Student Handbook
(Procedure & Guideline) for Undergraduate Programmes

2014

Revised: April 2014

UCSI Education Sdn. Bhd. (185479-U)

VISION AND MISSION STATEMENT
OF UCSI UNIVERSITY
VISION STATEMENT
To be an intellectually resilient praxis university renowned for its leadership in academic pursuits and engagement with the industry and community

MISSION STATEMENT
 To promote transformative education that empowers students from all walks of life to be successful individuals with integrity, professionalism and a desire to contribute to society
 To optimize relationships between industry and academia through the provision of quality education and unparalleled workplace exposure via
Praxis Centres
 To spearhead innovation in teaching and learning excellence through unique delivery systems
 To foster a sustainable culture of research, value innovation and practice, in partnership with industries and society
 To operate ethically at the highest standards of efficiency, while instilling values of inclusiveness, to sustain the vision for future generations

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UCSI Education Sdn. Bhd. (185479-U)

Graduate Attributes
Getting a university degree is every student‟s ultimate dream because it opens doors to career opportunities anywhere in the world. A university degree is proof of one‟s intellectual capacity to absorb, utilize and apply knowledge at the workplace.
However, in this current competitive world, one‟s knowledge and qualifications alone are not enough to land that dream job or to sustain a meritorious career. Success takes more than intelligence. It requires a graduate to possess certain other personal attributes that would make you to stand out among others and be recognized as a person of substance.
We, at UCSI University, recognize the absolute importance of developing worthy personal attributes in our students that will make you very attractive to employers, or make you steadfast entrepreneurs on your own. Our Mission is to develop these characteristics in you.
Thus, we have developed a list of Graduate Attributes (below) which we endeavour to imbue in you throughout the course of your studies at UCSI University, through various activities, in and out of your lecture halls.
As our graduates, you will demonstrate the following attributes:
Attributes

Effective Communication
Skills

Creative and Critical
Thinking Abilities

Ethical and Civic
Responsibility

Knowledge of Disciplines

Indicators
The ability to present information in a highly coherent manner in different contexts:
 To speak proficiently
 To convey written information competently
 To utilize various information technology skills
 To present information precisely and accurately
The ability to analyze, assess, and utilize different thinking skills to determine the value of information and ideas:
 To utilize analytical thinking skills in different contexts
 To employ problem solving skills to resolve issues
 To think creatively to generate new ideas
 To use critical thinking skills to formulate alternative approaches to learning
The ability to function as responsible individuals with ethical values who are accountable to the local, national, and international community:
 To strive for justice, equality, honesty, and integrity in all personal and professional pursuits
 To acknowledge and accept the common responsibility to preserve the environment and its surroundings
 To actively contribute to the development of societal concerns
The ability to demonstrate sound understanding of concepts, theories and skills with effective application in relevant areas:
 To possess an in-depth knowledge of the discipline for effective decision-making
 To transfer skills across different disciplines
 To articulate pertinent interdisciplinary issues
 To generate new knowledge in different disciplines
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UCSI Education Sdn. Bhd. (185479-U)

Attributes

Interpersonal Skills

Lifelong Learning

Engaged Global
Citizen

Leadership

Entrepreneurship and
Management Skills

Indicators
The ability to work effectively and productively as members of a group:
 To interact and collaborate with others
 To commit and focus on group task or decisions
 To uphold the integrity and passion for individual and group work
 To acknowledge and appraise the contribution of others
The attitude of having a high regard for and commitment to continuous learning:
 To actively seek new learning opportunities
 To use reflective thinking to generate new learning
 For continuous engagement in learning new knowledge
 To learn independently
The ability to function in an international context with a deep appreciation for diversity:  To develop greater appreciation for cultural and racial diversity
 To communicate effectively in cross-cultural contexts
 To think across national and international borders
 To function in a global environment
 To become more knowledgeable about international current issues
The ability to lead in different contexts to innovate and create change:
 To initiate responsible actions to create change for the common good
 To adopt and adapt change to motivate others
 To initiate the development of new ideas
 To lead with a high regard for ethical standards
The ability to create and restructure a context and/or an organization to innovate and generate business ideas:
 To evaluate the context and viability of an organization or business
 To optimize available resources in a constraint environment
 To engage risk and reality in decision-making
 To seek and network with different sources
 To generate new ideas for a new business venture
 To negotiate effectively

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UCSI Education Sdn. Bhd. (185479-U)

PREFACE
The Student Handbook (Procedures & Guidelines) is designed to assist you to be familiar with the practices of the University on matters relating to academic and general administration. However, for further clarification, on all the procedures or guidelines, you need to refer to the respective departments, or to the
Student Affairs Office. Hence, it is your responsibility to comply and abide by all the Procedures &
Guidelines stated.
Responsibility of the University:








to serve and provide you with a well-rounded education  to safeguard and protect all your private information, documents and other personal details and that of your parents/guardians within the University. Such information should enjoy total confidentiality within and outside the University at all times. However, the University reserves the right to reveal the details or any part of them to the approved government authorities upon their request and in compliance with the law to seek continuous improvement and setting high attainable standards of education and services to deal with complaints promptly.

Obligation and undertaking of a student: 


















to understand and comply with all the rules, regulations, procedures and guidelines stated in the
Student Handbook (Procedures & Guidelines). to behave and act in a responsible and orderly manner at all times and avoid engagements in actions which will disrupt the academic environment  to use the facilities provided responsibly and not cause damage to the University‟s properties  to attend all classes punctually and complete all assignments, class work and laboratory work as required  to maintain regular contact with your respective School/Faculty, and duly notify them of any difficulties encountered to obtain the necessary advice to adhere to all deadlines set by the University and/or by lecturers  to respond to reasonable requests from staff without any undue delay  to make full use of the resources and support services provided.

The University has the right to amend or delete any part of this Handbook or its content in line with the University’s policy as well as in compliance with the government regulations and requirements from time to time.
This Handbook contains extracts of the University policy, procedure, and guidelines deemed to be relevant to students.
However, reference to the full policy is advised for comprehensive clarity. A separate list of policies is also available at Student
Affairs for further reading.

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UCSI Education Sdn. Bhd. (185479-U)

ABBREVIATIONS
CBT
CCTV
CECS
CGPA
CO–OP
CPU
CV
E.G.
ECA
ELE
ELS
EPF
ETC
F
GIRO
IBT
ID
IELTS
IHL
IIS
VPU
IPTA
ISP
KUL
LOA
MOHE
MQA
MPW
MUET
MUFY
OPAC
P
QAE
RO
SAM
SAA
SDB
SMS
SPM
SSL
STPM

Computer-Based Training
Closed Circuit Television Monitoring & Recording Policy
Co–Operative Education and Career Services Unit
Cumulative Grade Point Average
C –Operative Placement
Canadian Pre-University
Curriculum Vitae
Example
Extracurricular Activities
Extracurricular Learning Experience
English Language School
Employees Provident Fund
Etcetera
Fail
General Interbank Recurring Office
Internet-based Test
Identity
International English Language Testing System
Institution of Higher Learning
Integrated Information System
Visa Processing Unit
Institut Pengajian Tinggi Awam
Internet Service Provider
Kuala Lumpur
Letter of Admission
Ministry Of Higher Education
Malaysian Qualification Agency
Mata Pelajaran Wajib
Malaysian University English Test
Monash University Foundation Year
Online Public Access Catalogue
Pass
Center for Quality Assurance and Enhancement
Registrar‟s Office
South Australian Matriculation
Student Affairs & Alumni
Student Disciplinary Board
Short Message Service
Sijil Pelajaran Malaysia
Secure Sockets Layer
Sijil Tinggi Persekolahan Malaysia
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UCSI Education Sdn. Bhd. (185479-U)

SWK
TOEFL
TRG
TLI
UEB
UEC
URL
WD

Sarawak
Test of English as a Foreign Language
Terengganu
The Language Institute
University Examination Board
Unified Examination Certificate
Uniformed Resource Locator (the global address of documents and other resources on the World Wide Web)
Withdrawn

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UCSI Education Sdn. Bhd. (185479-U)

CONTENTS
ADMISSION AND REGISTRATION ............................................................. 12
1 Admission ............................................................................................................................................................................. 12
1.0 General .............................................................................................................................................................................. 12
1.1 Entry Requirements ........................................................................................................................................................... 13
1.2 Letter of Admission ............................................................................................................................................................ 13
1.3 Conditional Letter of Admission ........................................................................................................................................ 13
1.4 Validity of Offer ................................................................................................................................................................. 14
1.5 English Language Requirements ....................................................................................................................................... 14
1.5.1. Exemptions ................................................................................................................................................................................... 15
1.5.2. No Exemptions.............................................................................................................................................................................. 15
1.5.3. English Enrichment Programme ................................................................................................................................................... 16

1.6 English Requirements for Selected African Countries ...................................................................................................... 18
2 ORIENTATION ............................................................................................................................................................................. 18
3 COMMENCEMENT OF CLASSES ................................................................................................................................................... 18
4 DEFERMENTS OF STUDIES .......................................................................................................................................................... 19
4.0 General .............................................................................................................................................................................. 19
4.1 Procedure for Deferment ................................................................................................................................................... 19
4.2 Fees in Deferment Cases ................................................................................................................................................... 19
5 TRAVELS DURING SEMESTER & EXAMINATION .......................................................................................................................... 19
6 TRANSFER OF PROGRAMME ....................................................................................................................................................... 20
6.0 General .............................................................................................................................................................................. 20
6.1 Eligibility and Procedure .................................................................................................................................................. 20
6.2 Courses Completed Previously .......................................................................................................................................... 20
7 GOVERNMENT REQUIREMENTS .................................................................................................................................................. 20
7.0 Mata Pelajaran Wajib (MPW) – commencing intake prior to July/ September 2013 ....................................................... 21
7.1 Malaysian Students............................................................................................................................................................ 21
7.2 Exemptions or Credit Transfer for Mata Pelajaran Wajib (MPW) Courses ..................................................................... 21
7.3 Mata Pelajaran Umum (MPU) – commencing July/ September 2013 intake and onwards .............................................. 22
8 SELECTION OF COURSES............................................................................................................................................................. 24
8.0 Nature ................................................................................................................................................................................ 24
8.1 New and Existing Students ................................................................................................................................................ 24
8.2 Procedure .......................................................................................................................................................................... 24
8.3 Minimum Credit Hours...................................................................................................................................................... 24
8.4 Checking for Approval ...................................................................................................................................................... 25
8.5 Changing the Courses Selected ......................................................................................................................................... 25
8.6 Processing Fee for Late Course Selection......................................................................................................................... 25
8.7 Attendance Listing ............................................................................................................................................................. 25
8.8 Adding and Dropping of Courses ...................................................................................................................................... 26
8.9 Modular Subjects and Courses .......................................................................................................................................... 26
8.10 Withdrawal of Courses .................................................................................................................................................... 26
8.11 Marginally Passed / Failed Courses (refer to Results – Marginal Fail) ......................................................................... 26
9 COURSE COMPONENTS ............................................................................................................................................................... 27
9.0 Nature and Structure of Courses ....................................................................................................................................... 27
9.1 Cumulative Marks ............................................................................................................................................................. 28
9.2 Submission of Coursework ................................................................................................................................................ 28
9.3 Attendance and Absenteeism ............................................................................................................................................. 29

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10 TRANSCRIPTS AND EXAMINATION RESULTS............................................................................................................................. 29

CESSATION OF PROGRAMMES .................................................................. 30
11 POLICIES GOVERNING DISCONTINUATION OF STUDIES ............................................................................................................ 30
11.0 General ............................................................................................................................................................................ 30
11.1 Withdrawal ...................................................................................................................................................................... 30
11.2 Termination of Studies ..................................................................................................................................................... 30
11.3 Appeal Process ................................................................................................................................................................ 31
11.4 Cessation of Academic and Administrative Services ....................................................................................................... 31
11.5 Deportation ..................................................................................................................................................................... 31

CO-OPERATIVE PLACEMENT .................................................................... 32
12 POLICIES GOVERNING CO-OPERATIVE PLACEMENTS ............................................................................................................... 32
12.0 Nature and General ......................................................................................................................................................... 32
12.1 Pre-Requisites for Co-Op ................................................................................................................................................ 33
12.1.0 Academic Pre-requisites............................................................................................................................................................... 33
12.1.1 Non-Academic Pre-requisites ...................................................................................................................................................... 33

12.2 Exemption from Co-Op.................................................................................................................................................... 33
12.3 Co-Op Dates and Deadlines ............................................................................................................................................ 34
12.4 Academic Transcripts for Co-Op Students ...................................................................................................................... 34
12.5 Job Placements for CO-Op, Level 1 Students.................................................................................................................. 35
12.6 Obtaining a Co-Op Job ................................................................................................................................................... 35
12.6.0 Finding Own Co-Op Job .............................................................................................................................................................. 35
12.6.1 Finding Own Co-Op Job Outside Malaysia ................................................................................................................................. 36
12.6.2 Finding a Co-Op Job through CECS ............................................................................................................................................ 36

12.7 Terms of Employment ...................................................................................................................................................... 37
12.8 Confidentiality of Employer’s Information ...................................................................................................................... 37
12.9 Site Visit by UCSI University Staff .................................................................................................................................. 37
12.10 Handling Workplace Issues ........................................................................................................................................... 37
12.11 Resignation from a Co-Op Job / Change of Co-Op Job ................................................................................................ 38
12.12 Taking Leave / Time-Off / Holiday While on Co-Op ..................................................................................................... 38
12.13 Medical Leave ............................................................................................................................................................... 39
12.14 Termination and Layoffs ................................................................................................................................................ 39
12.15 End of a Work Term ...................................................................................................................................................... 39
12.16 Breach or Non-Compliance of Co-Op Student Policy ................................................................................................... 40

EXTRACURRICULAR LEARNING EXPERIENCE (ELE) ....................... 40
13.0 INTRODUCTION TO EXTRACURRICULAR LEARNING EXPERIENCE (ELE) ............................................................................... 41
14.0 THE ACADEMIC CREDITS ...................................................................................................................................................... 41
15.0 ASSESSMENT ......................................................................................................................................................................... 41
15.1MyECA Profile ................................................................................................................................................................ 42
16.0
PROGRAMMES INVOLVED ............................................................................................................................................. 42
16.1
Faculty of Social Sciences and Liberal Arts ........................................................................................................... 42
16.2
Faculty of Business & Information Science ........................................................................................................... 42
16.3
Faculty of Applied Sciences ..................................................................................................................................... 42
16.4
Faculty of Hospitality and Tourism Management .................................................................................................. 42
17.0 MYECA PROFILE AND POINTS ACCUMULATION ............................................................................................................... 43
18.0 POINT ALLOCATION FOR THE OVERALL CATEGORY ........................................................................................................ 43
18.1
CATEGORY A: PARTICIPATION ......................................................................................................................... 43
18.2 CATEGORY B: LEADERSHIP POSITIONS .............................................................................................................. 45
18.3
CATEGORY C: BONUS POINTS (FOR MULTIPLE ACHIEVEMENTS) ......................................................... 46
19.0
EXEMPTION .................................................................................................................................................................. 47
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UCSI Education Sdn. Bhd. (185479-U)

EXAMINATIONS .............................................................................................. 51
20 FINAL EXAMINATION COMPONENT .......................................................................................................................................... 51
20.0 Nature .............................................................................................................................................................................. 51
20.1 Examination Timetable .................................................................................................................................................... 51
20.2 Eligibility, Barring and Un-Barring ................................................................................................................................ 51
20.3 Quarantine....................................................................................................................................................................... 52
21 EXAMINATION REGULATIONS .................................................................................................................................................. 52
21.0 Examination Token .......................................................................................................................................................... 52
21.1 Prohibited Items in the Examination Hall ....................................................................................................................... 53
21.2 Mobile Phone in the Examination Hall ........................................................................................................................... 53
21.3 Washroom Procedures .................................................................................................................................................... 54
21.4 Seating Arrangements ..................................................................................................................................................... 54
21.5 Attendance Slips and Waiting Period .............................................................................................................................. 54
21.6 Examination Materials .................................................................................................................................................... 54
21.7 Time Keeping ................................................................................................................................................................... 55
22 ABSENTEEISM FROM FINAL EXAMINATION .............................................................................................................................. 55
23 COMPUTATIONS OF MARKS AND THE 40% RULE ..................................................................................................................... 56
24 CHEATING AND MISCONDUCT .................................................................................................................................................. 58
24.0 Definition of Cheating ..................................................................................................................................................... 58
24.1 Consecutive Cheating ...................................................................................................................................................... 59
24.2 Misconduct during Examination ..................................................................................................................................... 59
25 PASSING MARKS AND GRADES................................................................................................................................................. 60
26 RESULTS .................................................................................................................................................................................. 61
26.0 Release and Publication .................................................................................................................................................. 61
26.1 Withholding of Results ..................................................................................................................................................... 61
27 APPEALS AND RE-EVALUATION OF MARKS ............................................................................................................................. 61
27.0 Nature & Definition ......................................................................................................................................................... 61
27.1 Re-Evaluation Procedure ................................................................................................................................................ 61
27.2 Outcomes of Appeals and Re-Evaluation ........................................................................................................................ 61
28 SUPPLEMENTARY EXAMINATIONS............................................................................................................................................ 62
28.0 Nature and Eligibility ...................................................................................................................................................... 62
28.1 Computation of Supplementary Marks and Capping at 50% .......................................................................................... 62
28.2 Procedure and Fees ......................................................................................................................................................... 63
28.3 Absenteeism in Supplementary Examination ................................................................................................................... 64
28.4 Appeals and Re-Evaluation of Supplementary Examination Results............................................................................... 64
29 COURSES WITHOUT THE FINAL EXAMINATION COMPONENT .................................................................................................... 64
30 CHALLENGE EXAMINATIONS.................................................................................................................................................... 64
30.0 Nature and Eligibility ...................................................................................................................................................... 64
30.1 Absenteeism for the Challenge Examination ................................................................................................................... 65
30.2 Computation of the Challenge Examination Marks ........................................................................................................ 65
31 IMPROVEMENT OF GRADES ...................................................................................................................................................... 65

PLAGIARISM .................................................................................................... 66
32 POLICIES GOVERNING PLAGIARISM ......................................................................................................................................... 66
32.0 Nature and General ......................................................................................................................................................... 66
32.1 Plagiarism in Course Work Components ........................................................................................................................ 66
32.2 Plagiarism in a Major Project / Thesis / Dissertation ..................................................................................................... 67
32.3 Plagiarism in Group Work .............................................................................................................................................. 68
32.4 Repeated Plagiarism (Second Time) ............................................................................................................................... 68
32.5 Repeated Plagiarism (Third Time) .................................................................................................................................. 68
32.6 Repeated Plagiarism (Beyond the Third Time) ............................................................................................................... 69
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32.7 Plagiarism at Foundation Level ...................................................................................................................................... 69
32.8
Plagiarism at Undergraduate and Post-Graduate Levels......................................................................................... 69

PROGRESSION AND AWARDS..................................................................... 69
33 POLICIES GOVERNING PROGRESSION AND AWARDS ................................................................................................................ 69
33.0 General ............................................................................................................................................................................ 69
33.1 Classification of Honours Degrees .................................................................................................................................. 70
33.2 Progression of Study........................................................................................................................................................ 71
33.2.0 Progression from Foundation Programme to Undergraduate Degree Programme ....................................................................... 71
33.2.1 Progression within the Undergraduate Degree Programme ......................................................................................................... 71
33.2.2 Progression from Undergraduate to Postgraduate Degree Programme ........................................................................................ 71

33.3 Passing Marks ................................................................................................................................................................. 71
33.4 Progression of Studies (Foundation to Degree Year 1)................................................................................................... 71

INTERNATIONAL STUDENTS ...................................................................... 74
34 POLICIES GOVERNING INTERNATIONAL STUDENTS .................................................................................................................. 74
34.0 General ............................................................................................................................................................................ 74
34.1 Registration and Admission ............................................................................................................................................. 74
34.2 General Requirements ..................................................................................................................................................... 75
34.3 Withdrawal and Refund ................................................................................................................................................... 75
34.4 Withdrawal and Student Visa .......................................................................................................................................... 75
34.4.0 Cancellation ................................................................................................................................................................................. 75
34.4.1 Renewal ....................................................................................................................................................................................... 76

34.5 Medical Insurance ........................................................................................................................................................... 77

LIBRARY ............................................................................................................ 77
35 RULES & REGULATIONS ........................................................................................................................................................... 77
35.0 General ............................................................................................................................................................................ 77
35.1 General Requirements ..................................................................................................................................................... 78
35.2 General Prohibitions ....................................................................................................................................................... 78
35.3 Circulation Services ........................................................................................................................................................ 79
35.3.0 Books ........................................................................................................................................................................................... 79
35.3.1 Journals / Magazines .................................................................................................................................................................... 79
35.3.2 Reference Materials ..................................................................................................................................................................... 79
35.3.3 Red-Spot Books ........................................................................................................................................................................... 79
35.3.4 Audio Visual Materials ................................................................................................................................................................ 79
35.3.5 Students‟ Project Reports ............................................................................................................................................................. 79
35.3.6 Other Library Materials ........................................................................................................................................................... 80

35.4 Rules on Borrowing ......................................................................................................................................................... 80
35.5 Renewals.......................................................................................................................................................................... 80
35.6
Loss or Damage ........................................................................................................................................................ 80
35.7 Fines ................................................................................................................................................................................ 81

DRESS CODE ..................................................................................................... 81
36 RULES & REGULATIONS ........................................................................................................................................................... 81
36.0 General ............................................................................................................................................................................ 81

APPENDICES ..................................................................................................... 82
APPENDIX 1 .................................................................................................................................................................................. 82
APPENDIX 2 .................................................................................................................................................................................. 85
APPENDIX 3 .................................................................................................................................................................................. 88

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UCSI Education Sdn. Bhd. (185479-U)

ADMISSION AND REGISTRATION
1 Admission
1.0 General
All applicants are to submit a duly completed Application Form or via UCSI University Online Registration site, enclosing a certified copy of the relevant documents required.
An applicant is advised to complete the Application Form or online registration in detail and in legible handwriting (if Application Form submission is made). Please ensure the clarity of your name, correspondence address and contact numbers. Your name must be as printed on the identity card (for
Malaysians) or passport (for international students) for the legitimate name to be printed on the academic certificate issued and/ or to facilitate processing of the visa / immigration-related matters.
Once admitted into the programme, you, the student, should ensure that your details are updated accordingly and regularly.
Admission to any programme offered by the University is subject to meeting the academic entry requirements and submission of the following:
(a) A complete set of certified true copy of your previous academic achievements, certificates and / or transcripts, and
(b) For Malaysian students
(i)
A certified copy of your Malaysian National Registration Identity Card (NRIC)
(ii)
One (1) copy of your passport-sized photograph with blue background.
(c) For International students
(i)
Full set of passport copies including the front and back cover with at least one year validity period (for visa application purposes)
(ii)
One (1) copy of your passport-sized photograph with blue background (for visa application purposes). The requirements for No Objection Certificate (NOC) is applicable to Sub-Saharan countries. For Nigerian applicants, an Eligibility Letter is required.
A full Admission Letter will only be issued upon you meeting the full conditions, including the required admission documents as stipulated by the University.
Applications will be forwarded to the Finance Office/ via the e-Payment portal pay for Registration Fee payment before a Letter of Admission enclosing Appendix I, stipulating the terms of the offer, is issued.
You are to read and understand the stipulated terms before returning a copy of the duly signed Appendix 1 to the Registrar‟s Office. With this, your application process is completed.
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UCSI Education Sdn. Bhd. (185479-U)

1.1 Entry Requirements
Since entry requirements for all programmes may differ from one to another, applicants are advised to ascertain the exact entry requirements or seek the University counsellors‟ assistance prior to applying. Only applicants who meet the minimum programme entry requirements may be admitted accordingly.
The programme entry requirements are governed by the Malaysian Ministry of Higher Education and/ or the relevant Professional Boards and/ or authorities (e.g. the Nursing Board, Pharmacy Board, the Board of
Engineers, the Malaysian Medical Council, etc.). For applications into Pharmacy and Medical programmes, an interview would be part of the application process. Therefore, applicants for these programmes are required to meet the programme‟s entry requirements, as well as pass the interview session, before an offer can be made to you.
For the Music programmes, in addition to meeting the programme‟s academic entry requirements, you will also be subjected to an audition for further assessment, before an offer is made to you.
1.2 Letter of Admission
Applicants who satisfy the programme‟s entry requirements and, where applicable, passed the interviews or auditions, will be issued with a Letter of Admission.
Fees stipulated in the Letter of Admission are to be paid within the stipulated time period. The UCSI
University reserves the right to increase the fees that are applicable and payable, and that the fees mentioned/stated in the letter of acceptance shall only apply to the time stipulated therein only.
For the admission of the Medicine and/ Pharmacy programmes, as there is a limited seat in the Medicine and/ or Pharmacy programmes, the delay or non-forthcoming payment of fees as stipulated in the Letter of
Admission will result in not securing a seat in the programme. The Admission quota for these critical programmes is governed by the respective professional Boards. Therefore, payment of the required fees does not guarantee acceptance. Upon receiving the full payment of the fees as stipulated in the Letter of
Offer, and the quota for the programmes have yet to be met, a Letter of Acceptance will be issued to you for admission into these critical programmes.
1.3 Conditional Letter of Admission
A Conditional Letter of Admission may be issued to an applicant whose academic results or other certified true copy of the admission documents have yet to be received at the point of application or required to fulfil additional academic requirement prior to admission into/ commencing the intended programme. In the case where certified true copy document is required, the documents must be certified by the authorised and approved authorities.

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UCSI Education Sdn. Bhd. (185479-U)

A Conditional Letter of Admission may also be issued under the following circumstances:
a) International students intending to transfer from another Malaysian higher educational institution.
Among others, the following documentations must be submitted and verified before the Letter of
Acceptance is issued:


Release Letter from the former institution



Attendance Record of the programme studied in the previous institution meets the minimum
80% attendance requirement as required by the Malaysian Immigrations



Academic result with a minimum CGPA 2.00 in the previous institution.

b) Applications that require further verification of document(s) due to inconsistent information such as different names on various identification and/ or admission documents.
c) Applications with forecast results or academic entry requirements that is not listed in the programme entry list approved by the University and/ or Moshe or Professional Bodies governing the programme. The conditional admission is usually made by UCSI University on the terms and conditions that fulfil the entire entry requirements. It is your responsibility to fulfil all the requirements, failing which; you will be prohibited from continuing in the programme or from graduating.
1.4 Validity of Offer
Letters of Admission (with or without conditions) are valid only for a period of two (2) semesters or eight months; whichever is shorter. Applicants who have not accepted the offer at the point of application and still failed to do so within the offer validity period, will have your successful offers withdrawn and the registration / application fees forfeited.
When the period of offer has lapsed, and you are still keen to pursue the programme, you are required to reapply for the programme. Such applications will then be considered under the programme entry requirements and fees applicable at the point of time of the re-application. For critical programmes, validity will be more restrictive and the offer validity period will not be applicable to these programmes.
1.5 English Language Requirements
In addition to the academic requirements, UCSI University students are also required to meet the English
Language requirements. This requirement is one of the programme completion and graduation requirements.
A student who does not meet the University‟s English Requirement will need to complete the required
English Enrichment Programme and/ or Basic English and Foundation English.
Placement into the various English courses depends on the English qualification you have at the point of admission and/ or the outcome of the English placement test, if any.
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Basic English must be taken in the first semester of your programme followed by the English Foundation.
However, specialized courses can be taken concurrently.
1.5.1. Exemptions
Exemptions from the English Foundation course can be granted for the following corresponding requirements: i.

London or Cambridge Boards A-level qualifications

ii.

STPM with

MUET Bands 5 and 6, or

SPM English with minimum grade of A-

iii. London or Cambridge O-Level qualification with minimum Grade C in English iv. SPM English with a minimum grade of Av.

UEC with minimum grade of A2 in English

vi. SAM/CPU qualifications vii. Monash University Foundation Year (MUFY) Certificates viii. TOEFL550/CBT213//iBT79-80/IELTS Band 5.5 ix. Applicants who have studied at least one year in a diploma programme at an Institution of Higher
Learning where English is the medium of instruction. You must have undergone 12 years of primary and secondary education before entering the diploma programme
x.

Applicants who have studied one year of local matriculation or foundation in which English is the medium of instruction are exempted from the English Foundation

xi. Holders of diplomas from government polytechnics who have passed A1003, A2003, A3005/A4001 and A5001 (or Levels I, II, III and IV) with a minimum of 60% or CGPA equivalent
When in doubt or in uncertain cases, you are required to sit for the English Placement Test.
1.5.2. No Exemptions
Applicants who fall within the guidelines below are not eligible for exemptions in English:
i.

International students without any of the above listed qualifications must sit for the English
Placement Test and be placed in the respective levels of the Certificate in English. A successful score must be obtained before you are allowed to take any academic courses

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UCSI Education Sdn. Bhd. (185479-U)

ii.

MUET < Band 5,

Band 1: to complete Levels 5 – 7 of the English Enrichment Programme.

Band 2: to complete Levels 8 – 10 of the English Enrichment Programme.

Band 3: to complete Basic English

Band 4 : to complete the English Foundation

iii. Students with Grade G in SPM English are to complete Levels 8 – 10 of the English Enrichment
Programme
iv. SPM/UEC with a grade D or E/C7-C8 in English: to complete Basic English
v.

SPM/UEC with a grade C-, B+ / B3-B6 in English: to complete the English Foundation

vi. Certificate holders from government polytechnics who have passed A1003, A2003 and
A3005/A4001 with a minimum of 60% or CGPA equivalent: to complete the English Foundation vii. Applicants who have completed Level 109 from ELS are exempted from Level 10 of the English
Enrichment Programme.
1.5.3. English Enrichment Programme
The structure of the English Enrichment Programme is as follows:
Table 1.0 Structure of the English Enrichment Programme (2013-08 onwards)
Level
Name of Level
Certificate Equivalency
1
English Enrichment Programme Level 1
2
English Enrichment Programme Level 2
- NA3
English Enrichment Programme Level 3
4
English Enrichment Programme Level 4
5
English Enrichment Programme Level 5
English Enrichment Programme Level 6
6
7
English Enrichment Programme Level 7
- NA8
English Enrichment Programme Level 8
9
English Enrichment Programme Level 9
10
English Enrichment Programme Level 10

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UCSI Education Sdn. Bhd. (185479-U)

Table 1.1: Structure of the English Enrichment Programme
(2012-07 to 2013-07)

Level
1
2
3
4
5
6
7
8
9
10

Name of Level
Beginner 1
Beginner 2
Elementary 1
Elementary 2
Pre-Intermediate 1
Pre-Intermediate 2
Intermediate 1
Intermediate 2
Upper-Intermediate 1
Upper-Intermediate 2

Certificate Equivalency
- NA-

- NA-

Table 1.3: Structure of the English Enrichment Programme (Prior to 2012-06)

Level
1
2
3
4
5
6
7
8
9
10

Name of Level
Beginner
Elementary 1
Elementary 2
Pre-Intermediate 1
Pre-Intermediate 2
Intermediate 1
Intermediate 2
Upper-Intermediate 1
Upper-Intermediate 2
Advanced

Certificate Equivalency
- NA-

Certificate in English

The passing score for each level of the English Enrichment Programme is 70%. You will have to repeat the level, if your score is < 70%. If your score is ≥ 70% at Level 10*, you can then proceed to register for the specialization courses. A Certificate of English will be awarded to you upon completion of Levels 5 to 10.
Award of Certificate of English is only applicable for intakes prior to August 2013.
* students enrolled and completed English Level 10 prior to July 2012 semester are to register and pass the
English Foundation Course in the first semester of the academic programme
The passing score for Basic English and the English Foundation courses/courses is 50%. Students who score< 50% in these courses are required to repeat the course. There are no supplementary examinations for these courses.

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1.6 English Requirements for Selected African Countries
There is continuous effort to map the English equivalency of various countries to UCSI University‟s requirements by the UCSI Professional Academy (UPA), the English academic arm of the UCSI Group. A set of equivalency tables (see Appendix 3) has been established for selected African countries.
2 Orientation
As in-coming new students, you are required to attend an Orientation to familiarize yourself with the environment, the Schools / Faculties, the premise, the systems, to understand the rules and regulations and other essential procedures before starting your academic classes. The Orientation will help you to settle to the administrative requirements on a guided basis. It is also an opportunity to exchange information and develop new friendships before the start of a hectic semester. Students have found the Orientation to be useful and beneficial on first arriving at the Campus. Thus, all new students are strongly encouraged to attend it.
3 Commencement of Classes
Students (new and existing) are required to attend the very first classes at the beginning of the semester to avoid missing important information that may affect your lessons for the whole semester. The timetable is usually made available at the following areas:





notice boards of the respective Schools/Faculties  website/IIS/eTimetable (soft copy) – except for A Levels, Nursing, Pharmacy and Medicine programmes. 

You are to view, check and be guided by the Academic Calendar issued yearly in November for the following academic year.

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4 Deferments of Studies
4.0 General
Deferment of Studies may be defined as the approved period of non-study requested by a student. The reasons for this request must be valid and acceptable before approval can be given. This is especially applicable to international students who are residing in Malaysia on student visas. The approved deferment must be accompanied with your confirmed air ticket to leave the country during the specific period of deferment. You are strongly discouraged to defer your studies on tolerable grounds as it will prolong your length of studies. The norm allowable deferment period at any one time is one (1) semester. Requests for subsequent deferment of semester are unlikely to be granted with approval but may be considered on a caseby-case basis, depending on the circumstances. Absence for two (2) semesters or eight months
(whichever is longer) without notification will result in automatic termination of your studies. Should this happen, a student who wishes to continue with the programme, may need to re-apply as a new student.
4.1 Procedure for Deferment
The request for deferment must be accompanied by a duly completed Deferment Form and a confirmed air ticket indicating your departure date (for an international student). You must seek approval from the relevant Department/School/Faculty as stated in the form before submitting the duly completed form to the
RO. In the event the deferment is on medical grounds, supporting documents from the respective medical centre is required.
The deadline for a deferment request is stipulated in the academic calendar. The request for deferment should be made and finalized by the stipulated deadline.
4.2 Fees in Deferment Cases
When approval is granted for a deferment request made for the following semester, the tuition fees payable for the deferred semester will be exempted. However, if the deferment is for the existing active semester, the fees will be ascertained by the Group Finance Office and the rules governing the deferment.
5 Travels during Semester & Examination
While travelling is allowed during the semester breaks or weekends, you are not encouraged to travel or tour during the semester or examination periods indicated in the academic calendar. Requests for travel documents and letters from the RO will not be entertained. It is only on valid grounds or extenuating circumstances that you may apply for a deferment. If approved, you would usually return to your home country (no travel letter is required) and not to another country (where a letter issued by UCSI University is required). Leisure travel and tour during the semester will inevitably affect the accumulation of component marks, if not the studies of a student.
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6 Transfer of Programme
6.0 General
A transfer of programme is defined as a switch from an existing programme of study to a new programme, effective in the next new semester.
6.1 Eligibility and Procedure
To initiate a transfer of programme, you must possess the following:








full acceptance into an existing programme meeting of the entry requirements of the programme intended to transfer to approval from the Dean of the accepting Faculty approval from the Dean of the departing Faculty approval from the Registrar‟s Office approval from the International Office for student visa purposes (International Students)
Approval from the Finance Office and the payment of the programme transfer fee of
*RM150/-.
* The University reserves the right to change the amount from time to time without prior notice.

The duly completed (with approvals from the various authorized members of the faculties and/ or departments required) Programme Transfer Form is to be completed and submitted to the RO by the stipulated deadline.
In any case, the transfer cannot take effect immediately unless the transfer was promptly completed at the end of the semester, after the final examination. A sponsored student (especially by governments) is required to obtain prior approval from the sponsoring agency before the transfer request is considered.
As and when government new regulations and/or changes are enforced, the University is compelled to adhere to and execute such latest intervening rules without prior notice.
6.2 Courses Completed Previously
You are to seek advice from the Head of Department of a new programme to ascertain the number of courses that can be transferred or exempted in the new programme.
7 Government Requirements
Through the Malaysian Qualifications Agency (MQA), the Ministry of Education, Higher Education
Sector (MOHE) has imposed the following requirements on programmes offered by all private tertiary education providers:
(i) Mata Pelajaran Wajib (MPW)/ Compulsory Courses
This requirement is applicable to students who have been admitted into intakes prior to July/
September 2013 at UCSI University
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(ii) Mata Pelajaran Umum (MPU)/ General Courses
This requirement is applicable to all students who have been admitted into July/ September 2013 intake and onwards.
7.0 Mata Pelajaran Wajib (MPW) – commencing intake prior to July/ September 2013
This requirement is imposed on Malaysian students to undertake and pass the compulsory courses (MPW) at the Foundation or Undergraduate levels.
International students are exempted from this requirement but are not restricted from enrolling and passing the courses if these courses are part of their programme‟s credit requirements. If you (international student) do not wish to complete the MPW courses, you are required to complete replacement courses to meet the programme‟s credit requirements. This credit replacement requirement applies to the following students:
(i) January 2013 intake and onwards for diploma and degree programmes; and
(ii) May 2013 intake and onwards for Foundation programmes.
Completion of the MPW courses is one of the graduation requirements and/ or credit requirements for completion of the programme. Students who have met their programme‟s academic requirements but have not yet completed their MPW courses with a minimum pass grade will not be considered for graduation and/ or the award certificate will be withheld.
Thus, you are strongly urged to complete these courses during the first year of your degree programme, and if possible, within the first semester. Delays in undertaking these courses may have an impact on your timetable and study load in the subsequent semesters and years.
The requirements are outlined below:
7.1 Malaysian Students
You are required to undertake the following courses at the Foundation or Undergraduate levels and to attend classes and pass the examination:




Malaysian Studies
Bahasa Melayu
Moral Studies (non-Muslims)/Islamic Studies (Muslims)

7.2 Exemptions or Credit Transfer for Mata Pelajaran Wajib (MPW) Courses
Exemptions for the MPW courses are possible under the following circumstances:
i.

Students with a credit for the Bahasa Melayu paper in SPM may be exempted from the MPW
Bahasa Kebangsaan A paper;

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UCSI Education Sdn. Bhd. (185479-U)

ii.

Students without a credit for the Bahasa Melayu paper in SPM (e.g. only a pass) but who have obtained a Principal Pass for the Bahasa Melayu paper at the STPM level may also be exempted from the MPW Bahasa Melayu course.

From 2013-01 intake and onwards, credit exemption if granted, is to be replaced with a course of equivalent credit if the credit of the exempted course(s) contribute to the programme‟s completion requirements.
Credit transfer can be granted if MPW courses have been completed at other IHLs. Credit transfer will be assessed by the Head of the MPW Department.
For further information, you are advised to visit the government website at http://www.mqa.gov.my (click on course information and go to Compulsory Courses)
7.3 Mata Pelajaran Umum (MPU) – commencing July/ September 2013 intake and onwards
This requirement is only applicable to Diploma and Bachelor Degree programmes.
There are four (4) categories of MPU courses where a student must fulfill the MPU requirements. The courses can be a core or elective course of a programme (please refer to the respective programme structure). Requirements for Diploma and Bachelor‟s Degree levels vary, as set out below:
Number of Courses and Credits

Programme Level

 Three (3) credits/ course for U1 courses
 Two (2) – three (3) credits/ course for U2 and U3 courses
 Two (2) credits/ course for U4 courses
U1

U2

U3

U4

Total Credits

Bachelor‟s Degree

2
(6 credits)

1
(2-3 credits)

1
(2-3 credits)

1
(2 credits)

12-14

Diploma/ Advanced
Diploma

1
(3 credits)

1
(2-3 credits)

1
(2-3 credits)

1
(2 credits)

9-11

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(a) MPU requirements for Bachelor‟s Degree programmes
International
Students

Malaysian
Students

Hubungan Etnik

-

√

Tamadun Islam dan
Tamadun Asia (TITAS)
Pengajian Malaysia

-

√

√

-

Bahasa Melayu Komunikasi
33
U2

√

-

√

√*

U3

√

√

U4

√

√

Category
U1

*It is COMPULSORY for Malaysian students who do not obtain a credit in Bahasa Melayu in SPM to register for Bahasa Kebangsaan A as the U2 component for the programme.

(b) MPU requirements for Diploma programmes
International
Students

Malaysian
Students

Pengajian Malaysia

-

√

Bahasa Melayu
Komunikasi 2

√

-

U2

√

√*

U3

√

√

U4

√

√

Category
U1

* Malaysian student who did not obtain credit in Bahasa Melayu in SPM qualification is
COMPULSORY to register for Bahasa Kebangsaan A as the U2 component for the programme.

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8 Selection of Courses
8.0 Nature
UCSI University students should select the courses of your choice and/or according to the advice given by your respective Heads of Departments, Heads of Programmes, Associate Deans or Deans.
Students shall undertake the responsibility of registering for the appropriate courses offered in the programme enrolled in during the Course Selection and adhere strictly to the Add/Drop procedure and deadlines accordingly
8.1 New and Existing Students
The guidelines for the online course selection process will be given during the Orientation and thus, you need to be familiar with the procedure. The semester‟s course selection period, usually scheduled on the th 12 week of the semester, although variations could occur, is outlined in the academic calendar and often runs over five (5) working days. A new international student must undergo the briefing conducted by the
International Office before being able to access the online course selection module.
At the beginning of the commencing semester, you will be given approximately ten (10) working days to add and/ or drop the pre-selected courses.
Requests for add/ drop courses after the stipulated Add/Drop period will be subject to approval from the
Dean of the Faculty or designate and to penalty charges (refer clause 8.6). If you receive approval to add/ drop course after the Add/Drop period, you will not be able to perform the online transaction via the IIS; and will be required to proceed to the RO for over the counter transactions.
8.2 Procedure
All students are required to complete the course selection online, via the IIS at www.ucsi.edu.my. Approval for the chosen courses is dependent on class capacity and courses offered in the semester. Online course selections eliminate the need for physical presence on Campus to perform the task.
Consequently, any delays in completing the course selection process will not be entertained except under special extenuating circumstances.
8.3 Minimum Credit Hours
In a normal semester (January – April and May – August of each academic year), a full-time student is required to undertake four (4) to five (5) courses, or 15 credit hours, whichever is higher.
In a short semester (September – October), you are expected to undertake approximately two (2) courses, or nine (9) credit hours or, whichever is higher. The number of courses would depend on the credits assigned to the course.

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This regulation applies to all programmes except A Levels, Nursing, Pharmacy and Medicine.
8.4 Checking for Approval
Once the course selection has been completed, you are reminded to do regular checks online for the course selection approval status as the courses you selected may not always be approved. Your course selection may be rejected on the grounds:







incompletion of pre-requisites insufficient courses undertaken in the semester number of courses exceed the maximum courses limit courses are not required for the programme course is of a different academic level, or any other reason(s) by the Dean or appointed Head.

Submission of course(s) selection does not guarantee approval for the intended courses. Rejection of courses should be addressed immediately and preferably in a face-to-face consultation with the Dean or appointed
Heads.
8.5 Changing the Courses Selected
You are allowed to change the courses selected if the course selection has yet to be approved. If the course selection has been approved, the changes (referred to Add and Drop) can only be made in the early weeks of the commencing semester. There are deadlines given for the Adding and Dropping of courses and you are advised to note the period carefully.
To make the changes on the selected courses before the courses selected are approved, you may re-enter the
IIS and re-do the course selection.
8.6 Processing Fee for Late Course Selection
A charge of RM100/- per request will be imposed on students who are completing the online course selection after the stipulated course selection due date, but prior to the last day for the Add/Drop course.
You are to proceed to Finance to settle the penalty payment before proceeding to the RO to request for activation of the grace period for the late course selection via IIS.
Adding and/or dropping of courses after the stipulated Add/Drop period will subject you to a charge of
RM100/-per course being dropped and/ or added at an over the counter transaction (IIS is inactivated after the Add/Drop period).
8.7 Attendance Listing
Once the course selection has been approved, your name will appear on the attendance list of the commencing semester. This list will facilitate the lecturer to take attendance and to ensure that you are registered for the course. If your name is not listed, then you are required to report to the RO immediately.
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8.8 Adding and Dropping of Courses
As outlined above, students who wish to change the courses selected may do so within a given period, usually during the first two weeks of the next semester. The academic calendar should be consulted to determine the exact deadline. After the deadline, a penalty of RM100/- will be imposed on each course dropped and/ or added.
The fees paid for the course dropped after the stipulated due date for dropping of courses, can neither be brought forward to the next semester, nor could they be refunded.
Hence, you are discouraged to add beyond the deadline as some courses may have already launched the first assignment or test, and disallow late-add students to accumulate their component marks. Furthermore, a late-add student may have missed out important knowledge and lessons examinable in the final paper.
8.9 Modular Subjects and Courses
At times and in certain programmes, courses could be offered on a modular basis. For such courses, students are restricted from dropping the modules. However, you may choose to defer the modules by sending in a written request to both, the School/Faculty and the RO within one (1) month from the semester commencement date.
The list of modules offered will be provided by the School/Faculty separately. The School/Faculty may also vary the procedure slightly to accommodate certain situations that are essential to facilitate the operation of the modular courses.
8.10 Withdrawal of Courses
Withdrawal of courses is not encouraged but is permissible within a certain extent of time in each semester.
You may have surpassed the Add/Drop deadline and attended many weeks of lessons, before deciding to discontinue from the course. In such a circumstance, you may withdraw from the course within the due date given, i.e. before the deadline for course withdrawal (usually by the end of Week 8 of a semester).
The withdrawal request is subject to approval from the Dean/Associate Dean/appointed Heads of
Department. There will be a processing fee of RM100/- imposed for each withdrawal request.
The withdrawal will prohibit you from sitting for the final examination. The course will appear in your records with a “W” remark indicating that you had withdrawn from that course. A withdrawn course will not contribute to GPA and/ or CGPA computation. The course fee paid can neither be brought forward nor refunded. 8.11 Marginally Passed / Failed Courses (refer to Results – Marginal Fail)
Students who have obtained marks ranging from 40% to 48% are eligible to sit for a supplementary examination. The examination is scheduled at the beginning of the following semester. A marginal pass is also considered as a marginal fail, therefore, this examination allows you with another opportunity to prove your understanding of the course taught.
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UCSI Education Sdn. Bhd. (185479-U)

You may choose to either sign up for the supplementary examination of the marginally passed courses, or forgo the opportunity given and re-register the course with full attempt for all components with the minimum 80% attendance.
If you choose to exercise your claim for the given opportunity, apart from signing up for the supplementary examination for the marginally passed course(s), you are also strongly advised to immediately Add the same course(s) as a fresh attempt for the course(s)during the Add and Drop period. This is to enable you:





Not to be subjected to the late add/ drop penalty that would otherwise be charged if you only register for the course(s) after failing the supplementary examination. The results of the supplementary examinations are usually released after the stipulated Add/ Drop deadline. 
To accumulate marks for course components launched (e.g. Test 1, Assignment 1, and so forth) simultaneously while waiting to attempt the supplementary examination for the same course(s). Therefore, you would not be disadvantaged from any course(s) component even if you failed the supplementary examination. 

Students who failed your supplementary examinations are required to re-register and attempt full components of the failed courses with a minimum 80% attendance in the same active semester that you had attempted the supplementary examination. If the retake course clashes with another new course, the new course must be dropped for you to retake the course you had failed in the supplementary examination until the marginally passed courses are passed. Exceptions to this will be on a case-to-case basis, in the presence of other extenuating circumstances.
Marks for the supplementary examination are capped at 50% regardless of the overall marks obtained by the student in the aggregate. When you have successfully passed the supplementary examination, the same course may be dropped without penalty, provided the dropping of the course is done within the stipulated deadline scheduled for students with supplementary examinations. Therefore, it is crucial for you to approach the RO immediately upon the release of your supplementary examination results.
Supplementary examination applies to most of the programmes with the exception of the Post Graduate programmes and other programmes that have been pre-determined now or future programmes as prescribed by the Senate. You are therefore advised to refer to the respective Schools and Faculties for overriding of specific policies and regulations.
9 Course Components
9.0 Nature and Structure of Courses
A course may have several components that contribute towards the final grade. You have to complete all components as prescribed for the course. Course components are spread over the entire semester for a better assessment and evaluation of your learning outcome at each and the different points in time. The system is also aimed to enable you to gather marks throughout the semester instead of being evaluated on a concentrated 100% final examination.

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Some of the common course components are as follows, although not all components will be applicable to all courses:










Assignments
Tests
Quizzes
Projects

Laboratory work
Presentations
Thesis / dissertation
Final examination

Although the above components appear in most of the courses, there may be exceptions for certain programmes and Schools / Faculties. The composite components are determined by various factors such as appropriateness of component assessment, relevance of component evaluation, adherence to approval given by the Malaysian Qualification Agency (MQA), and/or synchronisation with common academic practice worldwide. 9.1 Cumulative Marks
Marks will be awarded to all components assessed throughout the semester. You have to attempt all components in any particular course. These marks are cumulative and will be added to the marks obtained in the final examination for an overall result. Thus, you should keep a record of the marks you obtained in each component for an overall self-assessment of your academic performance before the final examination.
Once the final examination is conducted, the total marks compiled by lecturers and Schools/Faculties will undergo a stringent evaluation by the School Examination Board before further verification by the
University Examination Board, and subject to the review and endorsement by the Senate before they are finally released and published. The results are usually released on the first day of the following semester, although there are circumstances in which a handful of results could be released earlier (e.g. Foundation level) or later (e.g. final year courses).
Should your overall result fall between the marginal pass/fail category (whereby you will sit for a supplementary examination), your existing marks from all the course components will be maintained and reused in the computation of the new total marks, together with the new marks obtained from the supplementary paper. However, the overall marks taken into computation of the supplementary examinations will be capped at 50%. The supplementary examination, at present, only applies to students enrolled in the Foundation and undergraduate programmes.
9.2 Submission of Coursework
Whether assignments or projects, students undertaking courses are academically bound by the compulsory submission of coursework required in those courses. You are advised to be aware of the respective due dates and deadlines for submission, as well as the penalties for late submission. You are also advised to adhere to the stringent format required of each course / lecturer to avoid marks being deducted for non-compliance.

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UCSI Education Sdn. Bhd. (185479-U)

9.3 Attendance and Absenteeism
UCSI University regards class attendance highly and policies developed repeatedly emphasize the importance of achieving 80% attendance for each course undertaken. Students who are unable to meet the
80% attendance will be issued with a Poor Attendance Report and will subsequently be barred from sitting for the final examination by your lecturers. The barred list will be submitted by a lecturer in week 11 for a normal semester, and in week 6 for the short semester.
Where courses consist of quizzes, tests and / or mid-term tests, you are required to ensure attendance in all assessments. At times, the marks of a missed component may be spread or added to other components.
Absenteeism is to be reported immediately to the lecturer concerned for consideration for another (possible) assignment or a replacement test as deemed fit by the concerned lecturer.
Absenteeism may be acceptable on medical grounds and if supporting documents are presented to the lecturer. Unlike absenteeism from final examination, the decision for absences in quizzes, tests and midterm tests, and the remedial actions to be taken is entirely within the jurisdiction of the respective lecturers and Schools / Faculties.
Students who arrive late will be admitted to the class at the lecturer‟s discretion. If admitted, the onus is on you to ensure that attendance is taken. Habitual offenders may be referred to the Student Disciplinary Board for action. Also, students who are caught marking attendance on behalf of your friends will both be barred from the examination and / or referred to the Student Disciplinary Board.
10 Transcripts and Examination Results
The semester‟s examination results are available to students and parents (via IIS). A transcript is a document that indicates your cumulative academic performance during your tenure at UCSI University in the programme you are enrolled in. The transcript is usually requested by students at the end of a programme
(i.e. students have already completed the programme).To request for a transcript, you are required to approach the RO to complete a form, three (3) working days before the desired receipt of the transcripts.
The first transcript issued by UCSI University is complimentary with the subsequent copies, except for transcripts to be used for Co-op placements (please refer to Clause 12.4), to be charged at a nominal fee of
RM10/- per transcript.
With effect from 01 May 2008, all transcripts will adopt the grade point average (GPA) format with the final computation of grade points being represented by a cumulative grade point average (CGPA).

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UCSI Education Sdn. Bhd. (185479-U)

CESSATION OF PROGRAMMES
11 Policies Governing Discontinuation of Studies
11.0 General
The cessation or discontinuation of studies by an existing student may arise from voluntary withdrawal or termination. 11.1 Withdrawal
You may voluntarily withdraw from your studies prior to completing the programme. The reasons for the withdrawal may vary from going to another institution to financial difficulties. Such withdrawals will be processed in accordance with the procedure and requirements outlined by the Group Finance Office. This will include the completion of the „Withdrawal Form” by all departments and persons outlined in the Form.
Tuition fee refunds (if any) are guided by the University‟s Refund Policies and Procedures and you are advised to ascertain the procedure. It is imperative that all rules and regulations are strictly adhered to, including settling the outstanding tuition fee (if any), failing which, the Refundable Deposits shall be forfeited. The approval for withdrawal of an International student must be accompanied by, apart from, a duly completed Withdrawal Form, also a confirmed air ticket indicating your departure date. A Letter of Offer from the acceptance institution is also required for transfer cases.
11.2 Termination of Studies
When and if you are found guilty of any serious disciplinary offences and your prolonged stay in the country (international students) were affecting the peace of the country or tarnishing the image of the
University, your studies will be terminated immediately.
Apart from the above, reasons for termination of studies may include any one or a combination of the following: 









Poor academic performance for a few consecutive semesters 
High absenteeism in classes 
Non-response to warning letters issued 
Unacceptable reasons replied to warning letters 
Advised by Schools / Faculties and Deans 
Submitting forged/ tampered documents
Rejection of student visa renewal by the Malaysian Immigrations
Exceeding maximum duration allowed to complete a programme
Disciplinary issues

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UCSI Education Sdn. Bhd. (185479-U)

For poor academic and attendance performances, you will be issued a warning letter and will be referred to the Counselling Unit of the Student Affairs for the necessary supports and guidance. If the poor performance continues, a second warning letter will be issued. A termination letter will follow if the poor performance persists. For termination involving international students, you will be requested to surrender your passport to the International Office for cancellation of your student visa.
Where and when the causal factors for termination appear to be too severe (as deemed by the University), a termination letter may be issued without notice of warning letters. Such incidents usually relate to offences of a criminal in nature or in placing the University‟s name at stake.
Tuition fee refunds (if any) are guided by the University‟s Refund Policies and Procedures and you are advised to ascertain the procedure. It is imperative that all rules and regulations are strictly adhered to, including settling the outstanding tuition fee (if any), failing which, the Refundable Deposits will be forfeited. 11.3 Appeal Process
The appeals board is set up for purpose of having a final avenue for students to appeal to. The process of appeal will be discussed and decided by an appeal board for the termination based on submitting fake documents and committing serious offences.
The Appeal Board shall comprise of the following members:
(i)
(ii)
(iii)
(iv)

Deputy Vice-Chancellor (Academic Affairs)
Deputy Vice-chancellor (Student Operations)
Bursar
Legal Officer, in attendance

Appeal against termination due to the following circumstances will be attended by the Registrar:




Consecutive poor academic performances
Poor attendance record
Rejection student pass renewal by immigration

11.4 Cessation of Academic and Administrative Services
Upon termination of studies, all academic and administrative services previously extended to you will be curtailed and ceased with immediate effect. Students whose studies have been terminated are required to comply with the exit procedures immediately and to refrain from entering the University and its premises thereafter. 11.5 Deportation
Where resistance is encountered, deportation may be exercised whereby you will be escorted to the airport to board the next flight home. Refundable deposits and surplus tuition fees may be utilized to bear the costs of your deportation.
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CO-OPERATIVE PLACEMENT
12 Policies Governing Co-operative Placements
12.0 Nature and General
The UCSI University Co-Operative Education Programme (Co-Op) is compulsory for all students in the following UCSI University programmes:
* Co-Op placements for this programme/faculty are handled by the respective Schools / Faculties.
Important Note: The list of Co-Op Degree Programmes above may vary as new UCSI University degrees are offered. Students who are unsure of their Co-Op Degree Programme should check with their Co-Op
Supervisors of their respective Faculties. Likewise, the Co-op
Table 12.0: UCSI University Co-Op Degree & Post Graduate Programmes
Faculty of Engineering, Technology and Built Environment
Faculty of Applied Sciences (FAS)
(FETBE)
B.Sc. (Hons.) Biotechnology
Dip. Electrical & Electronic Engineering
B.Sc. (Hons.) Food Science & Nutrition

B.Eng. (Hons.) Electrical & Electronic Engineering

Faculty of Pharmaceutical Sciences (FPS)*

B.Eng. (Hons.) Electrical & Electronic Engineering

B.Pharm. (Hons) Pharmacy

B.Eng. (Hons.) Communication & Electronic Engineering

Faculty of Business and Information Science (FBIS)

B.Eng. (Hons.) Civil Engineering

B.A. (Hons.) Accounting

B.Eng. (Hons.) Mechanical Engineering

B.A. (Hons.) Accounting & Finance

B.Eng. (Hons.) Mechatronic Engineering

B.A. (Hons.) Marketing

B.Eng. (Hons.) Chemical Engineering

B.A. (Hons.) Business Administration

B.Eng. (Hons.) Petroleum Engineering

Dip. Management

Dip. Interior Architecture

B.A. (Hons.) Logistics Management

B.A. (Hons.) Interior Architecture

Dip. Logistics Management

Dip. Architectural Studies

B.Sc. (Hons.) Actuarial Science

B.Sc. (Hons.) Architectural Technology

B.B.A. Oil & Gas Management ** Terengganu Campus only

Faculty of Social Sciences and Liberal Arts (FSSLA)

M.B.A.

B.A. (Hons.) Mass Communication

M.Sc. Logistics Management

B.A. (Hons.) Psychology

B.Sc. (Hons.) Business Information Systems

B.A. (Hons.) English Language and Communication

B.Sc (Hons.) Mobile Computing

B.Mus. (Hons.) Classical Music*

B.Sc. (Hons.) Computing

B.Mus. (Hons.) Contemporary Music*

Dip. Information Technology
Faculty of Hospitality &
***Sarawak Campus Only
B. A(Hons) Commerce

B.A. (Hons.) Fashion Design with Marketing*
Tourism

Management

(FHM)

B.C.A. (Hons.) 3D Animation Design*
Faculty of Medicine & Health Sciences (FMHS)*

B.A (Hons) Event & Tourism Management

Doctor of Medicine

B.A (Hons) Hospitality Management

Dip. Nursing

Dip. Hotel Management

B.N. (Hons.) Nursing

Policy stated herein is subject to changes as and when the Student Affairs and Alumni Division deems fit. Where such changes occur, notification in various forms and channels will be made other than awaiting the revision of this Handbook.
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12.1 Pre-Requisites for Co-Op
12.1.0 Academic Pre-requisites
(a) General
In general, you are required to undertake the Co-op modules upon completion of 80% of your course work at each level.
(b) CGPA Requirement
You are required to obtain a minimum cumulative grade point average (CGPA) of 2.0 (i.e. 50% - 59%) at the end of each academic session. Most employers require a minimum CGPA of 2.5 or higher.
If you do not meet the above academic pre-requisites, you are not eligible for Co-Op of that session and would have to defer the particular Co-Op term to the following year when the pre-requisites are fully met.
12.1.1 Non-Academic Pre-requisites
Apart from academic pre-requisites, there are also non-academic pre-requisites to be met, which are as follows:  Approval in course selection for Co-Op by the Co-Op Co-ordinator and payment of the necessary fee(s)  Registration in *myCo-Opby completing and submitting the online CurriculumVitae (CV)
 Submission of certified true hardcopies of supporting documents (e.g. academic certificates, extracurricular activities, letters of reference, etc.) 

 Attendance in all compulsory Co-Op Workshops organised by CECS/UCSI University. 
You may also need to comply with other requirements that Co-Op employers could impose e.g.: preemployment and/or during employment screenings, including physical examination / medical check-ups, criminal record checks and drug testing. Failure to participate in, and completing or passing these types of qualifying screening may impact your eligibility and/or opportunity for Co-Op positions.
*myCo-Op is UCSI University’s web portal for Co-operative Education Placement at http://www.ucsi.edu.my/Mycoop/

12.2 Exemption from Co-Op
Exemption from Co-Op is stringent and is usually not permissible. However, there may be circumstances in which such exemptions could be considered. The conditions are outlined below:





A student transferring from another institution to UCSI University may be exempted from doing a particular Co-Op module if the student obtains half (i.e. 50%) or more exemptions for the level he/she is transferring into 
Other forms of exemptions are subject to the approval of the respective School. 

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12.3 Co-Op Dates and Deadlines
The Co-Op term is scheduled annually from 1 November to 31 December of each year (subject to changes by UCSI University). Changes to the November-December Co-Op term will be approved ONLY for compelling academic and job-related reasons or extenuating circumstances. Prior approval must be obtained from the Co-Op Co-ordinator and CECS.
Graduating students who would be completing their final year in January or May, can apply to do your CoOp before November-December.
Graduating students in this category who secure own permanent jobs may use the first two months of your permanent job as your final Co-Op job. However, you must obtain approval from the CECS and your CoOp Co-ordinator, informed your employer beforehand, submitted all assignments required by Co-Op, and abided by all other Co-Op rules and regulations. You must also ensure that your permanent job is related to your degree. Otherwise, you should consult the CECS staff and your Co-Op Co-ordinator prior to accepting the job.
Co-Op students are responsible to abide by all deadlines set by UCSI University via the CECS,
Schools/Faculties and RO.
12.4 Academic Transcripts for Co-Op Students
All Co-Op students are entitled to ONE (1) complimentary academic transcript per registered Co-Op module. In order to be eligible for this entitlement, you must have:



Completed your course selection for Co-Op, and  obtained approval from the relevant Co-Op Co-Ordinator/Dean.

The process for printing and collection of these transcripts are as follows:
1. Upon successful course selection and with approval from the Dean/Associate Dean/Heads of
Departments, RO will issue the transcripts within the stipulated period of three (3) working days from the date the request and/ or payment (if any) was made.
2. RO forward the printed transcripts to CECS.
3. CECS informs you that your transcripts are ready for collection.
4. You collect your transcripts from the CECS office.

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12.5 Job Placements for CO-Op, Level 1 Students
Students undertaking the Co-Op module at Level 1 will be placed in jobs that prioritize soft skills training.
Soft skills are defined below. Thus, you may receive placements as customer service representatives during your Co-Op work term. Examples of customer service representatives include employment in administrative and support services in industries such as business support services (e.g. telephone call centres), retail trade establishments (e.g. general merchandise or food and beverage stores), information (e.g. telecommunications), manufacturing and wholesale.
Soft skills are a set of skills that influence how people interact with each other. It could include, but is not limited to, abilities such as effective communication, creativity, analytical thinking, diplomacy, flexibility, change readiness, problems solving, leadership, team building and listening skills. The objective of soft skills training is to provide you with the opportunity to learn and practise new patterns of behaviour and in so doing, to enhance human relations, particularly in a new working environment.
12.6 Obtaining a Co-Op Job
Obtaining a Co-Op job may be achieved through a few routes. To enjoy the full support provided by the
University, you have to follow a strict and responsible sequence of activities aimed to enhance the entire job-seeking exercise. Some of you might prefer to venture on your own. This is allowed under certain agreed conditions outlined below.
12.6.0 Finding Own Co-Op Job
You may choose to find your own Co-Op Job. In this case, you must highlight this when filling out the online CV in myCo-Op. A firm decision is required as CECS will not entertain requests to place you if you changed your mind. You may put in a written appeal. Although the appeal may be approved, CECS will still give priority to the other students.
If you did not indicate, “Find own job” in myCo-Op and at a later stage found your own Co-Op job, you must inform CECS in writing as soon as possible.
When you have found your own Co-Op job, the following must be complied with:




Obtain the approval of CECS and your Co-Op Co-ordinator for the job to be regarded a formal and acceptable Co-Op job 
Fill out and submit the online Co-Op Job Approval Form. Your Co-Op Employers who are registered in myCo-Op must also submit the online Appointment Letter. If the Co-Op
Employers are not registered users, then you should obtain the hardcopy of the Appointment
Letter and forward it to your Co-Op Co-ordinator and CECS for their approval. 

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It is your sole responsibility to follow up on this. Failing to do so, you will be treated as not having successfully obtained a Co-Op job and may have to repeat the Co-Op module in the following year. It is also your responsibility to inform CECS of any discrepancies between actual job duties and the job description in your Appointment Letter. You may return to the previous Co-Op Employer in the next Co-Op term, provided the Co-Op Employer agrees to accept you again to undergo Co-Op in its organization.
12.6.1 Finding Own Co-Op Job Outside Malaysia
If you have found a Co-Op job that is based outside Malaysia, it is your sole responsibility to carry out and follow up on all the necessary pertaining to working requirements in a foreign country including flight bookings, passport/visa/work permit application, accommodation, guarantor, etc. CECS will not be handling such matters on your behalf. Once you have secured a Co-Op job overseas, you are required to do the necessary as stated in the paragraph above.
If the Co-Op Employer is not bona fide and/or you were found not undergoing Co-Op or the Co-Op job were fake/non-existent, you will immediately be given a FAIL grade for your Co-Op module.
Apart from that, if you were found guilty of fraud, and/or violation of Immigration regulations, CECS and
UCSI University are not liable for your actions. You will also face disciplinary action according to the UCSI
University rules and regulations.
12.6.2 Finding a Co-Op Job through CECS
Co-Op students may indicate your job preference to CECS but there is no guarantee that you would get the job you prefer. CECS will only look for Co-Op jobs within Malaysia focusing in areas within the Klang
Valley. Students from outstation/overseas may not necessarily be placed with the companies located in your hometowns/countries of origin.
You should indicate the times you are available for interviews in your myCo-Op CV and it is your responsibility to constantly check myCo-Op and your UCSI University Student e-mail for any requests for interviews from the Co-Op Employers. CECS will not send any reminders to attend interviews. You must attend all interviews scheduled for you that fit in with your availability as indicated on your myCo-Op CV in the „Preferred Interview Time‟ section.
If you reject the interview with reasons deemed unacceptable*, you must then find your own Co-Op job.
Ultimately, if you are unable to find a Co-Op job that meets Co-Op Co-ordinator‟s requirements, you may be awarded a Fail grade for the Co-op module.
You are responsible to log in to myCo-Op to check your UCSI University Student e-mail to ascertain the outcome of your interviews. It is your responsibility to respond to an employer‟s Co-Op job offer, in writing via email to CECS within the stipulated time frame. Failure to do so could result in you losing the job and hence failing the Co-Op module for that term.

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If you had not actively looked for your own job, you need to write to CECS within three days of receiving the job placement/offer from CECS, your reasons for rejecting the Co-Op job placement. If your given reasons are deemed unacceptable, then you must accept the CECS given job placement or face the possibility of failure for that Co-Op module. Examples of unacceptable reasons include distance to workplace, amount or lack of salary, parents‟ preference, personal preference and the likes.
It is your responsibility to inform CECS of any discrepancies between actual job duties and the job description in your Appointment Letter. You are responsible for ensuring that your personal particulars in myCo-Op such as current address, mobile and house phone number, e-mail address and other contact information are updated.
12.7 Terms of Employment
While under Co-Op employment, you are the staff of the Co-Op employer and are bound by the work/staff policy of the employer and would have to abide by those policy/rules accordingly.
You are also regarded as ambassadors of UCSI University and your performance has an impact on the employer, the University and future Co-Op placements. Thus, you are expected to conduct yourself as a professional at all times.
12.8 Confidentiality of Employer’s Information
In many technical and professional fields, you may be engaged in work that is confidential in nature. As such, you may be required by your Co-Op employer to sign an agreement that protects the employer from unauthorised disclosures of such information.
You are legally bound by this agreement‟s terms and conditions under all circumstances. Information you gather on such Co-Op jobs cannot be used in any project, term paper, or report unless your employer signs a release, which you must append to the project, paper or report. You should consult the staff at CECS or your
Co-Op Co-ordinator on this if you have any questions.
12.9 Site Visit by UCSI University Staff
You are reminded that while working at your Co-Op placement, you may be subject to a site visit by your
Co-Op Co-ordinator or suitable UCSI University representative with or without prior notice to you.
12.10 Handling Workplace Issues
Managing stressful and uncomfortable situations are part of the Co-Op learning experience. Your Co-Op
Co-ordinator and the staff at CECS are there to support and guide you, if necessary.
You are encouraged to make an effort to resolve issues on your own with your immediate work Coordinator or another manager at the job site. Should you feel uncomfortable discussing a problem with your work Co-ordinator, you should ask your Co-Op Co-ordinator or CECS staff for assistance or advice.

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It is important to address issues as they arise, rather than postpone such a discussion or ignore the problem.
As the whole purpose of Co-Op is to provide you with real-life work experience, you should contact and meet with the CECS staff or your Co-Op Co-ordinator directly rather than through your family members/friends, failing which, consequences may be imposed on you.
You should personally make an appointment to see the CECS staff or Co-Op Co-ordinator. These appointments must be made outside of your Co-Op job working hours.
12.11 Resignation from a Co-Op Job / Change of Co-Op Job
A Co-Op student must report for work as stipulated by the employer and may not resign from a Co-Op job under any circumstances with the exception of abuse/harassment by the employer or discovering that the employer is engaged in illegal business activities, of which proof is required.
In such circumstances, you must inform the Co-Op Co-ordinator and CECS in writing as soon as possible.
Your request for a resignation/change of Co-Op job is subject to the School‟s approval and conditions imposed by the School.
If approval from the School / Faculty is obtained, you may resign in accordance with the employment terms of the Co-Op Employer. Under extenuating circumstances, the School may grant an exception.
Failure to report for work or quitting a Co-Op job under any other circumstances constitutes a Fail grade and you are required to repeat the Co-Op module in the following year.
12.12 Taking Leave / Time-Off / Holiday While on Co-Op
While on Co-Op placement, you are employees of the company you work for and must arrange for personal and university-related activities/commitments to take place outside of regular working hours.
A Co-Op student may not take leave / time-off / holiday during the entire duration of the Co-Op term unless instructed by the Co-Op employer or under special circumstances/emergencies such as illness / accidents
(must be substantiated with a legitimate doctor‟s medical certificate) and demise of a family member/relative (must be substantiated with a death certificate).
Taking leave for reasons other than these require the approval of CECS, your Co-Op Co-ordinator and employer at least 5 working days prior to the date when the leave is required. Failure to do so will result in a fail grade.

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12.13 Medical Leave
All medical leave must be substantiated with a legitimate doctor‟s medical certificate. You must contact your employer immediately if you are absent due to illness or an emergency. If the absence is for two or more days, CECS must be duly notified.
If you miss work due to a work-related injury or illness, you must inform your work supervisor immediately and be sure to formally report your illness or injury to your employer according to the company regulations.
You must also notify CECS and your Co-Op Co-ordinator.
12.14 Termination and Layoffs
A Co-Op student who is terminated by an employer for reason(s) such as and including incompetence, unsatisfactory performance, irregular attendance / tardiness or unacceptable behaviour / attitude and / or other faults, must report the termination to the CECS immediately.
In the event of a termination, the CECS and / or Co-Op Co-ordinator will carry out an investigation of the situation. If found that you are at fault, you will be provided with assistance to obtain another Co-Op job or given alternative measures. If found that you were at fault, disciplinary action will be taken and/or a Fail grade may be given for that Co-Op module.
12.15 End of a Work Term
It is the Co-Op student‟s responsibility to coordinate and/or complete and submit the following by the given deadlines according to the Co-Op work term:







Co-Op Student Evaluation Form 
Online Co-Op Job Evaluation Form 
Written Report/Assignment given by your School / Faculty (and approved by your employer, where required) 

Submission of all the above is the condition for passing the Co-Op module and it is your sole responsibility to do so. Failure to submit all required forms / assignments etc. may result in a Fail grade for the Co-Op module which you would have to repeat.

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12.16 Breach or Non-Compliance of Co-Op Student Policy
The Co-Op Student Policy is subject to revision from time-to-time and you are expected to check myCo-Op regularly for updates.
Failure to comply with the Co-Op Student Policy may result in disciplinary action, a Fail grade, rejection from a particular Co-Op module for that term and / or requirement to repeat a particular Co-Op module in the following year.
UCSI University reserves the right to make exceptions or changes to the Co-Op Student Policy when and where appropriate.
IMPORTANT NOTE
Acceptance/approval to undertake Co-Op does NOT guarantee a Co-Op job placement by CECS

EXTRACURRICULAR LEARNING EXPERIENCE (ELE)
Extracurricular Learning Experience (ELE)highlights the importance of experiential learning (i.e. outside classroom learning) that enables students to exercise pertinent soft skills like leading and managing teams, articulating ideas, strategic planning, and evaluation skills.
The extra-curricular activities which prepare you to become leaders through experiential learning will introduce you to the theories and practices involved in leading and working in teams, providing you with opportunities to exercise your leadership skills, learning to work as a team and at times, to work independently. Such skills are important and indispensable to future employers.

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13.0 Introduction to Extracurricular Learning Experience (ELE)
The course, Extra-Curricular Learning Experience, focuses on the extra-curricular activities that provide students with the invaluable learning opportunities to increase your competencies and self-confidence.
14.0 The Academic Credits
Academic Credits can be earned in any of the following ways:
1) Your participation in student development talks, seminars and workshops
2) Your involvement in student clubs, associations and sports activities
3) Your volunteer work with the local community.
The Table below lists the academic credits:
Year
1

Credit Hour
1

2

1

3

1

Learning Outcomes
The Learning Outcomes will focus on the understanding of, as well as membership/participation in the following:
1) Membership in at least one student club or association
2) Participation in any university-related activity or event
3) Knowledge to acquire transferable skills
4) Knowledge on how organizations (committees) fulfil their aims with reference to other committees and the UCSI University Management
5) Knowledge on teamwork, leadership skills and vision setting
The Learning Outcomes will focus on acquiring practical leadership, teamwork and communication skills through:
1) Direct participation as committee members of student clubs, associations and sports activities, ad-hoc committees and practice teamwork membership
2) Direct participation in other independent activities and practice teamwork
The Learning Outcomes will focus on your ability to transfer knowledge and skills acquired from activities and projects involving:
1) Direct experience in external community activities/projects within the economic/social/environment/sustainability context
2) Direct experience as main committee members in activities and projects concerned with local community needs

15.0 Assessment
Your learning outcomes are assessed based on your achievements submitted in your individualized student portfolio that is facilitated by an online web-portal: myECA Profile.
The portfolio will contain an account of your experience in a learning diary with details of the activities you had carried out.

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15.1MyECA Profile
MyECA Profile is basically an evaluation and portfolio system created to measure your performance. Most importantly, it also serves as a system to provide you with an achievement target.
The Achievement target for the three ELE levels is a Pass/Fail grade with the following point allocations for each year:
Year 1: ECA 100 – 40 points minimum
Year 2: ECA 200 – 40 points minimum
Year 3: ECA 300 – 40 points minimum
16.0

Programmes Involved
16.1

Faculty of Social Sciences and Liberal Arts
i. Bachelor of Contemporary Music (Hons) ii. Bachelor of Classical Music (Hons) iii. Bachelor of Arts (Hons) in Psychology
16.2
Faculty of Business & Information Science iv. Bachelor of Arts (Hons) Business Administration
v. Bachelor of Arts (Hons) Marketing vi. Bachelor of Arts (Hons) Accounting and Finance vii. Bachelor of Arts (Hons) in Accounting viii. Bachelor of Science (Hons) Computing ix. Bachelor of Science (Hons) Business Information Systems
x. Bachelor of Science (Hons) Actuarial Science xi. Bachelor of Science (Hons) Mobile Computing
16.3
Faculty of Applied Sciences xii. Bachelor of Science (Hons) Food Science & Nutrition xiii. Bachelor of Science (Hons) Biotechnology
16.4 Faculty of Hospitality and Tourism Management xiv. Bachelor of Arts (Hons) Commerce xv. Bachelor of Arts (Hons) Event & Tourism Management xvi. Bachelor of Arts (Hons) Hospitality Management

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17.0 MyECA profile and Points Accumulation
Each student registered under the ECA Course creates your own portfolio called myECAProfile. Scores are totalled at the end of each trimester to enable you to keep track of your accumulated points and achievements in the myECA profile. Every time you participate in an activity/event, you must key in your event report into the IIS within a week of the event.
To proceed to ECA 200, and ECA300, you must pass the prerequisite papers (i.e. ECA 100 for ECA 200, and ECA 200 for ECA 300). With prior approval from the Student Affairs & Alumni (SAA), you might be able to combine and complete 3 credits within two years. However, such approval may only be given if you achieve a CGPA of 3.000 and above for your academic performance in Year 1 or Year 2, whichever is relevant. You will be briefed on the ECA Course, on an annual basis, during week 2 of your enrolment in the ECA course. Attendance for the one-hour briefing is compulsory and will be recorded.
The briefing is conducted by the Student Affairs & Alumni (SAA) and the Student Council. It will include, but is not limited, to:
 The ECA Course: Its rationale and operations
 Student Affairs & Alumni (SAA): Guidelines and operation manual
 Student Council (SC): Guidelines, operation manual, list of clubs/associations listed under the SC
The ECA course is also subject to the terms and conditions of the add/drop courses set by the University.
You MUST register during the first semester of your year of study, i.e. in Semester 1 of Year 1; in Semester
1 of Year 2; and in Semester 1 of Year 3.
18.0 Point Allocation for the Overall Category
There will be two (2) categories for point allocation. The first category (Category A) focuses on your participation in events while the second category (Category B) focuses on leadership positions that you hold in clubs/societies/associations.
18.1

CATEGORY A: PARTICIPATION

18.1.1

Participation in Events

In general, you will be awarded points if you participated in any event organized under the purview of the University.
Examples of events include, but are not limited, to the following: Rakan Cop Launch, Fiesta, Annual
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Points are awarded based on your level of participation. For example, a student participating in a
UCSI University-organized Merdeka Celebrations which is open to the University community is awarded 8 points. For participating in a UCSI University-organized Merdeka Celebrations event open to the entire Malaysian nation, you are awarded 15 points.
The point breakdowns are as follows:
Please take note of the following exceptions:
1. Points will not be allocated for course assignments /tasks. For example, University Life course projects. 2. To be awarded points, you must attend the particular event from the beginning until the end.
3. Points will only be allocated to you if you man a booth for a particular event and not for just visiting the booth.
4. There is no point allocation if you attend club meetings, trainings, and practices.
5. Points will not be allocated if the event learning outcomes are not related to the 9 Graduate
Attributes.
You are also encouraged to exercise your rights during the Student Council Election and in selecting your Student Representative. As the SAA organizes orientation 3 times per semester, senior students‟ involvement is essential to ensure the smooth running of the orientation programme. These students who are motivated would be rewarded points for your willingness to contribute your holiday and time off for your involvement in the University functions. Listed below is the allocation of points awarded:
Type of involvement

Voter
5

Student Council Annual Election
Orientation Committee

18.1.2

Candidate for Presidency
10
10 points

Internal and External Competition (Sports or Non-Sports)

You can also collect points by participating in any internal or external competition. Points awarded are based on your participation level and on the competition outcome.
For any event organized by outside organizations or institutions, invitations to the event will be channelled to the club/association registered under the SAA. You must obtain permission from the
S Level
Club/Faculty
University
State /Intervarsity
National
International
A Participant
5
8
10
15
20
A before committing yourself to the event.

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For any events that are not mentioned below, a written proposal has to be submitted to the SAA for approval, 2 weeks prior to the event.
Level
Semi-finalist
First Runner–up
Champion

Club/Faculty/
Centre Level
10

University Level
15

State /
Intervarsity
25

15
20

20
25

30
40

National

International

30

40

35
50

50
60

If you gain a place in a particular event, only the placing points will be considered and not the participation point.
Example: Event title: UCSI University Sports Carnival
- Participation: 8 points (University Level)
- Placing: 25 points (Champion)
Total points allocated to the student would be 25 points and not 33 points.
18.2 CATEGORY B: LEADERSHIP POSITIONS
You are recognized for your extra contributions in holding positions at various levels. You are allowed to join as a member, a maximum of any 3 clubs and will be awarded a maximum 15 points for participation as a member only. This is to ensure that you will be active in the registered clubs/societies/associations and hold an active role as a member.
Holding Key Position In A Club/Society/Association/Student Council
The Table below is a breakdown of the points awarded according to the post held in a club/association/society: Post held

Student Council

Club/Society/
Association

President

25

20

Deputy President

22

17

Secretary

15

12

Assistant Secretary

15

12

Treasurer

15

12

Cabinet member

15

12

Committee Member

12

6

Not applicable

5

Member

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UCSI Education Sdn. Bhd. (185479-U)

Holding Key Position in Organizing Events For Clubs/Societies/Associations/Faculties/University
At the club/society/associate/faculty level event, it is strictly open only to its own club/society/associate/faculty „members‟. However, the university level event is open to the entire
University community.
The Table below is a breakdown of the points awarded:
CLUB/
FACULTY

UNIVERSITY

STATE

NATIONAL

INTERNATIONAL

Director

10

12

15

20

25

Asst. Director

9

11

14

19

24

Secretary

8

10

13

18

23

Asst. Secretary

8

10

13

18

23

Treasurer

8

10

13

18

23

Exco Members

8

10

13

18

23

Head/Chairman Sub Committee

8

10

13

18

23

Sub Committee

8

10

13

18

23

POST HOLD

18.3

CATEGORY C: BONUS POINTS (FOR MULTIPLE ACHIEVEMENTS)
You can write in to request for point allocation on independent funding acquired for a project/event/programme organised according to the guidelines given by the Student Affairs &
Alumni (SAA). Additionally, further bonus points are awarded to each committee member should the project/event/programme financial report review evidence a surplus in the expenditure for the project/event/programme. Below is the bonus points awarded based on the Surplus Expenditure/Independent Funding acquired:
TOTAL

Points

1.

< RM500

+5

2.

RM 500 – RM 1, 000

+ 10

3.

RM 1, 001 – RM 2,000

+ 15

4.

RM 2, 001 – RM 5, 000

+ 20

5.

RM 5, 000- RM10,000

+25

6.

> RM10,000

+30

Committee members should refer to your club/society/association presidents within 2 week after the event or approval of the bonus point allocation.
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UCSI Education Sdn. Bhd. (185479-U)

19.0

Exemption

Exemption from ELE is stringent and is usually not permissible. However, there may be circumstances in which such exemptions would be considered. The conditions are outlined below:






As a student transferring from another institution to UCSI University, you may be exempted from doing a particular ECA module if you could produce evidence of active participation in
Extra Curriculum Activities during your study at any Higher Education Institution that is approved by the authorities 
Other forms of exemptions are subject to the approval of the Student Affairs & Alumni
(SAA). 


You are advised to refer to the planner for submission of marks and to avoid any delays. The onus of
MyECA submission lies with you.

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UCSI Education Sdn. Bhd. (185479-U)

ECA 100
First semester of enrolment into ECA 100
Academic
Week
No

1

2

3

4

5

6

7

8

9

10

11

12

13

14

10

11

12

13

14

Activity

1.
2.
3.
4.
5.

Course selection
Briefing of ECA Course
(Based on Programme)
Club Days
Accumulation of points by students Consultation and verification of points by
SAA
(Every Thursday & Friday,
2.00-4.00pm)

Second semester of enrolment into ECA 100
Academic
Week

1

2

3

4

5

6

7

8

9

No.
Activity
1.
2.
3.

Club Days
Accumulation of points by students
Consultation and verification of points by
SAA
(Every Thursday &
Friday, 2.00-4.00pm)

Third semester of enrolment into ECA 100
No

Academic Week
Activity

1.
2.
3.
4.
5.
6.

Club Days
Consultation and verification of points by SAA
(Every Thursday & Friday, 2.00-4.00pm)
Accumulation of points by students
Tabulation of points by SAA
Submission of marks to Record Office
Course selection of ECA200

48

1

2

3

4

5

6

7

UCSI Education Sdn. Bhd. (185479-U)

ECA 200
First semester of enrolment into ECA 200
Academic
Week
No

1

2

3

4

5

6

7

8

9

10

11

12

13

14

10

11

12

13

14

Activity

1.
2.
3.
4.
5.

Course selection
Briefing of ECA Course
(Based on Programme)
Club Days
Accumulation of points by students Consultation and verification of points by
SAA
(Every Thursday & Friday,
2.00-4.00pm)

Second semester of enrolment into ECA 200
Academic
Week

1

2

3

4

5

6

7

8

9

No.
Activity

1.
2.
3.

Club Days
Accumulation of points by students
Consultation and verification of points by
SAA
(Every Thursday &
Friday, 2.00-4.00pm)

Third semester of enrolment into ECA 200
No

Academic Week
Activity

1.
2.
3.
4.
5.
6.

Club Days
Consultation and verification of points by SAA
(Every Thursday & Friday, 2.00-4.00pm)
Accumulation of points by students
Tabulation of points by SAA
Submission of marks to Record Office
Course selection of ECA300

49

1

2

3

4

5

6

7

UCSI Education Sdn. Bhd. (185479-U)

ECA 300
First semester of enrolment into ECA 300
Academic
Week
No

1

2

3

4

5

6

7

8

9

10

11

12

13

14

10

11

12

13

14

Activity

1.
2.
3.
4.
5.

Course selection
Briefing of ECA Course
(Based on Programme)
Club Days
Accumulation of points by students Consultation and verification of points by
SAA
(Every Thursday & Friday,
2.00-4.00pm)

Second semester of enrolment into ECA 300
Academic
Week

1

2

3

4

5

6

7

8

9

No.
Activity
1.
2.
3.

Club Days
Accumulation of points by students
Consultation and verification of points by
SAA
(Every Thursday &
Friday, 2.00-4.00pm)

Third semester of enrolment into ECA 300
No

Academic Week
Activity

1.
2.
3.
4.
5.
6.

Club Days
Consultation and verification of points by SAA
(Every Thursday & Friday, 2.00-4.00pm)
Accumulation of points by students
Tabulation of points by SAA
Submission of marks to Record Office
Completion of course

50

1

2

3

4

5

6

7

UCSI Education Sdn. Bhd. (185479-U)

EXAMINATIONS
20 Final Examination Component
20.0 Nature
You are to sit for a final examination towards the end of each semester, if the course undertaken requires this assessment.
The duration of the final examination may vary between 1.5 hours (normally) to 3 hours, depending on the requirement of the programme and the course. The venue for the final examination is usually in the
Examination Hall but could be located elsewhere depending on the capacity and the logistics of the entire examination. 20.1 Examination Timetable
The examination timetable is electronically computed and will rarely result in clashes of papers. However, if and when there is a clash, the affected students are duty bound to report the clash to the RO immediately upon the publication of the first draft of the examination timetable. As the examination periods have been stipulated in the Academic Calendar published ahead from the commencement of the academic year, you are forewarned to avoid scheduling of any activities during these periods. Therefore, the University will not entertain requests to relocate examination slots if clashes occur for personal reasons, i.e.: travelling plans, other external examinations registered on your own accord, recreation/ extra-curricular activities, travelling for exchange student programmes, etc. A second draft of the timetable will be published in a week‟s time and should be quite final. The final timetable will then be released in one (1) weeks‟ time and thereafter, no amendments will be entertained.
You are to check the final examination timetable published on-line. Incorrect information recorded by you will not be entertained and absenteeism on such grounds will lead to re-registration of the said course with attendance in the future semester offered.
The examination timetable is scheduled after taking into account the entire examination papers of the
University and the number of days allocated for the examination period. At times, some papers are scheduled within the same day to avoid clashes of students undertaking other courses. Negotiations will not be entertained as the examination is regarded as an assessment to gauge the knowledge, principles, concepts, theories and / or practice a student has already learnt and acquired throughout the semester.
At times, the examination period may fall within the festive seasons. While sensitive care is taken into account to rest the festive day, particularly if it is religiously inclined, the examination nevertheless will proceed thereafter. In line with universities worldwide, pleas to take leave will not be accepted.
20.2 Eligibility, Barring and Un-Barring
To meet the eligibility to sit for the final examination, you have to meet the 80% attendance requirement in the semester. If this requirement is not met, lecturers will submit a “Bar List” to the RO to prohibit you from taking the examination and thus, disallow you from entering the Examination Hall.
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UCSI Education Sdn. Bhd. (185479-U)

The Bar List will be published approximately two (2) weeks before the final examination period. You are encouraged to view the list urgently to check if you have been barred and to take the necessary remedial actions. e.g.: engaging discussions with the lecturers concerned to clarify the reason(s) for your high absenteeism, or to work out the various options to lift you from the barring list. If your lecturers are satisfied with your explanations and / or actions, they will then notify the RO to “unbar” you.
Ineligibility to sit for the final examination may also be due to long outstanding and unsettled tuition fees.
The Group Finance Office will check your payment record and withhold the examination token if you have outstanding tuition fees.
Students who failed to settle the outstanding fees by the last day of classes will be barred from the final examination sitting. You must settle all outstanding fees before the final examination for the examination tokens to be released to you to allow you to attempt the examination. Settlement of outstanding fees after the examination day/ period will not entitle you for a re-sit and/ or supplementary examination. If you failed to attempt the final examination due to non-payment of course fees or settlement of outstanding fees on/ after the scheduled examination period, you will receive an “F” grade for the registered courses. You would be required then to re-register the courses with attendance and complete all the components of the courses in the next semester offered.
You have to settle your tuition fees before the semester commences. Finance charges (refer to 40.4 Late
Payment Charges) will be incurred for fees settled after the stipulated due date for payment but prior to the commencement of the examination period. While delays in fee payment may be tolerated on valid grounds, the onus is on you to approach the Bursar to discuss an alternative and acceptable pattern of payment.
The RO will not entertain any verbal barring or unbarring of students without the receipt of the supporting documents from the lecturers / Schools / Faculties / and Group Finance Office.
20.3 Quarantine
Where and if there is a clash of examination time or unreported undertaking of different levels of courses during the semester, candidates may either be quarantined and /or merge the two papers into four hours or at a duration that the RO deems fit.
In order to avoid clashes, you are strongly advised to select courses of the same level during the semester.
Undertaking courses at different levels will subject you to the risk of clashes in the final examination timetable. The clashes in the class timetable during the semester are already an indication of a possible clash in the final examination timetable.
21 Examination Regulations
21.0 Examination Token
As mentioned, you are required to obtain an examination token approximately one (1) week prior to the final examination. The token, together with the student identity tag, represents the combined tickets to enter the Examination Hall. Without either one, you will need to approach the RO to obtain a temporary token and / or identification tags after a penalty payment of RM5/-.
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UCSI Education Sdn. Bhd. (185479-U)

The examination token will outline all the courses that you are undertaking for the particular semester.
Where a student is barred from the final examination, a line will be drawn across the course and you are urged to act swiftly to be unbarred from the examination.
21.1 Prohibited Items in the Examination Hall
Certain items and materials are strictly prohibited from being brought into the examination hall. If you are caught with these items in the examination, you may be found guilty of cheating and may, on the advice of the Chief Proctor, be dismissed immediately.
This is notwithstanding whether the examination has commenced or not, and whether the prohibited items were brought in intentionally or otherwise. The onus to check that these prohibited items are not brought into the examination hall rests with you. Such prohibited items include materials borrowed from someone else (e.g. friend, classmate, housemate, family member, and so forth). The onus to check whether such items borrowed contain prohibited writings, engravings, carvings, markings and so forth, rests on you. Items that are allowed into the examination hall will be checked by proctors when suspicion arises. Examples of such items are outlined below:
Table 21.0: Prohibited Items in the Examination Hall
Prohibited Items

Items to be Checked














Papers of any size
Caps
Books or notes
Electronic devices
Bags of any kind

Coats, jackets, pockets, pants
Calculators
Calculator covers (on the floor)
Pencil cases/boxes (on the floor)
Spectacle casing
Dictionaries (where allowed)







Rules
Books (where allowed)
Examination Tokens
Wallets and purses
Others

Prohibited items found in the examination hall will be confiscated and used as evidence in the University
Examination Board meeting and may not be returned to you. If you want to bring your personal and valuable belongings into the Examination Hall, you are advised to seek alternative avenues to safeguard your items. Coin lockers are provided by the Student Affairs Office located outside of the exam hall. UCSI
University will not be held responsible for the loss of any item within the premises if you fail to heed the advice of not bringing valuable items to the examination.
21.2 Mobile Phone in the Examination Hall
Mobile phones when brought into the examination hall must be switched off and placed on the floor under your chair, at all times, and cannot be removed during toilet breaks.
If the mobile phone is found in silent mode or rings during the examination, the mobile phone will be confiscated. A penalty of RM 50/- will be imposed to retrieve both the SIM card and the mobile phone.
Notwithstanding whether there was intention or not, mobile phones found to be used as a cheating tool in the examination hall will be confiscated and used as evidence in the University Examination Board meeting.

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UCSI Education Sdn. Bhd. (185479-U)

21.3 Washroom Procedures
As a security measurement, you are not allowed to go to the washroom immediately upon entering the examination hall within the first 30 minutes of the examination, and towards the last 15 minutes before the examination ends. However, the Chief Proctor on duty is authorized to exercise his/her discretion to act accordingly on needs arising under special circumstances.
You are advised to visit the washroom before any examination session. Where deemed appropriate, you may be subject to a body search by proctors (of the same gender). When consent is given, you are required to sign a washroom control booklet outside the restroom to indicate when and who had been to the washroom during a particular paper.
21.4 Seating Arrangements
At each examination session, you will be given special seat arrangements that differ by sessions. The seating arrangements will be made available at the nearest notice boards to the examination hall, 15 minutes before commencement of the examination session. You are advised to be at the examination hall early to check your respective seat numbers.
The arrangement is fixed according to the attendance logistics. Unauthorized movement is strictly prohibited, unless otherwise instructed or requested by the proctors.
21.5 Attendance Slips and Waiting Period
If you enter the examination hall early, you have the advantage of completing the attendance slips and the details requested on the answer booklets and other documents before the examination commences. This allows you to have a full three (3)-hour focus, for a 3 hours examination, on the question paper. The announcement to start the examination will be made only when the hall has been put in order and / or it has reached the scheduled time to commence the examination.
Recorded warning messages will be played at each session, and you are required to listen attentively and abide by the instructions and examination regulations announced.
The attendance slip should be completed prior to attempting the questions. It will be collected at the end of the first 30 minutes for attendance affirmation. As such, you are not allowed to leave the hall or visit the washroom within the first 30 minutes when the examination commences.
21.6 Examination Materials
All materials distributed to candidates at any examination session, used or unused, are to be returned to the examiner. Taking materials out of the examination hall is regarded as an offence. If you are caught bringing out the examination material from the exam hall, you will be subject to penalty as deemed appropriate by the University Examination Board.

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UCSI Education Sdn. Bhd. (185479-U)

21.7 Time Keeping
As a reminder, you are advised to adhere to the following practice:





Arrive early to check the seat number 
Remain seated until the examination starts 
Remain in the examination hall within the first and the last 30 minutes of the examination.
Any movements within the examination hall during this period, including leaving the hall or visiting the washroom, are restricted.

 
The adherence to the above practice is in compliance with the time management of the examination. If you arrive after the first 30 minutes, you will not be allowed into the examination hall, unless authorised by the
Chief Proctor. The delay will be regarded as absenteeism, especially if there were students who had left the hall or visited the washroom.
22 Absenteeism from Final Examination
The University defines absenteeism as not physically present in the examination hall during the stipulated date and time of the paper in question, under whatever circumstances.

Absenteeism in the final examination entails a serious consequence amounting to an „F‟ grade awarded.
However, absenteeism due to extenuating circumstances may be considered for a supplementary exam if supporting documents justifying the absenteeism are acceptable to the UEB. Misreading or misunderstanding the final timetable cannot be accepted as a reason for failure to attend an examination.
If you are unable to attend the final examination due to a medical condition, you are required to submit a medical certificate issued by a doctor from either a government or private hospital, or from UCSI
University‟s clinic. The medical certificate must be submitted to the RO within five (5) calendar days inclusive of the examination day, from the date of the scheduled examination session. Unless supported by doctors from public hospitals verifying the nature and severity of the recurring illness in each examination period, in the case of a student who had submitted medical chits for being absent in examination for three
(3) consecutive semesters or more, the University reserves the right to reject future medical certificates and to disallow the student from attempting the supplementary examination.
Medical chits will not be accepted if you are found to have fees owing to the University prior to and/ or during the final examination period.
Students who submit medical chits for absenteeism may attempt the supplementary paper at the beginning of the next semester. The marks will be capped at 50% (if > 50%) or if the actual results obtained is < 50%.
However, if it involves special medical conditions, special considerations, on a case to case basis, will be made if it is supported by sufficient convincing medical reports to substantiate the gravity of the medical condition. If the University Examination Board is satisfied with the gravity of the medical condition which you suffered during the time and date when the paper was examined, your accumulated component marks may be added to the marks obtained in the supplementary paper.

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UCSI Education Sdn. Bhd. (185479-U)

Medical certificates from private clinics and any time off slip are not acceptable for reasons of absenteeism in final examination.
Submission of forged and tampered medical certificates will be referred to the Disciplinary Board for further action. Depending on the degree of the severity of the act, the penalties imposed could be one or more of the following actions:





Recorded warning letters
Award of an “F” grade
Suspension of a semester or more
Termination of studies at UCSI University.

23 Computations of Marks and the 40% Rule
Component marks obtained throughout the semester will be accumulated and taken into account in the computation of the final marks. This total mark will be moderated by the respective School and Faculty or second examiner prior to submission to the University Examination Board for approval, endorsement and release. At UCSI University, a further ruling of 40% rule governs the accumulation of marks. Under this rule, a minimum of 40% in the final examination paper is required before the component marks of the course can be added. Otherwise, if the total marks is:

< 40%, then the total marks will be shown;

> 40%, then the total marks will be reduced to 40%.

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UCSI Education Sdn. Bhd. (185479-U)

The following table illustrates several examples of the 40% rule:
Table 23.0: Examples of the 40% Rule
Example 1
Components

Marks
Obtained

Full
Mark

Assignment

20

Presentation

Example 2
Marks
Obtained

Full
Mark

20

3

20

12

15

0

15

-

-

-

-

18

20

2

20

Quiz

-

-

-

-

Test

4

5

1

Example 3

5

Project
Mid-term test

Final Exam

13

40

Total

67

Final Mark
(Grade)

40

40% rule

< 40 %
(32.50 %)

Full
Mark
15

15

15

-

-

5

15

-

-

3
> 40 %
(87.50%)

Marks
Obtained
10

40% rule

5

32

50

35

40

100

41

100

65

100

(D)

41

(D)

65

(C +)

Example 1
Final exam

= 13/ 40
= 13/40 x 100
= 32.50 % (< 40%)
Therefore, the final mark is: = 40 % (instead of 67%); “F” grade

Example 2
Final Exam

= 35/40
= 35/40 x 100
= 87.50 %
= > 40
Therefore, the final mark is: = 41 % (3+2+1+35); “F” grade

57

40% rule

> 40 %
(64 %)

UCSI Education Sdn. Bhd. (185479-U)

24 Cheating and Misconduct
24.0 Definition of Cheating
UCSI University views cheating seriously and considers both the intentional action of cheating and failure to prevent the unintentional action of cheating as a grave offence.
UCSI University adopts a broad definition of cheating as any acts, intentional or otherwise, that would provide an opportunity to enhance the performance of the students in the examination, with the use or unused, of relevant or irrelevant tools, materials and / or actions. Examples of such incidents are:














Copying, in part or whole, from an examination paper, mathematical analysis, formulae, research or creative project or equivalent sources that belongs to another person; 
Submission of a piece of academic work that has been purchased, borrowed, stolen; or fabricated data; 
Use of notes, sources, materials from items and / or electronic devices not authorised in the examination or by the examiner; 
Collusion or making arrangements with another student to cheat, including employing a surrogate to sit for an examination or any form of academic assessment mode, in part or whole, or agreeing to be that surrogate aiding and abetting the dishonest act; 
Bringing any other unauthorised items into the Examination Hall, whether relevant or not, whether used or not, and irrespective of the ownership. 

The penalties imposed on students who are caught cheating may vary between a recorded warning letter; a
Fail grade being awarded, suspension of a semester, or even termination of studies at the University. The type of penalty will depend on the degree of severity of the act.

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UCSI Education Sdn. Bhd. (185479-U)

24.1 Consecutive Cheating
Students with recurring/consecutive cheating offences will be suspended for one semester or more or termination of studies depending on the degree of severity of the act.
Consecutive cheating is defined as follows:








being caught cheating in one paper on a particular day and again in another paper a few days after the first incident;  being caught cheating in course work components (such as test, mid-term test, quiz, and other reported incidents) and again in the another assessment component or final examination;  being caught cheating in any form of assessment in one semester and again a repeat of the incident in another semester. 

Records of any cheating incidents will be recorded and kept in the respective students‟ files and Student
Database records. These incidents will be referred by authorities to determine the future services to be provided to you and in the provision of character references requested by your future employers.
International students, who are being suspended due to a cheating offence, will have your student visas shortened or cancelled. As such you will be asked to return to your home country for that suspended semester(s). If your visa is extended over a considerably long period, then you may maintain your visa but it will be made mandatory for you to present your original air ticket to the RO. Upon returning to Malaysia to resume your studies, you will be asked to show the pages in your passport to certify your departure and arrival. The University is duty bound to report to the Malaysian Immigrations any students who fail to adhere to the above regulations.
Students (local or international) who are suspended will not be allowed to:



transfer programmes or complete their course selection sit for any supplementary, if any. You will be required to repeat the course again.

24.2 Misconduct during Examination
Misconduct which may include the act of cheating or attempting to cheat is taken to include a broader definition. Examples of actions that constitute misconduct include the following, but are not limited to:





Incessant talking in the examination hall 
General disobedience of examination instructions 
Unruly and rowdy behaviour shown towards proctors / lecturers 
Inability to adhere to, as well as aloofness towards examination procedures.

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UCSI Education Sdn. Bhd. (185479-U)

All academic misconduct cases are presented to and considered by the University Examination Board.
Where required, the students involved will be required to attend an interview for further clarification. Where appropriate, the cases may be referred to the Student Disciplinary Board for further actions.
25 Passing Marks and Grades
You are expected to be familiar with the grading system of your respective programmes in your Schools /
Faculties. While a 50% passing mark may generally be adopted, you are advised to re-confirm with your
Deans or appointed Heads of Department.
The overall grading system at UCSI University, which applies to all programmes excluding the A Levels,
Medicine and Pharmacy programmes, is presented as follows:
Table 25.0: Grade Legend and GPA

Table 25.1: Grade Legend and GPA

(January 2012 and onwards)

(May 2008 onwards - prior to January 2012)

UCS I University Grade Legend

Grade
Point
Average
(GPA)

UCS I University Grade Legend

Grade
Point
Average
(GPA)

A+

High Distinction

86 – 100

4.00

A+

High Distinction

86 – 100

4.00

A

Distinction

80 – 85

3.75

A

Distinction

80 – 85

3.70

B+

High Credit

76 – 79

3.50

B+

High Credit

76 – 79

3.50

B

Credit

66 – 75

3.00

B

Credit

66 – 75

3.00

C+

Low Credit

60 – 65

2.50

C+

Low Credit

60 – 65

2.50

C

Pass

50 – 59

2.00

C

Pass

50 – 59

2.00

D

M arginal Fail

40 – 49

1.00

D

M arginal Fail

40 – 49

1.00

F

Fail

0 – 39

0.00

F

Fail

0 – 39

0.00

Table 25.3: Grade Legend and GPA
(prior to May 2008)

UCS I University Grade Legend

Grade
Point
Average
(GPA)

A+

High Distinction

90 -100

A

Distinction

80 - 90

B+

High Credit

76 – 79

3.50

B

Credit

66 – 75

3.00

C+

Low Credit

60 – 65

2.50

C

Pass

50 – 59

2.00

D

M arginal Fail

40 – 49

1.00

F

Fail

0 – 39

0.00

4.00

The results of the MPW compulsory courses and English requirement courses are excluded from the computation of the Cumulative Grade Point Average (CGPA).
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UCSI Education Sdn. Bhd. (185479-U)

The grade legend for MPW courses are P (Pass) and F (Fail) for those students who enrolled the courses prior to August 2005.
26 Results
26.0 Release and Publication
Your results will usually be published on the first day of the commencing semester. You are advised to proactively check the academic calendar for the schedule dates.
The results are published online to enable borderless access. Results enquiry via phone calls will not be entertained. Upon request, parents can be given online access to check their children‟s academic performance. 26.1 Withholding of Results
Results will be withheld under the following circumstances:

On-going investigations in Cheating/Misconduct during the examination

Outstanding tuition fees.

27 Appeals and Re-Evaluation of Marks
27.0 Nature & Definition
If you are confident of an arithmetic error in the marks computed by the examiner and / or have other valid reasons, you could submit appeals for your examination scripts to be re-evaluated. However, appeals can only be made to review the final examination answer scripts. Anomalies or disagreement in marks obtained in tests, quizzes, mid-term tests, assignments, projects and / or other course components will not be entertained. The appeals are only applicable for that particular semester and within the stipulated time set according to the Academic Calendar. Backdated appeals will not be accepted.
27.1 Re-Evaluation Procedure
You are to submit a duly completed form to the RO by the stipulated due date as published in the Academic
Calendar after making the payment of the processing fee. The payment of the re-evaluation fee does not in any way construe that the marks will be adjusted upwards. There may be instances where the second examiner may downgrade the marks if proven that the marks had been incorrectly given.
27.2 Outcomes of Appeals and Re-Evaluation
You will be notified in writing of the outcome of your appeals before the supplementary examination.
Where marks are upgraded to a supplementary band, you may be allowed to sit for the supplementary examination. The outcome of the appeals is final and further appeals will not be entertained.

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28 Supplementary Examinations
28.0 Nature and Eligibility
The supplementary examination serves as a second but final attempt for marginally failed students to demonstrate their understanding of the course. Students with marks ranging from 40% to 48% are eligible to apply for the supplementary examination.
Supplementary examinations must be attempted during the scheduled period as published in the Academic
Calendar. Requests for the examination to be brought forward or postponed will not be entertained. The same applies to students (local/international) completing your Co-op placement. Similarly, requests for a backdated supplementary exam will not be approved.
Approval for supplementary exams will be considered if:



the aggregate marks of the other components of the course are significant for a maximum mark in the supplementary exam that enables you to pass the course. (see Example 1, Table
28.0 below), and you have settled all fees due including the supplementary exam fees.

The regulations governing the supplementary examination and computation of marks stated herein are of a general nature and may not apply to all programmes. For programmes where the computation of marks are also governed by external regulations (e.g. Architecture, A Levels, Nursing and Medicine programmes), the external requirements will prevail. Therefore, you are advised to consult your respective Deans / Associate
Deans / Heads of Department / Lecturers on the specific requirements for such programmes.
28.1 Computation of Supplementary Marks and Capping at 50%
The component marks for supplementary examinations are as per the component marks of the final examination. The score will replace the one obtained in the final examination. The marks achieved in the supplementary examinations, together with the aggregate components marks will contribute to the final mark. However, if the marks obtained in the supplementary paper are lower than the previous achieved in the final examination, the higher mark will be recorded in the transcripts (see Example 2 below). If marks computed after the Supplementary Examination are higher than 50% (e.g. 65%), the Supplementary results will be capped at 50% instead of 65% (see Example 3 below).

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Table 28.0: Examples of Treatment of Supplementary Marks

Example 1
Components

Marks
Obtained

Full
Mark

Assignment

4

-

-

3

20

-

-

Project
Mid-term
test
Quiz

Not allowed to attempt Final
Exam

Full
Mark
20

20

5

5

5

12

15

Presentation

Example 3
S upplemt ary Exams'
Result

20

20

0

Example 2
S upplemt ary Exams'
Result

Final
Exam

Full
Mark

S upplemt ary Exams'
Result

15

12

4

5

4

-

-

-

-

-

-

18

20

18

20

20

20

-

-

-

-

-

-

Test

1

5

4

5

4

9

10

9

Final Exam

38

40

13

40

9

23

60

27

Total

46

100

67

100

63

61

100

65

Final Mark
(Grade)

46

(F)

40

(F)

40 (F)

41

(F)

50 (C)

Remark

Not allowed to attempt supp exam as components' marks are too low; full supp marks (40 %) + aggregate components marks will still be < 50%

S upp exam's mark (9) < Final
Exam (13), therefore final exam mark will be recorded. Final mark is capped at 40% according to 40% rule as the final marks weightage is < 40%)

S upp exam's mark (27) > Final
Exam (23), therefore S upp mark will be recorded but overall capped at 50%

28.2 Procedure and Fees
To apply for a supplementary examination, you:


must meet the eligibility criteria(refer Item 28.0)



need to present the duly completed “Application for Supplementary Examination Form” to the RO for approval



are required to make the supplementary examination processing fee payment at Finance
Office, once approval to attempt the supplementary exam is granted



must submit the Form to the RO for registration of the supplementary paper within the stipulated deadline as published on the Academic Calendar. Payment of the supplementary exam fee does not construe registration of the supplementary examination until and unless approval is granted and the registration of the paper is completed.

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28.3 Absenteeism in Supplementary Examination
Absenteeism from the supplementary examination is not acceptable. Payments made for the supplementary paper are not refundable. If you missed your supplementary papers, you are required to re-take the course in the current semester or in the following semester.
28.4 Appeals and Re-Evaluation of Supplementary Examination Results
Appeal to review results is not applicable for the supplementary examination. The results of the supplementary examination are final and appeals or re-evaluation will not be entertained.
29 Courses without the Final Examination Component
In general, the supplementary examinations are not applicable to courses without a Final Examination component. However, if the final take-home project assignment is used solely as a final assessment component, then that component may be regarded as an equivalent of the Final Examination. If you failed that component, it is of the discretion of the Faculties/ Schools to allowing you to re-submit it (within a reasonable length of time).
If re-submission if approved, you are required to pay the fee as per the amount imposed on the
Supplementary Examination. This practice is highly dependent on the structure of the course and the weighting of the final project.
30 Challenge Examinations
30.0 Nature and Eligibility
The Challenge Examination or interchangeably called Challenge Paper is a traditional mechanism used to gauge a candidate‟s knowledge of a certain course when a student had failed the course several times and wishes to “challenge” that he/she has acquired sufficient knowledge to pass the course without having to undertake it.
The Challenge Examination is not a replacement for the Final Examination nor is it an alternative for you to undertake as self-study for the paper.
Procedure to apply for the Challenge Exam:





Complete application of the Challenge Examination Form available with the RO
Seek the approval of the Faculty Dean
Make a payment of RM750 as the Challenge Examination Fees
Return the completed form to the RO for registration.

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The School / Faculty will prepare a special set of moderated question papers for you to attempt. The physical conditions under which the Challenge Examination is conducted are the same as in the Final
Examination. Although the Challenge Paper can be held at any time of the semester, the paper is usually scheduled concurrently with the Final or Supplementary Examination.
30.1 Absenteeism for the Challenge Examination
The Challenge Examination is treated as a supplementary paper and is granted once. If absent from the
Challenge Examinations:


There is no re-sitting for the Challenge Examinations unless you have a strong supporting reason for consideration to be made on extenuating circumstances



The fee paid is non-refundable.

30.2 Computation of the Challenge Examination Marks
The Challenge Paper has no course components, therefore will be marked out of 100%.
As the Challenge Examination does not require a re-registration of the course, therefore, marks awarded in the challenge examination, regardless whether it is higher or lower than the previous results, will supersede the marks obtained in the last registration for the course.
This undertaking will be recorded in your student records and therefore be printed on your academic transcript. 31 Improvement of Grades
There is no re-take/repeat to better the grade/CGPA of passed courses. All courses are given a single attempt, unless it is a Fail grade.

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PLAGIARISM
32 Policies Governing Plagiarism
32.0 Nature and General
UCSI University regards plagiarism as an academic misconduct and treats such incidents with a high degree of severity and attention.
Plagiarism is loosely and broadly defined as the act of submitting academic work (e.g. assignment, project, thesis, dissertation, essays, or other equivalent written assessment) with the use of academic work publicly published and produced by another person for the purpose of obtaining credit or fulfilling requirements, without the acknowledgement and consent of that person. Specifically, UCSI University further defines plagiarism as:



The inclusion of ideas, words or sentences, paragraphs, in whole or in parts, from other sources into your work without the appropriate acknowledgement; 

The use of another person‟s intellectual work, including musical composition (tune or lyrics), computer programme, photographs, drawing or sketches, sculpture or research and other equivalent forms into your own work, attempting intentionally or otherwise to represent it as your own work.

In order to avoid being penalized, where in doubt, you are urged to seek clarification from the examiner or lecturer prior to submission of such work.
32.1 Plagiarism in Course Work Components
The course work components are taken to mean any take-home written assignments between the percentages of 5% to 25%. If sufficient evidence of plagiarism is found in a student‟s work, the following procedure shall take place:
1) The lecturer / examiner of that piece of work is to gather the evidence for documentation;
2) Confirmation with the Dean or Associate Dean and another School / Faculty member that the piece of work does indeed contain plagiarized work. These “members” will form the immediate committee to address this incident until the matter is resolved;
3) Request for you to attend a scheduled meeting with the lecturer / examiner, the Dean or associate
Dean and another School / Faculty member. This is to be completed within three (3) days from the date of discovery and with the meeting agenda extended to you. Failure to be present at the meeting may add on penalty to the case, unless proven that the absenteeism is due to extenuating circumstances; 66

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4) During the meeting, you will be explained on the allegation of plagiarism and requested to clarify and respond. The Committee would allow you to admit the offence and where possible, resolve the matter informally.
5) You are to sign the Admission to Plagiarism Form at the meeting witnessed by the committee members (who will also be required to acknowledge the discussion with their signatures);




6) The penalties for such an incident are:

An award of a Fail grade in that particular component, or where the committee members are of the opinion that the case is severe; OR 


A re-submission of the assignment within a suitable duration determined by the committee and agreed by you, where the committee members are of the opinion that the case is less severe; AND 


A stern warning letter issued by the Dean of Faculty and recorded in your student file with the RO and the electronic system. 
7) If the objectives of the meeting are unfulfilled as in:

Your absenteeism without notification or acceptable reasons; or 

Your non-cooperation, or 

Adamant denial on your part without valid evidence.

The following actions shall be executed immediately:

An award of a Fail grade in that particular component, where the committee members are of the opinion that the case is severe; and

A stern warning letter issued by the Dean of Faculty and recorded in your student file with the RO and the electronic system.

32.2 Plagiarism in a Major Project / Thesis / Dissertation
Plagiarism could occur at a higher level or in a component that carries a heavier weighting in the total assessment of the module. A heavy weighting is denoted by the contributing mark of above 25% in a takehome written component within that module.
Allocation of higher marks in such a component invariably places higher importance for that learning component. Thus, the offence of obtaining credits through dishonest means by using another person‟s academic work is correspondingly higher in such an attempt. Plagiarism in this context takes the similar broad definition given in 34.0 (above) and will be dealt with accordingly to the processes outlined above.
The aim of the discussion with you also entails providing the necessary counselling to prevent future recurrence. The penalty however, is still severe and will be as described in 34.1 (6). The penalty allowing re-submission, if recommended, will cap the re-submission mark to a Pass mark, while non- re-submission will result in a Zero (0) mark for that component. If you were absent from the meeting, the incident shall be recorded as such.

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32.3 Plagiarism in Group Work
Where an assignment is worked on by a group of students (i.e. more than one individual), the process of administering the incident and the corresponding penalties will be similar to those described in items 34.1 and 34.2. The exception is that the number of students will be more than one and each has to sign the same
Admission to Plagiarism Form.
32.4 Repeated Plagiarism (Second Time)
Where a student is found to have committed the plagiarism offence again in whatever weighted component, similar procedures as outlined in 34.1 (1) to 34.1 (5) will apply. The members will be alerted that this is a repeated plagiarism.
In the discussion session with a student, you would be informed of the repeated offence. The aim of the discussion is to inform you of the severity of the repeated offence and to serve a verbal warning to you.
The penalty for such level of plagiarism, if proven with documented evidence is an automatic Fail grade in that module and a stern final warning letter issued by the Dean of Faculty to be recorded in your Student
File and student record database system.
Whether the objectives of the meeting are fulfilled or not, the Fail grade will be imposed. You will also be barred from sitting for the Final Examination. Thereafter, it is your decision whether to continue with the class attendance if the semester is still actively on-going.
32.5 Repeated Plagiarism (Third Time)
When a student is caught plagiarizing after the second time, the inquiry meeting as stipulated in 34.2 will be convened. The matter is reported in writing to the RO within the immediate two (2) days, and the following penalties will take effect:









You will be suspended for a semester. A suspension letter from the RO with a copy extended to the Dean of the Faculty will be issued to you; 
The suspension shall take immediate effect, i.e. in the current, un-ended semester in which you are at, plus the following semester; 
You will be barred from all Final Examinations if it is an on-going semester and the courses selected for the following semester will be void.


Appeals, if any, will not be entertained but will nevertheless be forwarded to the School / Faculty for the remote possibility of consideration. The Dean reserves the right to choose whether the appeal should be responded to or not.

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32.6 Repeated Plagiarism (Beyond the Third Time)
When a student is caught plagiarizing after the third time, an inquiry meeting will be convened accordingly.
The matter will be reported in writing to the RO within two (2) days, and the following penalties will take effect: 








Your study at UCSI University will be terminated. A termination letter from the RO with a copy extended to the Dean of the Faculty will be issued to you
The termination shall take immediate effect, i.e. in the current, un-ended semester in which you are at, irrespective of whether Final Examinations have been sat; 
The courses selected for the following semester shall be void. All academic and administrative services will be ceased and in the case of an international student, your visa will be cancelled immediately.


Appeals will be not be entertained nor responded to.
32.7 Plagiarism at Foundation Level
The process of handling plagiarism at the Foundation Level is similar to that of the process described in all the clauses mentioned above. However, as it involves recent school leavers who may not have been taught proper citation, referencing or bibliographical techniques, lecturers, Associate Deans and Deans will moderate the situation and offer soft counselling, in addition to the procedures outlined.
32.8

Plagiarism at Undergraduate and Post-Graduate Levels

In the case of plagiarism occurring at the Undergraduate and Post-Graduate Levels, the process of handling is similar to that of the process described in all the classes mentioned above.

PROGRESSION AND AWARDS
33 Policies Governing Progression and Awards
33.0 General
In general, you have to pass all the courses prescribed by the programme of study before being considered for graduation; any failures must be re-attempted until a Pass is obtained (with the exception of the final year projects of certain degrees where these projects are generally only submitted once).
The duration of study with UCSI University may vary from time to time depending on the availability of the courses being offered, thus UCSI University shall not be held liable for any unforeseeable extension of time for programme completion. It shall be the onus of the student to plan his/ hers studies accordingly to the courses offering.

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The maximum duration to complete a programme is:






2 years for Foundation (1 year) 
4 years for Diploma (2 years) 
5 years for undergraduate Degree (3 years) 
6 years for undergraduate Degree (4 years) 
7 years for undergraduate Degree (5 years) 

If you have exceeded the maximum duration prescribed for the programme of study, you are to withdraw your study from the University.
Any other conditions and requirements over and above the aforementioned will be decided by the respective
School / Faculty (e.g. conditions for year to year progression, or entry to the Final Year, etc.).
33.1 Classification of Honours Degrees
The computation of Honours classification is based on the Cumulative Grade Point Average (CGPA) obtained throughout the duration of study of a programme at UCSI University. Thus, it takes into account the grades earned for each module / course completed in the programme. The credits accompanying the grades will determine the classification at the completion of your study. The following table serves as a guide in equating classification to CGPA grades.

1
2
3
4
5

Honours Classification
First Class
Second Upper
Second Lower
Third
Fail

CGPA
3.75 and above
3.00 – 3.74
2.50 – 2.99
2.00 – 2.49
0.00 – 1.99

The above classification applies to all programmes / Schools / Faculties with the exception of the School of
Medicine and the School of Pharmacy. The final awarding classification may differ accordingly to the discretion of the University with the advice from the School / Faculty staff in their process of reviewing the performance of each student throughout the entire programme.
Extenuating factors of material significance may be taken into account in determining the classification if found to be appropriate by the University Examination Board. Likewise, other behaviours and conduct recorded throughout and during your study may be taken into account in the classification.
All decisions for classification of Honours are final upon submission by the University Examination Board through the Senate for endorsement. CGPA scores outside the range indicated above will automatically be rounded off to the next higher score, unless otherwise advised by the School / Faculty.

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33.2 Progression of Study
The progression of studies occurs at three (3) levels:
i.
ii. iii. Foundation / Diploma programme to undergraduate programme;
Each year / level within the undergraduate programme; and
The undergraduate programme to post-graduate programme.

The conditions for each level of progression are outlined below:
33.2.0 Progression from Foundation Programme to Undergraduate Degree Programme
Students are restricted to register a mixture of modules for the Foundation and Year 1Degree. You must successfully complete the UCSI University Foundation Programme before progressing onto the undergraduate programmes (such progression is subject to having met the entry requirements of the selected programme). Progression from the Foundation Programme to the Degree programme is not subject to completing all
MoHE Matapelajaran Wajib (unless you wish to exit immediately with a Certificate from the Foundation
Programme upon completion of the Foundation Programme).
33.2.1 Progression within the Undergraduate Degree Programme
Progression from one year to the next is governed by the respective Schools / Faculties with their own internal policies and requirements. Generally, you must clear all MoHEMatapelajaran Wajib before you are allowed to embark on your Final Year study.

33.2.2 Progression from Undergraduate to Postgraduate Degree Programme
Progression of the above is subject to meeting the entry requirements of the postgraduate degree programme as outlined in the brochures of the intended programme.
33.3 Passing Marks
The passing mark for each module is 50% unless specified otherwise. For a full view of the marks and grading legend, please refer to Clause 27.
33.4 Progression of Studies (Foundation to Degree Year 1)
Students are often anxious to proceed to the next higher level in the course of your studies. The rush may often result in more harm than good to your learning process. To ensure the smooth progression of your studies, the following diagrams are set to guide and illustrate the different scenarios that may occur.
Permutations that are not outlined below will be determined on a case-to-case basis and separately.

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CORE Foundation Courses

Fail 1 course
Supplementary 1 course
Or missed 1 course on medical grounds

Supplementary 2 courses
Or missed 2 courses on medical grounds

Repeat that course before proceeding to Year 1
If you passed all courses,
Allowed to undertake Year 1 courses while sitting for the
Supplementary
Exam and waiting for results

continue with Year 1 courses
If failed one course, DROP all Year 1 courses and repeat failed Foundation course(s) until cleared

Supplementary 3 courses
Or missed 3 courses on medical grounds
Missed 4 courses on medical grounds

Supplementary 4 courses

Sit for all 4 papers in Supplementary
Exam before proceeding to
Year 1

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MoHE Foundation Courses (For Malaysian Students Only)
Allowed to proceed to Year 1 but required to repeat theMoHE subject at Foundation

Fail 1 Subject

Supplementary 1
MoHE subject or missed 1 MoHE subject on medical grounds Allowed to proceed to
Year 1 but required to sit for the
Supplementary paper at
Foundation

Supplementary 2 subjects (including
MoHE) or missed 2 subjects (including
MoHE) on medical grounds Allowed to proceed to
Year 1 but required to sit for the Supplementary papers at Foundation

Supplementary 3 subjects or missed 3 v subjects on medical grounds (including
MoHE subjects)

Allowed to proceed to
Year 1 while sitting for the
Supplementary papers and waiting for results

If failed Core subject but passed
MoHE subject, DROP all Year
1 subjects and repeat that Core
Foundation subject
If failed MoHE subject but passed
Core subject, continue with Year
1 but repeat the MoHE
Foundation subject simultaneously If failed even one Core subject but passed MoHE subjects, DROP all Year 1 subjects and repeat that Core
Foundation subject
If failed MoHE subject but passed Core subjects, continue with Year 1 but repeat the MoHE Foundation subject simultaneously.

Missed 4 subjects on medical grounds
(including MoHE subjects) Supplementary 4 subjects If failed, allowed to continue with
Year 1 but need to repeat that failed MoHE subject at Foundation level concurrently

Not allowed to proceed to
Year 1. Must sit for all the
Supplementary papers

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INTERNATIONAL STUDENTS
34 Policies Governing International Students
34.0 General
An international student is defined as a student:

 


Whose citizenship is NOT Malaysian; 
Who is NOT a permanent resident in Malaysia; 
Who enters UCSI University, Malaysia on a student visa permit solely and purely for the purpose of pursuing his / her education. 

International students form a sizeable portion of UCSI University‟s total student population.You may consider the same variety of options as Malaysian students but caution must be made in your subsequent admission to and recognition by professional governing bodies in Malaysia as well as in your home country.
UCSI University‟s efforts may be restricted in the admission of international students to such Boards as you may be governed by certain authorities, ministries, statutes and / or professions. Examples of such bodies are the Malaysian Pharmacy Board, Medical Board, Nursing Board and the Board of Engineers.
International students are urged to seek advice and counselling from the respective School / Faculty for the most current and updated rules.
34.1 Registration and Admission
The registration procedures for international students are as follows:








Submission of the Application Form together with payment for the Application Fee 
These fees paid are non-refundable even if you fail to obtain a Student Visa from the respective Malaysian Government agencies 
The submission must be accompanied with the relevant certified true copies of previous academic documents, i.e. certificates, transcripts and other relevant documents, for admission into the University as well as for student visa application purposes
Upon approval of the student visa, remittance of the other fees and initial tuition fees in full as stipulated in the Letter of Acceptance. 

The offer to international students, except for programmes with admission quota as regulated by professional bodies is valid for two (2) semesters or eight (8) months, from the intake offered for admission.
In the event that you failed to commence the programme after the offer‟s validity period, you are required to re-apply and re-initiate the application procedures mentioned above.

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34.2 General Requirements
International students studying at UCSI University are required to adhere to and comply with the following:








Possess sufficient funds to cover the tuition fees and expenses for at least one (1) year.
Be admitted into a full-time programme (as opposed to part-time courses). 
Prohibited from being gainfully employed beyond the stipulated hours allowed by the
Malaysian Immigrations. 
Fulfil minimum 80% of attendance requirements
Maintain a CGPA of at least 2.0 and above

Apart from the above, all academic and administrative rules and regulations stated in this Handbook are applicable to you.
34.3 Withdrawal
Once you withdraw from the University, the University will no longer be rending any form of service to you and the withdrawal will be reported accordingly to the relevant authorities.
34.4 Withdrawal and Student Visa
The handling for student visas or student passes is appended below:
34.4.0 Cancellation
A student‟s visa will be cancelled under the following circumstances and conditions:Withdrawal





You are required to complete the “Withdrawal Form” and obtain clearance from all the relevant departments and School/Faculty
To submit to the International Office, a copy of your passport and booking air ticket bearing your departing date and flight.
Completion of the programme





You are required to complete the “Programme Completion Form” and obtain the clearance from all the relevant departments and School/Faculty
To submit to the International Office, a copy of your passport and booking air ticket bearing your departing date and flight. 

 

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UCSI Education Sdn. Bhd. (185479-U)






Termination of Studies 
You may be terminated from your study at the University on the grounds of poor academic performance and/or attendance record or other reasons related to indiscipline or academic misconduct 
Your student visa will be cancelled and you are expected to make immediate arrangements to return to your home country as soon as possible. Failure to do so may result in your status being regarded as illegal by the Immigration authorities. 


Transfer of Institution


International students who wish to transfer to another institution will need to have your student visa for studies with the UCSI University cancelled. The new institution will then be expected to apply for the new visa on your behalf. The procedures and conditions of transferring to another institution are:





Approval from the Faculty
A copy of the Letter of Offer from the receiving institution
A fulfilment of 80% class attendance in general (where this is not met, the Release
Letter will state the actual percentage)
Settlement of outstanding fees
Submission of your original passport. Payment of RM100/- to the Malaysian
Immigrations Department for a Special Pass, if required.

UCSI University reserves the right to issue the Letter of Release to students.
34.4.1 Renewal
Your Student Visa will be renewed or extended when and if you have not completed the programme yet on the date of visa expiration. The extension or renewal may be granted for the period of time you require to fulfil any uncompleted graduation requirements.
Where a renewal of visa is sought, the following procedures are to be followed:



Attainment of clearance from both the Registrar‟s Office and Finance Office
Submission of passport, renewal application document and fee for Student Pass renewal application to the International Office at least THREE (3) MONTH before the expiry date of the Student Pass. Failing to do so would result in a penalty being imposed amounting to
RM30 per day.

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The renewal will not be approved if you have any of the following:







outstanding fees; or  poor class attendance (less than 80%); or  no course selection in the current semester or next semester, whichever is applicable  academic result below CGPA 2.0 (as Immigrations requirement)

34.5 Medical and Health Insurance
Effective from 1st December 2008, it is mandatory by the Ministry of Higher Education (MOHE) that all international students have a medical and health insurance while studying in any of the listed Private Higher
Educational Institutions (IPTS) in Malaysia.
The medical and health insurance guideline covers Personal Accident & Death, In-patient Services,
Repatriation and Outpatient Services.
All new students who have entered Malaysia with a valid Visa Approval Letter will have Medical coverage upon entry under the EMGS systems.
However the students will only receive their medical card within 14 working days of submitting their passports to EMGS. Students can notify International Support Team (IST) if they have not received their medical card.

LIBRARY
35 Rules & Regulations
35.0 General
The Library is accessible to all full time and part time students officially enrolled in any of the programmes offered by UCSI University. The use of the Library however, is governed by its rules and regulations set forth herewith.
The operating hours for the UCSI University Library are:
1. Kuala Lumpur Campus
a) UCSI University Library (South Wing)
Monday – Friday
08.00am – 09.00pm
Saturday & Sunday
09.00am – 01.00pm
Public Holidays
Closed

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b) UCSI University Library (North Wing)
Monday – Friday
09.00am – 06.00pm
Saturday & Sunday/
Closed
Public Holidays
2. Sarawak Campus
Monday – Friday
Saturday
Sunday & Public Holidays

08.30am – 05.30pm
08.30am – 12.30pm
Closed

3. Terengganu Campus
Sunday – Wednesday
Thursday
Friday – Saturday/Public Holidays

08.30am – 08.00pm
08.30am – 06.00pm
Closed

However, you can refer to the individual branch campus listed above for the operating hours.

35.1 General Requirements
For the Library to carry out its function effectively, as well as for the benefit of other library users, you should adhere to the following requirements when using the library:
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Display your student identification name tags upon entering the library 
You must be decently dressed and should conduct yourself properly in the Library 
Reservation of seats is not permitted. The Library staff may remove books and other articles left for any length of time on chairs and tables 
The discussion rooms are to be used strictly for group discussions only 
The Librarian on duty has the right to request you to leave the premises if you are found to be violating any of its rules 
An announcement will be made ten minutes prior to closing time and you must vacate the premise punctually 
The Library will not accept responsibility for the loss or misplacement of personal belongings 
The Librarian is empowered to withhold library facilities for any infringement of these rules. 

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The Management may amend the Library Rules and Regulations as and when necessary.
35.2 General Prohibitions
The following items and actions are prohibited in the Library:
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Smoking 
Consumption of food and drink 
Pets of any kind, living or non-living 
Talking excessively loud, shouting or chatting noisily with other users or on mobile phones. 

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35.3 Circulation Services
You may borrow general books for normal loan at the circulation counter. Borrowing privileges for the various categories of user are as follows:35.3.0 Books
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Full-time students may borrow a maximum of three (3) books for one (1) week 
Academic staff may borrow a maximum of eight (8) books for one (1) semester of the normal and Green Spot books 
Students can borrow the Green Spot books for one (1) day 
The Red Spot collection may be borrowed after 5.00pm to be returned on the next day before
9.00am. (Overnight loan book(s)) 
Non-academic staff may borrow up to eight (8) books for two (2) weeks. 

35.3.1 Journals / Magazines
Current and the latest issues of journals and magazines are to be used only within the Library. These are to be kept in the Library for all users until a certain time has lapsed and then they are “released” to the users for borrowing.
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Academician and non-academic staff are allowed to borrow journals and magazines for a maximum of two weeks only. 
You are allowed to borrow journals and magazines for a maximum of two days only.

35.3.2 Reference Materials
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Reference materials are to be used only in the Library. However, academic staff may borrow certain reference materials at the discretion of the Librarian.

35.3.3 Red-Spot Books
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All users are to use the red-spot books collection within the Library premise only.

35.3.4 Audio Visual Materials
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All audio-visual materials are to be used in the Library. However, academic staff may borrow certain audio-visual materials for a period of one (1) semester. Certain audio-visual materials, however, could be on loan to all users for a period of two (2) days. Request to use audio-visual materials should be directed to the Librarian on duty.

35.3.5 Students’ Project Reports
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These project reports may be borrowed for reference within the Library only. Photocopies of these project reports can only be made with permission from the Librarian on duty.
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35.3.6 Other Library Materials
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Other library materials may or may not be accessible to you and you are requested to consult the respective librarian at the circulation counter.

35.4 Rules on Borrowing
You are required to abide by the following rules and regulations:
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Borrowers are to produce your library cards and student identification name tags when borrowing library materials 
Books or library materials may NOT be brought out of the Library until the loan has been recorded.
Unauthorised removal of library materials is regarded as a very serious offence 
Library materials borrowed must be promptly returned on or before the due date 
The normal loan period for books is one week. The Library, however, may fix varying loan periods for the different types of materials or users as it deems fit 
All borrowers must settle your overdue loans before you are permitted to borrow again 
Users may borrow library materials up to 10 minutes before the library closing time 
Borrowers are fully responsible for the materials checked out. It is also your duty to ensure that the materials are returned before or on the due dates 
Borrowers are prohibited from borrowing on behalf of other users. 

35.5 Renewals
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Library materials that have been borrowed may be renewed if other users have not reserved them.
The following are some other guidelines on renewals applicable to both staff and students:
Renewals can only be done twice
To obtain a renewal on loan materials, you must bring the items to be renewed to the circulation counter You are allowed to renew one (1) day before the due date or on the due date
Online renewals for library books is now available via e-Library / Online Public Access Catalogue
(OPAC) (http://library.ucsi.edu.my/uhtbin/cgisirsi.exe/x/0/0/49)
However, online renewal can only be done once.
Loss or Damage

Borrowers will be held fully responsible for the library materials on loan. If the material is lost, an immediate report should be made to the Librarian to enable appropriate actions to be taken. You may either replace the material lost / damaged by directly purchasing or requesting the Library to replace it. If the latter alternative is chosen, you will have to pay twice the market price of the book as penalty. All books replaced in this manner must be of the latest edition. If the book is one of a set series, you may be called upon to replace the whole set or series.

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35.7 Fines
Official time for determining fines of overdue books and other purposes will be read according to the time shown in the computer system at the circulation counter. Should the system be down, the correct time will be determined by the library staff at the service counter.
Overdue library materials, including reserved materials, are subject to fines. This Policy applies to all categories of borrowers. The fines for all categories of books and audio-visual materials are assessed at the rates below:
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1 – 7 days - RM0.50 per day 
More than 7 days - RM1.50 per day 
Hour- RM 0.50 per hour (red spot collection) 
More than 1 month - a bill will be sent to you based on the value of the book(s) and other processing fees. If you fail to pay, the management will deduct it from your caution fee. 

Persistent repetition of this offence may result in you being barred from registration for the following semester and eventually non-conferment of your degrees / diplomas / certificates and the forfeiture of your deposits. As soon as a fine is incurred, all library-borrowing privileges will be suspended. Overdue notices are generated every seven (7) days until the third notice, which is clearly marked as FINAL NOTICE. All recorded fines must be settled before borrowing privileges will be reinstated.
One week after the THIRD and FINAL notice, an invoice will be generated in respect of delinquent accounts and sent to the borrower. Overdue books may be subject to replacement costs, accrued fines and a
RM20.00 per item processing fee.
Appeals should be directed to the Chief Librarian.

DRESS CODE
36 Rules & Regulations
36.0 General
UCSI University promotes a consistent professional image throughout the University to help staff, students and customers to feel safe, confident and comfortable at our University.
1. Dress code should be applied to all affected groups regardless of gender, race, ethnicity, religion, etc.
2. Dress code should be altered based on individual courses where applicable.
(e.g. Medicine, Nursing, Pharmacy)
3. Dress code should be applied in specific circumstances. (e.g. presentations, performances, laboratory settings) Dress code shall also be in accordance to the Laboratory Safety Guide.
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APPENDICES
APPENDIX 1

Examination Rules and Regulations
A. Before the Examination
1. Candidates must bring along your student identification name tags and examination tokens. You need to show your student identification tags to the proctor at the entrance before being allowed into the Examination Hall.
2. Candidates who do not have your student identification name tags will need to obtain Letters of
Identity from the RO. A levy of RM5/- will be charged for each Letter of Identity.
3. Candidates who do not have your examination tokens will need to obtain replacement examination tokens from the RO.
4. Candidates may not be allowed into the Examination Hall if your examination tokens indicate that the paper you are sitting for has been barred/ dropped (for financial or attendance reasons)
5. Candidates who fear you might be late on account of unforeseen accidents are required to contact your classmates, friends or the RO to notify the delay. Proof of accidents in the form of a police report may be submitted later.
B. During the Examination
1. Candidates will need to refer to the seating arrangements posted on the notice board within the precinct of the Examination Hall and be guided to the appropriate row in the Examination Hall.
Proctors have the right to re-arrange student seating.
2. Candidates may be dismissed from the Examination Hall if you fail to follow any of the examination regulations or instructions given by the proctors.
3. Candidates are NOT allowed to enter the examination hall 30 minutes after the commencement of the examination.
4. Candidates will NOT be allowed to leave the Examination Hall until 30 minutes have lapsed after the commencement of the examination, and 30 minutes prior to the end of the examination.
5. Proctors have the right to conduct a body search if you are suspected of cheating.
6. You are NOT allowed to employ surrogates to sit for examinations on your behalf. Where it is found or discovered, severe penalty will be imposed upon both candidates.

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7. You are NOT allowed to give or receive assistance or to communicate by word of mouth during the examination. 8. Prohibited items in the Examination Hall include pencil cases / handbags / wallets / mobile phones, books, papers, notes, dictionaries, electronic dictionaries, all programmable electronic devices
(including programmable calculators), except those authorised by the examiner.
9. Mobile phones brought into Examination Hall must be switched off and placed on the floor under your chair, at all times, and be clearly visible for the proctors to note and observe. Mobile phones placed under the chair cannot be removed during toilet breaks.
10. If a mobile phone is found in silent mode or ringing during the examination, the mobile phone will be confiscated by the proctors. They will only be returned upon payment of a RM50/- fine.
11. You are NOT allowed to receive / borrow any item or material from another candidate while in the
Examination Hall.
12. No passing of any kind of materials is allowed.
13. You are required to raise your hands if you want to communicate with the proctor.
14. Candidates who misbehave may be asked to leave the Examination Hall.
15. Cheating in any form will not be tolerated.
16. Candidates who leave the Examination Hall for various reasons must register your names if you intend to return to the Hall. You will remain under close supervision throughout your absence.
Leaving the Hall is only permitted if you wish to visit the washroom or retrieve forgotten relevant and permitted items from your bags in the foyer. You are not allowed to wander away from the premises and return to the examination.
17. Proctors reserve the right to restrict the number of times you visit the restroom.
18. Candidates who finish their examination ahead of the stipulated time are responsible for handing in your answer scripts to the proctors. This can be done by raising your hands to alert the proctors or by walking to the front desk of the Hall. You are not allowed to leave the Hall without the knowledge of the proctors.
C. After Examination
1. A candidate or lecturer may complain to the RO if you feel that an examination has been improperly conducted. The University Examination Board (UEB) shall then verify whether the allegations are true, and if they are, an investigation will be carried out and appropriate actions taken.
2. Any candidate found to, or attempting to cheat, will be called up by the University Examination
Board (UEB) for questioning.

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3. Where the UEB is satisfied that a candidate has committed a breach of any provision of the
Examination regulations, you will be deemed to have committed an offence and the UEB may:i. authorize to give public notice of the fact that such an offence has been committed by you, or to give you a private notice; and / or ii. remove your name from any list of examination; or iii. suspend you from UCSI University for such a period as the UEB may decide iv. suspend you from any UCSI University examination for such a period as the UEB may decide; or
v. fine you an amount that the UEB may decide; or vi. act in all or any of these ways.

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APPENDIX 2

Refund Policies and Procedures
A. APPLICABLE TO ALL STUDENTS
1. I hereby agree that the Registration Fee paid is strictly, NON-REFUNDABLE under any circumstances.
2. I hereby agree that once the initial fees are fully utilized, fees will be charged based on the Approved
Course Selection.
3. I hereby agree that in the event I drop all the courses before the ADD/DROP deadline and subsequently follow up with a withdrawal from UCSI University, the University will charge back the full fees based on the initial Approved Course Selection.
4. I hereby agree that UCSI University will refund the following: Caution Fee; Library Deposit;
International Student Deposit and Security Bond. However, this is provided that no rules or regulations have been breached and I do not have any outstanding fee with the University.
5. I hereby agree that in the event of graduation or in the event of a withdrawal the respective forms must be submitted within a maximum of 2 semesters from the event for the Refundable Deposits as per paragraph 4 above.
6. I hereby agree that at all times, it is imperative that all rules and regulations are strictly adhered to, failing which UCSI University shall forfeit all Refundable Deposits and the said deposits may be required to be paid once again, where applicable.
7. I hereby agree that in the event that I fail to settle my fees in accordance with the respective due date, I shall be liable to pay late payment charges that will be levied accordingly by UCSI University.
B. APPLICABLE TO MEDICAL AND PHARMACY DEGREE APPLICANTS ONLY
1. I acknowledge, understand and accept that to confirm my acceptance into either the UCSI University
Medical or Pharmacy degree programme within the stipulated deadline (as well as to book a seat for myself in the relevant programme), I need to pay all fees outlined in the Letter of Offer/ Conditional
Letter of Offer within the date provided. I agree that failure to pay the fees by the stipulated date will result in a seat not being reserved for me. Due to limited seats available as well as taking into consideration other eligible candidates, I further agree to abide by the Policy that all payments made to confirm a seat are strictly non-refundable and this is regardless of whether classes have begun.
2. If I am not a Malaysian citizen, I am made to understand that in the event I am not able to obtain the relevant visa from the Malaysian authorities (and strictly and solely for this reason alone), I may apply to UCSI University for a refund of the tuition fees paid (but any fees paid towards the Registration Fee and International Student Services Fee are strictly not refundable).

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C. APPLICABLE TO MALAYSIAN STUDENTS ONLY
1. In the event that a refund is requested, a 50% refund of initial tuition fees (new students) or Approved
Course Selection (existing students), provided withdrawal from the programme is made/submitted before the commencement of the classes, with the exception of Saturday, Sunday and Public Holidays.
In the event I have not paid the fees, 50% of the fees based onthe initial tuition fees or Approved Course
Selection is chargeable. UCSI University has every right to use the Refundable Deposits to offset the outstanding due to the University.
2. In the event that a refund is requested, a 30% refund of tuition fees provided withdrawal from the programme is made within seven (7) days from the commencement of the classes. In the event I have not paid the fees, 70% of the fees based on the initial Approved Course Selection are chargeable. UCSI
University has every right to use the Refundable Deposits to offset the outstanding due to the University.
3. There shall be NO refund of tuition fees if the withdrawal is done, anytime later and/or not in compliance with the fore-going conditions.
D. APPLICABLE TO INTERNATIONAL STUDENTS ONLY
1. I hereby agree that all initial tuition fees paid as stipulated in the Letter of Acceptance/Conditional Letter of Offer/Conditional Letter of Acceptance are strictly NON-REFUNDABLE.
2. In the event that a refund is requested, once the initial fees are fully utilized, a refund amounting to 50% of the Approved Course Selection tuition fees for the IMMEDIATE semester will be allowed, provided that the application for the said refund is strictly made BEFORE THE COMMENCEMENT OF THE
SAID SEMESTER.It is important that youcomply with this deadline, failing which UCSI University will not entertain any requests for refunds.
3. All applications should be duly submitted using the prescribed form and not any other. In the event I have not paid the fees, 50% of the fees based on the Approved Course Selection are chargeable. UCSI
University has every right to use the Refundable Deposits to offset the outstanding due to the University.
4. In the event that a refund is requested, once the initial fees are fully utilized and after the commencement of the semester, a refund amounting to 30% of the Approved Course Selection tuition fees for the IMMEDIATE semester will be allowed, provided that the application for the said refund is made WITHIN SEVEN (7) DAYS FROM THECOMMENCEMENT OF THE SAID SEMESTER. It is important that youcomply with this deadline, failing which UCSI University will not entertain any requests for refunds.
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All applications should be duly submitted using the prescribed form and not any other. In the event I have not paid the fees, 70% of the fees based on the Approved Course Selection are chargeable. UCSI
University has every right to use the Refundable Deposits to offset the outstanding due to the University.

6. I hereby agree to submit my Application Form, Registration Fee and International Student Services Fee and agree that in the event I am not able to obtain the relevant visa from the Malaysian authorities, all the money paid will not be refunded.
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7. I hereby agree to remit with immediate effect all initial tuition fees to UCSI University, upon my visa being approved and I am notified of the same, prior to arriving at UCSI University, Malaysia.
8. For applications into the University degrees of Medicine and Pharmacy, I acknowledge that I am bound by Section B above.
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APPENDIX 3

English Equivalent Requirements for Selected African Countries

Countries

English Grade
1, 2 (A)

Nigeria

English Level at UCSI University
Exempted from English
Foundation

Uganda

3 (B)

English Foundation

Zambia

4 (C)

Basic English
Level 8
Level 5

9 (F)

Countries

5, 6 (D)
7, 8 (E)

Tanzania ( CSE)

Level 3

English Grade
A (A-, A+)

Kenya (KCSE)

English Level at UCSI University
Exempted from English
Foundation
English Foundation
Basic English

D (D-, D, D+)

Level 8

E
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B (B-, B, B+)
C (C-, C, C+)

Tanzania ( ACSE)

Level 5

F

Level 3

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