Please read the Convocation Guide and Documents prepared as they provide a comprehensive details which you may refer to.
The tentative programme will be uploaded for reference once it has been approved for release.
Important Numbers and Emails :
Registrar’s Office: 088-511141/146 (Email : registrar@ucsf.edu.my)
Bursary’s Office: 088-511127 (Email : bursary@ucsf.edu.my)
Important Dates
Registration Date: Now until 30/12/2023 11.59 pm
Rehearsal Date: 13/1/2023
Gown Collection Date: 13/1/2023
Gown Return Date: 14/1/2023
1) When is the closing date of registration and payment to be made?
The last day for registration is on 30th December 2022 and payment is on 5th January 2023. Please take note, UCSF reserves the right to reject any late registration for the convocation ceremony.
2) Can we do the RSVP first but make a payment later?
Yes you can. But please make sure all payments are cleared by the latest 5th January 2023.
3) What should I do if I have not received an invitation letter yet?
All 2023 Convocation Ceremony Invitation Letters have already been sent out by email. If you did not receive your invitation letter please call the Registrar Office immediately to update your email address and we will send you your invitation letter.
4) What is the next process after we have made payment and uploaded the proof of payment on the websites? How can we know that our payment have been acknowledged?
UCSF will email you a Confirmation Letter once we cleared your payment. You will have to print the letter out or save it in your phone. You will need to show the letter to the secretariate during rehearsal day to collect your convocation package and gown.
5) I pay via CDM (ATM Deposit Machine), what should I state on the receipt of payment before uploading to the website?
You are advised to state your Student Name and Student ID to ease the payment verification process./p>
6) Can we attend the Convocation if we still have outstanding or owing to UCSF?
Yes, you may attend the Convocation Ceremony after you have registered and made all payment. However, you may only obtain your Official Scroll and Academic Transcript after you have settled all your outstanding payments. You are strongly advised to contact the Bursary for any inquiries or advise of your outstanding amount.
7) Does the Convocation fee of RM 400 include the payment for the so called studio photos?
No. Only the photos of you receiving the scroll are included. The studio is an outsourced services which we have arranged for the convenience of our graduates.
8) Can the convocation fee be deducted from any refund or deposit which you may have with UCSF? What is the procedure?
Yes, you may apply the balance you have with UCSF for the convocation fee. Please liaise and contact the Bursary Office to arrange for settlement, or for any inquiries with regards to your outstanding/balance of funds which you may have with UCSF.
9) How long can we hold the graduation gowns? When should the gown be returned?
You may collect the graduation gown during the rehearsal day at the pre-Functions Hall, Level 4, SICC and return the gown on convocation day after the ceremony. You may negotiate any extension of period with the gown supplier directly, but this may incur additional deposit.
10) Can I bring the graduation gown to UCSF?
Yes, we encourage you to take the opportunity of coming back to UCSF, or around Kota Kinabalu in your gown. Please bring your family members to have your pictures taken around the campus, especially with your fellow academicians, friends and family. We want you to have fun and to make this time a memorable time.
11) When will my scroll and transcript be given to me?
You will only be entitled to receive your official scroll and transcript at the secretariate table after you have returned the gown, and provided you have settled all outstanding with UCSF.
12) Do I have to fill out the online registration if I am not/cannot attend the convocation? What do I have to do if I cannot attend the convocation?
Yes, you still have to complete the online registration form by selecting the option that you will not be attending the convocation, and wish to be declared as receiving your scroll in absentia. This is to ease the process of UCSF in identifying the exact number of graduands attending the ceremony. You will need to pay an amount of RM100.00 and we will deliver the official scroll and transcript to you by post, provided you do not have any outstanding amounts.
13) I already paid RM100 and took my official scroll and transcript previously, can I attend the convocation? How much is the fee I have to pay?
Yes, you are welcome to attend the convocation. The breakdown of the convocation fee are as follows:
| Details | Amount (RM) |
|---|---|
| Convocation Participation Fee | 300.00 |
| Official Scroll & Transcript Fee | 100.00 |
| TOTAL | 400.00 |
14) Can I send a representative to take my scroll and transcript?
Yes you may. But please include a letter of authorization with your signature for authentication purposes. We may call you for authentication as well. UCSF will only release all scrolls and transcripts AFTER the convocation ceremony, provided that you do not have any outstanding amounts. However, you may formally write in (to the Registrar’s Office) to request your scroll and transcript to be delivered to you before the convocation ceremony, provided you have declared that you will receive your scroll in absentia.
15) Can UCSF provide a letter so we can apply for leave?
The Confirmation Letter will generally be the official letter for you to apply for your leaves. The Confirmation letter will be sent to you after your registration and payment has been validated. Please do not hesitate to contact the Registrar Office for any further assistance as we value your presence.
16) If I do not attend the convocation, do I also need to pay RM100 Processing Fee despite that I already paid RM100 and took my scroll and transcript previously?
No. You are not eligible to pay the Processing Fee. But if you need to replace your scroll and transcript due to loss or defectment, you will need to pay the fee for the replacement. Kindly contact the Registrar's Office at 088-511141/146 for assistance.
17) Can I apply to attend the next convocation if I cannot attend this convocation? When is the next convocation?
No, you may not choose which convocation to attend. The list of graduands allowed for a convocation involves a series of processes and it is endorsed by the Senate. However, you may formally write-in to appeal should you have a strong justification.
18) Can we apply to stay in the hostel during the Convocation?
We treasure the presence of all our graduands. You may apply to stay at UCSF hostel subject to beds availability. Please call Student Affairs Department 088511112 to make arrangement.
19) How about the seating arrangement?
All seating arrangements will be arranged by the Convocation Working Committee. They will be according to the Faculty and the Programme. Please attend the rehearsal on the 13th January 2023 to be familiarised with the procession.
20) Can I bring my 11-year-old sister/brother to enter the Convocation Hall?
The rules indicated that any child below 12 years old will not be allowed to enter the ceremonial hall. This is to avoid any disturbance during the prossession.
21) I will be conferred for both my Diploma and Bachelor’s Degree during the convocation, do I only have to pay RM400 convocation fee?
An additional amount of RM100 will be charged for your official Diploma scroll and transcript. You will receive both your Diploma and Bachelor’s Degree scroll and transcript at the secretariate table after the convocation and provided that you have settled all the outstanding amounts. If you had already paid RM100 and received your Diploma scroll and transcript previously, you are only eligible to pay RM400 convocation fee. You may choose to pay RM100 and take your Diploma scroll and transcript in person at UCSF Registrar’s Office later. Please call 088-511141/146 to arrange for self-pick up.
22) Does the RM100 processing fee include both my Diploma and Bachelor’s Degree scroll and transcript?
No. The RM100 processing fee only includes your official Bachelor’s Degree scroll and transcript. An amount of RM100 will be charged for your official Diploma scroll and transcript. We will post both your Diploma and Bachelor’s Degree scroll and transcript and convocation package to the mailing address stated in your registration form if you are not attending the Convocation Ceremony. You may also choose to obtain both your Diploma and Bachelor’s Degree scroll and transcript in person at UCSF Registrar’s Office. Please call 088-511141/146 to arrange for self-pick up.
23) Will my name be called twice for the conferment of both Diploma and Bachelor’s Degree programmes?
No. You will only be conferred for your Bachelor’s Degree programme. But, your previous Diploma programme will be honour and listed in the convocation booklet.
24) Can I request for extra tickets of entry to the ceremonial hall?
For such case, we need to be fair and will give priority to 2 extra tickets each. However, knowing that this is a grand event for you and your family members, should we have remaining tickets, similarly, you will be given priority on a first-come-first-serve basis. An amount of RM50 will be charged for each extra ticket. Kindly contact the Registrar's Office at 088-511141/146 for the request and assistance. The request for extra tickets will be opened until 13th January 2023, but depending on the availability of the seats left.
25) What is included in the payment for the extra tickets (RM50/each)? If we want to bring extra guests but they do not wish to enter the ceremonial hall, do we still need to pay for the extra tickets?
The RM50.00 extra tickets are inclusive of entry to the ceremonial hall where you can experience and observe the convocation ceremony live. Guests do not need to pay for extra ticket if they do not wish to enter the ceremonial hall.