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Transfer / Cancel Pass

Overview

This page provides guidance for international students who need to transfer their valid Student Pass to a new passport or cancel their Student Pass due to completion, withdrawal, deferment, or transfer to another programme or institution. Proper completion of these processes is essential to comply with Malaysian Immigration regulations and to safeguard your Personal Bond deposit.

1. Transfer Pass

Students who obtain a new passport (due to renewal, change, or damage/loss) and still hold a valid student pass in the previous passport must transfer the pass to the new passport. Applications must be submitted physically at the UTM International counter.

Notes:

  • Students may be denied exit from Malaysia if the valid visa is not transferred to the new passport.
  • If the passport is changed/renewed in the home country, students must submit both the new and old passports for transfer pass application to UTM-i before the Special Pass expires or immediately upon arrival in Malaysia.

2. Cancel Pass

Students under the following conditions must cancel their student pass before exiting Malaysia:

  • Graduation / completion of studies at UTM
  • Deferment of studies
  • Withdrawal or termination from studies
  • Change of programme or transfer to another university
  • Students who accept an admission offer from another institution must cancel their UTM student pass and leave Malaysia.
  • Students changing programme within UTM must also cancel the current student pass and apply for a variation to the new programme.

Important Notes:

  • UTM International will lodge a police report for students who fail to comply with cancellation regulations and will request Immigration Malaysia to cancel the student pass.
  • Leaving Malaysia without cancelling your student pass will result in the forfeiture of your Personal Bond deposit by Immigration Malaysia and may affect future visa applications in Malaysia.
  • UTM International will not be liable for consequences resulting from failure to cancel the student pass.

Release Letter Issuance: Applicable to students who have already cancelled their student pass and settled all outstanding financial matters with the UTM Bursary.

3. Passport Collection

The student MUST claim the passport within one (1) week from the notification of collection. Below are important details:

Processing Timelines

  • New/Renewal Student Pass: 2–3 weeks post-submission (students must monitor status via the EMGS portal)
  • Cancellation/Transfer Applications: 2–3 weeks post-submission
  • New Dependent Pass: 2–4 months post-submission
  • Renewal Dependent Pass: 2–3 weeks post-submission

Required Documents for Collection

  • Original Holding Letter from UTM International
  • Payment form from UTM International (blue form)
  • UTM Official Receipt

These documents are essential for verification purposes by UTM International.

Collection Policy

  • Students must collect their own passports in person at the UTM International counter.
  • For security and confidentiality, third-party collection is strictly not permitted.

Collection Notification

Students will receive an official email notification once their passport is ready for collection.

  • For Student Pass applications (new, renewal, transfer, or cancellation), notifications will be sent from iscjb@utm.my to the student’s UTM graduate email and other registered email addresses.
  • For Dependent Pass applications, the notification will also be sent to the principal’s graduate email and registered contact.

4. Contact Information

Post-Arrival and Visa Management
International Student & Scholar Services (I3S), UTM International, UTM
Email: iscjb@utm.my
WhatsApp (Visa Unit ISC JB): +60 12-216 0054

5. Download Forms and Letters

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6. Further Information