Video summary

Sosialisasi Penggunaan Sistem Informasi Tugas Akhir

Main summary

Key takeaways

Educational

Main Ideas / Lessons Conveyed

  1. TA (Tugas Akhir) trial/defense is approaching

    • The Zoom/socialization session indicates students are nearing their final project exam.
    • Students must prepare for both:
      • the TA trial process, and
      • the new registration system.

  2. Registration for TA defense will change

    • Previously: registration used Google Forms.
    • Now: registration uses a dedicated information system.
      • IT mentioned Sipeta and later referenced “PEPA” as the scheduling & evaluation system.
      • The IT team explains the system during the session.
    • Students are instructed to register after supervisor approval opens access for them.

  3. What students must prepare for the TA trial (practical requirements)

    • Dress code
      • Formal/neat attire.
      • Students wear: white shirt + blazer.
        • Boys: black trousers/jeans with a black blazer.
        • Girls: black hijab; white shirt + black blazer.
      • Avoid shorts (they may be seen by examiners).
    • Virtual background
      • Students must download and use the required Zoom background.
      • Zoom room opens 15 minutes before the hearing.
      • Use the waiting room; wait patiently until the examiner/admin admits participants.
    • Integrity pact / stamped document
      • Students must fill/sign an integrity fact (integrity pact) document.
      • Includes required identity and TA information (e.g., name, study program, title, TA details).
      • Requires a stamp such as Rp 10,000 material stamp (or equivalent variants as explained).
      • Integrity pact serves as a replacement/alternative to “validity” wording in documents.
      • Must be read before the title presentation in the exam.
      • If any required stamp/signature is missing, the document cannot be processed.
    • Presentation timing and Q&A
      • Presentation time: about 10–15 minutes (total session length about 1 hour).
      • After presentation: Q&A by examiners.
      • Be ready to demonstrate/run the system if requested.
    • Recording
      • Students may be allowed to record, but lecturers/examiners should record as evidence.
      • Students may be asked to remind lecturers to ensure recording starts.
    • Completion, signatures, and approval
      • Supervisor’s signature is required.
      • Students must request an e-certificate/approval letter and input approval into the system after supervisor approval.
      • Trials are typically scheduled within up to ~2 days after registration, but students should check the system regularly.

  4. Scheduling, examiners, and rescheduling rules

    • Students should:
      • prepare PowerPoint and documents before registering, and
      • check the schedule regularly to avoid missing the session.
    • If requesting leave/time off:
      • A short grace window (e.g., 3–4 days) may be possible depending on registration volume.
      • Rescheduling is the last option, because examiner schedules may already be confirmed/contacted.

  5. Retake / failed exam policies

    • Retake within the same semester:
      • stated that a student can repeat twice in one semester (max of two trials per semester).
    • If still not passing:
      • retake in the next semester.
      • May require another payment/administrative cost.

  6. Credits and eligibility requirements (important clarifications)

    • Credits may be adjusted with TA credits:
      • rule mentioned: baseline minimum relates to 138, and with TA becomes 144.
    • Eligibility depends on both:
      • credits, and
      • semester status (e.g., if still in semester 6, they may be treated/adjusted as semester 7 for eligibility).
    • Multiple Q&A cases were discussed:
      • credits like 143 / 140 / 136 were mentioned; guidance emphasizes that eligibility depends on whether thresholds are met when TA credits are included.
    • Credit totals and related contract rules affect registration access.

  7. System (Sipeta/PEPA) onboarding and workflow explained

    • Purpose: scheduling and assessing TA defense.
    • Accounts/credentials
      • Login uses credentials issued by the study program system (not exactly the same as Siakad/LMS).
      • Students log in using a specific N-number (student number), then set a new password.
      • Credentials are sent later by the study program/IT team.
    • Main workflow
      • Login → forced password change.
      • Dashboard shows registration status, commonly:
        • “waiting for AC from supervisor”
        • documents are locked until supervisor approval (AC).
      • After AC/supervisor acceptance:
        • enter TA full title/email,
        • upload mandatory files (7 files),
        • use the system’s signature/approval actions (the system can auto-sign later; students adjust positioning),
        • submit (“send”) the registration.
      • Supervisor reviews:
        • if issues are found (e.g., signature positioning/format), students get a revision notification,
        • students re-upload corrected files and re-submit.
      • After approval:
        • status becomes trial schedule,
        • shows date/time and two examiners,
        • shows evaluation outcomes/statuses (e.g., pass, pass with revisions, fail).
      • If “pass with revisions”:
        • upload revised manuscript,
        • system routes revisions for review,
        • proceed to the approval sheet after approval.
      • Approval sheet signing & PDF rendering
        • student uploads approval sheet,
        • uses “install signature” and adjusts signature positions,
        • renders/saves PDF for head of study program verification.

  8. Mandatory file uploads: what the 7 files include (as discussed)

    • Students asked about “numbers 6 and 7.”
    • IT answered (partially summarized due to subtitle errors), indicating at least:
      • Arrears-free letter: obtained from the finance department (linked to payment/trial context).
      • Guidance logbook proof (evidence of guidance): obtained from SIAKAD/Sinta.
    • Students were reminded to attach accurate proof; screenshots/exports may be accepted if needed.
    • During registration, ensure required proof is ready (may involve finance/admin coordination).

  9. Integrity/virtual background and where it appears in the system

    • Students later asked where the integrity-related information appears.
    • IT/lecturers explained:
      • guidance/virtual background templates will be provided,
      • examiners and students may have different templates,
      • integrity fact instructions are connected to the required template/background and system menu.

  10. Additional clarifications/questions raised

    • Supervisor approval form location
      • It is separate from the TA report; it goes into the TA trial administration section.
    • Name mismatch concern for graduation ceremony
      • lecturer will follow up with the academic department (BAA).
    • Optimal trial timing
      • registration closes end of September;
      • trials around start/middle of October, aligned with graduation scheduling.
    • Can dates on the form be edited?
      • explanation: date/narrative fields depend on approval/ratification timing; some parts should follow ratification documents.

Methodology / Step-by-Step Instructions (from the Session)

A. Preparing for the TA Trial (before the hearing)

  • Dress formally
    • White shirt + blazer
    • Girls: black hijab + white shirt + black blazer
    • Boys: black trousers/jeans + black blazer
    • Avoid shorts
  • Prepare the required Zoom virtual background
    • Download it before the trial begins
  • Be ready when Zoom opens
    • Zoom opens 15 minutes early
    • Stay in the waiting room until admitted by admin/examiner
  • Prepare documents
    • Ensure required documents are complete
    • Ensure signatures/stamps are included; missing elements cannot be processed
  • Integrity pact
    • Fill identity/title/TA information
    • Sign and attach with the required stamp
    • Read the integrity pact before the TA title presentation
    • Attach it to TA documents as required by the study program
  • Presentation readiness
    • Prepare PowerPoint
    • Keep presentation 10–15 minutes
    • Be ready for Q&A
  • System readiness (if required)
    • Open/run the system ahead of time if examiners ask
  • Recording
    • You may remind lecturers to record (students may also be allowed to record)

B. TA Defense Registration Using the New System (Sipeta/PEPA)

  • Log in
    • Use provided N-number credentials
    • On first login, set a new password
  • Check dashboard
    • Look for statuses such as “waiting for AC from supervisor”
    • Documents may be locked until supervisor approval (AC)
  • After AC is accepted
    • Enter the TA full title
    • Upload 7 mandatory files
    • Use the approval/signature field/actions as directed by the system
    • Submit (“send”) the registration form
  • If supervisor revision is requested
    • Open the system notification
    • Re-upload corrected document(s) (e.g., signature position/layout)
    • Save the confirmation sheet (if applicable)
    • Re-submit
  • After approval
    • The system sets the trial schedule
    • Confirm exam date/time and examiner names in the system
  • After the trial
    • If revisions are required:
      • upload revised manuscript to the designated place,
      • wait for lecturer/examiner review
    • If approved:
      • upload and complete the approval sheet
      • click “install signature”
      • adjust signature positioning
      • render/save the PDF for final verification by the head of study program
  • After passing
    • Request e-certificate/approval letter if applicable
    • Insert required approvals/signatures into the system for study program processing

C. Handling Scheduling Constraints

  • Communicate quickly if you need leave/time adjustments.
  • Rescheduling is possible but treated as the last option, since examiners may already be contacted/confirmed.

D. Retake Rules (high-level)

  • If fail:
    • Repeat up to two times in the same semester (as stated).
  • If still not passing after allowed trials:
    • Retake in the next semester, with another payment/admin process.

Speakers / Sources Featured (as identified in subtitles)

  1. Mrs. Fika — initial socialization presenter (welcomes; provides closing/intro remarks)
  2. Mrs. Vika — Head of Study Program (major TA trial rules; eligibility/credit guidance)
  3. Mrs. Fesa — co-host/lecturer (event flow)
  4. IT Team / System presenters
    • Mas Ravindra — IT/system development division (supports system demo)
    • Zahran — supports IT demo
    • Mr. Noviandri / Noviri / Novyandi / Andri — IT/system development leader (answers system questions)
  5. Additional lecturers/exam-related personnel
    • Mr. Andi — mentioned in credits/grade consultation
    • Mr. Ucuk — mentioned regarding guidance/logbook/process evidence
    • Mr. Novan — student questioner
    • Several students with names appearing in subtitles (roles shown as “students”)
  6. Finance Department
    • Ms. Adil — mentioned in relation to finance/arrears-free letter
  7. Academic department / BAA
    • “BAA section” — mentioned for name correction (no specific individual named beyond the section)

Original video