Please read the Convocation Guide and Documents prepared as they provide a comprehensive details which you may refer to.
The tentative programme will be uploaded for reference once it has been approved for release.
Important Numbers and Emails :
Registrar’s Office: 088-511141/146 (Email : registrar@ucsf.edu.my)
Bursary’s Office: 088-511127 (Email : bursary@ucsf.edu.my)
Important Dates
Registration Date: Now until 17/7/2019 5.00pm
Rehearsal Date: 26/7/2019
Gown Collection Date: 26/6/2019
Gown Return Date: 27/6/2019
1) When is the closing date of registration and payment to be made?
The last day for both registration and payment is on 17th July 2019. Please take note, UCSF reserves the right to reject any late registration for the convocation ceremony.
2) Can we do the RSVP first but make a payment later?
Yes you can. But please make sure all payments are cleared by the latest 17th July 2019.
3) What should I do if I have not received an invitation letter yet?
All 2019 Convocation Ceremony Invitation Letters have already been sent out by email. If you did not receive your invitation letter please call the Registrar Office immediately to update your email address and we will send you your invitation letter.
4) What is the next process after we have made payment and uploaded the proof of payment on the websites? How can we know that our payment have been acknowledged?
UCSF will email you a Confirmation Letter once we cleared your payment. You will have to print the letter out or save it in your phone. You will need to show the letter to the secretariate during rehearsal day to collect your convocation package and gown.
5) I pay via CDM (ATM Deposit Machine), what should I state on the receipt of payment before uploading to the website?
You are advised to state your Student Name and Student ID to ease the payment verification process./p>
6) Can we attend the Convocation if we still have outstanding or owing to UCSF?
Yes, you may attend the Convocation Ceremony after you have registered and made all payment. However, you may only obtain your Official Scroll and Academic Transcript after you have settled all your outstanding payments. You are strongly advised to contact the Bursary for any inquiries or advise of your outstanding amount.
7) Does the Convocation fee of RM 300 include the payment for the so called studio photos?
No. Only the photos of you receiving the scroll are included (sizes 11R and 8R). The studio is an outsourced services which we have arranged for the convenience of our graduates.
8) Can the convocation fee be deducted from any refund or deposit which you may have with UCSF? What is the procedure?
Yes, you may apply the balance you have with UCSF for the convocation fee. Please liaise and contact the Bursary Office to arrange for settlement, or for any inquiries with regards to your outstanding/balance of funds which you may have with UCSF.
9) How long can we hold the graduation gowns? When should the gown be returned?
You may collect the graduation gown during the rehearsal day at the Multivision Room beside the auditorium and return the gown on convocation day after the ceremony. You may negotiate any extension of period with the gown supplier directly, but this may incur additional deposit.
10) Can I bring the graduation gown to UCSF?
Yes, we encourage you to take the opportunity of coming back to UCSF, or around Kota Kinabalu in your gown. Please bring your family members to have your pictures taken around the campus, especially with your fellow academicians, friends and family. We want you to have fun and to make this time a memorable time.
11) When will my scroll and transcript be given to me?
You will only be entitled to receive your official scroll and transcript at the secretariate table after you have returned the gown, and provided you have settled all outstanding with UCSF.
12) Do I have to fill out the online registration if I am not/cannot attend the convocation? What do I have to do if I cannot attend the convocation?
Yes, you still have to complete the online registration form by selecting the option that you will not be attending the convocation, and wish to be declared as receiving your scroll in absentia. This is to ease the process of UCSF in identifying the exact number of graduands attending the ceremony. You will need to pay an amount of RM100.00 and we will deliver the official scroll and transcript to you by post, provided you do not have any outstanding amounts.
13) Why do I have to pay the RM100 processing fee for not attending the Convocation Ceremony?
Despite not attending the convocation, the RM100.00 is inclusive of the following::
-Official scroll and transcript with security mark printed
-Convocation package (pen drive, car stickers, etc.)
-UCSF SAHABAT card
-Processing fee
-Postage fee (to the mailing address stated in your registration from if you are not attending to the Convocation Ceremony)
The RM100.00 is still chargeable should you choose to take your scroll and transcript in person at UCSF Registrar’s Office. Please call 088-511141/146 to arrange for self pick-up.
14) Can I send a representative to take my scroll and transcript?
Yes you may. But please include a letter of authorization with your signature for authentication purposes. We may call you for authentication as well. UCSF will only release all scrolls and transcripts AFTER the convocation ceremony, provided that you do not have any outstanding amounts. However, you may formally write in (to the Registrar’s Office) to request your scroll and transcript to be delivered to you before the convocation ceremony, provided you have declared that you will receive your scroll in absentia.
15) Can UCSF provide a letter so we can apply for leave?
The Confirmation Letter will generally be the official letter for you to apply for your leaves. The Confirmation letter will be sent to you after your registration and payment has been validated. Please do not hesitate to contact the Registrar Office for any further assistance as we value your presence.
16) When is the cut-off date for photo submission? How do I know that the passport photo that I have uploaded is acceptable and not rejected?
The cut-off date is defined in the Convo Photo Update Form (( https://ucsfconvo2.wordpress.com/). Once you submit your new photo. If it fulfils the criteria set (for consistency and aesthetics), your photo will be changed and updated. Else your photograph in our Student Portal will be used as the official photo.
17) Can I apply to attend the next convocation if I cannot attend this convocation? When is the next convocation?
No, you may not choose which convocation to attend. The list of graduands allowed for a convocation involves a series of processes and it is endorsed by the Senate. However, you may formally write-in to appeal should you have a strong justification.
18) Can we apply to stay in the hostel during the Convocation? (Some of them are arriving early, and some of them not bringing their family)
We treasure the presence of all our graduands. You may apply to stay at UCSF hostel subject to beds availability. Please call Student Affairs Department 088511112 to make arrangement.
19) How about the seating arrangement?
All seating arrangements will be arranged by the Convocation Working Committee. They will be according to the Faculty and the Programme. Please attend the rehearsal on the 26-th July 2019 to be familiarised with the procession.
20) I am taking Diploma in Screen Art (DSA) but I have yet to receive an invitation letter, why?
Diploma in Screen Arts is in the process of getting Full Accreditation and hence, is not entitled to be included in this convocation. Please contact the faculty for any further inquiries.
21) Can the extra tickets be cancelled after payment has been made?
Please understand that we outsourced many supplies including the photography and catering. Therefore, once you confirm your attendance and any extra tickets for your guests, arrangement will be made with our outside contractors. Hence, to answer your question directly, there shall be no refund. So please make your decision carefully.
22) Can I bring my 12-year-old sister/brother to enter the Convocation Hall?
The rules indicated that any child below 12 years old will not be allowed to enter the ceremonial hall. This is to avoid any disturbance during the prossession.
23) If I need more than 2 extra tickets, can I request for more?
For such case, we need to be fair and will give priority to 2 extra tickets each. However, knowing that this is a grand event for you and your family members, should we have remaining tickets, similarly, you will be given priority on a first-come-first-serve basis. Please fill up the Additional Extra Tickets Reservation Form and make advanced payment. The result of your request will only be known 7 DAYS after the close of the registration date. You will be notified of the result and should you fail in your attempt, the advanced money will be refunded to you..
24) What is included in the payment for the extra tickets (RM50/each)? If we want to bring extra guests but they do not wish to enter the ceremonial hall, do we still need to pay for the extra tickets?
The RM50.00 extra tickets are inclusive of entry to the ceremonial hall where you can experience and observe the convocation ceremony live. It also entitle the ticket holder to attend to the post-convocation refreshment. Guests do not need to pay for extra ticket if they do not wish to enter the ceremonial hall or join the post convocation refreshment. But do be reminded that these guests will be observing through a monitor and they are not entitled to the post-convocation refreshment.
