Memos & Circulars are an important part of the document management system at Universitas Ciputra. The following is an explanation of the roles, types, and examples of documents used:

1. Document Management System

This document management system includes policies, rules, work procedures, and process requirements designed to ensure each activity is performed correctly. Examples of documents included in this category are policies, regulations, standards, manuals, guidelines, work instructions, and forms.

2. Deliverables Document

The deliverables document includes various important letters such as:

• Decree
• Assignment Letter
• Power of Attorney
• Minutes
• Statement Letter
• Warning Letter
• Certificate
• Internal Memo and Circular Letter

Below are some types of letters explained further:

a. Internal Memo (IM)

This memo contains information addressed to internal parties regarding an event or events within a certain time frame. These memos usually do not contain rules or requests for action, and are used on a limited basis within the internal environment. Example: Internal Memo on PSBB Extension Information, issued by a superior at least HoD (Head of Department).

b. External Memo (EM)

Unlike IM, this memo is addressed to external parties to convey information within a certain time. EM also does not contain rules or requests for action. Example: External Memo for Student Quarantine Fee Assistance, issued by the dean or rector according to the scope of implementation.

c. Circular Letter

A circular letter is an official notice distributed in writing and addressed to various parties. Example: Circular Letter on the Extension of Online Learning Activities, issued by the dean or rector in accordance with the scope of implementation.

d. Nonconformity Minutes Form (BA)

This form is used to record non-conforming events or situations that occur in the field. Example: Vendor Appointment Without Selection, issued by the PIC or supervisor at least HoD.

This document management system is designed to ensure clear and structured communication within the academic and administrative spheres, ensuring compliance and efficiency in daily operations.