Preparing for Submission: A Guide by JEPKITA

Guideline Video: Malay Language Edition

Version: September 11, 2025

Preparing for Submission by KITA Student: A Step-by-Step Guide

Step 1: Read & understand the JEPUKM Guideline (UKM-JEP-GP02)

Go to JEPUKM website and download the guideline.
Document name: UKM-JEP-GP02 Garis Panduan Mengisi Borang Permohonan
Read and understand the guideline: basically, an application submitted by KITA student requires the Main Supervisor to be named as Principal Investigator / Project Leader / Project Supervisor throughout the paperwork.

Step 2: Download relevant forms

Still at the JEPUKM website, go to “Borang JEPUKM” under the “Dokumen” tab and download the following application forms listed:
1. UKM-JEP-SS01 Senarai Semak Dokumen (Document Submission Checklist)
2. UKM-JEP-BO01 Borang Permohonan Etika Penyelidikan (Application Form)
3. UKM-JEP-BO02 Borang Saringan (Review Form)
4. UKM-JEP-BO03 Borang Kerahsiaan Pelajar (Student Non-Disclosure Form)
5. UKM-JEP-BO08 Borang Konflik Kepentingan (Conflict of Interest Disclosure Form)
Alternatively, the forms are available for download at JEPKITA webpage: https://www.ukm.my/kita/jepukm-application-forms/

Step 3: Download relevant templates

Still at the JEPUKM website, go to “Templat” under the “Dokumen” tab and download the following templates listed:
1. Helaian Maklumat Peserta (Participant Information Sheet) – Malay/English^a
2. Borang Keizinan Peserta (Participant Informed Consent Form) – Malay/English^{a, b}
3. Borang Persetujuan (Assent Form)^c
4. Format kertas cadangan (Proposal Format)
5. CV Pelajar (Student CV)
Alternatively, the templates are available for download at JEPKITA webpage: https://www.ukm.my/kita/jepukm-application-forms/

^{a. Language of the template is determined by the language in which the paperwork is submitted in. For research conducted in languages other than Malay/English (e.g. Chinese, Vietnamese, etc.), a translation of the document in the native language is also required.
b. Parent/Guardian Informed Consent Form is required for research that involves children (18-year-olds and under).
c. Only applicable for research that involves children (18-year-olds and under).}

Step 4: Rename & sort documents

Rename and sort all documentation softcopies (word/PDF files) prepared in the paperwork according to the UKM-JEP-SS01 Senarai Semak Dokumen (Document Submission Checklist).
Mark each of the completed and sorted document with a ‘tick’ (✔) at the Semakan oleh Penyelidik (Checklist by Researcher) column, where applicable.
Fill in the rest of the form:
1. Project Title
2. Project Supervisor – name, mobile phone number & email address
3. Student – name, mobile phone number & email address
Save the checklist file in MS Word format.

Step 5: Prepare New Folder @ UKM Siswa Google Drive

Access Google Drive using your UKM Siswa email address (e.g. p000000@siswa.ukm.edu.my).
Create a new folder.
Rename the folder with your matric number and name (e.g.: P000000 Capy Bara).

Step 6: Upload documents to the Google Drive Folder

Upload all documentation to the Google Drive Folder.
Ensure each file is named and numbered sequentially according to the UKM-JEP-SS01 Senarai Semak Dokumen (Document Submission Checklist).
Tip: Combine the number as part of the file name by using the hyphen (‘-‘) and underscore (‘_’) symbol. Below are some real examples:
- 1.-UKM-JEP-SS01_Senarai-Semak-Dokumen-4-Jan-2024.docx
- 2.i-UKM-JEP-BO01 Borang Permohonan Etika Penyelidikan.pdf
- 2.ii-UKM-JEP-BO02_Borang-Saringan.docx
- 2.iii-UKM-JEP-BO03_Borang-Kerahsiaan-Pelajar.docx
- 2.iv-UKM-JEP-BO08_Borang-Konflik-Kepentingan-Jawatankuasa-Etika-Penyelidikan-UKM_v2.docx
- 3.-Format-kertas-cadangan_Senarai-semak-perkara-yang-perlu-ada-dalam-kertas-cadangan.docx

Step 7: Setting the Google Drive Folder

Set the Folder with the following settings:
1. Share: Anyone with the link
2. Role: Editor
Click “Done” to save the new settings.
Click the “Copy link” button to copy the folder link and continue with Step 8 below.

Step 8: Submit the application via Main Supervisor

Send the Google Drive Folder link (previously copied in Step 7) in an email to your Main Supervisor’s official UKM email address. This is in accordance to the procedure shown in the JEPKITA Flow Chart of Submission by KITA Student.
The Main Supervisor is responsible to vet the documentation prepared by the student before the application is submitted to JEPUKM via JEPKITA.
The student is responsible for any subsequent corrections, if any.

-END-

Preparing the Documentation

(Coming soon)

^{Last updated: September 23, 2026}