UTP ACADEMIC CALENDAR YEAR 2013

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ANNOUNCEMENT Online registration URL https://studentportal.utp-prism.my Please take note that you may not view some information correctly if you use any other browser than Internet Explorer. e.g. missing button, column etc. Therefore, please use Internet Explorer (IE) to log on to the system. Important Reminder!!! Always print & verify the Registration Confirmation Summary to make sure the transaction made is successful and been captured. Important Reminder!!! Please adhere to the Course Registration Schedule (date). Any registration made after the period given would not be entertained. The online pre registration is not applicable to UG Year 1 semester 1 students (currently under Foundation Trimester 3) . Registration for UG Year 1 semester 1 students are to be done once you have successfully completed your Foundation Courses. For those who failed to complete their foundation courses, might need to repeat and register themselves for the failed courses. Please be reminded co-curriculum (Co-q) course registration can be done while you are doing the course registration. If you face any problem pertaining to course registration, please liaise with: Email amira.hussain@petronas.com.my nabilah.razak@petronas.com.my habibah.rahim@petronas.com.my rohayu.roslan@petronas.com.my ahmad_zamdi@petronas.com.my ayyub.syayuti@petronas.com.my aqram.shahidan@petronas.com.my Jafni_abubakar@petronas.com.my muhaiyuddeen@petronas.com.my hellina@petronas.com.my Nor_razmi@petronas.com.my amirulfairuz@petronas.com.my Person In-Charge Ms Amira Ms Nabilah Pn Habibah Ms Rohayu Mr Zamdi Mr Ayyub Mr Aqram Mr Jafni Mr Muhaiyuddeen Pn Hellina Mr Razmi Mr Amirul Issue Course registration Course registration Course offer Chemical Course offer Electrical Course offer Civil Course offer Petroleum Course offer Petroleum Geoscience Course offer Mechanical Course offer CIS Course offer Co-curriculum Course offer Management & Humanities Course Timetable

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RULES & PROCEDURES ON REGISTRATION - Important Reminder!!! 1. Students are required to register courses for a coming (new) semester within the scheduled period (18th Apr 2012 5th May 2013) by selecting the right courses from respective curriculum structure. Important Reminder!!! Please adhere to the Registration Schedule (date). Any registration made after the period given would not be entertained.

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3. Important Reminder!!! Please be reminded that the seat for each courses is on first come first
serve basis, thus any registration made after the maximum number reached will be rejected by the system. Student should not wait until the end of the registration period to register. 4. Please ensure no course clashing on your registered courses by making cross-check with the timetable for Jan 2013 semester. Important Reminder!!! Always print and verify your Registration Summary to ensure the transaction made is successful and been captured. Registration of courses is confirmed unless students fall under the following groups whereby the students need to perform manual registration: i. Students who were put under probation/probation & warning. These group of students will do confirmation of registration upon approval by mentor / Programme Head whom he/she may be assigned to. Students who were put under dismissal status. Students registration will be automatically cancelled (void). For cases of reinstatement/readmitted (appeal after dismissal), the students will need to re-register courses.

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7. All students are required to come back to the University upon commencement of a new semester as per Academic Calendar. It is the students duty to inform the University if he/she cannot resume study in a particular semester by writing to Deputy Vice Chancellor academic for deferral with valid reason/ supporting documents. 8. Students who wish to make changes to the registered courses may do so via online Add/Drop submission for course confirmation. Students who were under para 6(i) & 6(ii) will confirm courses with the help from assigned Mentor/Department Heads.

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10. Important Reminder!!! After the course add/drop period, all course registration records are considered final for billing of tuition fees, lecturers attendance lists and final examination.

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ACADEMIC GUIDE Academic Administration Each student is required to register for every course taken up during the registration period and according to the number of credit hours allowed. 1. Registration of Courses It is compulsory for students to register for their courses at the beginning of the semester. For current students, registration for the next semester will be conducted at the end of each semester. Registration of courses is conclusive unless the student is under probation, probation & warning, or dismissed; or the student failed any pre-requisite course. Students are required to register during the prescribed registration period and comply with the credit hours requirement. Late registration or failure to register may have grave implications ie. penalty or barred from continuing his/her study for that particular semester. However, students who still have outstanding dues may not be allowed to register for the new semester. All full time students must register a minimum of 10 credit hours and maximum of 17 credit hours in a particular semester. However, this ruling may be waived for graduating students who are in their final semester.

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Adding/Dropping/Withdrawal of Courses 2.1 Adding/Dropping of Courses Students are allowed to add/drop courses within the first two (2) weeks of the semester subject to the compliance of the total credit hours allowed. 2.2 Withdrawal (a) Withdrawal from courses Students are allowed to withdraw from the courses from week three until week eight of the semester provided that they maintain a minimum of ten (10) credit hours. The course fee however, will not be refunded. (b) Withdrawal from examination Students who have registered for courses but are unable to sit for the examination due to some unavoidable circumstances may apply for withdrawal from the examination. If the withdrawal is due to illness or injury, the candidate must furnish the University with a medical certificate or a letter certified by UTPs panel doctor. Upon approval, the student will be given an incomplete (I) status and an option to sit for the examination or repeat that particular course when it is next offered.

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Attendance Students are required to attend lectures, tutorials, laboratories, project-based learning, additional lectures, co-curricular activities and meetings with academic advisors. If a student has a legitimate reason for absence (illness, family bereavement, etc.) he/she is required to submit an application three days (3) before the actual date or, in emergency cases, after returning to campus and attach the relevant supporting documents (medical certificate, death certificate) to the Registration Unit of the Registry Office. If, for a particular reason, a student is unable to attend lectures, tutorials and laboratories mentioned above, he is required to submit an application. The minimum attendance requirement is ninety percent (90%) for each course. A student who fails to fulfill this requirement may be barred from sitting for the final examination, if certified by the lecturer concerned.

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Deferment of studies A student who wishes to apply for a deferment must satisfy the following requirements:
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Deferment of studies may be given for a maximum of two (2) consecutive semesters in one approval. All applications for deferment must be in writing and to be addressed to the Deputy Vice Chancellor. Students who are permitted to defer on medical grounds must produce medical evidence that they are fit to return to study before being permitted to register.

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All successful applicants for deferment are exempted from paying the necessary fees and the length of absence is not considered as part of the period of study.

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GUIDE ON REGISTRATION PROCESS

PROCESS 1: CREATE A NEW ACCOUNT Students are advised to plan for courses to enroll for next semester.

Step 1.1

Students can access to the system at https://studentportal.utp-prism.my login page will appear as below (refer Figure 1).

Step 1.2

Figure 1: Login page

Step 1.3

As this will be the first time for students to perform online course registration using the system, an account should be created for each student. To register a new account, please enter your email address (i.e. ahmedfarhan@yahoo.com) on the email textbox under the New Student section. Click Register button.

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Step 1.4

The system will display the main screen of Student Registration form and display student email address (as illustrated in Figure 2). Student need to insert correct information to all required fields. Then click Create button.

Figure 2: Main Screen of Student Registration Form NOTE: Email address entered will not verify against the email address intially registered during admission. As such, any subsequent email address is possible to be registered, until verification is done with students IC / Passport No & Date of Birth.

Step 1.5

System will prompt a message box Account Created to indicate that the account has been succesfully created (refer Figure 3).

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Figure 3: Account Successfully Created NOTE: System will prompt a message box Invalid Student to indicate that the student information is incorrect (refer Figure 4). Thus, only correct information should be entered in order to register. Please come over to Registry Counter to update the data if you get this message when verifying it.

Figure 4: Invalid Student Warning Message

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PROCESS 2: COURSE REGISTRATION After login to the system, it will display main screen of student portal welcome page (as illustrated in Figure 5). To enroll courses, click on Course Registration hyperlink from Course Self Help Menu.

Step 2.1

Figure 5: Main Screen of Student Portal Welcome Page

Step 2.2

The system will display the main screen of Course Registration poage which shows the default student program courses in the current semester and previous failed courses (as illustrated in Figure 6).

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Figure 6: Main Screen of Course Registration NOTE: 1. If there is NO prefill courses, please click Add Row button and click onto the Browse button at the Course Code textbox to choose the course. 2. Please browse the Section field. Please choose your Section according to your program. 3. If a student would like to enroll to a course which is not in his/her current semester, he/she can click on the Add Row button. Then click onto the Browse button at the Course Code textbox to choose the course. 4. The system will display a program course look up table (refer Figure 7). Click on the Code or Name listed and the course selected will be inserted into the Course Code textbox in the main page. Student may also click Delete button to remove the course.

Step 2.3

Figure 7:Program Course Look Up At the Section textbox, click on the Browse button. The system will display a section look up table (refer Figure 8). The section is actually representing that the course has been segrated into number of classes/lecture section. Click on the desired Section.

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Figure 7: Course Section Look Up

Step 2.4

Back to Course Registration main page and click Next button. System will display Fee Information page showing all enrolled courses details and the total fees (refer Figure 8).

Figure 8: Fee Information Page

Figure 9: Reason Entry Form for not Reaching Minimum Semester Credit Hours NOTE: If student enrol courses with total credit hours less than 9 credit hours, the system will notify (refer Figure 9) and student need to provide reason of taking less than minimum credit hours per semester. Then click OK button. LASTLY, student need to click the Submit button to confirmed the courses enrolled. Refer Figure 10 for the Course Registration Confirmation Form.

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Figure 10:Course Registration Confirmation Form

Step 2.5

Click on the Registration Summary hyperlink to view the course registration report (refer Figure 11) and student can print it out.

Figure 11: Course Registration Summary Report NOTE: 1. Always view the Course Registration Summary report to confirm that the transaction being made is succesfull and captured into the system. 2. If you have submitted one enrollment and would like to make some changes on the course registered, you may click on the Course Add/Drop (under Course Self Help menu).

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PROCESS 3: COURSE ADD/DROP The confirmation of registration (add/drop) will be done online in the first two (2) weeks of the semester or if there is no change required, the pre-registration is considered confirmed. Student being dismissed or under probation status need to submit a new registration which will require manual process using a form after consultation and approval from the Mentor/Department Head. Your pre-registration records will be nullified.

Step 3.1

To add/drop courses, click on Course Add Drop hyperlink from Course Self Help Menu. This process can only be performed within the add/drop period given for that semester.

Figure 12: Main Screen of Add Drop Page NOTE: If student perform the courses add/drop before or after the stipulated time given, warning message (refer Figure 13) will be displayed to indicate that adding or dropping courses is not in valid period.

Figure 13:Warning Message

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Step 3.2

To add courses, student can click on the Add Row button, select the course and section. If student wanted to drop a course, he/she have to make sure the Drop checkbox is checked(refer Figure 14).

Figure 14: Course Add Drop Page After Checking

Step 3.3

Click Proceed button. System will display the Fee Information page showing all courses details and the total fees (refer Figure 15).

Figure 15: Add Drop Fee Information Page

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Step 3.4

Click Proceed button and system will display the Confirmation form (refer Figure 16).

Figure 16: Course Add Drop Confirmation Form

Step 3.5

Always view the Registration Summary report to view course registered and double check the transaction being made. Click on the Registration Summary hyperlink.

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PROCESS 4: COURSE WITHDRAWAL To withdraw courses, click on Course Withdrawal hyperlink from Course Self Help Menu. This process can only be performed within the withdrawal period given for that semester. System will display the main screen of Course Withdrawal page which shows the student enrolled courses in the current session (as illustrated in Figure 17).

Step 4.1

Step 4.2

Figure 17: Main Screen of Course Withdrawal Page

Step 4.3

Click on Drop (W) checkbox, then click Save button. System will display the Course Withdrawal Confirmation form (refer Figure 18) to indicate that course has been withdrawn successfully.

Figure 18: Course Withdrawal Confirmation Form NOTE: Student can click on the Print Log File button to view the captured time and date which the transaction has been performed.

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