International Students Briefing

by International Office
The International Office (IO)
A. International Support Team
(IST) Counter Hours:
Matters relating to: Monday – Friday: 9.00am - 4.30pm
 Post-VAL procedures
 Airport arrival: Immigration clearance &
Pick-up Email:
 Student medical health insurance vpu@ucsiuniversity.edu.my

B. Visa Processing Unit (VPU) Facebook Page:

Matters relating to: Search: io.ucsi
 New student application/Visa Approval
Letter (VAL)
 Student Pass
COVID-19 Update

COVID-19 Update: International students commencing their studies

from May 2020 onwards and unable to travel to Malaysia due to
travel restrictions must notify the Student Enrolment Centre (SEC) to
complete the necessary admission requirements.
Upon issuance of VAL: Report to Visa Processing Unit

2
Student Pass: Multiple-Entry Visa
Valid for up to one year per issuance

 Collect your passport upon

receiving an email notification
from VPU.
 Avoid long-distance travelling at
the absence of your passport.
 Be mindful of the Student Pass
expiry date and apply for renewal
four (4) months before expiration.

Above: Student Pass expiry date

Student Medical Health Insurance

 Benefits:
o In-hospital care and outpatient GP treatment
 For any lost or damaged card, please visit VPU
for replacement.
 For more information:
o Phone: 1300-88-1899 (Corporate Solutions)
o Email: my.customer@aia.com
o Letter of Guarantee (LOG): 1300-8888-60/70

Important:
• Collect your medical card at VPU upon receiving the receipt in your email.
• Failure to present the medical card during hospital/clinic visits, claims must be submitted within one (1) month of visit
(applicable to reimbursable expenses only).
• Be mindful of the expiry date. Students must apply insurance top-up no later than one (1) month before the expiry date. It is
especially important for Indonesian students with a two-year visa as the insurance is valid for one (1) year only. The
University is not responsible for reimbursable expenses incurred during the uninsured period.
i-KAD
 The i-KAD will be used as an
identification card for foreign
students. It can also be used as a
means of identification in
Peninsular Malaysia.

 i-KAD is NOT a replacement of

passport (travel document).

 For any lost or damaged i-KAD, the

replacement fees will cost RM150 -
RM500.
Student Pass Renewal
 International Students should
monitor the expiry dates of their
student passes. They must also
meet the following requirements :
 No outstanding fees
 Course Selection for Current Semester or
Next Semester; whichever is applicable
 Class Attendance above 80%
 Academic Results with CGPA above 2.00
 Passport Validity more than 18 Months
 Within programme duration
*To appeal for the renewal application, International
Students should obtain a Supporting Letter from the
Dean of Faculty / Director of Centre or Institute, with
the official faculty stamp.
**Despite an Appeal Letter has been submitted, the
Immigration Department has the rights to reject the
renewal application or issue a FINAL or shorter period
of Student Pass.
Kindly note that the decision to approve the appeal is
solely at the discretion of the Malaysian Immigration
Department.
Student Pass Renewal
 Be mindful of the expiry date of
your Student Pass.
 Renewal of Student Pass must be
applied through the Faculty four
(4) months before expiration.
 E.g., If your Student Pass is expiring
in January 2022, renewal
application must be submitted to
the Faculty by

SEPTEMBER 2021
(four (4) months before expiration)
Above: Student Pass expiry date
Student Pass Renewal
Student Pass Renewal
 These are the factors leading to the
rejection of your renewal application:
 Class Attendance: Below 80%

 Academic Results: CGPA below 2.00

 FINAL stamp endorsed on current

Student Pass
Student Pass Renewal Status
The students can track the progress of their renewal application at
https://visa.educationmalaysia.gov.my/emgs/application/searchForm/

International Students are required to submit the passport at the VPU counter once the
application status reaches 50%.
Student Pass Renewal Process
*FOUR (4) MONTHS BEFORE
THE STUDENT PASS EXPIRY
DATE
YES

SUBMIT STUDENT PASS **SUBMIT PASSPORT

***OBTAIN ONE-YEAR
START RENEWAL APPLICATION AT FOR STUDENT PASS CONTINUE STUDIES?
VISA VALIDITY
FACULTY RENEWAL TO VPU

NO

CONFIRM WITH RO ON COMPLETED, WITHDRAW OR TRANSFER

COMPLETE PROGRAMME?
STUDENT STATUS

SUBMIT PASSPORT FOR

SUBMIT ONLINE
END STUDENT PASS WITHDRAW
WITHDRAWAL FORM
CANCELLATION

SUBMIT PROGRAMME
TRANSFER PROGRAMME
TRANSFER FORM TO RO
Note:
**The students are required to apply for a Special Pass if they submitted their passport to VPU in less than 8
working days before the expiry date of their student passes.

***Kindly note that the decision to approve your visa renewal is solely at the discretion of the Malaysian
Immigration Department.
Late Submission and Overstayed
 International Students MUST submit their
renewal application to VPU three (3)
months before the expiry date.
 Penalty for Late Submission will be imposed
if the International Students submitted their
renewal application in less than three (3)
months

 Further actions will be taken for the

International Students who OVERSTAYED

 Penalty; and /or

 Detention (imprisonment) or

 Deportation
Student Pass Cancellation

 International Students are

responsible for the
cancellation of their
student passes for the
following reasons:
 Graduate / Completion of Studies
 Withdrawal / Termination from
Programme
 Transfer Programme or Transfer
University
Note:
UCSI University will lodge a police report on those who fail to comply with the procedure of cancellation.
UCSI University will request the Malaysian Immigration Department to cancel their student pass.

Please refer to VPU for further assistance. 

Student Pass Cancellation Process

Note:
UCSI University will lodge a police report on those who fail to comply with the procedure of
cancellation. UCSI University will request the Malaysian Immigration Department to cancel their
student pass.

Please refer to VPU for further assistance. 

Other Passes and Matters

 Other passes are as follows:

 Dependant Pass - To apply for parents, children and/or spouse (for Postgraduate programme students only)
 Transfer Sticker - To transfer the student pass (sticker) to the new passport
 Special Pass - Temporary pass for student to legally stay in Malaysia

 International Students who wish to travel outside of Malaysia due to the

following matters are advised to refer to VPU before leaving the country:
 Internship Placement outside Malaysia

 Passport Renewal in Home country

 Residence Pass Renewal in UAE, Qatar etc.

Update Your Information in IIS
The International Students are required to
update the following details in IIS:
 Malaysian mobile number (+60)
 Malaysian residence address
 Personal email address
 Parent/Guardian’s phone number and
residence address
Loss of Passport
 International Students are responsible for START

the safekeeping of their travel

LODGE REPORT TO VPU
documents. IMMEDIATELY END

NO
APPLY FOR TRANSFER STICKER
 If the passport is lost or misplaced, REPORT TO VPU? WITH NEW PASSPORT AT VPU

students are required to: YES

YES

 Lodge a report to VPU immediately LODGE REPORT TO NEAREST

NEW PASSPORT ISSUED?
POLICE STATION
 Lodge a report to the nearest Police Station
NO
 Request for a new passport from High REQUEST FOR REPLACEMENT
REPORT TO POLICE
Commission/Embassy STATION?
YES FROM HIGH COMMISSION/
EMBASSY

 Apply for Transfer Sticker with New Passport at VPU NO

Please refer to VPU for further assistance IMMEDIATELY!

Thank You!
