2015 CONVOCATION BOOKLET

Universiti Teknologi PETRONAS

32610 Bandar Seri Iskandar, Perak

CONVOCATION CEREMONY PROCEDURES

UNIVERSITI TEKNOLOGI PETRONAS (UTP)

Assalamualaikum wrt. wbt and Selamat Sejahtera,

Dear Graduates,
UTP 15TH CONVOCATION CEREMONY
Congratulations on your success. On behalf of Universiti Teknologi PETRONAS (UTP), we cordially
invite you to attend the 15th Convocation Ceremony and the activities organised in conjunction with
the Ceremony.
The Convocation Ceremony will be held on Sunday, 25 October 2015 with TWO (2) sessions
(morning and afternoon). The details will be finalised according to your programmes (please
check the latest information at the 2015 Convocation website http://convocation.utp.edu.my/ )

Session I (morning)
Session II (afternoon)

Graduates are required to gather at Pocket D, UTP for the graduate procession at these times:

Session I: 6.30 am
Session II: 12.30 pm

TABLE OF CONTENTS
ITEM

PAGE

GRADUATION PROCESS FLOW

1.0

TRACER STUDY FORM (ONLINE SUBMISSION)

2.0

SUMMARY OF THE CONVOCATION CEREMONY

3.0

RENTAL OF THE CONVOCATION ROBES

4.0

RETURN OF CONVOCATION ROBE, MORTAR BOARD AND HOOD

5.0

FULL DRESS REHEARSAL

6.0

OFFICIAL INVITATION CARD AND CAR STICKER

7.0

DRESS CODE - GUESTS

8.0

DRESS CODE AND PERSONAL GROOMING - GRADUATES

9.0

COLLECTION OF SCROLLS AND ACADEMIC TRANSCRIPTS

10.0

LOSS OF SCROLL

11.0

ERRORS IN THE DEGREE OR TRANSCRIPT

12.0

ISSUANCE OF THE ACADEMIC TRANSCRIPT

13.0

ALUMNI

14.0

PHOTOGRAPHY SERVICE DURING CONVOCATION CEREMONY

15.0

PAYMENTS

10

16.0

REFRESHMENT

10

17.0

ENQUIRIES/FURTHER INFORMATION

10

18.0

ACCOMMODATION

11

GRADUATION PROCESS FLOW

BEFORE GRADUATION
Verification of Graduation Details

Verification Period : 7 September 1 October 2015

URL > http://convocation.utp.edu.my/
Please verify and confirm your details. Any enquiries on the
convocation please email:
Graduate Inquiry
(REGISTRY/UTP) graduatecommittee@petronas.com.my
Enquiries on financial outstanding dues please email:
Ask Finance UTP
(FINANCE/UTP) askfinance_utp@petronas.com.my

Confirmation on Convocation Attendance

Confirmation Period : 7 September 1 October 2015

URL > http://convocation.utp.edu.my/
Upon the confirmation, graduates have to:
- Confirm on Convocation Attendance
Complete Graduate Tracer Study
(http://graduan.mohe.gov.my/SKPG15/Default.aspx )
Make relevant payment

Collection of Graduation Robe

Collection Period: 19th October 23rd October 2015

Venue: Undercroft, UTP
Monday - Thursday
Time: 9.30 am 12.30 pm
2.30 pm 4.30 pm
Friday
Time: 9.30 am 12.00 pm
2.30 pm 4.30 pm
Graduates are required to bring along the Graduate Tracer
Study & Graduation Confirmation Slip

Full Dress Rehearsal &

Vice Chancellor Award

24 October 2015, 8.30 am

Venue: Chancellor Hall, UTP

DURING GRADUATION
Convocation Ceremony

25th October 2015 @ Chancellor Hall

Graduates to gather at Pocket D:
> Session 1: 6.30 am
> Session 2: 12.30 pm

AFTER GRADUATION
Return of Graduation Robe and Collect
Transcript & Degree Scroll

26th October 28th October 2015

Venue: Multipurpose Hall, UTP
Time: 9.00 am 4.00 pm

1.0

TRACER STUDY FORM (ONLINE SUBMISSION)

The Ministry of Education Malaysia (MOE) has issued a directive for all institutions of higher
learning (IHL) to undertake a Graduate Tracer Study (Kajian Pengesanan Graduan) to
measure the employability and marketability rate, the quality of the programme undertaken
and services provided by each IHL.
It is COMPULSORY for all graduates to complete the tracer study via MOEs website
(http://graduan.mohe.gov.my/SKPG15/Default.aspx ). The link will be activated from 25th
September to 25th November 2015. Graduates are required to bring along the printed slip
of the duly completed study form during the collection of robe.
For further enquiry, please contact Registry Office, Universiti Teknologi PETRONAS:
Phone:
E-mail:

2.0

05-368 8356
anas.zainal@petronas.com.my

SUMMARY OF THE CONVOCATION CEREMONY

Guidelines and Procedure

3.0

2.1

All graduates are required to gather at Pocket D in full dress convocation robes
by 7.00 am (Morning Session) and 12.30 pm (Afternoon Session). Graduates who
failed to come on time may not be able to join the graduates procession and may
be denied entry into the Chancellor hall.

2.2

At the line-up process, graduates will be arranged according to specific sequence

card numbers. The sequence card will be made available at the line-up process
on the convocation day. PLEASE BRING ALONG THE SEQUENCE CARD
NUMBER TO THE STAGE.

2.3

During the conferment of the degrees, the graduates names will be announced
accordingly as follows: Doctor of Philosophy, Masters Degree and Bachelors
Degree.

2.4

Once a graduates name is announced, he/she should walk straight to YABhg

Tun Chancellor/YBhg Dato Pro Chancellor, bow as a mark of respect, receive the
scroll with both hands, shake hands and say Thank You.

RENTAL OF THE CONVOCATION ROBES

All graduates must register to rent the convocation robes. Registration will take place at
Undercroft and Robe Room, Chancellor Hall. The schedule for the registration and
collection of robes is as follows:
Date
19th October 2015
20th October 2015
21st October 2015
22nd October 2015
23rd October 2015

Day
Monday
Tuesday
Wednesday
Thursday
Friday

Time
9.30 am 12.30 pm
2.30 pm. 4.30 pm
9.30 am 12.00 pm
2.30 pm. 4.30 pm

4.0

RETURN OF CONVOCATION ROBE, MORTAR BOARD AND HOOD

4.1

The convocation robe, mortar board and hood MUST be returned at the
Multipurpose Hall (MPH) according to the following schedule:
Date
26th October 2015
27th October 2015
28th October 2015

5.0

6.0

Day
Monday
Tuesday
Wednesday

Time
Time: 9.00 am 4.00 pm

4.2

Additional charges will be imposed for late return of the robes:

Later than one week - RM50.00
Between two to four weeks - RM100.00
Four weeks above - RM400.00

4.3

Graduates are required to return the completed robe rental form of the convocation
robes along with a copy of the paid bill and Tracer Study Form.

4.4

The academic scroll and transcript can only be collected AFTER graduates have
returned the convocation robes.

FULL DRESS REHEARSAL

5.1

To ensure the smooth running of the ceremony, all graduates MUST attend the full
dress rehearsal session on Saturday, 24 October 2015, 8.30 am at the
Chancellor Hall.

5.2

A new system will be implemented to arrange graduates for the Graduation

Procession Ceremony. Hence, graduates are required to attend the full dress
rehearsal to familiarise with the new system.

5.3

The Vice Chancellors Award ceremony will be conducted immediately after the
Full Dress Rehearsal on Saturday, 24 October 2015. All graduates are required
to attend the ceremony.

OFFICIAL INVITATION CARD AND CAR STICKER

6.1

Each graduate will be given an official invitation card that allows two (2) guests to
attend the ceremony. The invitation card will be given during the collection of the
convocation robe. Guests are not allowed to enter the Chancellor Hall, UTP without
the invitation card.

6.2

A car sticker will be provided together with the invitation card. Only cars with the
official convocation ceremony car sticker will be allowed to enter the campus.

6.3

The University is not responsible for lost invitation cards and car sticker and they
will not be replaced.

7.0

DRESS CODE - GUESTS

Dress codes for parents/guests (including children above 12 years old) when entering the
Chancellor Hall, UTP:
MEN
National costume/batik/lounge suit/formal dress
Jeans, shorts and t-shirts are NOT ALLOWED.
Sport shoes/slippers are NOT ALLOWED.

LADIES
National costume/Formal dress
Gowns or attires such as sleeveless blouse and short skirts, t-shirts, jeans and
ARE NOT ALLOWED.

IMPORTANT NOTES FOR GUESTS

8.0

Guests who failed to adhere to the dress code requirements may be denied entry into
the Chancellor Hall.
Children below 12 years old ARE NOT ALLOWED to enter the Chancellor Hall.
For the benefit of other family members, the ceremony will also be broadcasted live at
Pocket D, Academic Complex, UTP.
Parents or guests ARE NOT ALLOWED to bring cameras, food, drinks and flowers
inside the Chancellor Hall

DRESS CODE AND PERSONAL GROOMING - GRADUATES

MEN

National costume/lounge suit/formal dress and wearing full convocation robe

Black/dark leather shoes with black/dark socks
Songkok is allowed but not necessary
Jeans, shorts and t-shirts are NOT ALLOWED.
Sport shoes/slippers are NOT ALLOWED.
Hair styles should be short and neat.

LADIES

National costume/formal dress/long dresses which cover until the ankles/maxi skirts,
long sleeved shirts/blouses/suit and wearing full convocation robe
Black/dark leather shoes with black/dark socks
Jeans, shorts and t-shirts are NOT ALLOWED.
Sport shoes/slippers are NOT ALLOWED.
If gloves are worn, please ensure both hands are covered and the color must either be
black or skin-colored.
Choice of clothes/dress must be decent (thin layered fabric or sensual designs or styles
that may attract uncomfortable glares should be avoided).

THE UNIVERSITY RESERVES THE RIGHT TO DENY ENTRY OF ANY GRADUATE

INTO THE CHANCELLOR HALL IF THE DRESS CODE IS NOT ADHERED TO.

9.0

COLLECTION OF SCROLLS AND ACADEMIC TRANSCRIPTS

9.1

Graduates can collect their original scrolls and transcripts from the Multi Purpose
Hall, UTP from 26th October 28th October 2015, 9.00 am 4.00 pm once the
convocation robes are safely returned. Collection after this date will be done at the
Registration and Examination Unit, Registry from Mondays to Fridays between 8.30
am 4.30 pm.

9.2

Graduates who are not able to join the convocation ceremony are advised to
collect their respective scrolls and transcripts as soon as possible.

9.3

A graduate may send a representative to collect the scrolls and academic

transcripts on his/her behalf by presenting a letter and a copy of the graduates
identification card. The above documents should also be accompanied by a copy
of the paid convocation bill.

9.4

Graduates who are not able to attend the convocation ceremony may request for
their scrolls and academic transcripts in writing. The documents will be
couriered to graduates postal address with nominal processing and handling
charges. The University will not be held responsible or liable for any damages to
the scrolls and academic transcripts couriered to the specified address. Any
replacement of the original set is chargeable.

9.5

All requests for release of the graduation document shall be made using the form
provided during the collection of convocation robe, subject to the followings:
i.
ii.

9.6

10.0

Return of the convocation robe

Clearance from any dues

Any application for subsequent copies of the document will be chargeable and
shall be made available for collection or delivered within one (1) month from the
date of application.

LOSS OF SCROLL
Scrolls are only issued once and no replacement will be printed, unless with a valid reason
agreed by the Registrar. Graduates are advised to keep sufficient copies and preserve the
original set safely.

11.0

ERRORS IN THE DEGREE OR TRANSCRIPT

Graduates are advised to check the information contained in both the scroll and the
academic transcript. Graduates have four (4) weeks from the date of the convocation
ceremony to report in writing any errors or discrepancies found in the scroll or the
academic transcript.

12.0

ISSUANCE OF THE ACADEMIC TRANSCRIPT

Each graduate is entitled to a complimentary first print of the academic transcript issued
and presented during the convocation ceremony. Subsequent copies may be issued a
week after the convocation ceremony, through a written application to Registration and
Examination Unit.
8

The charge for each subsequent copy of the academic transcript is RM15.00.
Cash payment can be made at the Finance Counter, Ground Floor, Chancellor Complex,
Universiti Teknologi PETRONAS through a postal order/bank draft/crossed money order
payable to Universiti Teknologi PETRONAS.

13.0

ALUMNI
Graduates are automatically eligible to become a member of UTP ALUMNI. They can fill
in the UTP ALUMNI registration form and submit it at the robe counter when collecting the
convocation robe.
A life time membership fee is required from every graduate.
Click to download UTP ALUMNI REGISTRATION FORM.

14.0

PHOTOGRAPHY SERVICE DURING THE CONVOCATION CEREMONY

UTP will engage a photography service provider for the Convocation Ceremony.
During the Convocation Ceremony, no camera is allowed to be brought into the
Convocation Hall.

15.0

PAYMENTS
Payments for the Convocation Ceremony, Dinner and Alumni are as follows:

Convocation Ceremony and Alumni

Convocation Dinner

- RM150.00
- RM50.00 (optional, first come first
serve basis)

All payments can be made by following the steps in the online convocation attendance
system from 25th August 1st October 2015.

16.0

REFRESHMENT
Refreshment will be served at the parking area at Block 1 after each session of the
convocation ceremony. All are invited.

17.0

ENQUIRIES/FURTHER INFORMATION

Corporate Services Department

General enquiries on Convocation Ceremony
+605 368 8237
Robe rental & return
+605 368 8238
Graduates scroll and academic transcript
Registration and Examination Unit, Registry
+605 368 8150 / 8356 / 8341 / 8152
Outstanding university dues
Department of Finance and Fund Management,
+605 368 8135 or email askfinance_utp@petronas.com.my
Convocation Dinner
Yayasan UTP
+605 3688279 (Ahmad Wardi)
+605 3687000 (Fairus Neeza)
+605 3688435 (Suhana Albakri)
+605 368 7763 (Nor Razmi) or yayasan_utp@petronas.com.my

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18.0

ACCOMMODATION

HOTELS
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Hotel Putra Iskandar, Seri Iskandar, Perak

Phone: 05 371 3800
d-Hotel Seri Iskandar, Bandar Seri Iskandar, Perak
Phone: 05 374 8888 / 019 481 8922
Clearwater Sanctuary Golf Resort, Batu Gajah, Perak
Phone: 05 366 7433
Impiana Hotel, Ipoh, Perak
Phone: 05 255 5555
Hillcity Hotel, Ipoh,
Phone: 05-313 5555
Heritage Hotel Ipoh, Perak
Phone: 605-242 8888
Ritz-Kowloon Hotel, Ipoh, Perak
Phone: 05-253 1808
Hotel Excelsior, Ipoh, Perak
Phone: 05-253 6666
Hotel Fairmont Sdn Bhd, Ipoh, Perak
Phone: 05-255 94999
Paragon City Hotel, Ipoh, Perak
Phone: 05-545 0900
Syuen Hotel, Ipoh Perak
Phone : 05-253 8889
Tower Regency Hotel,Ipoh,Perak
Phone: 05-24182888
Ritz Garden Hotel (Ipoh) Sdn Bhd, Ipoh, Perak
Phone: 05-242 7777
Kinta Riverfront Hotel & Suites, Ipoh, Perak
Phone: 05-245 8888
Regalodge Hotel, Ipoh, Perak
Phone: 05-2425555
Casuarina@Meru, Ipoh, Perak
Phone: 05-529 9999
Pasir Salak Resort Sdn Bhd, Kg Gajah, Perak
Phone: 05-6318999/998

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HOMESTAYS
Homestay Ustaz Dawi, Taman Maju
Phone: 017-5585542 (Puan Erni) / 012-5896033 (Ustaz Dawi)
Daffar Homestay, Bandar Universiti
Phone: 017-5944608
P Homestay, Bandar Baru Seri Iskandar,Perak.
Phone: 019-5751958 / 019-5771956
Home Stay Cikgu Safri, Taman Maju, Perak
Tel No : 012-5561757
Homestay Cikgu Sabri, Taman Maju, Seri Iskandar, Perak
Phone: 012-5720476
Bistari Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 019 579 0779 / 019 578 0779
U Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 012 569 1381 (Pn Jamaiah)
Intan Liyana Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 012 465 2567 / 013 548 3116
Wan Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 012 465 2567 (En. Wan)
Homestay Bandar Baru Seri Iskandar, Perak
Phone: 012 562 3116 / 012 564 7730
Nur Najiha Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 013 480 5161
Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 017 558 1676
Zahari Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 017 468 7294 / 05 376 5062
Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 019-2695397 (En. Amir)
Home Stay, Taman Maju, Seri Iskandar, Perak
Phone: 016-5303656 (Pn. Ani)
Musa Homestay, Bandar Universiti, Perak
Phone: 013-3646312 / 05-3713585
Nur Homestay, Bandar Universiti, Perak
Phone: 012-5063684 / 012-5192763
Homestay, Bandar Baru Seri Iskandar, Perak
Phone: 05-5269135 / 012-5623116 / 019-4104594 / 0195461701
Rumah Tamu, Bandar Universiti, Perak
Phone: 05-3657304 / 016-5101727
Hostel Koperasi Felcra Nasaruddin, Seri Iskandar Bistari, Perak
Phone: 013-5990438
Latif Homestay, Taman Maju, Seri Iskandar, Perak
Phone: 012-5055079
An Nisa Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 019 474 4841 /017 548 2963
Shumika Kekal Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 012 524 5079
Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 019 345 4104
Rumah Tumpangan, Bandar Baru Seri Iskandar, Perak
Phone: 017 558 5542
TG Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 012 324 8158
Manan Home Stay, Bandar Baru Seri Iskandar, Perak
Phone: 012 599 2196
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My Home Stay, Bandar Baru Seri Iskandar, Perak

Phone: 012 457 3391 / 012 516 3391
Aiman Homestay, Bandar Baru Seri Iskandar
Phone: 0194702821 (En. Rosli) / 0125992707 (Pn. Ani)
Homestay Bandar University
Phone: 012-5691381
Aqilah Home Stay, Bandar Baru Seri Iskandar
Phone: 016 593 0738 (Raihan)
Home Stay, Bandar Tasek Putra, Tronoh, Perak
Phone: 012 5817547 (Cik Lydia)
Home Stay Persiaran Putra, Taman Tasek Putra, Tronoh, Perak
Phone: 010-2930059 (Puan Rafiah) / 014-6395632 (En. Rahman)
Umi Homestay, Batu Gajah, Perak
Phone: 017- 5987972 / 01757155573
Rumah Rehat Cempaka Sari, Parit, Perak
Phone: 05 371 2088 / 05 371 2014

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