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Home  > Admission > International Students > Frequently Asked Questions
Frequently Asked Questions

NEW STUDENT – (candidate who intend to study in UCSI University or just registered at UCSI University)

1. Who is ‘International Student’?

‘International Student' is defined as foreign nationals who study at any educational institution in Malaysia.

2. Does every international student need a Student Pass to study in UCSI University?

Yes. It is a mandatory requirement for an international student to apply for a Student Pass if he/she has been accepted by any educational institution to pursue full-time studies in Malaysia.

3. How do I apply for the Student Pass?

To apply for the Student Pass, please coordinate and send all the necessary documents to the University's marketing counsellors. They will submit this to the Immigration Department of Malaysia (IDM) for processing. Note that the processing of the VAL takes six (6) to eight (8) weeks.

4. When should I apply for the Student Pass?

Only registered students can apply for the Student Pass. As the Student Pass application will take around two (2) months to approve, please confirm your registration at least three (3) months before the intake date, with complete application document and proof of payment as stated in the Admission Procedure.

5. How will I be notified if the Student Pass application has been approved?

Once approved by the Immigration, the University will notify you via email as stated in the online registration form. The original copy of your Visa Approval Letter (VAL) will be sent to you upon request. You may also check the status of your application at http://educationmalaysia.gov.my/index.php/emgs/application/searchForm/. Note that the VAL is valid only for six (6) months. You should get your Entry Visa and come into Malaysia at least one (1) month before your VAL expires. To obtain an Entry Visa, go to the nearest Malaysian Embassy (preferably in your home country).

6. Does this mean that I already have a Student Pass once the VAL has been approved?

No. The VAL is your letter from the Immigration allowing you to study in Malaysia. It is not a Student Pass. The Student Pass will be issued once you have passed the medical check-up in Malaysia. As required by the Malaysian government, international students need to undergo a medical check-up in their respective countries before leaving for Malaysia.

7. What is an Entry Visa?

An Entry Visa is a stamp in your passport that the Malaysian Embassy in your home country issues after you submit your VAL. Please visit the Immigration website to find out on the list of selected nationalities who are required to have the Entry Visa to enter Malaysia. Note that The Immigration Department of Malaysia (IDM) will not issue the Student Pass to you without the Entry Visa stamp from the Malaysian Embassy on your passport.

8. How do I obtain the Entry Visa?

Go to the nearest Malaysian Embassy (preferably in your home country). Bring along your Letter of Acceptance (LoA) of Offer Letter from UCSI University, VAL and all the other relevant documents and forms duly completed as well as your proof of payment as required by the Malaysian Embassy.

*Softcopy of the VAL will be sent to you via email, upon request*.

9. How long will the processing of the Entry Visa take?

This depends on the Malaysian Embassy’s protocol in your country. As per normal practice, it should not take more than three (3) working days. For more information, visit http://www.kln.gov.my/web/guest/malaysian-mission.

10. What if the Malaysian Embassy wants the original VAL for the Entry Visa application?

The University will send you the original copy of your Visa Approval Letter (VAL) upon request via courier. Please send your mailing (house) address and your phone (contact number) to vpu@ucsiuniversity.edu.my.

11. Can I study in Malaysia under a Social/Tourist Pass?

No. It is illegal to study in Malaysia under a Social/Tourist Pass. Students are NOT ALLOWED to enter the country via any other pass other than the Student Pass.

12. When do I report to UCSI University?

You are required to report to UCSI University on the nearest intake date of the programme that you enrolled for. You may book your flight according to the schedule at http://www.ucsiuniversity.edu.my/pdf/internationalStudent/Pre-Arrival%20Information.pdf.

13. How do I request for the Pick Up service and assistance for the Immigration Clearance?

Once you’ve received your Entry Visa, please make your travel arrangements, complete the Immigration Clearance and Pick Up form at IIS and inform the University at least five (5) working days before departing from your country. You will then receive the UCSI representative’s name and mobile number before departure. The UCSI representative will wait for you at the Airport Immigration Office – Student Waiting Area (before the immigration checkpoint), to assist you with the immigration clearance. Note that without the presence of the UCSI representative, the Immigration Officer will not allow you to pass through the immigration checkpoint. Please bring along a copy of your VAL. Fail to adhere to this protocol, you will not be allowed to leave the airport until the University send a representative. You will also be charged with MYR200 for late request.

14. What should I do if the representative does not show up after 10 minutes?

Please make a phone call to the UCSI representative for clarification.

15. What should I do at the immigration checkpoint?

Please make sure that the Immigration Officer stamp the Entry Visa stamp (with entry date) on your passport.

16. When should I report to UCSI University?

Please report to International Office, UCSI University (2nd Floor, Block A, South Wing) on the next working day at 9am. Bring along your passport, Letter of Acceptance and VAL for verification purpose.

17. When will I get a Student Pass/Sticker inserted into my passport?

This normally takes not more than one (1) month if you include the medical examination and fulfil all the post entry requirements.

18. What is the validity of the Student Pass?

The Immigration Department of Malaysia (IDM) will issue the Student Pass for a maximum of 12 months or if the programme duration is less than 12 months, the validity of the Student Pass will be the same as the duration of the programme you enrolled for. However, the Indonesian students are given the option to apply for a pass with a 24 months validity depending on the duration of the programme.

19. Do I need to go through a medical examination again, after arriving in Malaysia?

Yes. You will need to undergo a second medical check-up within seven (7) days of arrival in Malaysia. Once you have reported to UCSI University, the University will arrange a medical examination appointment for you. Fail to attend the appointment; your Student Pass will be cancelled.

20. Can the Social Pass be converted into Student Pass?

No. Effective from 01/01/2014, foreigners holding Visit Pass (Social) who wish to study in Malaysia cannot convert their passport to Student Pass in Malaysia.

21. I am currently under a Student Pass of another university in Malaysia. Once I withdraw from the current university and do not plan to return to my home country, can I use the Student Pass to pursue my studies in UCSI University?

No. You are NOT ALLOWED to pursue your studies in any university in Malaysia under a Student Pass issued for another university or without the Visa Approval Letter (VAL). Issuance of the VAL will take around two (2) months by the IDM. You MUST return to your home country after the cancellation of your current Student Pass. You are only ALLOWED to enter Malaysia and pursue your studies in UCSI University once the VAL has been issued.

*** All international students are required to comply with the policies set by the Immigration Department of Malaysia (IDM). Please adhere strictly to these requirements to minimise delay and other problems that may arise.

PROGRESSION STUDENT – (current student who intend continue studying in UCSI University)

1. I have completed the current programme I enrolled for and I would like to progress to a higher-level programme next semester. Should I apply for a new Student Pass?

Yes. You are required to apply for a new Student Pass for the new programme. You MUST cancel the current Student Pass once you have received the confirmation of the completion of your current programme from the Registrar’s Office in order for the University to submit a new application form to the Immigration Department of Malaysia (IDM).

2. Do I need to leave the country while waiting for the approval of the new Student Pass?

No. You may proceed with the new programme while waiting for approval. However, you MUST apply for a Special Pass and pay the necessary fees in order to obtain a valid Special Pass from the IDM to enable you to stay in Malaysia legally while waiting for the new VAL.

3. How long will the processing of the new Student Pass take?

Processing of the new Student Pass will take at least two (2) months.

4. What is the validity of the Special Pass?

The Immigration Department of Malaysia (IDM) will issue the Special Pass for a maximum of 30 days. Hence, you are advised to apply for two (2) Special Passes while waiting for the approval of the new Student Pass. The Special Pass application fee will be from MYR100 to MYR153.

5. Am I required to go for a medical check-up?

Yes. You are required to do so. Please proceed to the International Support Team (IST) once you have cancelled your Student Pass to request for a medical check-up appointment. Fail to adhere to this protocol, your application for the Student Pass will be cancelled.

6. Am I allowed to go back to my home country on my semester break?

Yes. However, bear in mind that you will have to follow the new student process such as applying for a new Entry Visa at the Malaysian Embassy (if necessary), request for the airport pick-up service at least five (5) working days before arrival and wait for the UCSI’s representative to assist you with the immigration clearance.

7. My current Student Pass is still valid for a few more months. I feel like it’s a waste to cancel it now. Can I cancel it later?

No. You are required to cancel your current Student Pass immediately to enable you to do the Course Selection on time, which will guarantee you a seat in the class you intend to attend.

TRANSFER PROGRAMME

1. Do I need to apply for a new Student Pass if I would like to change to another programme?

Yes. You are required to apply for a new Student Pass if you would like to change to another programme. You must cancel the current Student Pass once you have received the new Letter of Acceptance for the new programme you have applied for from the Registrar’s Office in order for the University to submit a new application form to the Immigration Department of Malaysia (IDM).

2. Do I need to leave the country while waiting for the approval of the new Student Pass due to this reason?

No. You may proceed with the new programme while waiting for approval. However, you MUST apply for a Special Pass and pay the necessary fees in order to obtain a valid Special Pass from the IDM to enable you to stay in Malaysia legally while waiting for the new VAL.

3. How long will the processing of the new Student Pass take?

Processing of the new Student Pass will take at least two (2) months.

4. What is the validity of the Special Pass?

The Immigration Department of Malaysia (IDM) will issue the Special Pass for a maximum of 30 days. Hence, you are advised to apply for two Special Passes while waiting for the approval of the new Student Pass. Each Special Pass application’s fee will be from MYR100 to MYR153.

5. Am I required to go for a medical check-up?

Yes. You are required to do so. Please proceed to the International Support Team (IST) once you have cancelled your Student Pass to request for a medical check-up appointment. Fail to adhere to this protocol, your application for the Student Pass will be cancelled.

6. Am I allowed to go back to my home country on my semester break?

Yes. However, bear in mind that you will have to follow the new student process such as applying for a new Entry Visa at the Malaysian Embassy (if necessary), request for the airport pick-up service at least five (5) working days before arrival and wait for the UCSI’s representative to assist you with the immigration clearance.

7. My current Student Pass is still valid for a few more months. I feel like it is a waste to cancel it now. Can I cancel it later?

No. You are required to cancel your current Student Pass immediately to enable you to do the Course Selection on time, which will guarantee you a seat in the class you intend to attend.

MEDICAL SCREENING

1. What is medical screening?

Medical screening is a general health check that includes the blood and urine test as well as a chest x-ray examination. It is a mandatory requirement for all international students and you are required to attend and complete the examination at the panel clinics/hospitals approved by the EMGS within seven (7) days from your date of entry into Malaysia.

2. Why do I have to undergo a Malaysian medical screening procedure?

It is a mandatory requirement determined by the Government of Malaysia to protect the health of Malaysian residents. The Ministry of Education (MOE) has laid down a criterion for the assessment of the international students’ health condition, which must be complied with. The criterion does allow students to do an appeal for any negative or abnormal results.

3. What happens at the medical screening?

You will be asked to sign a consent letter prior to the examination. You may sign the letter on the same day of the screening or during your next visit when you collect your result. Your blood and urine specimens will be taken from you at the clinic. The result of your health check will determine whether or not you should stay in Malaysia based on MOE criteria. If you are, and if you agree to bear your own on-going medical treatment cost, you will be asked to sign a letter of undertaking to be submitted to EMGS through the doctor. Fail to do so; your Student Pass will be cancelled, as you will need to return to your home country to undergo the screening. Please note that EMGS is not permitted to discuss the outcome of your screening and/or your appeal as this information is confidential. All related clarification shall be sought directly from the doctor at the panel clinic. Please bring along a copy of your passport to the panel clinic for medical screening.

4. What should I do if I failed the medical screening and how do I make an appeal?

An appeal must be made at the same clinic within seven (7) days from the notification sent by EMGS. To appeal, please submit the completed Appeal Letter to the doctor. The doctor will then guide you accordingly. Please note that all cost related to the screening will be borne by you, payable directly to the clinic. The clinic will then submit the Appeal Letter to be endorsed by EMGS. Should you fail in the second screening, you will have to go back to your home country because the EMGS will not issue the Student Pass.

RENEWAL OF THE STUDENT PASS

1. What is the process for the Student Pass renewal?

Renewal of the Student Pass consist of two stages:

Stage 1: submission of application document
Stage 2: submission of passport for issuance of the new Student Pass

Please note that you are not allowed to stay in Malaysia longer than the duration of your programme. Should you fail to complete the programme within the given time, you are required to request for a Supporting Letter from the Faculty/Centre to explain on the need for Student Pass extension and sign by the Dean/Director. Final decision on the period of extension will be made by the EMGS. If the reason is acceptable, EMGS will approve the application and issue a shorter period of Student Pass (instead of 12 months), with a FINAL stamp stamped on the pass.

2. When should I submit the application document for the renewal of the Student Pass? And what are the documents needed?

Please submit the application document to the Faculty or the VPU on the first week of the month – three (3) months before the expiration date of the current Student Pass. You may submit earlier (e.g.: 4 - 5 months before expiry), only if you need to go back to your home country for Co-Op Placement, or important events. (e.g.: If the expiration date of the Student Pass is on 25 April 2016, submission must be done before 25 January 2016). Original passport needs to be viewed by the VPU officer during the submission of the document for verification purpose. For required document, please refer to the Renewal of Student Pass Application Checklist.

3. When should I submit my original passport for issuance of the new Student Pass?

Please submit your passport to the VPU on the first working day of the month – one (1) month before the expiration of the current Student Pass. (e.g.: If the expiration date of the Student Pass is on 25 April 2016, submission must be done on 1 March 2016), once the renewal application has been approved by the EMGS. You may also check on the status at http://educationmalaysia.gov.my/index.php/emgs/application/searchForm/

4. Can I renew my Student Pass if my passport expiration date is around the corner?

Please renew your passport immediately if its validity is less than 15 months before you submit the Renewal Application. However, to enable you to stay legally in the country and continue with your studies, you may apply for a shorter period of Student Pass while processing on your passport renewal.

5. Can I renew my Student Pass if my CGPA is lower than 2.0, and/or attendance is less than 80%?

You are required to request for a Supporting Letter from the Faculty/Centre to explain the reason of the low CGPA and/or low attendance and the Dean/Director should sign the letter. Final decision on the period of extension will be made by the EMGS. If the reason is acceptable, EMGS will approve the application and issue a shorter period of Student Pass (instead of 12 months), with a FINAL stamp stamped on the pass. Repeat the same process should the same situation occur again in the next semester/year.

5. What should I do if I just realised that my Student Pass has expired, or going to expire within few days?

Proceed to the VPU immediately. The staff will guide you accordingly. Please do not wait until the Student Pass expire as you will be considered as overstaying in the country without a valid visa/pass. Students who have overstayed in Malaysia will be brought over to the IDM for questioning by the Immigration Enforcement Officer, accompanied by the VPU officer. Final decision will be made by the IDM. Any penalty imposed by the IDM for overstaying or any other penalties (MYR1, 000 – MYR10, 000) must be borne by the student.

COMPLETION AND WITHDRAWAL

1. Upon the completion of my studies, I would like to leave Malaysia for good. Should I cancel my Student Pass?

Yes. You are required to cancel the Student Pass once you have completed your studies. Please submit the Completion Form, your original passport and the necessary documents to the VPU for the cancelation of the Student Pass. Note that the cancelation process will take around two (2) weeks.

2. What should I do if I want to withdraw from UCSI University?

You are required to submit the Withdrawal Form, your original passport and the necessary documents to the VPU for the cancelation of the Student Pass. Note that the cancelation process will take around two (2) weeks.

3. When should I submit the application document of the cancelation of the Student Pass? And what are the documents needed?

You are required to submit your document to the VPU at least one (1) month before the expiration date of the Student Pass. For the required documents, please refer to the Shorten and Cancelation of Student Pass Application Checklist.

4. Do I need to cancel my Student Pass in the event of deferment?

Yes. You are required to cancel your Student Pass if you are not attending classes for more than three (3) months. To continue your studies in UCSI University, you must submit the necessary documents and pay the EMGS fees to apply for the new Student Pass. Note that you will have to follow the new student process such as applying for a new Entry Visa at the Malaysian Embassy (if necessary), request for the airport pick-up service at least five (5) working days before arrival and wait for the UCSI’s representative to assist you with the immigration clearance.

5. Will I be able to book my flight ticket if the VPU have not returned my passport to me?

Yes. You may book your flight ticket (no payment made) with departure date between two (2) to four (4) weeks from your document submission date. The IDM will shorten your Student Pass period according to the date of the departure as stated on your flight ticket.

TRANSFER STUDENT PASS (Sticker)

1. What should I do once I have received a new passport?

You are required to submit both new and old original passport along with other necessary documents to the VPU immediately to proceed with the Transfer Student Pass Application.

2. What should I do if I lost my passport?

You are required to report to the VPU immediately. The VPU officer will assist you to lodge a police report at the nearest police station. Proceed to contact your Embassy/High Commission in Malaysia or Passport Department in your country to issue a new passport for you. Once you have received a new passport, immediately submit to the VPU to proceed with the Transfer Student Pass Application in which a new Student Pass (sticker) will be printed and pasted in your new passport.

3. When should I submit the application document for the transfer of the Student Pass? And what are the document needed?

You are required to submit the necessary documents to the VPU for the Transfer Student Pass Application at least one (1) month before the Student Pass expired. For the required documents, please refer to the Transfer of Student Pass Application Checklist.

4. When will I get my passport back?

Your passport will be returned to you within two (2) weeks from the date of submission.

DEPENDENCE PASS

1. As an undergraduate student, can I apply for the Dependence Pass for my parents?

No. Only the post-graduate students are allowed to apply for the Dependence Pass for his/her spouse and children.

2. My spouse’s Dependence Pass will expired soon; do I need to apply for renewal 3 months before the expiration date as a Student Pass?

Renewal of the Dependence Pass can be done two (2) weeks before its expiration date. Prior to that, please make sure that you have already renewed your Student Pass. For required document, please refer to the Dependence Pass Application Checklist.

 
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