Underload and Intermission

For an academic year, a full-time undergraduate study load per year is 48 credit points (24 credit points per semester). Most units run for a semester and have a value of six credit points.

If you are an International Student enrolled at Monash Malaysia and holding a Malaysian student pass, please read the information set out below before applying to reduce your intended study load or for intermission.

Time limits to complete a course

If you're on a student visa, you must complete your course within a set time limit (standard course duration). To do this, you need to enrol in a full-time study load (24 credit points per semester).

Your course duration is in your course entry in the Handbook. Look for the Course duration notes in the blue section on the right.

Underload or intermission

Important note: The approval of your student pass renewal due to your extended course duration will be subject to Immigration’s discretion.

Underload

You may apply to reduce your study load to take no less than 18 credit points per semester for the following circumstances only:

  • If unit availability or course progression rules do not permit an enrolment in 24 credit points.
  • Due to course structure or progression rules or unit availability where enrolment in  units with a value of 24 credit points is not possible
  • Students facing illness or exceptional personal circumstances
  • Final semester/year students who require less than 48 credit points to complete their course.

Applications to underload must be supported with documents/ evidence.

When you do not need approval for underload

For underload applications, you won’t need to apply for approval to underload if you:

  • are in your final year and will complete your course within your standard course duration
  • are in your final semester and are completing your balance units/credit points
  • are enrolled in a combination of standard semester and summer or winter units that total 24 credit points per semester or 48 credit points in an academic year.
  • are required to reduce your study load by your faculty’s Academic Progress Committee.

Intermission

Going on intermission

Students who have commenced their course and wish to take one or more teaching periods away from study can apply for intermission:

  • If you decide to enrol in less than 18 credit points per semester, you will need to apply for intermission
  • More information can be found here

IMPORTANT

All international students must cancel their student pass upon receiving approval for intermission.

Students returning from intermission

IMPORTANT

The approval of your student pass is at the discretion of the Immigration Department of Malaysia and the decision made is final.

Students returning from intermission are required to have a valid Student Pass (Visa) before continuing your studies with the university. You can start applying for your student pass application as early as 4 months but no later than 2 months before the semester commencement date.

Step 1: Make payment for your student pass application

Please make your payment here based on the student pass application fee applicable to you.

The fees for a new student pass application with a 12 months validity is as follows:

No.

Item

Estimated Cost (RM)

1

EMGS fees

Application processing fee

1060

Student pass fee

60

eVAL fee

159

i-Kad

50

Multiple entry visa fee

50

Medical screening fee

250

2

Medical and health insurance

884

Total

2515

Effective March 2015, all Indonesian students whose course duration is at least 2 years are now issued with a student pass of 24 months validity. The fees charged are as such:

No.

Item

Estimated Cost (RM)

1

EMGS fees

Application processing fee

1208

Student pass fee

120

eVAL fee

159

i-Kad

100

Multiple entry visa fee

100

Medical screening fee

250

2

Medical and health insurance

1700

Total

3640

Step 2: Submit your documents for your student pass application

Submit the following Student Pass application documents (softcopy) here:

  • Intermission Letter from the faculty
  • Initial Full Offer Letter
  • Passport size photograph with WHITE background (35mm x 45mm). Check the complete details of the photo requirements here.
  • All pages of your passport/s, including blank pages, on single-sided A4 paper without enlargement or reduction. Centre each double page of the passport on the paper.
  • Latest academic certificates and transcripts with the institutions grading system (for example, A = 85 - 100 percent). Please submit a request here.
  • Completed Health Declaration Form
  • A copy of document/evidence to support your reason for intermission. If not, a detailed Explanation Letter on the reason why you were on intermission.

Additional documents are required depending on your country of citizenship.

Country

Additional Documents Required

Iran

Letter of Eligibility (LOE)

Please contact the Embassy of Iran for your LOE request. 

Oman

No Objection Letter (NOL)

Sudan

No Objection Certificate (NOC)

Step 3: Download your EMGS Approval Letter and Visa Approval Letter (eVAL)

Once your student pass application is submitted, the Education Malaysia Global Services (EMGS) will process and review your application. You can track the status of your application here.

If your student pass application is approved, you will receive an EMGS Approval Letter. Estimated processing time is *3 weeks.

To obtain your Visa Approval Letter (eVAL) after receiving an EMGS Approval Letter, please complete the Declaration of Accommodation Form with your Malaysian Accommodation address. Accommodation information is available here.

You may download your eVAL here once it is approved. Estimated processing time is *6 weeks. You will also automatically receive a Travel Authorisation alongside your eVAL. Please refer to the Entry Guidelines for New Students.

IMPORTANT

The approval of your student pass is at the discretion of the Immigration Department of Malaysia and the decision made is final.

*Estimated processing times are subject to change at the discretion of the Immigration Department of Malaysia. 

Step 4: Apply for Single Entry Visa (SEV)

Students from countries that require a Single Entry Visa (SEV) should apply for a SEV at least 8 weeks before their course commencement date as it may take up to 1 month to be approved.

You must obtain a Single Entry Visa (SEV) from a Malaysia Representative Office in your home country before entering Malaysia. You can only do so after you have obtained your eVAL. For countries without a Malaysia Representative Office, you can obtain a Visa on Arrival for Students (VOAS) upon arrival in Malaysia.

To apply for SEV, please prepare the following documents for submission to the nearest Malaysian Consulate:

  • IM47 Form
  • A copy of the Offer letter issued by Monash University Malaysia
  • eVisa Approval Letter (eVAL) with a Reference Letter (VDR) issued by the Immigration Department of Malaysia

If you require a SEV but you are not in your home country, you are advised to approach the nearest Malaysian Consulate to obtain your SEV.

IMPORTANT

We highly recommend that you check with the respective Malaysia Representative Office in your home country if any additional documents are required before applying for your SEV.

Step 5: Prepare to travel to Malaysia

Refer to the Entry Guidelines for New Students for the latest details on entering Malaysia. We have a Pre-Arrival and On-Arrival Checklist that you will find useful l before departing for Malaysia.

We would like to meet you upon your arrival in Malaysia. Kindly complete your arrival details here for our complimentary airport/quarantine pick-up services.

Step 6: Upon arrival in Malaysia

Special Pass Stamp

Upon presenting your eVAL and a copy of your Monash Offer letter at the airport, the Immigration officials will provide a Special Pass stamp in your passport. Note that the Special Pass is only valid between 14 to 30 days and you would need to complete the Student Pass Endorsement process (see below) to validate your stay in Malaysia.

Medical Screening and Student Pass Endorsement

As part of the Student Pass Endorsement process, you must complete a post-arrival medical screening at an EMGS appointed clinic or hospital within 7 days of completing your quarantine. The nearest clinics to Monash University Malaysia are located in Subang Jaya. Please ensure that the clinic has an in-house X-ray facility for your convenience.

You must bring the following documents with you to the clinic for your medical screening:

Submission of Passport (Endorsement)

After completing your medical screening, please complete the following steps:

  1. Email us a copy of your medical screening slip to mum.studentvisa-new@monash.edu
  2. Submit a payment of RM300.00 for the Special Pass application here
  3. Prepare three hardcopy passport photographs (white background only)
  4. Make an appointment with us for the submission of your passport with three hardcopy photographs.

IMPORTANT

The estimated Student Pass Endorsement processing time by the Immigration Department of Malaysia is 6 weeks. You are advised to not make any travel plans until your passport has been returned to you with your student pass sticker.

Endorsed Student Pass and iKad

Once your student pass has been endorsed by the Immigration Department of Malaysia, we will contact you to collect your passport at the International Student Pass office. You will also receive an i-Kad approximately 2 weeks after receiving your passport.

The iKad is an official identification card that is issued by the Immigration Department of Malaysia for international students. It can only be used in Peninsular Malaysia. Please note that the iKad is not a replacement of your passport which may still be requested by the authorities for verification purposes. You are required to carry both your passport and i-Kad with you while in Malaysia.

Each i-Kad contains personal information including photo, full name, date of birth, passport number, name of the institution and student pass expiry date. The i-Kad is renewed on a yearly basis.

In case of loss of i-Kad, you must lodge a police report within 24 hours and submit a copy of the police report to us to facilitate the re-issuance of i-Kad by EMGS.

The i-Kad is only issued to students whose course of study has a duration of more than 6 months. The use of i-Kad is governed by the rules and regulations of the Immigration Department of Malaysia. The i-Kad is non-transferable and the use by another individual is not permitted.

Below are the charges for loss or damage of the i-Kad:

Issue

Cost (RM)

Damage

RM 150

Loss (1st request)

RM 150

Loss (2nd request)

RM 300

Loss (3rd request)

RM 500

Subsequent Losses

RM 500

There may be additional requirements imposed due to the ongoing Covid restrictions. You are advised to check the Entry Guidelines for New International Students which can be found here as well as the FAQs.

When to apply

Applications to underload must be submitted by Friday of Week 2 from the start of the semester to avoid financial penalty. Students who apply after the census date will incur financial and academic penalties for all units in that teaching period.