Assessment Team) Meeting
6. Ad Hoc Team Meeting appointed based on the Decree of the Dean of STEI ITB
7. Faculty Leadership/Structural Officials Meeting
8. Other meetings held to discuss matters relating to the interests of the Faculty.

Faculty guest reception is an activity to receive faculty guests/partners both from within and outside the country in the context of faculty visits, exploring cooperation, signing Memoranda of Understanding and Cooperation Agreements.

Preparation for Meetings and Reception of Non-Faculty Guests

Non-faculty (special) meetings or guest visits are meeting or guest reception activities organized by lecturers or non-faculty units that are not directly related to the interests of the faculty and/or Dean's Office.

The form that digunakan :

1. Form for Organizing Meetings or Reception of Non-Faculty Guests (Special)
2. Formulir Undangan
3. Formulir Daftar Hadir
4. Risalah Rapat
5. Formulir Pemintaan Dana.

Kententuan :

1. Organizing faculty meetings and receiving guests as well as routine meetings, NOT REQUIRED Upon a written request from the applicant/faculty activity organizing unit, the faculty secretariat will immediately issue an invitation and process the request for the provision of necessary supplies to the relevant units in accordance with the applicable SOPs for each work unit.
2. Requests to hold meetings or receive non-faculty guests (of a special nature) are made by submitting a request to hold meetings or visit non-faculty guests (of a special nature), namely by filling in formulir terkait (FRM/STEI/SKT/SOP-04/01-00) to obtain approval from the Deputy Dean for Resources or Head of Administration.
3. Any request to hold a meeting or receive non-faculty (special) guests must be submitted by the applicant/lecturer/activity manager to the faculty secretariat at least three days prior to the event. This is to ensure proper preparation for the activity.
4. For holding meetings and receiving non-faculty guests or those not based on the Dean's invitation, the invitation is made and signed by the activity organizing unit.
5. Meeting invitations and reception of faculty guests are delivered to meeting participants via email, telephone and other communication media that allow for the speed of dissemination/delivery of information to meeting participants.
6. The minutes of faculty meetings are prepared and delivered by the faculty secretariat or the minutes-taking staff (depending on the type of meeting held) to meeting participants, particularly if there are meeting decisions that require immediate action. The secretariat unit is responsible for archiving the minutes of faculty meetings.