IMMIGRATION GUIDELINES FOR INTERNATIONAL STUDENTS

EMGS
Introduction

Effective from 1st April 2015, the Malaysian Ministry of Education (MOE) will establish Education Malaysia Global Services (EMGS) as the one-stop centre to process all student pass matters in all Malaysian public universities for full-time international students, before submitting the applications to the Immigration Department. Students are still required to send your applications as usual through our Visa Unit, International Student Centre (ISC). The Visa Unit will submit all the data and applications manually and also through the Student Application Registration System (STARS).

 

With regards to the new setup, EMGS has come out with changes in some of the application processes and structure. The implementation will take place in stages. For the first stage, EMGS will handle all the following application processes:

 

  1. Visa With Reference (VDR) – for new students staying abroad and yet to arrive
  2. New application – for new students with legal pass in Malaysia (except visiting/social pass)
  3. Renewal – to renew student pass
  4. Special pass – to extend the stay in Malaysia not more than 1 month

 

Other types of applications which are the dependent (old and new), transfer and shortening and cancellation of passes are still under the purview of the Immigration Department and will be handled directly by the Visa Unit. As such, no changes are made with regards to those applications and status quo will remain.

 

Under the new rules & regulation, these are the changes that will take effect:

 

  1. Medical screening report: students are now required to do medical check-up at home countries before coming to Malaysia and to do another medical check-up here in Malaysia within 14 days  after arrival.
  2. Insurance: students need to have insurance coverage offered by UM. Students must submit the proof of coverage when they want to apply for VDR, new and renewal of passes.
  3. EMGS has come out with their own service charges. The new visa fee rates are in accordance with the type of application.

 

The new rates that have been stated are subject to future changes and modifications from EMGS in which we will subsequently notify students should any changes occur. For the record, University of Malaya does not in any way, charge any other fees with regards to the visa application and all the rates are being imposed solely by EMGS and the Malaysian Immigration Department only.

As international students, you are required to follow the rules and regulations imposed by the Malaysian Immigration Department during your study here. The offer of admission does not come with a Student Pass. Students must obtain a ‘Single Entry Visa’ from the nearest Malaysian Embassy/Consulate before entering Malaysia if it is required by their countries.

  1. NEW APPLICATION - VDR (Visa with Reference for Pre-Arrival)

     

    1. International applicant who is offered a place to study in Malaysia is required to apply for Visa with Reference (VDR) before entering this country. Visa with Reference (VDR) is a visa issued by the Malaysian Representative Office abroad to a non-citizen to enable individual(s) to enter Malaysia after the visa is approved by the Immigration Department Headquarters in Malaysia. The VDR process will normally take 1 to 2 months. Therefore, students are advised to take immediate action upon receiving the offer letter from the University.

       

    2. The following documents are required for applying the VDR and applicant is required to submit complete documents via E-Visa System (please refer to the E-Application System that you apply for the program for the link) soonest possible:

       

      1. One (1) copy of the offer letter;
      2. One (1) copy of the latest academic certificate.
      3. One (1) copy of blue colour background passport-sized photo (3.5cm x 5cm).
      4. One (1) set of all pages in the passport including blanks to be copied only on one side of the A4 -sized paper. 
      5. One (1) copy of completed IM-14 form (generated by the system)
      6. Pre-Medical Examination Report (Based on format downloadable in system)
      7. Students from Sub Saharan African countries are required to submit NOC (No Objection Certificate). LOE( Level of Eligibility) for Federal Republic of Nigeria.
      8. One (1) copy of the information on the Malaysian embassy address in your own country for collection of the VDR letter (to be printed on A4-sized paper)

         

    3. The following are information on payment to be made for the VDR processing fee:

       

      Type of transfer:

      Telegraphic Transfer (T.T) only

      Amount :

      Please refer to FEES

      Payee:

      BURSAR UNIVERSITY OF MALAYA

      Bank Account:

      8001279998

      Address:

      CIMB Bank Berhad

      University of Malaya Branch

      50603 Kuala Lumpur

      Malaysia

      Swift Code:

      CIBBMYKL

       

       

      All additional charges from the bank/agent/representative related to the transaction must be paid/borne by the payer/new student.

       

    4. Your application for VDR will be submitted to the EMGS. Our office will email the VDR approval letter to you once it is ready. Please obtain the Single Entry Visa With Reference (VDR) at the nearest Malaysian Embassy/Consulate in your home country by producing the VDR approval letter.

       

    5. Applicants who have previously applied in any institution in Malaysia are required to cancel their application from the said institution. The University of Malaya is unable to apply the Student Pass for an applicant unless that institution has made the cancellation with the EMGS. Applicants are required to get a release letter from the said institution.

       

    6. For applicants holding a Student/Employment/Dependent  or other Pass from another institution/organization/company, please ensure that the existing pass validity period is shortened by the said institution/organization/company.

       

    7. In addition, the Immigration Authority of Malaysia requires all universities in Malaysia to sign a Personal Bond on behalf of the applicant, binding the University for the said sum. Applicants need to pay the personal bond if  they violat any provision of the Immigration Ordinance 1959 (F.M. 12 of 1969) and Immigration Regulations 1963 (F.L.N 228/63).

       

  2. NEW APPLICATION VAL (for Applicants who have any valid Malaysian Pass)

     

    1. For applicants holding a Student/Employment/Dependent or other Pass from another institution/organization/company, please ensure that the existing pass validity period is shortened by the said institution/organization/company for at least 4 weeks. If the current pass will be expiring in less than three (3) weeks, applicant must apply for a Special Pass from previous Institution.

       

    2. Applicant is not allowed to leave Malaysia before he/she obtains his/her Student Pass.

       

    3. Applicant who has been offered to further their study to a higher level of education (example; Master to PhD) must make cancellation of their current visa and apply for New Student pass.
    4. All new international students EXCEPT applicants who are holding these passes:
      • Diplomatic Pass
      • Employment Pass (optional if applicant want to retain their employment pass)
      • Malaysian Resident Pass (P.R.)

         

    5. The following documents are required for applying the New Student Pass and applicant is required to submit complete documents to Visa Unit counter during counter operating hours :

       

      1. One (1) copy of blue colour background passport-sized photo (3.5cm x 5cm).
      2. One (1) copy of the offer letter from University of Malaya (all pages);
      3. Student Confirmation letter (current status) from the faculty, to be signed by Dean/Deputy Dean/ Head of Department.
      4. Two (2) set of all pages in the passport including blanks to be copied only on one side of the A4 -sized paper; 
      5. Certified Insurance coverage letter;
      6. Health examination Report (UM format)
      7. A certified copy of the latest academic certificate from previous University or UM for postgraduate and High School for undergraduate;
      8. A release letter (original) from the previous institution in Malaysia (apply during submission for cancellation at the previous institution).

         

         

  3. OBTAINING STICKER FOR STUDENT PASS (VDR)

     

    At the Kuala Lumpur International Airport KLIA, the immigration official will stamp onto student’s passport by giving a social visit pass of 30/60/90 days. Applicants are required to register and pay all the prescribed fees before submitting their passports to the Visa Unit, International Student Centre (ISC). Upon completing all registration requirements at UM, student may submit his/her passport to Visa Unit, International Student Centre with the following documents for student pass.

     

    1. A copy of “VDR Letter”
    2. Student Confirmation Letter from the faculty/ISC, to be signed by Dean/ Deputy Dean/ Head of Department and addressed to:

       

      Ketua

      Unit Pas Pelajar dan Pas Pengajian

      Bahagian Visa, Pas & Permit

      Jabatan Imigresen Wilayah Persekutuan Kuala Lumpur

      Aras 1, Kompleks Kementerian Dalam Negeri (KDN)

      No. 69, Jalan Sri Hartamas 1, Off Jalan Duta

      50550 Kuala Lumpur

       

    3. A photocopy of Insurance payment receipt from ISC/ IGS or a photocopy of valid Insurance Card
    4. Certified copies of University of Malaya Medical Report

      Upon receiving all required documents, ISC will liaise with the EMGS to get the Student Pass for the applicants.

       

  4. APPLICANTS WITH FAMILY

     

  1. Applicants are advised to enter this country alone prior to issuance of Student Pass. Dependent Pass can only be applied after the Student Pass is approved and issued (not applicable to undergraduate students).

     

  2. According to the Immigration Circular (1995), undergraduate students are not allowed to bring any dependent during his/her stay here.

     

  3. New dependent will be charged an additional Journey Performed (JP) visa fees.  This requirement will also apply for those who are on a Single Entry Visa (Social/Tourist) obtained from the Malaysian Embassy/ Consulate in their home country. 

     

    1. EXTENSION OF STUDENT PASS

       

    2. IMPORTANT REMINDER
  1. Application for the extension of Student Pass must be made through the Visa Unit (ISC) two (2) months before the expiry date of the Student Pass. 

     

  2. Students who are late in submitting their application for the extension of Student Pass will be required to pay a penalty of MYR300.00 imposed by the EMGS (to apply for Special Pass through EMGS).

     

  3. If you wish to apply for the extension of the Student Pass, please submit the following documents to the Visa Unit (ISC):

     

    1. Passport-sized picture with blue background only (3.5cm x 5 cm).
    2. One (1) set copy of all pages in the passport including blanks to be copied only on one side of the A4-sized paper. 
    3. Original Passport.
    4. Student Confirmation Letter from the faculty/ISC, to be signed by Dean/ Deputy Dean/ Head of Department and addressed to:

       

      Ketua

      Unit Pas Pelajar dan Pas Pengajian

      Bahagian Visa, Pas & Permit

      Jabatan Imigresen Wilayah Persekutuan Kuala Lumpur

      Aras 1, Kompleks Kementerian Dalam Negeri (KDN)

      No. 69, Jalan Sri Hartamas 1, Off Jalan Duta

      50550 Kuala Lumpur

       

    5. A copy of the “Student Progress Report” or “Examination Result” of the previous semester. Undergraduate students must attach additional attendance confirmation letter with more than 80%, from the Academy/Faculty/Institute/Centre.
    6. Certified Insurance coverage letter.
    7. Copy of Payment Receipt from Bursar.

       

  1. Student who haveoverstayedin Malaysia will be brought over to the Immigration Department for questioning by the Immigration Enforcement Officer, accompanied by the Visa Unit officer of this University. Any penalty imposed by the Immigration Department for overstaying or any other penalties must be borne by the student.

     

  2. Students with passport validity period less than the duration of extension sought must first apply for renewal of the validity period of the passport before applying for the extension. 

     

  3. Students who obtained poor results based on the last examination held will be brought over to the Immigration Department for questioning by the Immigration Officer. Final decision on the period of extension will be made by the Immigration Officer.

     

  4. Employment in Malaysia: Students with a valid Student Pass can only work as a part-timer not more than 20 working hours per week in only four (4) sectors i.e. restaurants, petrol stations, mini markets and hotels. Students must obtain approval to work as a part-timer from the Immigration Department. For further enquiries on this matter, please contact the Visa Unit (ISC).

     

  5. Please note that students, who have completed their degree, withdrawn from academic programme or transferred to another higher learning institution must cancel their Student Pass approved under University of Malaya immediately.

     

  6. Please be cautioned that the immigration rules and regulations are constantly being revised and it is YOUR responsibility to stay abreast of any changes made thereof. Please inform the Visa Unit (ISC) of any changes to your email address.  We will forward to you important notifications and keep you abreast with changes on immigration rules, regulations and procedures through the email. Should you have further enquiries on immigration matters, please contact us:

 

                                                Visa Unit

                                                International Students Centre

                                                Level 2, Block G

                                                Perdanasiswa Complex

                                                University of Malaya

                                                Telephone number: 603-79677858/7859

                                                Email: visa_isc@um.edu.my

Last Update: August 22, 2016