MARCH 2019 CONVOCATION

Process, Information and Important Time Frames/Deadlines for March 2019

Convocation
Please refer to INFORMATION FOR GRADUANDS at the UTAR Convocation Website
www.utar.edu.my/utarconvo on the following Convocation details:

Convocation Process Commencement Deadline

date

(a) CONVOCATION SESSIONS SCHEDULES

Reference to Convocation Website: Information for Graduands>Schedules of Convocation Session

(b) PREPARATION FOR GRADUATION

1. CONVOCATION ATTENDANCE & PAYMENT
Reference to Convocation Website: Information for Graduands>Preparation for
Graduation > Fees & Payment

1.1 Submission of
 Compulsory Online Registration (for Venue, date of collection, size etc.) Thu 31.01.19 Thu 14.02.19
 Convocation online “Application for Refund of Convocation Attire Deposit”
(for Graduands Attending Convocation) Thu 14.02.19
 Graduation Non Attendance Form (for Graduands Not Attending Convocation)
Thu 14.02.19

1.2 Payment of Convocation Fee Thu 14.02.19

2. DEFERMENT OF CONVOCATION CEREMONY

Reference to Convocation Website: Information for Graduands>Preparation for
Graduation >Deferment Of Convocation Ceremony

2.1 Application for Deferment of Convocation Ceremony Thu 31.01.19 Mon 04.03.19
12Noon
As per approval Mon 04.03.19
2.2 Payment for Approved Deferment of Convocation Ceremony
12Noon

3. TESTIMONIAL
Reference to Convocation Website: Information for Graduands>Preparation for Graduation >
Testimonial

3.1 Online Verification of Testimonial and Request for Rectification of Testimonial Thu 31.01.19 Thu 14.02.19
(without charges)

3.2 Request for Verification & Rectification of Testimonial after Deadlines:

3.2.1 After 14.02.19 (Admin cost: RM5 per request) Fri 15.02.19 Fri 31.05.19

3.2.2 After 31.05.19 (Admin cost: RM20 per request per annum and an additional of Sat 01.06.19
RM20.00 for every one year)

3.3 Printing of Testimonial by Graduates

3.3.1 Without Rectification Thu 31.01.19 Fri 31.05.19

3.3.2 With Rectification Thu 04.04.19 Fri 31.05.19

3.4 Request for Printing of Testimonial by Department of Alumni Relations and Thu 04.04.19
Placement (Admin cost: RM5 per request)

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 Convocation Process Commencement Deadline
date
4. GRATITUDE MESSAGE
Reference to Convocation Website: Information for Graduands>Preparation for Graduation >
Gratitude Message
4.1 Online Submission of Gratitude Message Thu 31.01.19 Wed 06.03.19
5.00pm
5. ALUMNI SURVEY
Reference to Convocation Website: Information for Graduands>Preparation for Graduation >
Alumni Survey
5.1 Online Survey
 UTAR Alumni Survey Thu 31.01.19 Fri 31.05.19
Thu 14.02.19 Fri 31.05.19
 MOHE Tracer Study

6. COLLECTION OF CONVOCATION ATTIRE

Reference to Convocation Website: Information for Graduands>Preparation for
Graduation > Convocation Attire

6.1 Collection of Convocation Attire, Barcode Card and Guest Entrance Card as pre- EITHER
registered Sat 02.03.19
9.00am – 5.00pm
OR
Sun 03.03.19
9.00am – 1.00pm
OR
Thu 07.03.19
9.00am – 1.00pm

7. GRADUANDS REHEARSAL
Reference to Convocation Website: Information for Graduands>Preparation for
Graduation >Graduands Rehearsal
Thu 07.03.19
7.1 Graduands Rehearsal at Dewan Tun Dr Ling Liong Sik, Kampar Campus 2.00pm – 3.00pm

(c) CONVOCATION DAY

8. CONVOCATION ETIQUETTE
Reference to Convocation Website: Information for Graduands>Convocation
Day >Convocation Etiquette

9. DRESS CODE
Reference to Convocation Website: Information for Graduands>Convocation Day >Dress
Code

10. CONVOCATION CEREMONY PROCEDURES FOR REGISTRATION & ROBING

Reference to Convocation Website: Information for Graduands>Convocation
Day >convocation procedures

11. LOCATION MAP

Reference to Convocation Website: Information for Graduands>Convocation Day >Location
Map

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date

12. PUBLIC TRANSPORTATION

Reference to Convocation Website: Information for Graduands>Convocation
Day >Transportation

13. ACCOMMODATION
Reference to Convocation Website: Information for Graduands>Convocation
Day >Accommodation

14. ACCESSIBILITY & SPECIAL NEEDS SITTING

Reference to Convocation Website: Information for Graduands>Convocation
Day >Accessibility & Special Needs Sitting

15. GIFTS & FLOWERS

Reference to Convocation Website: Information for Graduands>Convocation Day >Gifts &
Flowers

16. LOST & FOUND

Reference to Convocation Website: Information for Graduands>Convocation Day >Lost &
Found

17. PHOTOGRAPHY
Reference to Convocation Website: Information for Graduands>Convocation
Day >Photography

17.1 Taking personal photographs by UTAR appointed official photographer Fri 08.03.19 Sun 10.03.19
(Optional)
At Rooms N101, N102, N103, Block N; A009, Heritage Hall Building, Kampar Campus

17.2 Collection of Stage Graduation Photographs(as pre-registered venue) Mon 11.03.19

2.00pm–5.00pm

17.3 After 11.03.19 onwards, Tue 12.03.19 Wed 12.06.19

At UTAR appointed official photographer office (FOTOREX Sdn Bhd JAYA One,
Petaling Jaya) Tues-Sat, 10.00am to 7.00pm / Sun, 10.00am to 6.00pm, closed on
Monday

18. OTHER ACTIVITIES: CONVOCATION FOOD STREET

Reference to Convocation Website: Information for Graduands>Convocation Day >Carnival

18.1 Convocation Food Street at (FICT & IPSR building, Block N) Fri 08.03.19 Sun 10.03.19
7.00am – 1.00pm 7.00am – 1.00pm
Sat 09.03.19
7.00am – 5.00pm

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(d) AFTER CONVOCATION

19. RETURNING OF CONVOCATION ATTIRE & COLLECTION OF SOUVENIR
ITEMS
Reference to Convocation Website: Information for Graduands>After Convocation >
Returning of Convocation Attire & Issuance of souvenir items

19.1 Returning of convocation attire after convocation session At Heritage Hall, A001 Fri 08.03.19 Sun 10.03.19
(For graduates pre-registered online only) 12.00noon – 3.00pm 12.00 noon –3.00 pm
Sat 09.03.19
12.00noon – 6.00pm

19.2 Otherwise
Returning of Convocation Attire at the campus you opt to collect your Stage Graduation Mon 11.03.19
Photographs 2.00pm – 5:00pm

19.3 Collection of Souvenir Items for Graduates who are

On the day you opted Fri 31.05.19
(a) Attending convocation at pre-registered venue
to return your convo. 8.30am – 5:30pm
attire

(b) Not attending convocation at Department of Alumni Relations and Thu 14.03.19 Fri 31.05.19
Placement ( DARP) Sungai Long Campus Office 8.30am – 5:30pm 8.30am – 5:30pm

20 DEGREE CERTIFICATE (DC) & ACADEMIC TRANSCRIPT (AT)

Reference to Convocation Website: Information for Graduands>After Convocation > Degree
Certificate & Academic Transcript

20.1 Collection of DC and AT

(a) Attending convocation
o For graduates who have pre-registered online returning convocation Fri 08.03.19 Sun 10.03.19
12.00noon – 3.00pm 12.00noon-3.00 pm
attire at A001, Heritage Hall, after their convocation session
Sat 09.03.19
12.00noon – 6.00pm

Mon 11.03.19
o For graduates who have pre-registered online at the venue campus you
2.00pm – 5:00pm
opt to collect your Stage Graduation Photographs*

o After 11.03.19 Tue 12.03.19

at Division of Examinations, Awards and Scholarships Office (according 8.30am – 5.30pm
to the pre-registered venue/campus you opt to collect your Stage
Graduation Photographs)
Thu 14.03.19
(b) Not attending convocation
8.30am – 5:30pm
at Division of Examinations, Awards and Scholarships Office (Sungai Long
Campus)

* For those graduates who failed to register online of the campus for the collection and returning of the convocation
attire, the degree certificate and academic transcripts together with other documents (if any) will be sent back to
Division of Examinations, Awards and Scholarships at Sungai Long Campus on the next working day after the end of
the convocation ceremony.

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NOTES:
1. FORMS available for the respective process:
1.1 Graduation Non-Attendance Form
1.2 Authorisation Letter for Collection of Convocation Attire
1.3 Letter of Authorisation for the Collection of Convocation Souvenir Items, Certificate and Academic
Transcript
1.4 Application Form for Deferment of Convocation Ceremony
1.5 Payment Form for Purchase of Convo Attire

2. For further enquiry, please

2.1 refer to the FAQ from www.utar.edu.my/utarconvo or

2.2 contact Department of Alumni Relations and Placement, during office hour only: 8:30 am to 5:30 pm,
Mondays to Fridays, at

Sungai Long Campus office: 03 90860288 ext 866, 868 or 213

Kampar campus office: 05 4688888 ext 2506, 2537 or 2545

DARP HP: 016-2233820

Important Note:

(i) PROPER ATTIRE:

 Male graduand -ONLY ALLOWED: Dark-coloured lounge suit, formal long sleeved shirt with tie, dark-
coloured socks, dark-coloured formal shoes (Sport/Casual Shoes are not acceptable)

 Female graduand-ONLY ALLOWED: Light color long-sleeved blouse/shirt with buttons in front, black or
dark-coloured jacket, dark-coloured long (ankle-length) skirt or long pants, black or
dark-coloured court shoes.(Sport/Casual Shoes are not acceptable)

**Those who are not wearing proper attire will not be allowed to attend the convocation ceremony.

(ii)PARKING PASS: ONLY original hardcopy of parking pass issued by UTAR is acceptable.

(iii) GUEST CARD: ONLY original hardcopy of guest card issued by UTAR is acceptable.
 Guests are kindly requested to dress formally for the auspicious occasion. Traditional dresses, long
sleeved batik & formal attire with appropriate footwear are acceptable. Shorts, t-shirts, jeans, Bermudas,
slippers, sandals and inappropriate footwear are strictly prohibited.
 Kindly take note that children below the age of 12 will not be permitted into the Convocation Hall.
 The University management appreciates your cooperation in complying to the above dress code.
 The University reserves the rights to restrict any guest who is not appropriately dressed from entering
the convocation hall.