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Special Pass

Overview

A Special Pass is not a regular visa but a temporary permission of last resort issued at the discretion of the Immigration Department of Malaysia. It is typically given when a student’s pass has expired or is under review, allowing limited time for Immigration to process the case or for the student to make arrangements to leave Malaysia. It allows students to either proceed with an application (pending decision for Student Pass) or to make arrangements to leave the country (Check-Out Memo – COM). Applications must be submitted physically at the UTM International counter.

1. Types of Special Pass

  • Pending Decision for Student Pass:
    • For renewal applications awaiting EMGS approval (at 90%).
    • For variation or progression applications while waiting for VAL approval in Malaysia (for current UTM students only).
  • Making Arrangement to Leave the Country (Check-Out Memo – COM): 
    • For students who have graduated, withdrawn, terminated, or deferred from studies in UTM and are leaving Malaysia.

⚠️ Important: Students must remain in Malaysia during this period.All applications are subject to approval by the Immigration Department of Malaysia.

2. Important Notes

  • Issued at Immigration’s discretion: Immigration Malaysia has tightened the rules for Special Pass issuance.
  • A Special Pass can only be applied for two (2) times.
  • Each Special Pass is valid for 30 days.
  • The first Special Pass will be marked “Pending Decision for Student Pass”.
  • The second Special Pass will be marked “Making Arrangement to Leave the Country”.
  • Once issued a Special Pass for “Making Arrangement to Leave the Country,” the student cannot apply for other passes (Student Pass, Employment Pass, Professional Visit Pass) while in Malaysia.
  • No conversion from one pass type to another is allowed. Students must leave Malaysia before the Special Pass expiry date.

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 students of faculties at UTM Johor Bahru, and from isckl@utm.my to students of faculties at UTM Kuala Lumpur. Emails will be delivered to the student’s UTM graduate email as well as other registered email addresses.
  • For Dependent Pass applications, the notification will also be sent to the principal’s graduate email and registered contact.

4. Overstay

Overstay students will be referred to the Enforcement Unit, Immigration Department of Johor. They are required to attend two appointments with the Immigration officer, accompanied by a UTM International representative. Any penalties or compounds must be borne by the student. The process to clear overstay status may take four (4) to six (6) months.

5. Contact Information

Visa and Pass Matters
International Student & Scholar Services (I3S), UTM International, UTM
Email: iscjb@utm.my
WhatsApp (Visa Unit ISC JB): +60 12-641 0056

6. Download Forms and Letters

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7. Further Information