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Endorsed by UMP Senate Meeting @ 27 December 2012

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Contents Page
Registration 3
Languages & Prerequisite Courses 3
Fees 4
Health Insurance 4
Renewal of Registration 4
Duration of Candidature 5
Location of Programme 5
Residential Requirement 6
Study Away From University 6
Conversion of Candidature Status 6
Conversion of Candidature: Masters to PhD 6
Extension of Candidature 7
Change of Programme 7
Change of Mode of Study (Full Time to Part Time & Vice Versa) 7
Change of Programme Structure (Coursework to Research & Vice-Versa) 7
Withdrawal from Programme of Study 7
Termination of Candidature 8
Postponement of Studies 8
Reactivation of Candidature 8
Change of Supervisors 8
Change of Research Topics and Fields Within The Same Proggramme 8
Proposal Defend / 1
st
Level Assessment 9
Publication Requirements 9
Preparation, Submission and Examination of Thesis 9
Pre Viva 9
Notice of Submission of Thesis 10
Submission of Draft Copies of the Thesis 10
The Viva Voce (Oral Examination) 10
Submission of Final Copy of Thesis 11
Graduation Requirement 12
SmartCard 12
Dress Code 12














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POSTGRADUATE STUDIES HANDBOOK: RESEARCH MODE


This handbook contains the rules and regulations of postgraduate studies
by Research Mode at Universiti Malaysia Pahang.

All postgraduate candidates should comply with these rules and regulations.
UMP reserves the right to amend the rules and regulations as it deems fit.



Correct at the time of printing
13.03.2013

Prepared by: Institute of Postgraduate Studies



















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1. REGISTRATION

1.1 Registration for postgraduate studies:
Candidates who are offered admission to postgraduate programme at UMP
are required to register formally at the Institute of Postgraduate Studies (IPS), UMP.

1.2 Registration of a candidate is based on the semester system and the date will
be determined when the candidate registers. Semester I commences from the
month of September to February and Semester II commences from the month of
February to September.

1.3 The registration date will take effect based on the following:

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

1.4 It is the responsibility of a candidate to ensure that payment of fees for the
current semester is settled during registration. Receipt of payment must be
produced upon registration. Scholarship holders or those with sponsorship need to
produce the letter of offer from the respective organisation.

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

1.6 A registered candidate of UMP, either on a full-time or part-time basis is not
allowed to register for another degree or programme of study with any other
university, neither locally nor abroad.


2. LANGUAGES AND PREREQUISITE COURSES

2.1 A TOEFL score of 550/ IELTS 6.0/ MUET Band 4 / UMP EPT Band 6 is required
for a foreign candidate to be admitted while local candidates with MUET below Band
4 are required to take UMPs English Proficiency Test (EPT) during the first semester
of candidature. The result of the EPT must be reported to the respective supervisors
immediately.

2.2 Registration for all prerequisite courses (where applicable), must be done
within the first week of the semester.





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3. FEES

3.1 Non Recurring Fees(payable once only on admission)
Personal Bond (Refundable at the end of programme of study
international student only)
Registration Fee
Examination Fee
Smart Card
Alumni

3.2 Recurring Fees (payable every semester)
Tuition Fee
Services
Insurance & Welfare
Health Service Fee


4. HEALTH INSURANCE

4.1 To comply with Malaysian law, all full-time international candidates and
accompanying family members are required to acquire health insurance which must
remain valid throughout the period of study.


5. RENEWAL OF REGISTRATION

5.1 It is the responsibility of the candidate to renew his/her registration every
semester and make payment of tuition fees within the renewal registration period.
Semester I commences from the month of September to February and Semester II
commences from the month of February to September.

5.2 A candidate is given two (2) weeks to register and a penalty of RM50/day or
up t o a max i mum of RM500 will be imposed for late registration, failing
which UMP will propose that the candidature be terminated.

5.3 A candidate is required to renew his/her registration and pay normal fees
until such time that he/she has submitted the draft copies of the thesis to IPS for
examination.

5.4 A candidate who has submitted the draft copies of the thesis to IPS for
examination is also required to renew his/her registration, but has to pay the
fees for services only.

5.5 Renewal of registration can be done "online" at the Student E-Community
Portal (http://www.ump.edu.my). Payment by post has to be sent to the Bursar.

5.6 A copy of the bill, receipt and letter of scholarship (for scholarship holders)
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has to be sent to the Bursar.

5.7 All research mode postgraduate candidates and their supervisors are
required to fill their progress reports via the Student E-Communi ty Portal to
enable the candidates to renew their registration every semester. Renewal of
registration must be done within the renewal registration period.


6. DURATION OF CANDIDATURE

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

Degree
Programme
Type of
Candidature
Period of Candidature
Minimum Maximum
Masters
Degree
Full-time 12 months 36 months
Part-time 24 months 60 months
Degree
Programme
Type of
Candidature
Period of Candidature
Minimum Maximum
PhD
Degree
Full-time 24 months 72 months
Part-time 36 months 96 months


7. LOCATION OF PROGRAMME

7.1 The programme may be carried out in:
a) The Faculty or recognized Research Centre/Institute of the University; or
b) An industrial, commercial, governmental, educational or research
organization approved by the Senate; or
c) A combination of the above.

7.2 While it is recognized that some candidates may undertake significant
proportions of their programme based in industry or elsewhere, there is an
expectation that every candidate will be able to actively participate in the
intellectual and academic life of the relevant Faculty during the course of their
candidature



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8. RESIDENTIAL REQUIREMENT

8.1 The residential requirement for a full-time Masters or PhD candidate is the
first six (6) months of his/her candidature.

8.2 The minimum period of residential requirement for a part-time Masters or
PhD candidate is 15 days a year.


9. STUDY AWAY FROM UNIVERSITY

9.1 The University recognizes that periods of study away from the University or
programme location, including periods overseas, may be required to undertake
research essential to a candidate's programme.

9.2 Candidates need not apply for leave of absence, but must apply for formal
approval of a period of study away from the University if they intend undertaking
research relevant to their program during such a period. Periods of study away from
the university may be approved by the Dean of Faculty and the relevant staff should
be advised of the dates.


10. CONVERSION OF CANDIDATURE STATUS

10.1 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 available at
IPS. Approval must be obtained from the respective Dean/Director of the
Faculty/Centre.


11. CONVERSION OF CANDIDATURE: MASTERS TO PHD

11.1 The upgrading on the level of candidature from that of a Masters degree to
a PhD must be done after 12 months (for full-time candidates) and 18 months ( for
part-time candidates), starting from the date of registration.

11.2 A Masters candidate who is applying for conversion of his/her candidature to
that of a PhD must submit a revised research proposal endorsed by the main
supervisor. This application must be done in writing to the Dean of IPS via the
Dean/Director of the Faculty/Centre.

11.3 The recommendation for conversion is subjected to approval by The
University Senate




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12. EXTENSION OF CANDIDATURE

12.1 An application for extension must be made two (2) months prior to the
expiration date of a candidate's candidature.

12.2 This application must be made officially to the Dean/Director of the
respective Faculty/Centre using form available at IPS. The duration for the
extension applied should be stated. The completed form must then be submitted to
IPS.

12.3 The maximum extension of candidature period is only two (2) semesters after
the period of candidature ends. This extension of two (2) semesters is considered
final. Termination letter will be issued to a candidate for failure to submit draft
copies of thesis for examination during the extension period.


13. CHANGE OF PROGRAMME

13.1 A candidate who wishes to change his/her programme must submit a
new application to IPS. A processing fee will be charged.


14. CHANGE OF MODE OF STUDY (FULL TIME TO PART TIME & VICE-VERSA)

14.1
A candidate who wishes to change his/her mode of study must submit an
application to IPS with the consensus of supervisor and the faculty.



15. CHANGE OF PROGRAMME STRUCTURE (COURSEWORK TO RESEARCH &
VICE-VERSA)

15.1
A candidate who wishes to change his/her programme structure must
submit a new application to IPS. A processing fee will be charged.



16. WITHDRAWAL FROM PROGRAMME OF STUDY

16.1 Withdrawal from a programme of study can be made to IPS.

16.2 Refund of fees (tuition fees and personal bond) can be made for withdrawals
of candidature up to the second month after registration.

16.3 No refund of fees will be given to a candidate who withdraws from the third
month onwards except for personal bond.



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17. TERMINATION OF CANDIDATURE

17.1 The University Senate reserves the right to terminate a candidate if his/her
academic/research progress is unsatisfactory, or when he/she exceeded the
maximum period of candidature.


18. POSTPONEMENT OF STUDIES

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

18.2 The postponement is only allowed after registration and completion of at
least one (1) semester, unless for medical reasons.

18.3 Application for postponement can be made using form that available at IPS.
Approval must be obtained from the respective Dean/Director of the
Faculty/Centre. The endorsed form must be submitted to IPS.

18.4 The Dean/Director of the Faculty/Centre is authorized to approve an
application for leave not exceeding three (3) months.

18.5 Apart from medical reason, the period of postponement will be considered as
part of the candidature period.


19. REACTIVATION OF CANDIDATURE

19.1 A candidate who wishes t o r eactivate his/her candidature must do so
within one (1) year starting from the date of postponement.

19.2 An application to reactivate the candidature after one (1) year from the date
of termination will not be considered or entertained.


20. CHANGE OF SUPERVISORS

20.1 Permission to change supervisors must be approved by the Supervisor. The
form must be submitted to the Supervisor for approval before it is submitted to the
relevant Faculty/Centre for endorsement. The endorsed form must be submitted to
IPS.


21. CHANGE OF RESEARCH TOPICS AND FIELDS WITHIN THE SAME PROGRAMME

21.1 Permission to change 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
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area of study or change of topic.

21.2 The form must be submitted to the Supervisor for approval before it is
submitted to the relevant Faculty/Centre for approval. The approved form must be
submitted to IPS.


22. PROPOSAL DEFEND / 1
st
LEVEL ASSESSMENT

22.1 A candidate has to undergo proposal defend at certain duration as
mention below:

PROGRAMME FULL-TIME PART-TIME
MASTER
4 months from the day of
registration
10 months from the day of
registration
PhD
10 months from the day of
registration
16 months from the day of
registration


23. PUBLICATION REQUIREMENTS

23.1 A candidate is required to fulfill the minimum publication requirement as
stated below:

- A Master candidate is required to publish at least one (1) peer review
article before the notice of thesis submission is submitted.

- A PhD candidate is required to publish at least two (2) peer review
articles and at least one (1) journal paper before the notice of thesis
submission is submitted.


24. PREPARATION, SUBMISSION & EXAMINATION OF THESIS

24.1 "A Guide to the Preparation, Submission and Examination of Thesis"
IPS has published a guide to assist candidates in preparing their thesis. This guide is
available at IPS office. This guide is to facilitate the processes involved in the
submission of the thesis.


25. PRE VIVA

25.1 A candidate who wishes to submit the notice of thesis submission needs
to pass the Pre Viva which will be set by the faculty.


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26. NOTICE OF THESIS SUBMISSION

26.1 A Masters or PhD candidate is required to submit through online notice of
thesis submission, at least three (3) months prior to submitting ten (3) copies of the
thesis. At this point, payment of the Thesis Examination Fee must be made at the
Bursary. A copy of the receipt of payment should be submitted to IPS together with
the 3 copies of the thesis. A candidate's status must be active in order to submit this
notice.

26.2 A candidate has to submit a written application endorsed by the main
supervisor requesting for an extension of the notice of submission of the thesis if
he/she fails to submit the three (3) copies after the three (3) months period.


27. SUBMISSION OF DRAFT COPIES OF THE THESIS

27.1 Submission of thesis must be made during the period of candidature and after
the candidate has fulfilled the minimum publication requirement and the minimum
period of candidature.

27.2 IPS will not accept any thesis that has not been written in accordance with
the prescribed format.

27.3 A candidate has to ensure that the form Submission of Three (3) Copies of
The Thesis has been completed when submitting the draft copies of the thesis to IPS.
The title of the thesis and its translated version should be written clearly and have
been endorsed by the main supervisor and the Dean/Director of the Faculty/
Centre.

27.4 If there is any change to the title of the draft copies of thesis from the original
title in the Notice of Submission of Thesis form, the candidate has to obtain a written
confirmation from the main supervisor and approval from the Dean/Director of the
Faculty/Centre before the thesis can be submitted to IPS.


28. THE VIVA VOCE (ORAL EXAMINATION)

28.1 The viva voce or oral defense will be scheduled by IPS as soon as all reports
from the External and Internal Examiners have been received.

28.2 Panel of Examiners consist of the following: A Chairman, External Examiner(s)
(if applicable), Internal Examiner(s) and a Secretary (if applicable).

28.3 The candidate must be present at the viva voce.

28.4 The dean or the faculty representative and the supervisor(s) can be invited to
the viva voce session.
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28.5 A candidate must inform IPS immediately of any changes to the addressors
contact information.

28.6 Prior request in writing should be made to IPS for any audio-visual equipment
(e.g., laptop or LCD) required for presentation during the viva voce.

28.7 After the viva voce, candidate must obtain the information/comments and
report for making the necessary corrections from the Secretary of the Panel of
Examiners.

28.8 A candidate will be given a specific period to correct and complete the thesis
before submitting the final copies. He/she is advised to meet the main supervisor for
this purpose.

28.9 A candidate who needs additional time than the period specified for
correction can appeal to the Deputy Vice-Chancellor (Academic & International
Affairs) through meeting of Senate Standing Committee for Graduate Studies.


28.10 In the case where a candidate is required by the Panel of Examiners to
resubmit the thesis for re-examination, he/she must complete Resubmission of
Thesis form and endorsed by the Main Supervisor and Dean/Director of the Faculty/
Centre. The completed form must be submitted together with four (4) soft-bound
copies of the thesis to IPS.


29. SUBMISSION OF FINAL COPY OF THESIS

29.1 When all corrections have been made and incorporated into the thesis,
candidate is required to complete the Submission of Final Copy of Thesis form and
obtain the signature of the Main Supervisor and Dean/Director of the
Faculty/Centre/Unit. The final content of the thesis must be produced on a compact
disc (CD). The documentation of the thesis must be written clearly on the CD label.
Four (4) copies of the CD must be submitted to IPS together with three (3) bounded
copies of the thesis.

29.2 If the Main Supervisor/Co-Supervisor or the Internal Examiner is the
Dean/Director of the Faculty/Centre where the candidate is registered, the
endorsement and approval of form [Submission of Three (3) Final Copies of the
Thesis and CD (SectionC)] will be officially endorsed by the Dean of IPS.






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30. GRADUATION REQUIREMENTS

30.1 Compliance of the following is necessary for graduation:
Adherence to all Rules and Regulations of the graduate degree programme.
Passed the requirements of the proposal defense.
Attended the faculty colloquium/seminar as per faculty requirements.
Passed the Pre Viva.
Fulfilled the minimum duration of candidature.
Passed the prerequisite courses (if any) as determined by the
Faculty/Centre.
Settled all outstanding fees (if any).


31. SMARTCARD

31.1 A smartcard is issued to all registered candidates of Universiti Malaysia
Pahang. 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 Prerequisite Courses)
Medical treatment at the University's Wellness Centre/Panel Clinics or
Hospitals
Access to and use of Sports Facilities, and
Other related matters pertaining to authorities like the Immigration and
Police.

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


32. DRESS CODE

32.1 A candidate must observe the rules for the stipulated dress code of the
University and be appropriately attired at all times

32.1.1 Smart attire
At official functions, lecture halls, tutorial rooms/laboratories, the Library, the

Wellness Centre, the Sport Center, at the Chancellery, cafeteria and at
appointments/meetings with officers. Short-/long-sleeved shirts, uniforms, t-
shirts with collars, proper shoes, traditional clothes, e.g.: Baju Melayu, would be
appropriate for male students. Women's clothes should be covered no less than
knee-length, with sleeves and modestly cut necklines.


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32.1.2 Casual attire
This is not allowed on the campuses. Female students are not allowed to wear
sleeveless shirts, miniskirts or extremely short shorts and revealing/skimpy
clothes. Flip-Flop slipper should not be worn by all students while attending
classes or interviews, visiting University departments, etc. Male students should
not have long hair that touches the collar.

32.1.3 Sports attire (e.g.: shorts) can be used for sports only.

32.1.4 Laboratory coats are meant for working in the laboratories.