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Centre For Educational Extension

International Student Visa Procedures

Notice : For current Malaysian Movement Control Order (MCO) updates related to VAL applications and entry to Malaysia, please refer to https://www.ukm.my/pkp/news/updates-on-international-student-visa-student-pass-during-movement-control-order-mco-period/

Congratulations on your enrolment to Centre for Educational Extension (PKP), Universiti Kebangsaan Malaysia!

New Student Pass Application

Kindly be informed that International Students who have received their offer letter from PKP are required to apply for a Visa Approval Letter (VAL), as early as 3 months or at least 1 month before the registration date . Below are the required forms and guidelines for International Student Visa Application, which contains all information such as PKP visa processing fees, payment information, document requirements, eVAL processing timeline and general information regarding entry into Malaysia. It is also important that applicants refer to the guidelines below before submitting their application:

  • New Application – For first time applications (currently outside of Malaysia / holding dependent or other passes), students who intend to change their courses but currently holding a one-off student pass, and applicants who had previously studied in Language Centres.

  • Variation - For applicants who are changing institutes / courses (application type : From other University / Within same University (UKM Global / PKP)). Variation applications made during 2nd year onwards are not recommended.

    • Download form. (2021 – registration for Semester 2 / 20202021 onwards)

  • Progression – For applicants who are changing level of studies.

    • Download form. (2021 – registration for Semester 2 / 20202021 onwards)

  • Letter of Eligibility – For Iranian Students only. Download form.


The following type of passports are not acceptable: Diplomatic, Official, Refugee, Temporary, Emergency passport. Please ensure that you provide an active email address as PKP will use this medium to notify any issues regarding your application.


Other guidelines :


Arrival in Malaysia

PKP will only accept your passport and post arrival medical report after you have completed your registration (same day). Therefore, you may arrange for your journey to Malaysia within 7 days before your registration date.

You are also encouraged to compare available transportation options to your preferred accommodation / PKP from KLIA / KLIA2. Please refer to the respective websites on these arrangements. You may also opt to use mobile apps for e-hailing services, as they offer competitive rates.

Please refer to HESA MCO notice for further updates regarding entry to Malaysia during the Movement Control Order period.


VAL Extensions

Please refer to HESA MCO notice for further details.

Student Pass Renewal For Existing Students

A student pass allows multiple entry and normally has a one (1) year validity. It is issued on an annual basis and renewal fees are to be paid by students. Renewal should be made as early as 3 months or at least 2 months before student pass expiry date, by submitting your documents online at https://bit.ly/HESArenewal. Please ensure that your current passport contains your student pass together with the most recent entry stamp to Malaysia. However, if there is none, please submit your old passport copy which has the entry stamp.

If your student pass duration is valid for more than 1 year (one-off passes), it is compulsory that you apply for your iKad / insurance renewal as early as 3 months or at least 2 months before the expiry date.

Kindly note that approval to renew your student pass will be based on your academic records, and entirely up to Immigration’s discretion. Please also be reminded that overstaying is a serious Immigration offence (late renewal and/or overstay penalty applies).

Penalty and fees – please refer to Administrative Fee & Fine/Penalty > FINE / PENALTY table for further details.

Note : Starting 19/4/2021, HESA PKP will resume imposing penalties as Immigration have resumed normal operations. Students who are currently in Malaysia without a valid pass will be subject to PKP penalties and also Immigration regulations. Meanwhile, those who are outside Malaysia are required to submit their renewal documents at least 2 months before the date of expiry, to avoid accumulation of penalty (Renewal will be kept on hold until 2 months before date of returning to Malaysia).

Transferring Your Student Pass To New Passport (Endorsement Transfer)

Endorsement Transfer

If you have been issued with a new passport, you are required to transfer your student pass to the new passport. You may submit your old and new passport to PKP, and the charges shall be borne by student. Please note that if you do not transfer your student pass by the time it is due for renewal, PKP will first proceed with the transfer before proceeding with the renewal as per Immigration requirements.

Shortening The Duration Of Your Existing Pass

Students who are in these category are required to shorten their student pass duration:

  • Completion of studies and status have changed in UKM system (no longer active and registered)
  •  Deferment of studies (to resume studies, student must apply for a new VAL application)
  • Withdrawn from University
  • Dismissed from University
  • Student pass renewal rejected by Immigration Department

Students are required to apply for the Check out Memo (COM) within 2 weeks from date of completion / deferment approval / release / dismissal letter by submitting their passport, flight ticket and other related documents. In the event that a student failed to report to PKP by end of the second week, PKP reserves the right to proceed with a forced cancellation by lodging a police report and submitting the cancellation to EMGS/Immigration. Please be reminded that leaving Malaysia at the end of your studies without applying for cancellation / checkout memo is an Immigration offense. Therefore, once a forced cancellation is made, the student may be blacklisted by Immigration and they may not be allowed to apply for any Malaysian passes in the future.

Please be reminded that this is also applicable to Dependent Passes.

Personal Bond

Personal Bond will be returned to students upon completion or withdrawal of your study in the institution, on condition that you have completed the Shorten - Check out Memo / Special Pass Check out Memo application and there is no violation of any provision of the Immigration laws of Malaysia.

Upon shortening your student/dependent pass for a COM, please submit a request for the personal bond, together with the copy of receipt, student pass, and local bank statement (must show name, address and account details) to HESA counter.


Forfeited Personal Bond

In addition to non-compliance with the provisions of the Immigration of Malaysia Regulation 1963 (please refer to http://www.imi.gov.my/index.php/en/main-services/enforcement.html for more information), your personal bond will also be forfeited if you do not complete the COM.

Dependent Pass Application

A dependent pass is a Long Term Social Visit Pass (LTSVP) and the validity will depend on the principal (student pass). For renewal applications, it will be issued on an annual basis (subject to principal pass validity) and renewal fees are to be paid by students.

For more information on the eligibility, rules and procedures, please refer to https://educationmalaysia.gov.my/dependant-pass/

Special Pass Application

It is NOT recommended for a student to have a record of a Special Pass. However, in certain circumstances such as having issues with a passport renewal, students are allowed to apply for this pass. It is a mandatory Immigration requirement if the passport is submitted less than 5 working days before expiry of the current pass (including KLIA/KLIA2 Special Pass) OR if the current pass has already expired. Please come to HESA counter to explain why you are applying for a Special Pass before applying for one.

Students are reminded to observe their Special Pass validity date to avoid overstaying on a Special Pass as stated in EMGS circular dated 12 December 2020:

  • Staying in Malaysia beyond the period allowed is a violation of Section 15 (1) (c) Immigration Act 1959/63 (Act 155). Any student that has been found to have been living in Malaysia after a pass / permit has expired or revoked will be referred to the Deputy Public Prosecutor by the Immigration Department of Malaysia.

  • The Deputy Public Prosecutor will determine if the offender shall pay a compound or be charged in court based on the offence committed.

Administrative Fee & Fine/Penalty

Effective Semester 2 / 2020-2021, revised administrative fees and penalties are as below :

1 New VAL application for new students

- refer to student pass application form -

2 New VAL application (variation and progression) for new students from UKM Centre for Academic Management intake (change mode/course) and other Malaysian institutes

- refer to student pass application form -

3 New VAL application (variation and progression) for existing PKP students

As per EMGS fees


4 New VAL application (due to VAL/SEV expiry)

As per EMGS fees


5 VAL application appeal



6 Student pass renewal (for study duration which exceeds expected graduation date) and for new students (semester 2 / 20202021 intake onwards)

(Note : For item 6-9, HESA will refer to the student’s Confirmation Letter received during their first student pass renewal application)

As per EMGS fees + insurance top up (if applicable)

RM75 (applicable to new students (semester 2/2021 (March 2021) intake onwards)


7 iKad and insurance renewal (for study duration which exceeds expected graduation date)

As per EMGS fees

RM75 (applicable to new students (semester 2/2021 (March 2021) intake onwards)


8 iKad renewal (study duration which exceeds expected graduation date)

As per EMGS fees

RM75 (applicable to new students (semester 2/2021 (March 2021) intake onwards)


9 Insurance top-up (study duration which exceeds expected graduation date)

As per EMGS fees

RM75 (applicable to new students (semester 2/2021 (March 2021) intake onwards)


10 Special Pass application

As per EMGS fees


11 Dependent Pass application and renewal

As per EMGS fees

RM180 per family member

12 Student Pass transfer (Endorsement transfer) / Shorten Pass

As per EMGS fees


13 iKad replacement

As per EMGS fees


14 Insurance card replacement

As per EMGS fees


15 Late renewal application (less than 50 days before expiry date)


RM50 one-off, plus RM5 for each day until complete documents is submitted for renewal application


RM200 one-off, plus RM5 for each day until complete documents is submitted for special pass / renewal application (not inclusive of Special Pass administrative Fee/ Penalty imposed by EMGS/Immigration)

17 Late passport submission for student pass sticker process (new student only - pasport and medical report received after 7 working days upon arrival in Malaysia)



18 Late passport submission for student pass sticker process if pasport received after 3 working days from PKP email notification (for special pass / shorten and endorsement transfer); EMGS status changed to “Pending Submission of Student Passport” (for renewal); or if student is overseas, passport received after 2 working days upon arrival in Malaysia



19 Late passport collection (passport collected after 3 working days from PKP email notification for Special Pass / Shorten and endorsement transfer; or EMGS status changed to “Student Passport Returned” for renewal)


RM3 per day, starting from 4th day until date of passport collection

20 Letter of Eligibility (Iran) - RM10
21 No Objection Certificate (Sudan) - RM110
22 Other supporting documents (if applicable) - RM100
23 Request for archived documents by HESA (e.g. copy of high school academic transcript, payment receipt, medical report)

*services offered starting Semester 1/20202021

Request can be made online at : http://bit.ly/HESAarchive

- RM5 per document type
24 Urgent copying services (maximum 3 A4 per student) - RM1 per A4 (b/w), RM2 per A4 (colour)


Visa and Student Pass Counter Operations

Student Affairs & Alumni Unit

Email : hesapkp@ukm.edu.my

Phone : 03-8921 4197 / 5639

Counter : Ground Floor (Level 1), Bangunan Wawasan, Pusat Kembangan Pendidikan UKM Bangi


Visa and Student Pass Counter Operations

Monday – Thursday 8:15 am – 12:45 pm
2:15 pm – 4:45 pm
Friday 8:15 am – 12:00 pm
3:00 pm – 4:45 pm
(Strictly no passport submission during Friday afternoon session)
Weekend and Public Holiday Closed

For more information on student visa and pass procedures, please refer to https://visa.educationmalaysia.gov.my/guidelines.html

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