table of contents - International Islamic College

TABLE OF CONTENTS

SECTION CONTENT PAGE

1. Graduation List 3

2. Convocation Updates 3

3. Convocation Fee 3

4. Graduands Tracer Study 5

5. IIC Alumni 5

6. Graduands Registration 5

6.1 Collection of Convocation Kit 6

6.2 Collection of Academic Robe 7

7. Tentative Convocation Ceremony 7

8. Ceremonial Formalities 7

9. Convocation Ceremony Procedure 9

10. Protocol for Receiving Scroll 10

11. Emergency Treatment 10

12. Location & Parking Areas 11

13. Shuttle Bus Services 11

14. Returning of Academic Robe 12

15. Collection of Scroll 13

16. Collection of Photographs 15

17. FAQs 16

Dear graduands,

Congratulations on the success in completing your studies at International Islamic College

(IIC). There are important information that you need to know as to ensure smooth running

of the convocation process. Kindly refer to the following section with respect to all of the

information and processes apply in the 12th IIC Convocation ceremony.

Thank you.

1. Graduation List

Graduands are required to check your name at IIC website (URL:

http://www.iic.edu.my/12th_convocation.php). Kindly send an email to the convocation

secretariat at [email protected] for any inquiry or problem.

2. Convocation Updates

Convocation secretariat will update the latest information on the 12th Convocation

Ceremony from time to time through the following medium.

i. IIC Website

URL: http://www.iic.edu.my/12th_convocation.php

ii. Facebook Account

12th IIC Convocation Ceremony

Graduands are advised to check the latest updates on the 12th Convocation

Ceremony regularly from any of the medium stated above. Kindly send an email to

the convocation secretariat at [email protected] for any inquiry or

problem.

3. Convocation Fee

The fee for 12th IIC Convocation Ceremony is MYR350.00 and non-refundable.

Graduands are required to make the payment as to avoid any disruption throughout

the graduation process. Payment can be made starting from 1st October

2019(Tuesday) until 5th December 2019(Thursday). You may pay your convocation

fee through the following methods:

http://www.iic.edu.my/10th_convocation.php

i. Cash deposit or online banking or BIMB counter

IIUM Higher Education Sdn. Bhd.

Account No.: 14-162-01-000206-1

Bank Islam Malaysia Berhad (BIMB)

Make a copy of your bank-in receipt. Write your name, matric number, and hand

phone number and submit to Students Finance Department through WhatsApp

to: 011-31507553 (WhatsApp only and attention to: Sis Fahiz Zahra

Kaharuddin) or email the scanned copy to [email protected].

Sample fax document:

ii. Cash payment

Payment can be made at finance counter at the Finance Counter, Finance

Division, Level 1, International Islamic College.

Graduands are required to get the official payment receipt from Finance Division (as a

proof of payment) before the collection of convocation kit. In the event that graduands

fail to attend the convocation ceremony, the convocation fee will not be refundable.

Kindly send an email to the convocation secretariat at [email protected]

for any inquiry or problem.

4. Graduands Tracer Study

Graduands are required to participate in the tracer study conducted by the Ministry of

Higher Education Malaysia. The questionnaires are available online at

http://graduan.mohe.gov.my or http://mohe.gov.my/ starting on the 14th October

2019 (Monday). Please bring along the print out proof of survey completion during

the collection of convocation kit. Kindly send an email to the convocation secretariat

at [email protected] for any inquiry or problem.

5. IIC Alumni

Graduands are required to submit filled IIC Alumni form upon the collection of

convocation kit. The IIC Alumni form can be downloaded at IIC website (URL:

http://www.iic.edu.my/12th_convocation.php). Kindly send an email to the convocation

secretariat at [email protected] for any inquiry or problem.

6. Graduands Registration

Graduands are required to collect their convocation kit and academic robe based on

the following schedule. Kindly send an email to the convocation secretariat at

[email protected] for any inquiry or problem.

Date : 16th December 2019 – 19th December 2019

Day : Monday – Thursday

Venue : IIC Main Hall

Time : 9.00am – 4.00pm

6.1 Collection of Convocation Kit

1. Graduands are required to bring all of following documents during the collection

of convocation kit:

i. Official payment receipt

ii. Printed tracer study survey slip

iii. Filled IIC alumni form

2. Brief process on the collection of convocation kit:

i. Produce your MyKad/Pasport for information verification during registration

ii. Collect non-woven bag – 1 unit

iii. Collect invitation card cum entrance pass – 1 unit

iv. Collect queue card – 1 unit

v. Submit signed declaration letter (the letter will be provided at the registration

counter)

3. Collection of convocation kit and academic robe on behalf of the graduand is not

encouraged. If necessary, please ensure that the representative brings along:

i. Copy of graduand’s MyKad/Passport

ii. Copy of representative’s MyKad/Passport

iii. Official payment receipt

iv. Printed tracer study survey slip

v. Filled alumni form

vi. Filled and signed consent letter by the graduand (can be downloaded at IIC

website, URL: http://www.iic.edu.my/12th_convocation.php)

Important:

1. Each graduand is allowed to bring TWO (2) guests into the hall. Any guests who

did not bring the invitation card during the convocation ceremony will not be

allowed to enter the hall.

2. Graduands are required to verify the information printed on the queue card.

Please inform the secretariat if there are any missing information or errors. Those

without queue card will not be allowed to go on the stage.

3. IIC will not be responsible for any loss or damage of invitation card and queue

card that have been distributed to the graduands. NO REPLACEMENT of the said

items will be issued.

4. The invitation card cum entrance pass needs to be displayed on the car

dashboard that carrying the graduands. Only vehicles with invitation card will be

allowed to enter the IIUM campus.

6.2 Collection of Academic Robe

1. Brief procedure for the collection of academic robe:

i. Collect academic robe – 1 set

ii. Submit signed undertaking letter (the letter will be provided at the registration

counter)

Important:

1. Please ensure that the academic robe collected is for the right programme.

2. Once the robe has been collected, please take care of the robe and DO NOT

hand wash it.

3. The robe shall not be altered by graduands in any way.

Kindly inform the convocation secretariat if you have been given the wrong academic

robe. Kindly send an email to the convocation secretariat at


7. Tentative Convocation Ceremony

Graduands may download the tentative for 12th Convocation ceremony from the IIC’s

website (URL: http://www.iic.edu.my/12th_convocation.php). Kindly send an email to

the convocation secretariat at [email protected] for any inquiry or

problem.

8. Ceremonial formalities

Convocation is an official ceremony and everyone involved is required to observe all

stipulated rules and regulations so that the ceremony may run smoothly. Kindly send

an email to the convocation secretariat at [email protected] for any

inquiry or problem.

1. Time/Gathering Area

i. Graduands are required to gather at the IIUM Cultural Centre (ICC) before

7.30am

ii. Kindly observe the directives given by the convocation secretariat on duty that

requires graduands to line up when entering the Hall.

2. Academic Robe

i. Graduands are required to wear academic robe which comprises the following:

▪ Robe

▪ Hood

▪ Mortarboard

Academic robe should be neat and ironed. Please refer to the video on how to

wear the Academic Robe which will be uploaded on the IIC’s website.

3. Graduation Attire For Male Graduands

i. Black coloured 'Baju Melayu' with 'Sampin Songket' or

ii. Black coloured Lounge Suit and

iii. Dark coloured shoes

4. Graduation Attire For Female Graduands

i. Malaysian National Attire or

ii. Formal dress and

iii. Any plain coloured ‘Tudung’ (no pattern allowed) and

iv. Set your hair neatly (for non-Muslim) and

v. Dark coloured fully-covered shoes (Heels of NOT more than 1.5 inches)

5. Graduation Attire For Male Guests

i. Lounge suit

ii. Long sleeve and tie

iii. Dark coloured long pants

iv. Dark coloured leather shoes

6. Graduation Attire For Female Guests

i. Formal dress

ii. Fully-covered shoes

iii. Those wearing tudung, please wear them neatly.

iv. Those with long hair, tie your hair neatly/tie it in a bun.

7. Prohibited Clothing

i. Jeans

ii. Sports Shoes/ Sandals

iii. Short Sleeved Dress

iv. Inappropriate clothing (eg. Semi-transparent dress)

v. Skirt with slit

vi. Turban headscarf

vii. Royal colours (purple & yellow)

8. Rules In The Hall

i. Graduands and guests are discouraged from going out of the hall while the

convocation ceremony is in session.

ii. Graduands and guests who leave the hall during the convocation ceremony

will not be allowed to re-enter the hall.

iii. Children below 12 years of age are not allowed to enter the hall during the

convocation ceremony.

iv. Graduands and guests are prohibited to take any videos or photographs

during the convocation ceremony.

v. Graduands and guests are required to switch off mobile devices or put them in

silent mode until the end of the convocation ceremony.

vi. Guests are not allowed to enter the hall if they do not adhere to the dress code

as per required.

9. Convocation Ceremony Procedure

1. Graduands are advised to check their convocation session according to your

programme (if required).

2. Please bring along your queue card during the assembly.

3. The assembly and procession schedule is as follows:

Assembly at IIUM Cultural Centre (ICC) hall

Morning Session : 7.30 am *

Procession enter the main hall

Morning Session : 8.00 am *

*Subject to change. Please refer to the IIC’s website and FB account for any updated

information.

4. Please queue up and follow the instruction given during the assembly.

Important:

DO:

i. Please come early to avoid traffic jams and parking problems.

ii. Please have your breakfast/meal before the convocation session.

iii. Please ensure that you are in the proper academic attire before joining the

procession to the IIUM Cultural Centre (ICC) Hall.

DONT:

i. Graduands are not allowed to bring cameras, flower bouquets, food, hand bags

etc into the convocation hall.

ii. Graduands are not allowed to move about in the convocation hall during the

ceremony.

iii. Graduands are advised to use the restroom before the ceremony to minimize

disruption during the ceremony.



10. Protocol for Receiving Scroll

The protocols for receiving scrolls are as follows:

1. The Dean of the School/Centre will announce the programme to be awarded.

2. Graduands move to the stairs at the side of the stage.

3. Give your queue card to the convocation secretariat in charge before moving up

the stage.

4. Wait at the top of the staircase. Do not move forward until your name is

announced.

5. Once your name is announced, proceed to the spot marked in red on the stage,

bow and move forward.

6. The scroll will be awarded by the conferrer invited by the College.

7. Accept the scroll with both hands, take a bow and walk to your seat.



11. Emergency Treatment

IIUM paramedic will operate from 8.00am until the end of 12th Convocation Ceremony

for any matters related to emergency treatment. Temporary clinic will be located at the

right wing of the IIUM Cultural Centre (ICC) hall, within close proximity to Ticketing

Counter. Additionally, graduands may refer to the signage to seek for support

assistance. Kindly send an email to the convocation secretariat at


12. Location & Parking Areas

Once you reach the IIUM campus, please display your invitation card cum entrance

pass on the car dashboard and ensure that the word ‘GRADUAND can be clearly

seen by the convocation secretariat. The convocation secretariat can usher you to the

allocated parking space. Appropriate signage will be located to direct you to the

venue. If you plan to come by LRT (PUTRA), your last stop will be at the TERMINAL

PUTRA, Gombak. Rapid feeder buses are available, straight to the main campus

(IIUM).

GPS coordinates of IIUM Campus:

Latitude: 3.251537, Longitude: 101.732453

13. Shuttle Bus Services

Graduands may refer to the table below for the shuttle bus services schedule:

Services Time

Pick up 6.30am - 8.30am **

Drop off 1.00pm - 2.30pm **

* Shuttle bus will be available every 10-15 minutes

** Subject to change. Please refer to IIC website and FB account for any updated

information.

For the pick up and drop off points, refer the following:

i. Car park at Convest Hill

ii. Bus stop at Kuliyyah of Architecture & Environmental Design (KAED)

iii. Every bus stop in the IIUM campus

14. Returning of Academic Robe

1. Returning of academic robes has been scheduled as follows:

Date * Day Time Venue

21st December 2019 Saturday 1.00pm – 3.00pm Ticketing Counter,

ICC, UIAM

23rd December 2019 -

26th December 2019

Monday - Thursday

9.00am – 4.00pm

IIC Main Hall

30th December 2019 and onwards

Monday - Thursday

8.30am – 5.30pm Break: 1.00pm – 2.00pm

Students Affairs Division, Level 3

* Subject to change. Please refer IIC website and FB account for any updated information.

2. Please bring the following documents:

i. MyKad/ Passport

ii. Collection of scroll form (download from IIC website, URL:

http://www.iic.edu.my/12th_convocation.php)

Reminder: This form MUST be stamped and recommended by Finance

Division personnel before the collection of scroll.

3. Brief procedure for the returning of academic robe:

i. Produce your MyKad/ Passport for information verification

ii. Return the academic robe

iii. Convocation secretariat (i.e. robes bureau) will stamp on the collection of the

scroll form

4. Return of Academic Robe through a representative:

i. Representative is required to bring a photocopy of the graduand MyKad/

Passport.

Important:

1. The penalty for late return will start on 2nd January 2020 which is RM20 per day

starting on the 6th working day.

2. ACAD will notify Finance Division on the total penalty to be charged based on the

number of day(s) late.

3. Graduand is required to pay the penalty fee at the payment counter after returning

academic robe.

4. Failure of paying the penalty will result to the suspension of graduand academic

scroll.

5. Failure to return the academic robe by 28th January 2020 will be considered as

“LOST” and the graduand is required to pay RM400 for penalty charging which

cover the manufacturing cost for the academic robe.

6. The penalty for any damage or lost on the academic robe, hood, and mortarboard

will be charged RM350, RM50, and RM100 respectively.

7. Finance Division will charge the penalty onto the graduand's account.



15. Collection of Scroll

The graduand’s name that is printed on the academic scroll is based on the

graduand’s existing records (as posted in the CMS). Any amendment of student’s

records can be made through Admission & Records Department by fax to 03-6186

2900 (with a copy of the graduand’s MyKAD/Passport attached) or e-mail the

scanned copy to [email protected] before 31th October 2019 (Thursday).

Payment will be charged for re-printing of academic scrolls after the closing date.

1. Academic scrolls would be issued to graduands subject to the settlement of all

outstanding payments and the return of the academic robe during the robe

returning period. Graduands should present their personal identification

documents (MyKAD/Passport) during the collection period for academic scroll.

2. The collection of scroll has been scheduled as the following:


23rd December

2019 -

24th December

2019

Monday -

Tuesday

9.00am – 4.00pm

Break: 1.00pm – 2.00pm IIC Main Hall

25th December

2019

and onwards

Monday -

Thursday

9.00am – 4.00pm

Break: 1.00pm – 2.00pm

Academic Affairs

Division, Level 1


3. Collection on-behalf via representative:

i. The Collection On-Behalf form (download from IIC website, URL:

http://www.iic.edu.my/12th_convocation.php) must be signed by a witness who

should either be a Grade A public sector officer or a Commissioner of Oaths.

ii. Please attach a copy of the personal identification documents (both applicant

and representative) and submit to the person on duty at the Academic Affairs

Division.

iii. IIC reserves the right to reject any application that is incomplete.

4. Collection on behalf via a representative is discouraged due to security and

confidential reasons. Also, there is no guarantee that the documents will reach the

graduands safely. Hence, IIC shall not be liable for any damage or loss of the

documents.

Graduands are advised to keep their academic scroll safely as the replacement for

the academic scroll will be charged the minimum of RM100 for processing fee. Kindly

send an email to the convocation secretariat at [email protected] for any

inquiry or problem.

16. Collection of Photographs

Graduands may collect their stage photos using the photography coupon. The photos

shall be collected as stated below:


23rd December

2019 &

24th December

2019

Monday &

Tuesday

9.00am – 4.00pm

Break: 1.00pm – 2.00pm TBD

25th December

2019

and onwards

Monday -

Friday 10.00am – 6.00pm TBD


Stage photos collection after the stated dates above will be at the office of Fotorex

Holdings Sdn Bhd:

Address:

25 - G, Block B, Jaya One,

No. 72A, Jalan Universiti,

46200 Petaling Jaya,

Selangor Darul Ehsan

Opening hours:

Monday – Sunday

(10:00a.m - 6:00p.m)

Tel : 03-79609019

Fax : 03-79609219



17. FAQs

Q1 Will IIC send a letter to graduands to inform them about the

convocation?

A1 Yes, but the information regarding the convocation will be uploaded on

the IIC’s website and FB account (IIC Convocation Ceremony). Hence,

all graduands are advised to view the IIC website regularly to obtain the

latest information regarding the convocation.

Q2 Can I buy the academic robe?

A2 No. The academic robe is strictly for rental service.

Q3 My house was affected by floods and as a result, both my scroll

and transcript were torn and damaged. Can I request for a

replacement?

A3 Application to replace damaged transcripts and academic scroll can be

made to the Academic Affairs Division.

Q4 I am a physically-disabled graduand and intend to attend the

coming convocation. Who should I contact to inform of my special

needs?

A4 For graduands who require special assistance – wheelchair bound,

visually impaired, injured or the like, kindly call the Convocation Unit via

e-mail: [email protected]

Q5 One of my guests is physically-disabled. Will IIC provide special

facilities so that he/she can be seated in the Hall?

A5 Yes. If a guest requires special attention including those who are on

wheelchair or sickly, graduands may request for assistance from the

convocation secretariat. Special seats will be allocated for the comfort

of such guests.

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