Finance Rules & Regulation for Student

These general rules are issued as a guideline to students under the Shaping Advanced and Professional Education Center (UKMSHAPE), Universiti Kebangsaan Malaysia (UKM):

International Undergraduate Students

1. UKMi International Mode
2. Open & Distance Learning (ODL) mode

International Postgraduate Students

1. Executive Mode
2. Full-time Mode
3. Open & Distance Learning (ODL) mode

This document shall be made as the main reference, with regards to student financial services in UKMSHAPE.

1.0 STUDY FEES

1.1 Study fees package that is charged during their entire course duration, comprise the items below:

1. 1. Academic Fees;
  2. Examination Fees;
  3. Reading materials including study session modules- if applicable; and
  4. Other fees such as examination fees, computer and science lab fees as well as students’ activities at faculties and universities or any other related fees, deemed applicable by the University

1.2 The amount of fees charged to each student may vary according to the faculty and level of study offered. Students may refer to the fee schedule which is attached to their offer letter. Further information related to study fees are also available in UKMSHAPE official website www.ukm.my/ukmshape. UKMSHAPE reserves the right to change the fee rate at any time without prior notice to students.

1.3 Types of fees other than tuition fees charged to students are as follows:

1. 1. Registration fees
    Registration Fee is a fee charged during student registration day which covers the entire student registration process. Registration fees amounting to up to RM3,000 (depending on the program) will not be refunded if the student withdraws from the offered study or rejects the offer beyond the set period.
  2. Convocation Fee
    The convocation fee is a fee charged to all students who successfully complete their studies at UKM. This fee is charged in the student’s final semester depending on the approval of the UKM Senate. This fee must be paid and does not depend on the student’s attendance at the Convocation Ceremony.
  3. Short Semester Fee and Early Termination Fee
    Executive Undergraduate Program: The short semester tuition fee will be charged to the student in the student’s final semester and increased as an early termination fee.

Programs other than Executive Undergraduate: The short semester fee has been included in the tuition fee.

1.4 For any additional semester below the maximum semester, students will be charged up to RM2500 per semester. Meanwhile, any additional semesters beyond the student’s maximum semester will be charged based on the full tuition fee per semester. (Refer to Table 4)

2.0 PAYMENT OPTIONS

A. UKMi International Undergraduate

2.1 Students may opt to pay their study fees by semesters. This means the total payment of study fee shall be distributed by the number of semesters, as indicated in the offer letter and payable in instalments.

2.2 The instalments mentioned above are outlined in the Table 1. Students are encouraged to contact UKMSHAPE Finance Division for further advise on each payment option offered.

OPTION 1

Students shall pay their semester study in full, before enrolling in each semester.

OPTION 2

Students shall arrange for semester full payment according to the timeline below:

1. 1. 1. 40% of the semester study fee BEFORE student’s enrolment in each semester not later than two (2) weeks before the date of registration;
    2. 30% of the study fee AFTER student’s enrolment in the following month of each semester; and
    3. The remaining 30% of the semester study fee after the second payment in the following month.

2.3 The following conditions are applicable to those who have selected OPTION 2:

1. 1. 1. Payment of study fees per semester shall be made within the stipulated timeline in para 2.2 (full payment must be received by the second month of each semester; and
    2. In the event that payment is not received, the implications are as below:

i. will be DISQUALIFIED to register for the semester course;

ii. will be NOT ELIGIBLE to receive reading materials/study modules; and

iii. will be BARRED from obtaining final exam results of the semester.

2.4 The study fee charged to all students includes a Commitment Fee of RM3,000. This fee will not be refunded if the student withdraws from their programme.

Table 1: Choice of method of payment of study fees according to the semester of study

OPTIONS	ILLUSTRATION	BEFORE REGISTRATION	AFTER REGISTRATION
1	Semester 1 and 2 intake	100% of the semester fee	Fee has been paid
2	Semester 1 intake (Sept/Oct)	40% of Semester 1 fees in September	30% in October and 30% in the following November in the same calendar year
2	Semester 2 intake (Feb/Mar)	40% of Semester 2 fees in February	30% in March and 30% in the following April in the same calendar year

B. International Postgraduate Executive, Full -Time Mode and Open & Distance Learning Mode (ODL).

2.5 The total study fee has been divided into payments according to the semester of study.

2.6 Students shall pay their semester study in full, before enrolling in each semester.

3.0 FINES AND PENALTIES

3.1 Fee refunds are subject to any outstanding balance/arrears in the student account. Depending on eligibility, the approval for a refund shall be made upon recalculation and confirming the final amount. UKMSHAPE reserves the right to withhold the study fees paid if the student withdraws or postpones / is suspended before the end of the study period.

3.2 Refund of fees is subject to the outstanding balance arrears by the student with recalculation and confirmed by the Finance Division of PKP.

3.3 Reimbursement of study fee to students who have withdrawn, suspended or before the end of the study period is subject to the rate determined by the UKMSHAPE as in Table 2 below.

No.	Details	Refundable Rate (%)
1	Students withdraw/postpone/dismissed before the lecture week begins	100% of the current semester’s tuition fee
2	Students withdraw/suspend/ dismissed from studies in the first week (1) to the second week (2) of the semester	70% of the current semester’s tuition fee
3	Students withdraw/postpone/ dismissed from studies in the third (3) to the sixth (6) week of the semester	50% of the current semester’s tuition fee
4	Students withdraw/defer/ dismissed from studies after the sixth (6) week of the semester	NO study fee refund for the semester will be refunded.

4.0 READING MATERIALS AND STUDY MODULES (for selected programmes only)

4.1 Reading materials including study modules will be provided at the UKMSHAPE Book Counter as soon as the study session begins for each semester.

4.2 Reading materials including modules during the current session are subject to availability. Eligible students may claim their reading materials/ study modules during the relevant semester only and it cannot be claimed after the semester is complete. Students are only allowed to study reading material including study session modules within one semester only. UKMSHAPE reserves the right to use the existing stock to replace reading materials including study modules supplied to students.

4.3 Apart from the above, it is also reminded conditions set in para 2.3 (b) (ii) are also applicable before claiming the reading materials/study modules.

4.4 Reading materials including study session modules provided by UKMSHAPE are selected programmes onlyherwise. (No modules are provided for postgraduate and undergraduate students from Faculty of FSSK & FTSM).

4.5 Self-learning materials (ODL mode only) are provided through an online learning platform which is the Learning Management System (LMS).

5.0 MISCELLANEOUS PAYMENTS AND CHARGES

5.1 Students are subject to various fees and other charges set by the UKMSHAPE during the period of study as shown in Table 3.

5.2 The various fees set by the UKMSHAPE are divided based on the current needs of students as follows:

1. Study fees;
2. Miscellaneous fees; and
3. Fees – other fees

Table 3: Listing of various fees and other charges during the period of study

TYPE	STUDY RATE	NOTES
TUITION FEES
Course Repeat Fee (because of failure or improving grade)	RM100 per credit for Bachelor programs	RM200 per credit for Bachelor programs- International students
	RM200 per credit for Graduate Diploma programs	RM300 per credit for Graduate Diploma – International students
	RM300 per credit for Master programs	RM600 per credit for Masters – International students
Course Drop out Fees	RM50 per course
Course Withdrawal Fees	RM100 per course
Project Repeat Fee	RM200 per credit	Maximum RM1,200
Scientific Paper / Scientific Training Repeat Fee	RM100 per credit
Additional Semester fee (below maximum semester)	RM2,500 (Undergraduate) RM3,000 (Postgraduate)
MISCELLANEOUS FEES
GRADUATE
Convocation Fee	RM180 (Undergraduate)
Convocation Fee	RM200 & RM250 (Postgraduate)
CHARGES ACCORDING TO REQUEST / SITUATION
Examination Result Review Fee	RM50 per course
Review oral exam results	RM100
Appeal for Continuing Studies	RM100
Special Repeat Examination	RM25 per course (Undergraduate)
Special Repeat Examination	RM50 per course (Postgraudate)
Replacement Examination	RM100 per course
Disciplinary Penalty	RM200	maximum per course
Penalty for not registering for a course (online)	RM50
Fines for do not make confirmation of course registration	RM50
Copy of Payment Receipt	RM5 per document
Copy of Offer Letter	RM10 per document
Students request original copies of transcripts for personal use	RM100	Any other transactions at the UKM Treasurer’s Office
– Collect hard copy in UKMSHAPE – Send by registered mail (domestic)		-RM20/transcript -RM20/transcript + RM10 (postage)
Students request the original copy of the transcript to be sent directly to the foreign institutions -Sent by registered mail to foreign institutions		-RM150/post
Matric Card Reissuance (lost / damaged / change of faculty / misspelling)	RM15	Second print case
	RM50	Third and subsequent print cases
MISCELLANEOUS FEES
FEES – OTHER FEES
Form Processing Fee Application	RM50 (Local)
Form Processing Fee Application	RM100 (International)
Appeal to Continue Studies After being disqualified due to Non-Registration	RM100 + RM50 / sem (Undergraduate)
	RM200 + RM50 / sem (Postgradute)
Late submission of thesis submission notice	RM30
Oral Examination Repeat Rate (Viva Repeat)	RM1,000 (Master)
Oral Examination Repeat Rate (Viva Repeat)	RM1,500 (PhD)
Semester Additional Fees (Thesis/Research/Dissertation)	RM1,500 (Local)
Semester Additional Fees (Thesis/Research/Dissertation)	RM2,000 (International)
Semester Additional Fees (Coursework) Undergraduate	RM100 per unit (Local)
Semester Additional Fees (Coursework) Undergraduate	RM150 per unit (International)
Semester Additional Fee (Coursework) Postgraduate	RM900 (Local)
Semester Additional Fee (Coursework) Postgraduate	RM1,200 (International)

6.0 METHOD OF FEE PAYMENT

6.1 For students who pay study fees privately

The information is currently being updated. We apologize for any inconvenience this may have caused.

6.2 Study fees through sponsorship and study loans.

NO.

METHOD

DETAILS

Submission of Scholarship/Loan Offer Letter

Students who receive scholarships or loans shall submit to the UKMSHAPE (scholarship/loan agreement letter) to facilitate the handling of study fee claims by the UKMShape to the sponsor or lender.

**Note:

Any delay in submitting the offer letter to UKMShape will result in a delay in making a claim on the sponsor’s.
A student’s activities will be blocked if the sponsors are unable to settle the claim within the timeframe.

7.0 REVIEW OF STUDENT ACCOUNTS AND CORRESPONDENCE

7.1 UKMShape will issue official receipts for payments made by students. Students are required to keep the original receipt of study fees for their own record and reference purposes.

7.2 Students are able to check the status of study fee payments or various payments that have been made through the official e-finance portal of UKM at the address https://ekewangan.ukm.my.

7.3 Any correspondence and inquiries from students can be submitted to:

- Please provide full name and matric number when submitting an enquiry to UKMSHAPE finance Department.

Finance Rules & Regulation for Student​

Finance Rules & Regulation for Student