• Current Students
  • Candidature Matters
Log in

Login to your account

Username *
Password *
Remember Me

Candidature Matters

Candidature Matters


Registration
Registration for graduate studies :

  • At IPS Main Campus in Penang for all programmes except Engineering and Medicine/Health/ Dentistry.
  • At the IPS Desk (Registry) Seri Ampangan, Nibong Tebal Campus for Engineering programmes.
  • At the IPS Desk (Registry), Health Campus, Kubang Kerian, Kelantan for Medicine, Health and Dentistry programmes.

It is the responsibility of a student to ensure that payment of fees is settled during registration. Receipts of payment must be produced upon registration. Scholarship holders or those with sponsorship need to produce the letter of offer from the respective bodies.

Research Mode Programme

  • Renewal of Registration
  • Registration Courses
  • Candidature

Coursework & Mixed Mode Programme

  • Renewal of Registration
  • Registration Courses
  • Candidature

Candidature Matters

Smart Card

Smart Card (Student’s ID)
 

A smart card is issued to all registered graduate students of Universiti Sains Malaysia as an identification card. This card is non-transferable and is used for the following purposes:

  • Identification/security check for entry and movement within the Campus
  • Access to and use of Library facilities
  • Payment of Fees at the Bursar’s Office
  • Course registration
  • Examination (Language or pre-requisite courses)
  • Medical treatment at the University’s Clinic/Panel Clinics or Hospitals
  • Access to and use of Sports facilities, and
  • Other related matters pertaining to authorities like the immigration and police.


Loss of the smart card must be reported immediately to IPS. A card replacement fee of RM60.00 will be charged.

Coursework and Mixed Mode Programme

Duration of Candidature

The duration for a remedial programme, which involves pre-requisite courses prior to commencing graduate studies, is a maximum of two (2) semesters.

A student registered for a Masters or PhD degree must fulfill the duration of candidature as follows:

Masters Degree
Full time

  • Minimum 12 months
  • Maximum 24 months

Part time

  • Minimum 24 months
  • Maximum 48 months


M.Med
Full time only

  • Minimum 48 months
  • Maximum 84 months


PhD (Clinical Pharmacy)
Full time

  • Minimum 36 months
  • Maximum 60 months


Renewal of registration and course(s) registration

It is the responsibility of a student to renew his/her registration every semester and make payment of tuition fees within the renewal registration period.

Web-based course registration must be done at the Healthy Campus portal (https://campusonline.usm.my) before the beginning of each semester.

Full–time students must register for at least two (2) courses each semester. Part-time students are required to register for at least one (1) course each semester (excluding projects/dissertations/repeating courses). It is not applicable for M.Med students.

Each course registered must be indicated by one of the following codes (not applicable for M.Med students) :
T = Core Courses
E = Elective Courses
Z = Language Courses / Pre-requisite Courses

If an active student fails to renew his/her registration, a show-cause letter will be issued. A candidate is given two weeks to respond to the show-cause letter failing which USM will initiate that:

  • the candidature be terminated
  • a penalty of RM200 will be charged (subject to permission granted for late registration).

Late registration will be permitted only under special circumstances and subject to the approval of the Dean/Director/Deputy Dean of the respective School/Centre. Late registration is only permitted for a period of two (2) weeks after the specified registration dates. Beyond that all applications for late registration will be referred to the Deputy Vice Chancellor (Academic and International Affairs) for approval. A late registration fee of RM200 will be imposed in all cases.


Courses Registration

Unit exemption
Application for unit exemption must be made within the first three (3) weeks of the semester. The relevant form is available at the respective School/Centre and approval of the Dean/Director must be obtained.

Pre-requisite Courses/Bahasa Malaysia
The Bahasa Malaysia 1 (LKM 100) course is compulsory for all foreign students and must be taken and passed prior to graduation. The passing grade is C+. Registration for this course can be made at the School of Languages, Literacies and Translation .

Registration of all pre-requisite courses (where applicable) other than LKM100 will be done within the first week of the semester.

Pre-requisite forms are available at IPS or can be downloaded from this website

To add courses

  • Courses can be added within the first two (2) weeks of the semester.

To drop courses

  • Courses can be dropped up to the sixth (6) week when semester begins.
  • Tuition and examination fees will be credited into the students account for the following semester if the courses are dropped within the first two (2) weeks of the semester.
  • For Bahasa Malaysia 1 (LKM 100), add/drop can be done at the Centre of Languages and Translation, within the first week of the semester.

A student is required to check the final list of courses registered at Campus Online Website (http://campusonline.usm.my) before the ninth (9) week of the semester.


Postponement of Candidature / Extension of Candidature / 
Change of Status / Change of Field /Change of Topic


Postponement of studies
Postponement of studies is only allowed after registration and completion of at least one (1) semester, except for medical or valid personal reasons. The appropriate form (IPS/HEP – 03) is available at IPS or at the respective School/Centre.

Application for postponement can be made to the respective Dean/Director and submitted to IPS.
Postponement (with penalty) for full time students are allowed for a maximum of one (1) semester only, while part-time students can do so for a maximum of two (2) semesters throughout the full duration of their candidature period.

The postponement period will be calculated as part of the candidature period as a penalty. A student will need to pay RM50 to be in active status.
No penalty will be imposed on postponement due to medical or valid personal reasons. 
Schools/Centre can grant a student study leave (without penalty) if the courses required by the student is not offered.


Conversion of status (not applicable for M.Med students)
A candidate can apply for conversion of his/her status from full-time to part-time or vice-versa. Application for conversion must be made using form IPS/HEP – 03 available at IPS. Approval must be obtained from the respective Dean of the School/Centre concerned.

The conversion of status is permitted twice only during the entire period of candidature.


Extension of Candidature
An application for extension of candidature must be made two (2) months prior to the date of expiration of a student’s candidature. 
This application must be made officially to the Dean/Director of the respective School/Centre using form IPS/HEP – 03. The duration for the extension applied must be stated. The completed form must then be submitted to IPS.

The maximum period of extension allowed is two (2) semesters only.


Withdrawal from the programme
Withdrawal from a programme can be made to IPS based on satisfactory and acceptable reasons.

Refunds for all fees (except registration fees and smart card fees) will be made for withdrawals up two (2) weeks from the date of registration.


Change of mode of study (not applicable for M.Med students)
A student must submit a new application together with the processing fees for change of mode of study.


Termination of Candidature
The University has the right to terminate a student’s candidature if proven that the progress of study is not satisfactory.


Reactivation of Candidature
A student must activate his/her candidature within 1 year after termination. 
Application made to reactivate a candidature after 1 year will not be considered or entertained.

Research Mode Programme

Registration

A foreign student must ensure that a student’s pass has been approved by the Immigration Department of Malaysia before entering Malaysia. For issues pertaining to immigration matters, visas, student’s pass, please contact the Officer-in-Charge at the International Office, USM .

Registration of a research mode student is based on the semester system and the date will be determined when the student registers. The period for Semester I is from the month of September-February while that of Semester II is from the month of March-August .

The registration date will take effect based on the following:

If a student registers on or before the 15th of the month, the effective date is the 1st of that month. If a student registers after the 15th of the month, then the effective date is the 1st of the following month.


Duration of Candidature

A student who is registered for a Masters or PhD degree must fulfill the duration of candidature as follows:

Masters Degree
Full time

  • Minimum 12 months
  • Maximum 36 months

Part time

  • Minimum 24 months
  • Maximum 72 months


PhD Degree
Full time

  • Minimum 24 months
  • Maximum 60 months

Part time

  • Minimum 36 months
  • Maximum 90 months

Residential Requirements 
The residential requirement for a full-time Masters or PhD student is the duration of the minimum period of his/her candidature.
The minimum period of residential requirement for a part-time Masters or PhD student is 15 days a year


Renewal of Registration

It is the responsibility of a student to renew his/her registration every semester and make payment of tuition fees within the renewal registration period.

If an active student fails to renew his/her registration, a show-cause letter will be issued. A student is given two weeks to respond to the show-cause letter failure of USM will initiate that:

  • the candidature be terminated
  • a penalty of RM200 will be charged (subject to permission granted for late registration).

A student is required to renew his/her registration and pay fees until such time that he/she has submitted ten (10) copies of the thesis to IPS for examination.

Renewal of registration can be done “on-line” at the Health Campus portal (https://campusonline.usm.my). 
The manual of the process can be obtained at the IPS website


Registration for Languages and Pre-requisite Courses

Bahasa Melayu is compulsory for all foreign students and must be taken and passed prior to graduation. The passing grade is C+. Registration for this course can be made at the Centre for Languages & Translation, USM.

A TOEFL score of 550/ IELTS 6.0/ equivalent examination may be required for certain programmes.

Registration for all pre-requisite courses (where applicable), other than LKM 100, must be done within the first week of the Semester.

The registration form IPS/HEP – 05 for Pre-requisite courses are available at IPS.


Postponement of Candidature / Extension of Candidature / 
Change of Status / Change of Programme / Change of Topic


Conversion of status and Candidature
A student can apply for conversion of his/her status from full-time to part-time or vice-versa. Application for conversion must be made using IPS/HEP – 03 available at IPS. Approval must be obtained from the respective Dean of the School/Centre concerned.
The conversion of status is permitted twice only during the entire period of candidature.


Conversion of Candidature: Masters to PhD 
The upgrading of the level of candidature from that of a Masters degree to a PhD must be done within a period not exceeding 12 months for full-time students and 24 months for part-time students, starting from the date of registration as a student.

A Masters student who is applying for conversion of his/her candidature to that of a PhD must submit a new research proposal endorsed by the main supervisor. This application must be done in writing to the Dean of IPS via the Dean of the School/Centre. 
The recommendation for conversion of candidature as above is subject to approval of the University Board of Graduate Studies, USM.


Extension of Candidature
An application for extension must be made two (2) months prior to the date before the expiration of the candidature. 
This application must be made officially to the Dean/Director of the respective School/Centre using form IPS/HEP – 03. The duration for the extension applied should be stated. The completed form is then to be submitted to IPS.
The maximum period of extension allowed is two (2) semesters only.


Change of mode of study programme
A student who wishes to change his/her mode of study must submit a fresh application form to IPS. A processing fee will be charged for this.


Withdrawal from programme of study 
Withdrawal from a programme of study can be made to IPS based on acceptable reasons.
Refund of fees (tuition fees and caution money) can be made for withdrawals of candidature up to the second month after registration.
No refund of fees will be given to a candidate who withdraws from the third month onwards except for the refund of caution money.


Termination of Candidature 
The University Senate reserves the right to terminate a student if his/her progress is found to be unsatisfactory or expiration of his/her maximum period of candidature.


Postponement of studies
A student can apply to postpone his/her studies for a period not exceeding one (1) year.

The postponement is only allowed after registration and completion of at least one (1) semester except for medical or valid personal reasons. Apart from medical reasons, approval can also be given if a student has presented one seminar (if this regulation is stipulated in the entry requirement).

Application for postponement can be made using form IPS/HEP – 03. Approval must be obtained from the respective Dean/Director of the School/Centre. The endorsed form must be submitted to IPS.


Change of supervisors, research topics and fields
Permission to change supervisors, topic or field of research must be approved by the Supervisor. A student must specify his/her intention to apply for a change in the area of study or change of topic.
The form must be submitted to the Supervisor for approval before it is submitted to the relevant School/Centre for endorsement.

We have 745 guests and no members online