• 1.1Only graduands who have fulfilled the completion criteria (of the programmes) and their names endorsed by UCSF Senate shall be entitled to attend the UCSF convocation.
• 1.2 To attend the convocation, graduands must submit the necessary convocation forms, including making the relevant payments, in order to confirm their attendances.
• The convocation forms can be acquired from the Registrar’s Office.
• Payment can be made by cheque, bank draft or direct debit to UCSF’s bank account. Please contact the Registrar’s Office for details.
• 1.3 Upon fulfilling the convocation requirements, students will be issued a Convocation Confirmation Letter by the Registrar.
• 1.4Graduands are reminded that the Convocation Ceremony is a serious ceremonial event with protocols which must be seriously adhered to. The university reserves the right to bar or relieve anyone who fails to abide by the ceremonial protocols and behave in an inappropriate manner.

• 2.1The convocation date, time and venue will be stated in the Convocation Confirmation Letter.
• 2.2 Graduands are required to report and register their attendances on the convocation day. They are required to arrive at the convocation venue early for the registration according to the schedule to avoid being barred from the Convocation Ceremony. It should be noted that once the Academic Procession begins, the graduands will not be allowed to enter the venue and attend the Convocation Ceremony.
• 2.3 Please note that any graduand who fails to abide by the attire or dress code will be barred from joining the Convocation Ceremony.
• 2.4 After the registration process, the graduands are required to quickly make their way to the designated queuing area, situated at the foyer of the convocation venue. The official in charge of the procession will provide guidance and instruction on how you should take your rightful position according to the sequence of entry prior to the start of the Convocation Ceremony.
• 2.5 The graduands will act respectfully and maintain their silence at all time. When called, the graduand will enter the convocation venue in an orderly manner. They are to follow the instruction of the official guides and usherettes.
• 2.6 During the ceremony, graduands are required to keep silent so as not to disturb the ceremony.
• 2.7 Graduands are required to remain at their designated seats at all times to prevent upsetting the order of the ceremonial award. They will be prohibited from leaving the hall during the course of the Convocation Ceremony, except for valid reasons.

• 3.1 All graduands must register their attendance at the registration counter prepared during the day of the convocation.
• 3.2 Upon registration at the Convocation Ceremony, graduands are required to present their Identity Card or other identification, including the Convocation Confirmation Letter to the officer in charge. Without the above documents, graduands are not allowed to register and participate in the Convocation Ceremony.
• 3.3 The University reserves the right to prohibit graduands who fail to conform to the registration process from participating in the Convocation Ceremony.
• 3.4 Upon registration, graduands will be issued with a 'Name Card' with the Student's and their Programme Names. They must keep this document article at all time as this article will be used to facilitate the convocation ceremonial arrangement, especially for announcing their names during the awarding of the scroll.

• 4.1 Prior to the date of the official Convocation Ceremony, a rehearsal will be conducted and graduands are strongly encouraged to participate in order to be familiar with the ceremonial event and flow.
• 4.2 The rehearsal date and time will be announced in the Convocation Confirmation Letter.
• 4.3 Graduands’ attire for the rehearsal must also be neat and appropriate. This includes footwear and anyone wearing slippers will be barred from participating in the rehearsal.

5.1 MALE'S ATTIRE
• 5.1.1 The general rule for males are their appearance and attire must be neat, formal and appropriate.
• 5.1.2 For the male’s attire, the following are recommended:
• 5.1.2.1Long-sleeve collared shirts worn with a tie and dark trousers. The shirts must be ironed and neat.
• 5.1.2.2 If wearing a suit, it is highly recommended that you wear it until the actual ceremony is over.
• 5.1.2.3 Traditional attire (which is appropriate and presentable).
• 5.1.2.4 National attire (Malay traditional clothes in the style of “cekak musang” collar, complete set of studs, songkok and samping) in black worn with black shoes and socks.
• 5.1.3 The footwear must be formal and must not expose any part of the feet. The formal code for footwear is dark leather shoes with dark socks. Slippers and sandals are strictly disallowed.
• 5.1.4 Graduands are not allowed to wear bow ties.
• 5.1.5 The hair of the graduands must be neatly cut, or tied, and tidy.


5.2 FEMALE'S ATTIRE
• 5.2.1 Female graduands are recommended to be well dressed and presentable. It is highly recommended that they too reflect elegance and appropriateness.
• 5.2.1.1 Collared blouse or dress with long sleeves. The dress must be long enough to cover their knees.
• 5.2.1.2 Skirts and slacks are allowable. Skirts should preferably be ankle-length.
• 5.2.1.3 Traditional attire (which is appropriate and presentable).
• 5.2.1.4 Baju kurung.
• 5.2.1.5 Sheer or diaphanous clothes are strictly prohibited. The shirt should cover the front and back of the neck. (Pantsuits are not allowed).
• 5.2.1.6 The footwear must be formal and must not expose any part of the feet. The formal code for footwear is dark leather shoes with dark socks. Slippers and sandals are strictly disallowed.
• 5.2.2 Any make-up should not be too excessive.


• 5.2.3 For safety purposes, female graduands are not allowed to wear clothing that covers their face.


5.3 CONVOCATION ROBES
The convocation robes are prepared by the university and this should be worn as the outer layer of the formal convocation attire. Graduands must acquire their convocation robes prior to the convocation day and they can refer to the Convocation Confirmation Letter for details.
Graduands who do not comply with these terms are not allowed to attend the event.

6.1 The convocation regalia for graduands will depend on the level of their awarded degree. The different levels of academic awards will be entitled to different sets of regalia, as shown in the table below:

Award Level	The Graduands’ Regalia
(a) Degree	i. Robe ii. Hood iii. Mortar Board
(b) Diploma	i. Robe ii. Mortar Board
(b Certificate	i. Robe only



• 6.2 Collection details for the convocation robes will be defined in the Convocation Confirmation Letter.

• 7.1 Generally, a graduand is allowed to bring two (2) guests only.
• 7.2 Graduands are required to inform their parents / guest(s) to wear appropriate attire for the ceremony, failing which the university may bar them from attending the Convocation Ceremony.
• 7.3 All guest(s) should be older than twelve (12) years old. Guests under twelve (12) years old are not permitted to enter the convocation ceremony venue.
• 7.4 The schedule of events will be published. The parents / guest(s) are required to take their seats according to the time specified.
• 7.5 During the actual ceremony, parents / guests are asked to be respectful of the seriousness of the ceremony by behaving appropriately; not making noise or moving around.
• 7.6 Parents / guest(s) are also prohibited from leaving the hall during the ceremony. They too must remain in their seat until the end of the Convocation Ceremony.
• 7.7 The attire for parents/guests should likewise be neat, presentable and tidy. They are to follow what has been set for the graduands excluding the robes.
• 7.8 Graduands should inform this rule to their parents / guest(s). Failure to abide by any of the rules and protocols may result in the parents / guest(s) being barred from the convocation cenremony.

• 8.1 As part of the protocol to maintain the conduciveness of the ceremony, as well as not to interrupt the flow of the ceremony, graduands and guests are seriously prohibited from taking any photographs.
• 8.2 The attendances and usherettes will take decisive actions on any graduand, parent or guest who fail to comply with this rule. Graduands should alert their parents / guest(s) about this strict prohibition.

• 9.1 Graduands are responsible for their own possessions. UCSF will not be responsible for any loss or damages of the possessions.
• 9.2 Graduands are also advised not to bring any of these items: bags, cameras, cell phones, pagers or any similar devices into the convocation hall.

• 10.1 The scroll and transcript can only be issued once to each graduand. Note that there will never be any re-issuance or replacement for these documents. UCSF can only issue certified true copies thereafter.
• 10.2 In order to avoid damages and mix-ups, the actual scrolls will not be issued during the Convocation Ceremony. They are to be claimed from the Registrar’s office after the convocation ceremony and after the gown have been returned.
• 10.3 UCSF reserves the right to withhold and retain the scroll of a graduand if the graduand has outstanding payments which has yet to be settled fully. UCSF will release the scrolls of the graduands upon them having fully settled their outstanding debts. However, they will be entitled to certified true copies of the scrolls.

• 11.1 This guide serves to provide information with regards to the preparation required for the Convocation Ceremony. Please bring this guide as well during the rehearsal.
• 11.2 For further details or enquiry, the graduand may refer to the UCSF official website or contact the Registrar Office at 088-511141, 511146 or Fax: 511218.

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.

Yes you can. But please make sure all payments are cleared by the latest 5th January 2023.

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.

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.

You are advised to state your Student Name and Student ID to ease the payment verification process.

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.

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.

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.

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.

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.

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.

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.

Yes, you are welcome to attend the convocation. The breakdown of the convocation fee are as follows:

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.

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.

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.

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.

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 088-511112 to make 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.

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.

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.

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.

No. You will only be conferred for your Bachelor’s Degree programme. But, we will also mention your previous Diploma programme during your conferment on the stage.