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TERMS AND CONDITION FOR ATTENDING THE CONVOCATION CEREMONY

1. GRADUATE PARTICIPATION
a) Participation to the Universiti Tenaga Nasional 2015 Convocation Ceremony must be made through Convocation Attendance Reply
Form. Form can be obtained from UNITEN Info Online. Graduates are required to check their status in the UNITEN website.
b) The form is in two (2) copies; the first copy is to be sent to the Registrar Office whilst the second copy is to be retained by the graduate.
c) The completed form must reach the Registrar Office, Universiti Tenaga Nasional Putrajaya Campus by 4.30pm, 31 July 2015 (Friday),
together with the proof of payment. Forms received after this deadline will not be processed.
d) Graduates not attending the convocation ceremony can obtain their scrolls (Academic Certificates) after the ceremony. A charge of
RM50+ 6% (GST) = RM53 will be imposed (for album and certificate).
2. PAYMENT
a) Payment to participate in the convocation ceremony is RM250.00 + 6% GST = RM265.
b) Payments can be made in the name of Universiti Tenaga Nasional through CIMBClicks, MAYBANK2U or Bank Islam internet
banking. Example; Maybank2u; Choose payment
Education and follow the instructions given.
c) Cash payments can be made at the Payment Counter, Ground floor, UNITEN Customer Counter, Administration Building, Universiti
Tenaga Nasional Putrajaya Campus by producing the completed Convocation Attendance Reply Form.
d) Please retain a copy of the payment slip as proof for the collection and return of the Academic attire.
e) No refunds will be made to graduates not attending the convocation ceremony.
3. REGISTRATION ON REHEARSAL DAY
a) Graduates are required to register for the convocation rehearsal as detailed below:
Date
: 14 August (Friday)
Time
: 8.00 am
Venue
: Dewan Seri Sarjana (DSS),
Universiti Tenaga Nasional,
Putrajaya Campus,
Jalan IKRAM-UNITEN,
43000 Kajang, Selangor
b) Upon registration, graduates must be present for the convocation ceremony rehearsal at the same venue.
4. REGISTRATION ON CONVOCATION DAY
a) Graduates are required to register their attendance for the convocation ceremony as detailed below:
Date
Day
Time
Venue

: 15 August 2015 or 16 August 2015


: Saturday or Sunday
: 7.30am
: Dewan Seri Sarjana (DSS),
Universiti Tenaga Nasional,
Putrajaya Campus
Jalan IKRAM-UNITEN,
43000 Kajang, Selangor

b) Graduates are strongly urged to register early to avoid overcrowding at the registration counters and to finalize the queuing
arrangement.
c) To avoid traffic congestion leading to the DSS, graduates are requested to comply with the instructions of the security officers on duty.
d) Late arriving graduates are not allowed to participate in the convocation ceremony.

5. COLLECTION OF ACADEMIC ATTIRE


a) The details for the collection of academic attire is as below:
College/Programme
COE: ME, EE, EP and CE

Date & Time


11 August 2015

COBA: AC, BF, ED, HR, MT and


IB
COIT: IS,SW, SN,GM
&
COGS: All Post Grad Student
(Master and PhD)
CFGS: Diploma Student
Open Slot

Venue

9.30 am 4.30 pm
(Open including lunch Hours)
12 August 2015
9.30 am 4.30 pm
(Open including lunch Hours)
13 August 2015
9.30 am 4.30 pm
(Open including lunch Hours)

Sunken Garden, Ground Floor


AdministrationBuilding,
Universiti Tenaga Nasional,
Putrajaya Campus, Jalan
IKRAM-UNITEN,43000 Kajang,
Selangor

14 August 2015

There will be NO distribution of


academic attire on 14 August
2015, Friday before 1.00 pm and
during convocation session day.

1.45pm -4.30pm

Note

The sizes of the academic attire are limited. Thus the distribution of the academic attire is based on first come, first serve basis.
Graduate will get convocation access card. This card is compulsory to bring during rehearsal and Convocation day.

b) Graduates are required to produce the copy of the Convocation Attendance Reply Form together with the copy of payment slip at the
academic attire collection counter.
c) The return of academic attire is as below:
Date
15 August 2015
16 August 2015
17 August 2015
18 August 2015

Time
2.30pm-4.30pm
2.30pm -4.30pm
9.30am-4.30pm

Venue

Sunken Garden, Ground Floor


AdministrationBuilding, Universiti
Tenaga Nasional, Putrajaya Campus,
Jalan IKRAM-UNITEN,43000 Kajang,
Selangor

Starting from 19 August 2015 and onwards (example of penalty schedule as below):
(A penalty for late return fee is charged RM50.00 (fixed) + the daily fine of RM5/day with a maximum of RM300.00).
Date
19 August 2015
(Wednesday)

Time
9.00 am
4.30pm

Penalty Charge (RM)


RM50.00 + RM5.00= RM55.00

20 August 2015
(Thursday)

9.00 am
4.30pm

RM50.00 + RM10.00= RM60.00

9.00am4.30pm

RM50.00 + RM15.00= RM65.00

21 August 2015
(Friday)

24 August 2015
(Monday)

9.00am4.30pm

RM50.00 + RM20.00= RM70.00

Venue

Academic Counter , Registrar Office


Level 2, AdministrationBuilding,
Universiti Tenaga Nasional, Putrajaya
Campus, Jalan IKRAM-UNITEN,43000
Kajang, Selangor
*Penalty will charged until
RM300.00(Maximum)

d) Graduates are to ensure that their academic attire is maintained in good condition.
e) Graduates are strictly prohibited from altering the academic attire in any way.

6. LOSS / DAMAGE OF ACADEMIC ATTIRE


a) A compensation fee is imposed on the graduates in the event of loss or damage of the academic attire as follows:
i)
ii)
iii)

Academic robe
Mortar Board
Both items

RM400
RM100
RM500

b) Graduates failing to pay the compensation fee in the event of loss or damage of the academic attire are prevented from collecting their
scrolls (Academic Certificate).
7. DRESS CODE
7.1 Graduate Dress Code
Apart from the academic attire, the dress code for graduates attending the convocation ceremony is as follows:
a)

Male
i) Male graduates are to dress in dark Lounge Suits (with necktie) or national attire of black Baju Melayu, Sampin and
Songkok.
ii) Graduates of the Sikh religion are allowed to wear their Turban.
iii) Graduates are reminded to wear clean dark shoes.
iv) Any form of sport shoes or sandals is strictly not allowed.

b)

Female
i)
ii)
iii)
iv)

Female graduates are to dress in their national attire or inoffensive, unrevealing clothes.
Any form of short skirts is strictly not allowed.
Graduates are reminded to wear clean heeled shoes.
Any form of sport shoes or sandals is strictly not allowed.

7.2 GUEST DRESS CODE


a)

Male
i) Guests can dress either in the national attire, Lounge Suits, or long-sleeved shirt or Batik Shirt.
ii) T-shirts and jeans are strictly prohibited.

b)

Female
i) Guests may dress in national / official attire, suitable for the convocation ceremony.

7.3

Adherence to the Dress Code


The convocation ceremony is an official function. The convocation secretariat reserves the right to prevent graduates or guests from
entering the convocation hall should the dress code is not adhered to.

8.

CONVOCATION INVITATION CARD

a)

Graduates will be given two (2) invitation cards for two (2) parents/guests, including one (1) car stickers upon the collection of their
academic attire.

b)

Upon receipt of the invitation card, graduates are advised to check the details to ensure they correspond with the respective
ceremony dates.

c)

Parents/guests attending the convocation ceremony are required to be seated by 8.00am.

d)

The university is not to be held responsible for any loss or damage to invitation cards distributed to graduates and no replacement
invitation cards will be issued.

9.

CONVOCATION PHOTOGRAPHS

a)

Photographing facilities during the convocation ceremony is available from professional photographers designated by the university.
The cost of photographs of graduates receiving their scrolls is not included in the convocation fee.

b)

During the convocation ceremony, parents/guests who are seated in the hall may only take picture from their seats. This is to prevent
interference to the professional photographers who are stationed in the vicinity of the hall.

c)

The arrangement on the collection of photographs is exclusively between graduates and the designated photographer.

10.

SCROLL (ACADEMIC CERTIFICATE)

a)

Scrolls are distributed to graduates upon the return of the academic attire (in good condition) and upon obtaining financial clearance
(tuition fee, accommodation, fines, library fees, etc).

b)

Replacement scrolls are charged *RM100 per scroll. Requests for the replacement of lost scrolls are to be made at the:
Registrar Office
Universiti Tenaga Nasional,
Putrajaya Campus,
Jalan IKRAM-UNITEN,
43000 Kajang, Selangor
All requests must be accompanied by a police report. Duration of the replacement scrolls will take 1 month.

c)

Graduates not attending the convocation ceremony can obtain their scrolls (Academic Certificates) and a charge of RM50+6%GST will
be imposed (for album and certificate).

d)

An additional *RM10 (RM20 for Sabah / Sarawak) in postage is imposed for domestic postal request of scrolls. However, the
university will not be held responsible for any non-delivery of the scroll. Requests for postage to international addresses will be
charged a minimum *RM100 (*all charge will be add 6% of GST).

11. GENERAL RULES


a) Male graduates are required to maintain short and neat haircut.
b)

Graduates are advised not to bring in any personal belongings such as bags, video cameras, cameras, pagers, and other forbidden
items into the convocation hall.

c)

During the convocation ceremony, graduates and parents/guests are requested to respect and not disrupt the event. Handphones are
to be set on silent mode. Please hold applause until the last name of the graduate for each program is read out.

d)

During the convocation ceremony, seated graduates and parents/guests are prohibited from standing or leaving their seats to take
any pictures or photographs. Graduates are to advise their parents/guests prior to this event.

e)

Graduates and parents/guests who leave the hall during the convocation ceremony are not allowed to reenter the convocation hall.

f)

Graduates and parents/guests who are unable to adhere to these rules and regulation are advised against participating in the
convocation ceremony.

g)

Graduates without academic attire during Convocation Ceremony, are not allowed to participate in the event.

h)

Graduates and parents/guests are advised to have breakfast prior to the event. The university provides refreshments after the event
which is located outside the convocation hall.

i)

To preserve the equipments as well as the decoration in the convocation hall, the temperature of the venue may be lowered.
Parents/guests are thus advised to dress suitably.

j)

For enquiries on this event, please contact the Academic Unit on 03-89212020, extensions 1101, 1105, 1122, 1123, 1127, 1128, 1196,
1197, 1138 and 2147.

Registrar Office
Universiti Tenaga Nasional
July 2015

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