RULES AND GUIDELINES For Graduates utm convocation ceremony

(Endorsed by the University Management Committee Meeting No 15/201 on 4 July 2011 and reported at the Senate on 6 July 2011)

Version: MK 47-2011

Registrar Office (Academic Management Division) Universiti Teknologi Malaysia

CHECK LIST

Please tick () the following check list and ensure that the following actions have been taken before attending the convocation ceremony.

ACTIONS
Have paid the concovation fees according to the mode of payment and amount stated in the graduates inivitation letter (Please bring the convocation receipt of payment when you collect the convocation attire and the Degree/Diploma if they are required)

NOTES

Have paid and done the following: a) **Convocation Fee b) **Tuition fees and arrears owed to the university (inclusive of UTMSPACE graduates) c) **Returned library books d) **Filled the online graduate tracer study form (within the stipulated time) ** Degree/ Diploma will be witheld

Have prepared the attire for attending the Convocation Ceremony as required. Have informed parents/guests on the formal attire dress code when attending the Convocation Ceremony. Have a printout of the accepted Institution of Higher Learning Graduate Tracer Study form when collecting the Degree/Diploma (if required) Have the car sticker placed on the right corner of the windscreen on the day of the rehearsal and during the Concovation Ceremony. Have given the invitation cards to parents/guests before registering for the convocation.

IMPORTANT INFORMATION

1.

Rehearsal a) b) c) d) e) Rehearsal will be held on the date and time stated in the graduates invitation letter. Graduating students must attend the Convocation Ceremony rehearsal to ensure that the ceremony will be a success. The rehearsal attire must be neat and appropriate for the ceremony. Male graduates must have short hair. Graduating students are not allowed to wear jeans, flip flops and t-shirts during the rehearsal. Graduating students must inform their parents/guests to dress appropriately for a formal occasion.

2. a) b)

Convocation Ceremony The ceremony will be held at the time and place as stated in the graduates invitation letter. Convocation Registration i) ii) Venue : i. According to the date, time and programme as in the Award Schedule Required Documents: i. Graduates Invitation Letter ii. Identification Card/MyKad/Passport

iii) Conditions for Registration : i. Graduates will not be allowed to register and participate in the ceremony if they do have Graduates Invitation Letter/ Identification Card/MyKad/Passport. ii. Graduates must be dressed in their complete Convocation Attire before they are allowed to register. c) d) University has the right to stop or prevent a graduate who has not registered from participating in the ceremony. A Slide/Scanned Card with a number/line number will be given to the graduate during during the convocation registration to facilitate the assembly of graduates according to number. Please listen to instructions given by the person on duty. Graduates will assemble at the pedestrian walkway between the Student Union Building (SUB) and the Sultan Ibrahim Chancellory (Administration Building) according to programme and number that has been given. Graduates who are late for registration (not within the time given) according to the Award Schedule or do not follow the dress code when attending the Convocation Ceremony will not be allowed to participate in the ceremony. During the ceremony, graduates are requested to be quiet as a mark of respect for occasion. the

e)

f)

g)

h) i)

Graduates are advised not to bring personal items such as camera, handphone, pager, etc into the Sultan Iskandar Hall, Universiti Teknologi Malaysia, Johor Bahru, Johor. Graduates with special needs (pregnant, disabled or involved in accident) who need assistance in terms of a wheelchair or an assistant can inform the university (Convocation Ceremony Committee - 07-5530363/30466) one day before the rehearsal and to fill the forms available on the Convocation Website. Graduates are not allowed to leave the hall during the ceremony. UNIVERSITY AUTHORITY : Graduates must follow the rules and guidelines as listed above in order to be allowed to take part in the Convocation Ceremony.

j) k)

A. TERMS FOR ATTENDING GRADUATION AND FEE

1.

Confirmation of graduates attendance to the Conovcation Ceremony must be done online, using the Convocation Ceremony website (www.utm.my/convocation) Fee for the convocation is as stated in the graduates invitation letter. Graduates who did not attend the Covocation Ceremony will have to pay the Convocation Ceremony fee as stated in the graduates invitation letter when they collect their Degree/Diploma. Payment for the Convocation must be done within the stipulated time. Graduates are required to presesent a copy of the Institution of Higher Learning Graduate Tracer Study form to the Registrar Office (Academic Management Division), no later that the date stated in the invitation letter. Representatives of graduates are not allowed to participate in the Covocation Ceremony. Graduates who did not attend th Convocation Ceremony will be classified as Graduate without Attendance and will not be invited to future Convocation Ceremony. The Degree/Diploma will be given after the last day of every Convocation Ceremony.

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B. DRESS CODE

1.

The attire of the graduates during rehearsal must be appropriate for the ceremony. Male graduates must have short hair. Attire and Appearance of Male Graduates a) Graduates must wear: i) Lounge Suit; Long sleeve white shirt Black trousers Black coat/blazer Socks and black formal shoes Dark coloured tie or Malay Traditional Attire Black malay traditional cekak musang Black Sampin Complete set of buttons Socks and black formal shoes

2.

ii)

b) c)

Male Sikh Graduates are only allowed to wear black turban. Graduates are not allowed to: i) ii) iii) iv) v) vi) Wear bow tie Wear earrings Pierce any part of their face Wear bracelet/bangle Color their hair and have long hair(touching the collar) Wear sandals, casual or sports shoes.

3.

Attire and Appearance of Female Graduates a) Graduates must wear: i) ii) iii) b) c) d) f) f) Baju kurung Long Dress Long Skirt and Long sleeve shirt

Length of the skirt mush reach the ankles. The dress must cover ones body till the neck. The length of the sleeve must reach the wrist. Court Shoes Graduates are not allowed to: i) ii) iii) iv) v) Have slits on any part of their skirt/dress. Wear transparent/translucent material. Wear Flip Flops or Sandal. Have more than one pair of pierced ears. Pierced any part of the face.

vi) vii) viii) 4. 5.

Color their hair. Use excessive nail polish. Wear clothes that cover the face.

National Attires that do not conform to the standard listed above are not allowed and strictly prohibited. A set of the Convocation Attire is provided by the university. REMINDER:

THE UNIVERSITY HAS THE AUTHORITY TO STOP GRADUATES FROM PARTICIPATING IN THE CEREMONY IF THEY HAVE NOT FOLLOWED THE RULES AND APPEARANCE REQUIREMENTS OF THE CONVOCATION CEREMONY

6.

Set of Convocation Attire Every graduate must collect the attire as follows: Stripes on the Sleeves of the Robe/Mortarboard 2 stripes 1 stripe 1 stripe 1 stripe -

Award Doctoral Degree Master Degree Post-Degree Diploma/Diploma in Education Bachelor Degree Diploma

Convocation Attire Robe Bonnet Robe Mortarboard Robe Mortarboard Robe Mortarboard Jubah Mortarboard

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7.

Faculty Identity The color of the lapel (Postgraduates and Graduates) Every faculty/school has their own coloured lapel as follows:

Faculty 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Built Environment Civil Engineering Electrical Engineering Chemical Engineering Geoinformation and Real Estate Mechanical Engineering Education Management and Human Resource Development Science Computer Science and Information System Bio-science and Bio-engineering Bio-medical engineering and Health Science Petroleum Engineering and Renewable Energy Engineering School 1. 2. 3. 4. 5. Postgraduate Studies Advanced Informatics International Business UTM Perdana School of Science, Technology and Innovation Policy UTM Razak School of Engineering and Advanced Technology

Lapel Color Dark Purple Moss Green Dark Yellow Black Blue Dark Red Dark Green Yellowish Brown Turquoise Pink Light Purple White Green and Black

Fuchsia Light Orange Red Light Green Grey

8.

Loan of Set of Convocation Attire a) b) The Convocation Invitation Letter must be presented when borrowing a set of the Convocation Attire. (Please bring and show the payment slip upon request) Graduates are requested to borrow the Convocation Attire early and before the day of the rehearsal. Please refer to the schedule of the collection and return of the set of convocation attire for further information. Graduates may ask a representative to collect a set of the Convocation Attire by providing a letter naming the representative acting on behalf of the graduate as in Form K3

c)

(Amendment 2011). The representative must bring the form, a copy of the invitation letter and bank slip when collecting the Convocation Attire. d) 9. However, a representative may only collect 2 sets of the Convocation Attire (inclusive his own) at any one time.

Duration of Loan of Convocation Attire a) The set of Convocation Attire must be returned immediately after receiving the award or within five (5) working days from the date of receiving the award.

10.

Penalty for late return of Convocation Attire a) A penalty of RM5.00 (Ringgit Malaysia: Five) per day will be charged if graduate fails to return the Convocation Attire within the stipulated time. Failure to pay will result in the graduates Degree/Diploma being witheld until the penalty fee is paid. Please ensure that every transaction of borrowing, returning and paying is given a receipt.

11.

Alterations/Loss/Damage to Set of Convocation Attire a) Graduates must not alter (eg. sew the sleeve or alter the length of robe) the UTM Covocation Robe. Any alteration done on the robe without permission from the university will result in a penalty. The minimum penalty for altering the attire will be RM 50. However, the penalty may be higher depending on the extent of the alteration and damage done. Graduates are required to settle the penalty before claiming their Degree/Diploma. Loss or damage to the attire will incur the following costs:Bonnet / Mortarboard 300.00 150.00 120.00

b)

c)

Award 1. 2. 3. Doctoral Degree Master Degree Post-Degree Diploma/Diploma in Education Bachelor Degree Diploma

Robe 780.00 720.00 650.00

Lapel 250.00 250.00 250.00

Total 1330.00 1120.00 1020.00

4. 5.

650.00 400.00

150.00 120.00

250.00 -

1050.00 520.00

Penalty is subject to change. 12. Doctoral Graduates are encouraged to buy a set of the Convocation Attire at RM800.00. Please contact the Convocation Ceremony Committee at 07-5530363/30466.

C. PARENTS/ GUESTS & INVITATION CARDS

1. 2. 3. 4. Every graduate will be given two (2) invitation cards for two (2) guests. Invitation cards are enclosed Parents/guests are required to be seated in the hall before 7.30 am (morning session) and 1.30 pm (afternoon session) Parents/guests are advised to have their breakfast or lunch before entering the hall. The ceremony is expected to be a long session. Parents/guests are required to be formally dressed as follows: a) Male Guests i) National Attire iii) Lounge Suit iv) Formal Clothing v) Guests are not allowed to wear jeans and t-shirts. Female Guests i) National Attire ii) Formal or Decent Clothing iii) Guests are not allowed to wear gowns or short skirts (above the knee) sleeveless blouse, t-shirt and trousers.

b)

5.

Parents/guests are requested to be quiet as a mark of respect for the occasion and not to leave the hall during the convocation ceremony. Parents/guests without invitation cards will not be allowed to enter the hall. Guests below the age of twelve (12) will not be allowed to enter the hall.

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D. GRADUATES VEHICLES
1. 2. Each graduate will be given a (1) car sticker. Graduates must place the car sticker at the top right corner of the windscreen during the day of the Rehearsal and the Convocation Ceremony. Only cars with the stickers are allowed to enter the campus. Vehicles must be parked at the designated parking area provided by the unversity. Please follow the instructions/directions given by the University Authority.

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E. BOOKING OF GRADUATION PHOTOGRAPHS

1. 2. 3. Photograph taking of graduates during the Convocation Ceremony will be held in the Sultan Iskandar Hall. Please provide your contact address at the PhotoCreative Club Counter when you pick up your robe or after the rehearsal. For further information, please contact the PhotoCreative Club UTM - 017-7628280 or Office of Student Affairs - 07-5530251. Graduates and parents/guests are not allowed to take photographs during the ceremony. Graduates must inform their parents/guests about it.

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F. INFORMATION ON THE COLLECTION OF DEGREE/DIPLOMA

1. Collection of Degree/Award a) b) Graduates will be informed of the collection of their Degree/Diploma before entering the hall. If collecting personally their Degree/Diploma at the Academic Management Division, Registrar Office, please bring or return the following: i) ii) iii) iv) v) c) Return the set of UTM Convocation Attire Bring a copy of the graduate tracer study form (if required) Bring Identification Card/MyKad /Passport/ Matriculation Card (without Identification Card/MyKad/Passport/ Matriculation Card: Degree/Diploma will not be given to the graduate) Give the receipt for the return of Convocation Attire Give a copy of the receipt of Convocation fee (if required)

Permission for a representative to collect Degree/Diploma at the counter will be based on the following: i) ii) iii) iv) v) vi) Filled the Permission Form for a representative to collect the Degree/Diploma on behalf of the graduate Form KI (Ammendment 2011) Attached a copy of Graduates Identification Card/MyKad / Passport Give a copy of the Representatives Identification Card/MyKad / Passport Give the receipt for the return of Convocation Attire Give the slip of confirmation of the graduate tracer study form (if required) Give a copy of the receipt of Convocation fee (if required) Note : Without Form KI (Ammendment 2011) and a copy of Graduates Identification Card/MyKad / Passport, the Degree/Diploma will not be given to the representative.

d)

Degree/Diploma may be posted according to the following conditions: i) ii) iii) Filled the Permission to Post Certificate form Form K2 (Ammendment 2011) The Permission to Post Degree/Diploma form must be sent one(1) week after the Convocation Ceremony. Full-time Student Graduates Postal charges of RM 10.00 will be borne by the graduate. Payment in the form of postal order or cash remittance must be made to Bendahari UTM. Cheques will not be accepted. Form K2 (Ammendment 2011) with the payment must be sent to the Registrar Office (Academic Management Division), UTM Johor Bahru. Part-time Student Graduates of UTMSPACE, Postal charges of RM 10.00 will be borne by the graduate. Payment in the form of postal order or cash remittance must be made to SPACE UTM. Cheques will not be accepted. Form K2 (Ammendment 2011) with the payment must be sent to the UTMSPACE Office, UTM Johor Bahru. Give the slip of confirmation of the graduate tracer study form.

iv)

v) e)

Graduates who did not attend the Convocation Ceremony will be charged the same convocation fee as other graduates when collecting their Degree/Diploma as stated in the invitation letter. Unclaimed Degree/Diploma will be kept by the university. However, the university will not be held responsible for any loss or damage, etc to the Degree/Diploma

f)

2.

Withholding of Degree/Diploma Degree/Diploma will not be given to graduates if they have not a) b) c) d) d) f) Paid the convocation fee and/or Returned the UTM Convocation Attire and/or Paid the tuition fee or arrears owed to the university and/or Returned library books and/or Returned items or equipment borrowed from any division in the university and/or Filled the IPTA graduate tracer study form

If payments or return of items have been made, please bring a letter as evidence from the respective unit/division.

G. IPTA GRADUATE TRACER STUDY

1. The Ministry of Higher Education of Malaysia is carrying out a Graduate Tracer Study as one of the efforts to ensure the quality of its services and the Higher Education system in the country. In relation to this, all graduates are required to fill an online form available on the website http://graduat.mohe.gov.my Graduates who have filled the online survey form will be required to print the filled form and give it to the Registrar Office (Academic Management Division). Graduates who did not attend the convocation ceremony will have to post the confirmation slip with Form K2 (Ammendment 2011) if the Degree/Diploma is to be posted to the graduate. If a representative is to collect the Degree/Diploma, the confirmation slip has to be given. Degree/Diploma will be withheld if the graduate has not completed the online survey. The system can be accessed three (3) weeks before the date of the convocation and will be closed one(1) week after the convocation. Any queries regarding the graduate tracer study, please contact: Registrar Office (Academic Management Division)- 07-5531157, or e-mail: konvo@utm.my Graduates must bring the confirmation slip when collecting the Degree/Diploma if it is not being posted.

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OTHER MATTERS
1. 2. Please bring this guidebook for reference when attending the rehearsal and Convocation Ceremony. Required information or forms have to be returned within the stipulated time to: Registrar Office (Academic Management Division) Universiti Teknologi Malaysia 81310 UTM Johor Bahru Johor Darul Tazim (u/p : UTM Convocation Ceremony Committee) 3. Any queries regarding the Convocation Ceremony, please contact: 07-5530324, 07-5530354 and 07-5530459, or e-mail: konvo@utm.my or fax : (07) 5581791. Graduates can visit the convocation website at www.utm.my/convocation Graduate Tracer Study Website is at http://graduat.mohe.gov.my The university has the right to amend the contents of the Rules and Guidelines of the UTM Convocation Ceremony for Graduates without informing earlier, the graduates.

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THANK YOU