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STUDENT HANDBOOK

2018/2019

YOUR YOUR GATEWAY TO A GREATER HORIZON

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TABLE OF CONTENTS

1 General Information 3 1.1 Introduction 3 1.2 University Vision and Mission 3

2 Academic Information for Students 4 2.1 Duration of Study 4 2.2 Structure and Entry Requirements of the XMUM

Foundation Programmes 4

2.3 Course Assessment 7 2.4 Recognition for Academic Excellence 8 2.5 Completion of Studies 8 3 Student Responsibilities – Rules and Regulations 9 3.1 Expectations of an XMUM Foundation Programme

Student 10

3.2 Submission of Coursework 10 3.3 Class Attendance 11 3.4 Complaints and Appeals 11 3.5 Final Examination Regulations 12 3.6 Release of Final Course Assessment Results 13 3.7 Review of Final Course Assessment Results 13 3.8 Retaking a Course 14 3.9 Deferment of a Final Examination 15 3.10 Resitting a Final Examination 15 3.11 Contact Details and Office Hours of the School’s Office 15

4 Financial Information 16 4.1 Tuition Fees and Administrative Fees 16 4.2 Fee Payment 16 4.3 Mode of Payment 16 4.4 Administrative Charge 18 4.5 Contact Details and Office Hours of Finance Office 18

5 The Library 19 5.1 Library Service 19 5.2 Opening Hours 19 5.3 Borrowing Policy 19 5.4 Returning of Loaned Books or Materials 20 5.5 Book Purchase Suggestion 20 5.6 Reference Services 20 5.7 Print & Photocopying 20 5.8 E-resources via Remote Access (VPN) 20 5.9 Contact Details of the Library 21

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6 IT Services & Facilities 22 6.1 General Information 22 6.2 General IT Rules and Regulations 22 6.3 IT Quick User Manual 23 6.4 Contact Details of the IT Department 25

7 Extra-curricular Activities 26 7.1 Introduction 26 7.2 Formation of Clubs/Societies 26 7.3 Laws & Regulations 27 7.4 Prohibitions on Students’ Activities 27 7.5 Process of the Formation of Club/Society 28 7.6 Event/Activity Proposal 29 7.7 Clubs & Societies Funding 31 7.8 Letter Release and Waiver of Liability 32 7.9 Contact Details and Office Hours 32

8 On-Campus Accommodation Rules & Regulations 33 8.1 Residence Rules & Regulations 33 8.2 Contact Details and Office Hours of Accommodation

Office 42

9 Career Services 43 9.1 Introduction 43 9.2 Mission 43 9.3 Vision 43 9.4 Core Activities 43 9.5 Contact Details and Office Hours of the Career Services

Office 44

10 One-Stop Language Hub 45 11 University Offices / Departments 48 11.1 Student Affairs Office 48 11.2 International Student Affairs Office 52 11.3 Counselling Centre 54 11.4 Logistics Department 55

12 Health, Safety and Security 60 12.1 Medical Services 60 12.2 Safety On and Off Campus 61 12.3 Disorderly and Threatening Conduct 61 12.4 Emergency Contact Numbers 62

1 General Information

1.1 Introduction

Xiamen University Malaysia (XMUM) aims to be a multi-cultural university which

strives to achieve excellence in both teaching and research. It aspires to nurture young

minds, helping them to become responsible, steadfast members of society who will in

turn contribute to the prosperity of the region.

XMUM’s motto is “Pursuing Excellence, Striving for Perfection”.

1.2 University Vision and Mission

Vision – Xiamen University Malaysia (XMUM) aspires to become a university which

embraces cultural diversity and possesses a distinct global outlook, featuring first-class

teaching and research

Mission – The mission of XMUM is to nurture young talents, turning them into dignified and

wise citizens of the region who will contribute to the prosperity of the people and social

progress of Malaysia, China and Southeast Asia.

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2 Academic Information for Students

2.1 Duration of Study

The standard duration of study for the foundation programmes at XMUM is one year

(3 semesters). If you are on academic probation or need to repeat certain failed

courses or wish to improve your CGPA, you are allowed to extend your duration of

study for one more semester. However, if you wish to continue your studies beyond

the maximum duration of study of four semesters, you will have to make a formal

application to the Director of the School of Foundation Studies stating the reasons for

doing so. Such an application will be considered on a case by case basis.

2.2 Structure and Entry Requirements of the XMUM Foundation

Programmes

2.2.1 Foundation in Science

2.2.1.1 Overview

The XMUM Foundation in Science is a one-year programme designed

for students with an interest in pursuing a science-related higher

education. The programme enables students to embark on an

undergraduate programme of their choice in the areas of marine

science, traditional Chinese medicine, energy science, and

information and communication technology at XMUM.

2.2.1.2 Entry Requirements based on Academic Tracks

(a) Biological Science

(i) A pass in Sijil Pelajaran Malaysia (SPM) / Sijil Pelajaran

Malaysia Vokasional (SPMV) with at least a credit or

Grade C in 5 subjects including Mathematics and 2

science subjects, and a pass in Bahasa Melayu and

English or other equivalent qualifications; or

(ii) A pass in O-Level with at least a credit or Grade C in 5

subjects including Mathematics and 2 science subjects,

and a pass in English or other equivalent qualifications;

or

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(iii) A pass in Unified Examination Certificate (UEC) with at

least a Grade B in Mathematics and 2 science subjects,

and a pass in Bahasa Melayu and English or other

equivalent qualifications.

(b) Physical Science

(i) A pass in SPM / SPMV with a credit or Grade C in 5

subjects including Mathematics, Additional

Mathematics and one physical science subject, and a

pass in Bahasa Melayu and English or other equivalent

qualifications; or

(ii) A pass in O-Level with a credit or Grade C in 5 subjects

including Mathematics, Additional Mathematics and

one physical science subject, and a pass in English or

other equivalent qualifications; or

(iii) A pass in UEC with at least a Grade B in Mathematics,

Advanced Mathematics and one physical science

subject, and a pass in Bahasa Melayu and English or

other equivalent qualifications

Note: Physical science subjects are chemistry and physics

2.2.2 Foundation in Arts and Social Science

2.3.2.1 Overview

The XMUM Foundation in Arts and Social Science is a one-year

programme which is designed to offer a route for students to fulfil

their dreams of gaining a higher education qualification in the arts

and social science fields. Students have the freedom to choose an

academic track which corresponds with their intended field of

undergraduate studies at XMUM. Various academic tracks are

available and they are: business, accounting, finance, journalism and

Chinese studies.

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2.2.2.2 Entry Requirements based on Academic Tracks

(a) International Business / Accounting / Finance

(i) A pass in Sijil Pelajaran Malaysia (SPM) / Sijil Pelajaran

Malaysia Vokasional (SPMV) with at least a credit or

Grade C in 5 subjects including Mathematics and

English; or

(ii) A pass in O-Level with at least a credit or Grade C in 5

subjects including Mathematics and English; or

(iii) A pass in Unified Examination Certificate (UEC) with at

least a Grade B in 3 subjects including Mathematics

and English; or

(iv) Other equivalent qualifications recognised by the

Government of Malaysia

(b) Journalism

(i) A pass in Sijil Pelajaran Malaysia (SPM) / Sijil Pelajaran

Malaysia Vokasional (SPMV) with at least a credit or

Grade C in 5 subjects including English; or

(ii) A pass in O-Level with at least a credit or Grade C in 5

subjects including English; or

(iii) A pass in Unified Examination Certificate (UEC) with at

least a Grade B in 3 subjects including English; or

(iv) Other equivalent qualifications recognised by the

Government of Malaysia

(c) Chinese Studies

(i) A pass in Sijil Pelajaran Malaysia (SPM) / Sijil Pelajaran

Malaysia Vokasional (SPMV) with at least a credit or

Grade C in 5 subjects including Chinese, and a pass in

English; or

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(ii) A pass in Unified Examination Certificate (UEC) with at

least a Grade B in 3 subjects including Chinese, and a

pass in English; or

(iii) Other equivalent qualifications recognised by the

Government of Malaysia

2.3 Course Assessment

2.3.1 Grading System

The marks, grades and the corresponding grade points are as defined below:

Marks Range Grades Grade Point Status

85 – 100 A 4.0 Excellent

80 – 84 A- 3.7

75 – 79 B+ 3.3

Good 70 – 74 B 3.0

65 – 69 B- 2.7

60 – 64 C+ 2.3

55 – 59 C 2.0 Pass

50 – 54 D 1.0

0 – 49 F 0 Fail

The grade point average (GPA) for any one semester is calculated as follows:

GPA =Ʃ (𝑐𝑟𝑒𝑑𝑖𝑡𝑠 𝑒𝑎𝑟𝑛𝑒𝑑 𝑓𝑜𝑟 𝑒𝑎𝑐ℎ 𝑐𝑜𝑢𝑟𝑠𝑒 𝑋 𝑔𝑟𝑎𝑑𝑒 𝑝𝑜𝑖𝑛𝑡 𝑎𝑤𝑎𝑟𝑑𝑒𝑑 𝑓𝑜𝑟 𝑡ℎ𝑒 𝑐𝑜𝑢𝑟𝑠𝑒)

𝑇ℎ𝑒 𝑡𝑜𝑡𝑎𝑙 𝑐𝑟𝑒𝑑𝑖𝑡𝑠 𝑒𝑎𝑟𝑛𝑒𝑑 𝑖𝑛 𝑎 𝑠𝑒𝑚𝑒𝑠𝑡𝑒𝑟

The cumulative grade point average (CGPA) for all the semesters starting

from the first semester is calculated as follows:

CGPA =Ʃ (𝑐𝑟𝑒𝑑𝑖𝑡𝑠 𝑒𝑎𝑟𝑛𝑒𝑑 𝑓𝑜𝑟 𝑒𝑎𝑐ℎ 𝑐𝑜𝑢𝑟𝑠𝑒 𝑋 𝑔𝑟𝑎𝑑𝑒 𝑝𝑜𝑖𝑛𝑡 𝑎𝑤𝑎𝑟𝑑𝑒𝑑 𝑓𝑜𝑟 𝑡ℎ𝑒 𝑐𝑜𝑢𝑟𝑠𝑒)

𝑇ℎ𝑒 𝑐𝑢𝑚𝑢𝑙𝑎𝑡𝑖𝑣𝑒 𝑐𝑟𝑒𝑑𝑖𝑡𝑠 𝑒𝑎𝑟𝑛𝑒𝑑 𝑖𝑛 𝑎𝑙𝑙 𝑠𝑒𝑚𝑒𝑠𝑡𝑒𝑟𝑠

2.3.2 Weightage of Final Examination and Coursework

You shall be evaluated based on the following percentage breakdown for

final examination and coursework:

(i) Final examination shall constitute 50% of the total marks; and

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(ii) Coursework which includes quizzes, projects, laboratory reports etc.

shall constitute the remaining 50% of the total marks

2.4 Recognition for Academic Excellence

If you achieve a GPA of 3.50 or above in any semester, you will be awarded with the

Director’s Commendation for Academic Excellence. However, you will not be eligible

for such an award if your GPA is boosted to 3.50 or above as a result of repeating

certain courses.

2.5 Completion of Studies

You will be awarded with a certificate of completion of foundation studies if you

have fulfilled all of the following conditions:

(i) Attainment of a CGPA of 2.00 or above at the end of your duration of study

(ii) Completion of a minimum total of 50 credits in your programme of study

(iii) Full settlement of any outstanding fees owed to the university

(iv) Return of all loaned items including library books to the university

(v) Having successfully completed the English language classes at the end of your

studies

3 Student Responsibilities – Rules and Regulations

3.1 Expectations of an XMUM Foundation Programme Student

3.1.1 Code of Conduct

(i) You shall not conduct yourself, whether within or outside the campus,

in any manner which is detrimental or prejudicial to the interests,

well-being or good name of the University, or any employees of the

University, or any of your peers.

(ii) You shall not violate any provision of any written law, whether within

or outside the campus.

(iii) You shall not consume any prohibited drugs and alcohol.

(iv) You shall respect other people’s rights to their own opinions and

settle any dispute peacefully.

(v) You shall devote your time and energy to the pursuit of knowledge.

(vi) You shall be accountable for your own actions.

(vii) You shall be willing to work as a team to achieve a common goal.

(viii) You shall seek assistance from the school if you encounter problems

in your studies.

3.1.2 Academic Integrity

Plagiarism

Plagiarism occurs when an entire piece or a part of work is copied or

reproduced without the consent of the original author, and can take the form

of reproduction of published or unpublished works without proper

acknowledgements, including transferring materials from one computer to

another or downloading materials from the Internet. Such dishonesty is

unacceptable and will not be tolerated, and will result in the award of a ZERO

(0) mark for the entire or part of the coursework in question. If there is more

than one guilty party as in the case of a collusion, your collusion partner(s)

will be subjected to the same penalty.

Fabrication and Falsification of Data or Results

Making up, or changing or omitting data or results intentionally is a grievous

breach of academic integrity. If you are proven to have knowingly fabricated

or falsified data or results, you will be penalised with a ZERO (0) mark for the

entire or part of the coursework in question.

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3.1.3 General Behaviour and Appearance

You must demonstrate positive attitude and behaviour as set out below:

(i) You shall be mentally and physically prepared for the process of

learning.

(ii) You shall be honest, courteous and polite.

(iii) You shall respect your peers and lecturers.

(iv) You shall take good care of school facilities and property.

(v) You shall attend lessons regularly and punctually.

(vi) You shall be decently or appropriately attired while on campus

regardless of whether you are attending a lecture, a tutorial class, an

examination, a workshop etc.

3.1.4 Academic Performance

To enjoy a good academic standing, you must maintain a GPA or CGPA of at

least 2.00 in every semester until the completion of your foundation

programme.

Probation

You shall be placed on academic probation if your GPA in the previous

semester is less than 2.00 except in a semester where all courses taken do

not contribute towards the computation of GPA and CGPA. You will be

released from academic probation if you attain a GPA of 2.00 or above in the

current semester.

Termination

Your course of study shall be terminated if you achieved a GPA of less than

2.00 for two previous consecutive semesters, and your current CGPA is less

than 2.00, except in a semester where all courses taken do not contribute

towards the computation of your GPA and CGPA.

3.2 Submission of Coursework

Submission

You must submit one hard copy and one soft copy of your coursework (depending on

your respective course instructor) generated using a word processor, e.g. MS Word. It

is advisable to save your coursework in a CD as well and keep a hard copy as a backup

in case there is a problem with your computer.

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Extension of Deadline

You may ask for an extension of your coursework deadline if you are certified to be

medically unfit for class by a medical practitioner or experience exceptional

circumstances such as bereavement, personal tragedy or accidents. Reasons other

than the preceding ones will not be considered as sufficient grounds for granting an

extension.

If you submit your coursework after the deadline has passed and without prior

approval for extending your submission deadline, you will be penalised with a 5% loss

of the total marks assigned to the coursework in question for each working day late.

If you hand in your coursework 5 working days after the deadline, you will be awarded

with a zero mark for the coursework in question.

3.3 Class Attendance

You should participate in all teaching and learning activities related to a course such

as lectures, tutorials, laboratory practical sessions, computer-based practical

sessions etc. You are required to sign your attendance on the ‘Student Attendance

Sheet’ every time you attend a class. You need to maintain an attendance rate of

80% or above of the total teaching and learning hours for every course that you

register in a semester. If your attendance rate falls below 80%, you will be barred

from sitting for the final examination of the course in question and as a result, you

will be deemed to have failed the course and will have to repeat it.

3.4 Complaints and Appeals

Complaints

If you have a grievance or complaint, you may contact the School’s Office via email at

sfsac@xmu.edu.my.

Appeals

(a) Disciplinary Appeals

You may file an appeal against a decision or penalty meted out by the School

Board on Student Discipline due to disciplinary misconduct by sending a

formal letter to the Director of the School of Foundation Studies. You must

support your appeal by evidence. The appeal must be submitted within 14

working days of being notified of a decision or penalty.

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A panel comprising at least three persons (one is the Director of the School of

Foundation Studies and the other two are senior faculty members) will be set

up to study the case. If there are grounds for a review of the decision or

penalty, the appellant will be invited to a hearing. After the hearing, the

panel shall make a collective decision based on the presented evidence. A

notification regarding the panel’s decision will be sent out to the appellant

within 14 working days of the hearing.

(b) Academic Appeals

If your course of study is terminated for below-par academic performance,

you may appeal in writing to the Director of the School of Foundation Studies

for a review of the decision.

3.5 Final Examination Regulations

3.5.1 General Condition

You are allowed to sit for a final examination only if you are registered for a

course and are not disqualified from a final examination.

3.5.2 Students’ Conduct during Final Examinations

(i) You are not permitted to sit for a final examination if you turn up

thirty minutes after the commencement of an examination. You are

not allowed to leave an examination venue within the first thirty

minutes of an examination.

(ii) You shall only bring writing utensils and a calculator if necessary into

the venue of examination. All other items including any portable

computing and communication devices are prohibited from an

examination venue.

(iii) You shall not communicate by whatever means with any other

persons during an examination. If you wish to ask any questions

related to the examination paper, you may do so by raising your hand

to alert an invigilator.

(iv) You shall uphold academic integrity at all times and refrain from

committing dishonest acts such as cheating and copying during an

examination.

(v) You shall not cause any disturbances in or around an examination

venue.

3.5.3 Disciplinary Action against Misconduct during Final Examinations

Disciplinary action will be taken against you if you are proven to have

committed any of the following misconduct during a final examination:

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(i) Cheating

Cheating in an examination is a serious academic misconduct. If you

are proven guilty of cheating during a final examination, you will be

deemed to have failed the course in question. As a result, you will be

awarded with a “Fail” grade for the course.

(ii) Disobeying Instructions from an Invigilator

If you disobey any instructions from an invigilator, you will be given a

verbal warning in the first instance. If you refuse to obey the

instructions for the second time, you will be asked to leave the

examination venue.

(iii) Other Forms of Misbehaviour

If you commit other forms of misbehaviour during a final examination,

you will face disciplinary action as decided by the School Board on

Student Discipline.

3.6 Release of Final Course Assessment Results

Final results for all courses will be released three weeks after the end of final

examination of each semester. You are required to collect your academic transcript

from the School’s Office after an official announcement of the release of results has

been made. If you owe any money to the university, your results will be withheld

until you have settled any outstanding payment to the university.

3.7 Review of Final Course Assessment Results

If you are not satisfied with your final result for a course, you may request for a review

of assessment. In a review of assessment, your final examination paper will be checked

for the fairness of marks awarded and the possibility of errors in the summation of

marks from each section of the paper, and all your coursework will be checked as well

to ensure all marks have been included in the calculation of your final result for the

said course.

You must submit a completed form together with a fee of RM50.00 within 7 working

days of the release of the final results. The paid fee will be refunded to you if errors

are found in the marking of your final examination paper or the calculation of your

final result for the said course. However, the paid fee will be forfeited if no errors are

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committed in the marking of your final examination paper or the calculation of your

final result for the said course.

3.8 Retaking a Course

You are allowed to extend your duration of study for one more semester if you want

to retake certain courses. Retaking a course occurs under one of the following

circumstances:

(i) Failing a Course

If you receive a ‘Fail’ grade in a course, you must retake the same course

except in cases where there is no requirement to do so. A course retake

involves the attendance of classes, and the submission of all coursework

inclusive of sitting for a final examination. You can only retake the same

course twice.

(ii) Improving a Grade

If you attain a “Pass” grade or better for a course but would like to improve

your grade, you may repeat the said course once. Only the higher marks and

grade obtained in the two attempts will be used for the calculation of your

CGPA at the end of your studies.

You will have to pay a fee based on the credits of the course that you want to retake

as stated below.

Programme

Retake Fee per Credit Hour (RM)

Courses without

Laboratory Practicals

Courses with

Laboratory Practicals

Foundation in Arts and Social

Science 200 -

Foundation in Science 200 220

Note:

1. You are not required to pay the course retake fee if you fail a course and

retake it the first time. But if you fail a course in the first retake and repeat it

the second time, you will have to pay the course retake fee.

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2. You are required to pay the course retake fee if you intend to retake the

same course to improve grades. You are allowed to do so only once

throughout the duration of your studies.

3.9 Deferment of a Final Examination

Deferment of a final examination is allowed if you are physically incapable to sit for a

final examination due to illnesses, or experience exceptional circumstances such as

accidents, bereavement or personal tragedy. A formal application together with

supporting evidence must be submitted to the School Examination Board.

3.10 Resitting a Final Examination

Resitting the final examination of any passed or failed course is allowed under one of

the following circumstances:

(i) If you fail any course in any semester and the final assessment marks of the failed course fall within the range of 40 to 49; or

(ii) If you cannot complete your programme of study due to your failure to attain a CGPA of 2.00 or above in your final semester despite the fact that you have passed all your courses at the end of your duration of study; or

(iii) If you complete your programme of study and fulfil all the requirements for graduation but your CGPA score at the end of your duration of study is below the minimum score for entry to a degree level programme.

The maximum grade of a course that you can attain after resitting the final examination

is a Grade C.

3.11 Contact Details and Office Hours of the School’s Office

Location Room B1 # B12

Office Hours Monday to Friday (9.00 am to 5.00 pm)

Email SFSac@xmu.edu.my

4 Financial Information

4.1 Tuition Fees and Administrative Fees

Note: Additional fees for international students:

(i) security deposit of RM1,000 (refundable) per student

(ii) international student fee of RM2,500 per year

4.2 Fee Payment

You are required to pay the tuition fee for any semester within seven (7) working days

from the commencement of a semester.

You are automatically barred from attending any classes if you fail to pay the tuition

fee on or before the specified deadline or if you do not appeal formally to the Finance

Office stating your reasons for failing to make the payment. Reminders will be sent to

you via email, SMS and/or posted on notice boards. The University reserves the right

to deny you access to university facilities if you have defaulted any payment.

If you owe the University any fees at the time of your graduation, your programme of

completion certificate is withheld until you have settled all outstanding fees.

4.3 Mode of Payment

Payment of fees can be made at the Finance Office or via online banking (E-Payment).

The following are guidelines for the two modes of payment:

4.3.1 Cash

Cash payments can be made at the Finance Office’s cashier counter in Room

216. An official receipt will be generated on the spot.

Programme Duration Tuition Fee

(RM per year)

Administrative Fees (RM,

non-refundable)

Application Fee

Registration Fee

Foundation in

Science 1 year 13,000

100 200 Foundation in Arts

and Social Science 1 year 12,000

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4.3.2 Cheque / Bank Draft

(i) Cheque / bank draft payments can either be made at the Finance

Office’s cashier counter or by post.

(ii) The cheques / bank drafts are issued to “XMU Jiageng Education

Development Sdn Bhd”.

(iii) All cheques / bank drafts are signed and dated with the current date.

Post-dated cheques are not accepted.

(iv) The following details must be stated on the reverse of a cheque/bank

draft: student’s name, IC number, contact number and purpose of

payment.

(v) An official receipt is issued on the spot when a payment in cheque/bank

draft is made in person at the Finance Office’s cashier counter.

However, if the payment in cheque/bank draft is received via post, you

may collect the official receipt from the Finance Office on your next

visit to the campus.

4.3.3 Credit Cards

(i) Credit card payments can be made at the Finance Office’s cashier

counter or via online banking.

(ii) No processing fee will be imposed on Visa/Master cards or Union-pay

cards.

(iii) You are required to key in your PIN as a form of verification.

(iv) Once the transaction is approved, an official receipt will be issued.

4.3.4 Direct Bank-In & Telegraphic Transfer (“TT”)

(i) Payments can be transferred into XMUM’s bank account at

Maybank. Details are as follows:

Account Name: XMU Jiageng Education Development Sdn Bhd

Bank Name: Malayan Banking Berhad

Account no: 5624-3250-5328

Swift Code : MBBEMYKL

Branch : KLIA 2

(ii) You should present a copy of the TT slip or the online fund transfer slip

to the Finance Office’s cashier counter or email it to the following

address: finance@xmu.edu.my.

(iii) You should provide the following details on the reverse side the TT slip

or in an email message with the online fund transfer slip as an

attachment: your name, IC/passport number, contact number and

purpose of payment

(iv) An official receipt will be issued upon receiving the TT slip or the online

fund transfer slip.

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4.3.5 Online Banking

(i) You should go to the XMUM’s website at www.xmu.edu.my, click on

the ePayment tab, and then login to the XMUM Student Portal.

(ii) You should read the ePayment guide before performing any online

transaction.

(iii) If the transaction is successful, a notification will be automatically sent

to you and the Finance Office. You may also print the official receipt if

your computer is connected to a printer.

4.4 Administrative Charge

An administrative charge of RM30.00 per week will be imposed commencing from

the eighth (8th) day of the new semester if payment is not received by the specified

due date.

4.5 Contact Details and Office Hours of Finance Office

Location Room B1 # 216

Office Hours Monday to Friday (9.00 am to 5.00 pm)

Email finance@xmu.edu.my

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5 The Library

5.1 Library Service

Welcome to the Library at Xiamen University Malaysia. Our Library contains almost

28,000 printed copies of reading materials and provides access to a range of

electronic resources.

5.2 Opening Hours

The library is open daily from Monday to Sunday, including Public Holidays.

Day Time

Monday to Friday 9.00 am to 10.00 pm

Saturday and Sunday 9.00 am to 5.00 pm

Public Holidays 9.00 am to 5.00 pm

5.3 Borrowing Policy

You are not allowed to take any book or reading material out of the library before

the loan of the book or material has been recorded.

All loaned books or reading materials must be returned on or before the due date.

The loan period differs for different materials as stated below:

Type of Collections Status Loan Period No. of Items

Normal Books

Student 14 days 15

Staff 14 days 10

Academic Staff 30 days 30

Course Reserves

Student 4 hours 3

Staff 4 hours 3

Academic Staff 130 days 5

Periodicals and newspapers cannot be checked out.

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5.4 Returning of Loaned Books or Materials

You must return all loaned books or materials on or before their due dates to the library service counter. Otherwise, an overdue fine of RM0.20 per day will be charged to you.

Description Penalty Charges

Overdue Fines-Book RM 0.20 per day

Overdue Fines-Course Reserve RM 0.50 per hour

Book Lost & Damaged Book Price x 2 + Processing Fees (RM30)

Note: All borrowers must settle any overdue loans before they are permitted to

borrow again. Book prices will be decided after making comparisons of prices on e-

commerce websites such as amazon.com and others.

5.5 Book Purchase Suggestion

You can logon the purchase recommendation page at our service site

http://linc.xmu.edu.my/node/5 and fill out the necessary information for books that

are needed but have not been purchased. The Library staff will respond within 5

working days.

5.6 Reference Services

Services provided include guidelines, operation consultation, catalogue search and

database retrieval.

5.7 Printing & Photocopying

Self-service printers are available in the library.

5.8 E-Resources via Remote Access (VPN)

XMUM library shares the same OPAC system with the Main Library in Xiamen, China

http://210.34.4.28/en/ on which you can retrieve more than 500 million

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printed items and e-resources through our Virtual Private Network (VPN) at library.

A list of databases is shown on the webpage at

http://library.xmu.edu.cn/portal/database.asp?language=eng.

5.9 Contact Details of the Library

Location Room B1 # 101

Phone Number 03-8800 6801

Email librarian@xmu.edu.my

Website http://linc.xmu.edu.my/

6 IT Services & Facilities

6.1 General Information

You can access the campus internet, 24 hours a day when you are on campus or

student hostel via either the Ethernet or the wireless network. You are prohibited

from viewing pornographic websites, downloading pornographic materials from the

internet or engaging in online gambling.

You need to have own accessories such as Ethernet cables to connect to the campus

internet networks. You are required to re-authenticate your internet service account

after 30 days.

You should not attempt to remove, tamper, or interfere with any of the campus’

computer, printer, cabling, projector, power extension, network devices or other

equipment in the classroom, computer laboratory, Library, or any other location

with equipment provided in campus.

The IT Department reserves the rights to control the availability of Ethernet sockets

and constantly monitors any abnormal internet activities on campus.

6.2 General IT Rules and Regulations

(i) Computer and network facilities are provided primarily for educational use

only. Attempts to circumvent accounting systems or to use the computer

accounts of others will be treated as forms of attempted theft.

(ii) General rules and regulation concerning the use of computers, services and

networks in XMU are aligned with the Cyberlaw Acts of Malaysia. Breaches of

such laws, for example the downloading and sharing of pornographic

materials, and unauthorized copying and/or alteration of copyrighted

materials, may be treated as misconduct, which could lead to suspension or

expulsion from the University, or even legal proceedings.

(iii) All users are expected to abide by the University rules and policies when

utilizing any of the campus computer, network, equipment, and facilities.

Failure to do so may result in disciplinary action.

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6.3 IT Quick User Manual

Below quick user manual provides explanation on how to access XMU’s IT

Department and Library services and facilities. For more detailed instructions, visit

Xiamen University Malaysia Library & IT Services URL http://linc.xmu.edu.my/

XMU will continue to launch new IT services in the near future.

Wifi / Wireless Network Connection 1. Connect to Wifi = “Student” with the security key/password “xmustudent”. 2. If you would like to use your own wireless router, please seek approval from IT

Center. Note: The Wifi name (SSID) for personal use cannot begin with “XMU” nor using the same SSID names such as Staff, Guest, Student etc.

3. Currently, the campus network does not require user authentication. However, in the later phase, user authentication will be imposed.

Wired/LAN Network Connection (for faster network access)

1. Connect your computer to the LAN port (see picture). 2. Go to ‘Network and Internet Setting’ > choose ‘Obtain an IP address automatically’

Changing Initial Password for Email

1. Sign in through https://www.office.com

2. Enter your email account and the initial password given to you, and enter your new password and click ‘Confirm Password’ to change. 3. Click ‘Update Password’ and sign in again. 4. Proceed to Library Room 101 should you require any assistance.

Email and Office365 Cloud Service User Manual

1. Sign in through https://www.office.com

2. After signing in, click on the top right corner of the page to customize your email and office365 settings (change operating system language, password, menu, and other options). On the same page, you will see various apps and icons that allow you to access your Email, Calendar, Cloud Storage, Office

Online and other applications. You can also click on the icon for ‘Help’ options. 3. The University will use email as one of the communication channels to make announcements and etc.

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Campus ID (ECard)

1. Campus ID is a unique identification card for all lecturers and students. 2. Upon receiving the Campus ID, you need to access http://id.xmu.edu.my/ to reset/set the Campus

ID password. 3. The link to set Campus ID password will be sent to your email address. You may set or reset password in the same URL. 4. Subsequently, you can use the Campus ID to access these IT facilities and services:

Borrow books, self-service printing, door access, discussion rooms booking, and VPN access

University learning portal - Moodle, Academic Affairs Online Systems, Turnitin, and upcoming student portal

5. In later phase, Campus ID will be used in canteens, supermarkets, and for fine payment.

VPN (Virtual Private Network) Access

1. Go to http://linc.xmu.edu.my/vpn to find out how to connect to VPN. 2. The VPN allows remote access to the ‘Library E-Resources and Academic Database’ of the Main Library of XMU, China. 3. Sign in with your Campus ID and password.

4. Note that the VPN access is limited for academic and research purposes only.

Printing and Copying Service at Library

1. Request from the librarian for services such as access to network printers or advice on which printer to choose.

2. Purchase credits for your epurse in Library, or visit https://www.xmu.edu.my/epay for online Campus ECard top up

3. Go to http://linc.xmu.edu.my/node/11 to find out more information on how to use the Printing and

Copying services provided.

Library Book Borrowing at Library

1. Borrowers are to produce their Campus card when borrowing library materials. 2. No book or other library material can be brought out of the library before the item has been

recorded. 3. Library materials borrowed must be returned on or before the due date. 4. Go to http://linc.xmu.edu.my/node/3 to find out more information on Borrow and Return services provided.

Moodle 1. Visit l.xmu.edu.my to access to Moodle, student can login using Campus ID and password. 2. Select a course to enrol and enter the Enrolment Key provided by the respective course’s lecturer. 3. Students can view the course material accordingly.

Turnitin

1. Lecturer will set up the course, then a Class ID and Enrollment password will be generated. 2. Student should use the Class ID and Enrollment password (provided by lecturers) to create a new account. Student to login to http://turnitin.com/ using the account created.

3. Student to submit assignments for checking/detection, export the results of adjustment and print the results.

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Seminar/Rooms Reservation System

1. Go to http://linc.xmu.edu.my/ and select ‘Room Reservation’, or visit http://rooms.xmu.edu.my/ 2. Log in using your Campus ID and password.

3. To modify or reset the password, go to http://id.xmu.edu.my/ 4. Visit the above URL to know more on the rules in using the booking system.

For face to face consultation, proceed to Library Helpdesk at Library Room 101 or

contact 03-8800 6801.

For network problems, you can email it@xmu.edu.my or contact 03-8800 6852 /

6840.

6.4 Contact Details of the IT Department

Contact Details Service

Face to Face Consultation Network Problems

Email library@xmu.edu.my it@xmu.edu.my

Phone Number 03-8800 6801 03-8800 6852 / 6840

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7 Extra-curricular Activities

7.1 Introduction

Xiamen University Malaysia (XMUM) allows the formation of clubs and societies

which are an integral part of students’ learning experience and help to prepare

students for life after graduation. The information in this section is designed to assist

in the formation, operation and administration of student clubs and societies.

Further assistance can be obtained from the Student Affairs Office.

7.2 Formation of Clubs/Societies

Students are generally allowed to form any types of clubs or societies save and

except those which are either politically affiliated or a duplication of any existing

clubs/societies or in contravention of the law.

All student clubs and societies of XMUM must be registered and approved by the

Student Affairs Office. A constitution together with the completed application form

should be submitted to the Student Affairs Office – ECA before an approval is given

for the formation of a club/society.

The Constitution should include:

(a) Name of the proposed club/society

(b) Club or Society Logo

(c) Objectives of the club/society

(d) Pro-Tem committee members list (a minimum of 7 XMUM students) with

details (Name, Student ID, Contact Number, Email address and Signature)

(e) Duties of Executive Committee (EXCO) & Sub–committee (Central Committee)

(f) Principal Advisor / Co-advisor details (Name, Programme, Contact number)

(g) Roles of principal advisor / co-advisor(s)

(h) Elections

(i) Resignation, Vacancies & Dismissals

(j) Annual General Meeting (AGM), General Meeting, etc

(k) Membership & Subscription fees (if any)

(l) Amendments to the Constitution

(m) Any other relevant information

(n) Signature of Pro term president (Prepared/Checked by) and principal advisor

(Approved by)

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Documents to be submitted together with the application:

(a) Members List

(b) Proposed events/activities for the year

(c) Declaration

NOTE: Student Affairs Office reserves the right to reject an application if any of the

above documents are not enclosed with the completed form and the club/society’s

constitution.

7.3 Laws & Regulations

All university clubs and societies are to be established and operated according to the

rules and regulations of XMUM, the constitution of a club/society and any directives

issued by the Student Affairs Office from time to time. Office bearers and members

of any university clubs and societies must abide by the provisions stated under

Section 47 of the Private Higher Educational Institutions Act 1996 (Act 555).

7.4 Prohibitions on Students’ Activities

As a student of XMUM, you shall not

(a) become a member of, or associate with, any lawful or unlawful political party,

trade union, society, organization, body or group, either within or outside

Malaysia;

(b) express or do anything which may reasonably be construed as expressing

support for or sympathy with or opposition to any lawful or unlawful political

party, trade union, society, organization, body or group, either within or

outside Malaysia

Moreover, any student clubs or societies of XMUM are prohibited from

associating or dealing with any lawful or unlawful political party, trade union,

society, organization, body or group, either within or outside Malaysia.

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Formation of Pro-Tem Committee

Appointment of Advisor(s)

Constitution drafted by Pro-Tem Committee and verified by Advisor

Submission of Application Form and Constitution to Student Affairs Office for approval

The first AGM is conducted within two (2) weeks from the date of approval

7.5 Process of the Formation of Club/Society

7.5.1 Formation of Pro-Tem Committee

A Pro-Tem Committee consisting of students sharing a common interest and

vision must first be set up. The Pro-Tem Committee is responsible for drafting

the Constitution and establishing the club/society generally.

7.5.2 Appointment and Roles of Advisor(s)

The central committee of the Club or Society shall have the power to

nominate and appoint person(s) of eminence who must be a permanent staff

of XMUM to be the Advisor(s) of the Society. The roles of the Advisor(s) are: -

(i) To oversee all activities of the club/society and communicate directly

to the Central Committee and the Chairman.

(ii) To act as liaison between the club/society and the university

authorities.

(iii) To check and approve events/activities proposed by the club/society

before submitting the relevant documentation to the Student Affairs

Office.

(iv) To attend events and AGM (Annual General Meeting) of the

club/society whenever feasible.

(v) Be familiar with the Constitution of the Club/Society.

(vi) Be knowledgeable about and adhere to XMUM’s rules and regulations

as well as all laws pertaining to student society.

(vii) To take an active role in advising the club/society.

(viii) To ensure continuity of leadership in the club/society.

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7.5.3 Annual General Meeting (AGM)

An Annual General Meeting (AGM) must be held in October each year: -

(i) To receive the Central Committee’s report on the working of the

club/society during the previous year;

(ii) To receive the Treasurers’ report and the audited accounts of the

club/society for the previous year;

(iii) To elect a Central Committee and to appoint auditors, if applicable;

(iv) To deal with such other matters as may be put before it.

Once a new committee is elected, the Chairman must fill out the ‘Clubs &

Societies Committee Info Update Form’ and submit to the Student Affairs

Office within two (2) weeks from the date of election.

7.6 Event/Activity Proposal

All events or activities organized by any clubs and societies require the prior approval

of the Student Affairs Office.

An event/activity Proposal has to be submitted to the Extra-Curricular Activities

Division of the Student Affairs Office at least one month before major events and

two weeks before minor events. Upon approval, the club/society will then be

allowed to post posters of the event/activity endorsed by the Student Affairs Office,

to book equipment and venue(s) for the event/activity at Logistic Department and

Academic office.

A project can be defined as major based on one (1) or more of the following criteria:

- A minimum of 200 attendees/participants

- Collaboration with external parties

- Scale of event – happens over a very wide area or involves a lot of people

(collaboration-wise) or things

Organizing committee is responsible to follow up with Student Affairs Office on the

status of their proposal after submission.

An event/activity proposal should consist of the following: -

(i) Name of the event/activity

(ii) Theme (if any)

(iii) Introduction (For talks, including speaker’s background)

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(iv) Purpose of the event

(v) Date, Day, Time and Venue of Event

(vi) Target group/ participant and Number of attendees

(vii) Itinerary of event

(viii) Layout of event

(ix) VVIP/VIP list (f applicable)

(x) Organizing Committee

(xi) Financial Estimation

(xii) Marketing and Publicity Method

(xiii) Project Timeline

(xiv) Signature of club/society president (Prepared/Checked by) & principal

advisor (acknowledged by)

The following attachments should be submitted together with the proposal:

(i) Completed Funding Application Form (if applicable)

(ii) Poster design (if applicable)

NOTE: Student Affairs Office reserves the right to reject any application which fails to

comply with the above requirements.

7.6.1 Event/Activity Approval Process

7.6.2 Poster Guidelines for Club/Society

The word “Poster” here includes poster, notice, advertisement, flyer and other

documents.

(i) All posters may only be posted with the prior approval of the Student

Affairs Office. Posters that are posted in contravention of this

Guidelines will be removed by XMUM.

Proposal written by Club/Society Organising Committee (minimum 3

weeks before the event date)

Proposal check and approve by Club/Society Advisor

Submission of Proposal to Student Affairs Office (ECA) for

approval

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(ii) All posters are to be posted on designated Notice Boards ONLY.

Poster posted on walls, lifts, etc will be removed.

(iii) ONLY pins are allowed. Double-sided tape, masking tape,

glue/adhesive are strictly prohibited.

(iv) All posters are allowed to be posted for a maximum of 14 days only

from the date of approval except for posters advertising an event or

activity.

(v) Poster advertising an event or activity may be posted for more than

14 days but must be removed a day after the event or activity.

(vi) Do not pin your poster on top of the existing one.

(vii) Certain Notice Boards are reserved for the exclusive use of specific

activity and are labelled accordingly.

(viii) All posters MUST bear the logo of XMUM.

(ix) Poster Submission Approval Process:

7.7 Clubs & Societies Funding

All Student Clubs & Societies are eligible to apply for funding from XMUM. Funding

can be for a range of activities, from training, events, trips, registration fees,

equipment and other costs, depending on the type of club/society that is applying.

Applicants shall complete and submit the “Clubs/Societies Funding Application

Form” to Student Affairs Office (ECA). Each application will be considered on a case-

by-case basis to determine if it meets the required criteria.

The required criteria are: -

(a) The club/society must be active.

- Submission of EXCO/Committee list after every Annual General

Meeting or when there are changes in the Organizational Chart to the

Student Affairs Office – ECA.

- Active participation in ‘Clubs/Societies Recruitment Drive’ (twice in a

year) and any other events that are Clubs & Societies related.

- Submission of Reports to the Student Affairs Office for

events/activities minutes of meeting, Financial Report

(b) Club/society receiving no funding from other sources will be given priority.

Letter Verification endorsed by Club

Advisor / Lecturer / Tutor

Submit 1st Poster Draft (JPEG/PDF/PNG

version) to Student Affair

Submit 1st Poster Printed Version

Submit all Printed Version

Ended

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(c) Events/activities that have an education, cultural and social element that

enriches the student life at XMUM would be preferred.

(d) The funding is used exclusively to pursue the aims and objectives of the

club/society.

Note: -

(i) Funding will be withdrawn if the funds are found to be misspent or spent on

items other than those specified in the “Clubs/Societies Funding Application

Form” or the proposal annexed.

(ii) Any unused funds allocated shall be returned to XMUM.

(iii) An “Event/Activity Review Report” and an “Event/Activity Financial Report”

shall be submitted to the Student Affairs Office within 14 days after the date

of the event/activity.

(iv) Failing to comply with Item (b) and (c) above may result in the rejection of

future application for funding and/or disciplinary action being taken against

the student(s) concerned.

7.8 Release and Waiver of Liability

All students participating in any field trip or special event MUST sign the Release and

Waiver of Liability Form which will be kept on file in the Student Affairs Office before

the trip/event commences. Students who have not reached the age of 18 MUST get

the consent and signature of their parent/guardian.

7.9 Contact Details and Office Hours of the Helpdesk for Extra-Curricular

Activities

Location Room B1 # 107

Office Hours Monday to Friday (9.00 am to 6.00 pm)

Phone Number 03 8800 6818

Email ECA@xmu.edu.my

Website http://www.xmu.edu.my/list/36/1.html

8 On-Campus Accommodation Rules & Regulations

8.1 Residence Rules & Regulations

8.1.1 General Rules

8.1.1.1 These rules and regulations are written by the Student Affairs Office

(SAO) and Accommodation Office (AO) of Xiamen University Malaysia

(hereinafter referred to University) in order to provide a comfortable

and conducive environment for the residents.

8.1.1.2 Student residences of the University are only available for the

active students of the University.

8.1.1.3 Unless otherwise stipulated by other laws and regulations, the

management of residences shall adhere to the Rules and Regulations

stipulated here.

8.1.1.4 The University and the AO are not liable to any off campus

accommodation issues.

8.1.2 Application for Student Residences

8.1.2.1 All students are eligible to apply for Xiamen University Malaysia’s

student residences.

8.1.2.2 After receiving applications, occupancy type shall be allocated

according to the request made by applicants. However, this is subject

to the availability of rooms.

8.1.2.3 The University will offer accommodation to all new students who

meet the following criteria:

- Their programme of study is full time

- They are studying in the Malaysia campus for at least two

semesters

- Their home address is not within Kota Warisan area

- Their accommodation application is received before the

closing date

8.1.2.4 Returning students who are transferred back to Malaysia campus

from other Xiamen University campuses will be considered as new

students and they will be guaranteed accommodation.

8.1.2.5 When applying for residences, applicants must fulfil all the

requirements and follow all established rules and procedures. Any

violation of the aforementioned will result in rejection of application

and/or cancellation of accommodation.

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8.1.3 Payment and Refund

8.1.3.1 A Booking Fee to Residence Application Fee of Ringgit Malaysia One

Hundred RM 100 (non-refundable) has to be paid when submitting

the “Student Residences Application Form”.

8.1.3.2 The booking fee is refundable only if the University fails to allocate

accommodation to the applicants.

8.1.3.3 Successful applicants are required to pay a deposit of Ringgit

Malaysia Five Hundred RM 500 (refundable) together with one

semester rental upon check-in.

8.1.3.4 Rental payment is to be made on a per-semester basis

8.1.3.5 Only students who have paid their rental are permitted to stay in the

residences.

8.1.3.6 Deposit will only be refunded after deduction (if any) at the end of

the duration of stay.

8.1.3.7 Rental is not refundable and will not be pro-rated under any

circumstances except when the liability is proven to be owned by the

University and/or the AO.

8.1.3.8 Rental will neither be refunded nor prorated if the resident is

expelled or suspended by The University and/or the AO.

8.1.4 Room Assignment

8.1.4.1 Room assignment will be made at the sole discretion of the AO.

8.1.4.2 The minimum tenancy is for a semester according to the University’s

academic calendar.

8.1.4.3 Residents are not allowed to change units and duplicate key(s)

without the approval of the AO. Duplication of key(s) without

approval shall constitute a severe offence. All keys have to be

returned to the AO upon check-out.

8.1.4.4 The AO reserves the right to do room reassignment for safety, health,

repair service, economy, or disciplinary reasons involving the

residents, or for unresolvable incompatibility of roommates.

8.1.4.5 Residents requesting for change of unit is principally discouraged.

Nonetheless, residents must obtain official approval from AO for

changing a unit. An administration fee of Ringgit Malaysia Thirty (RM

30) will be imposed.

8.1.4.6 Downgrading occupancy type is principally not allowed unless valid

reason is given and the approval is at the AO’s discretion.

8.1.4.7 Upgrading occupancy type is allowed and applicant is required to pay

the difference in rental.

8.1.4.8 In addition to 4.1.4.6 and 4.1.4.7, request for downgrading and

upgrading is subject to the availability of units.

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8.1.5 Visitors Policy and Illegal Squatting

8.1.5.1 Residents are not allowed to invite outsiders/non-residents to stay

overnight in the residences.

8.1.5.2 No visitors are allowed in the unit after 10.00 pm. daily, except on

Saturdays and Sundays, where visitors may stay on until 11.00 pm.

8.1.5.3 At all times, no male visitors are allowed in any units where the

residents are female and vice versa.

8.1.5.4 Residents shall only be allowed to have visitors of the opposite-sex

(strictly parent(s) or guardian(s) only), with the prior approval of the

AO, and such approval shall not be unreasonably withheld provided

the resident concerned has completed the necessary procedure as

laid down by the AO.

8.1.5.5 In addition to 4.1.5.4, during off-hours, the approval can be obtained

from the security staff or the warden.

8.1.5.6 All visitors have to sign the visitor’s log book at the reception.

8.1.5.7 Parties and/or other social gatherings in the residence are not

permitted without prior consent of the AO.

8.1.5.8 Residents are personally responsible for ensuring that their visitors

comply with all the Residences Rules and Regulations at all times and

that the visitor’s behaviour is not offensive or being a nuisance in any

way to other residents.

8.1.6 Security and Safety

8.1.6.1 It is the responsibility of each resident to ensure his or her own safety

and security. Residents must ensure that the doors to their unit and

their valuables are locked and secured at all times.

8.1.6.2 The University will not be responsible for damage or theft or loss of

resident’s personal property, money and any other items left by the

resident in the residence. It shall be the responsibility of the resident

to safeguard his or her own belonging.

8.1.6.3 The University will not be responsible for any injury whatsoever

towards residents or damage to property of residents, their guests or

any other persons resulting from the resident’s or their guest’s

recklessness, wilful negligence, negligence or negligent use of the

unit and the privately owned or university supplied properties or

furnishings.

8.1.6.4 Residents are not allowed to sit on the balcony rails or to

throw/dispose items off the balcony/window. For safety reasons,

residents are prohibited to use the balcony for any recreational

activities.

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8.1.6.5 Residents must use the authorized entrances and exits. Offending

residents are fully responsible over any injuries that may result from

this transgression.

8.1.6.6 The curfew set for the residences is 12.00 am. Residents who wish to

leave or return to the campus ground after 12.00 am must report at

the guardhouse with their student IDs. No liability or responsibility is

accepted by the University for any injury, illness, damage, loss,

accident, expense, or any other claim arising from leaving the campus

ground after the curfew.

8.1.7 Cleanliness and Order

8.1.7.1 Residents are personally responsible for the tidiness and cleanliness

of their unit at all times. Any waste should be disposed in a proper

manner at the designated rubbish collection points

8.1.7.2 Water and electricity when not in use should be turned/switched off

immediately. The last person leaving the unit is responsible to ensure

that all taps are turned off and all lights/electrical appliances are

switched off to ensure there is no wastage and to avoid fire hazards.

8.1.7.3 Fixtures that are likely to cause damage to the residences are strictly

prohibited. In addition, residents are not allowed to:

- hammer nails, screws or stick tapes, stickers, notices, posters,

badges, crest, or play cards onto the walls/doors;

- deface or do any drawing, scribbling or paint works on the

walls and furniture that may be deemed to be damaging,

defective or unsightly by the AO; and

- remove any furniture from the common areas for their

personal use.

8.1.7.4 The University will provide cleaning service for common areas only.

8.1.7.5 The University will not be responsible for loss of any personal

valuable item or laptop or mobile phone or money left by residents

in the rooms or common areas.

8.1.8 Noise and Nuisance

8.1.8.1 Residents are not permitted to make excessive noise (noise that can

be heard outside the confines of a resident’s own unit which disturbs

other residents is deemed to be excessive) at all times out of respect

to fellow residents.

8.1.8.2 Noise is restricted from 12.00 am until 7.00 am during weekdays

(Sunday to Thursday) and 1.00 am to 7.00 am during weekends

(Friday and Saturday). Nonetheless, noise restriction during

examination period is at all times.

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8.1.8.3 Residents are prohibited from making noise in common area

(corridor, pantry, laundry area, balcony) and residences compound

(within a 10-meter radius from residence building) during the noise

restriction times.

8.1.8.4 Audio equipment is to be operated at reasonable volume where the

sound is not heard from outside the unit or a nuisance to other

residents.

8.1.9 Code of Conduct

8.1.9.1 Residents are expected to behave in a manner consistent with the

good reputation of the University, refraining from any behaviour

which could endanger human life or health, or cause damage to

property, disturb order and peace in the Residence, or curtail the

rights and liberties of the other residents while residing at the

premises.

8.1.9.2 Fighting or any act of violence is strictly prohibited within the

residences.

8.1.9.3 Residents are strictly prohibited from engaging in any illicit

businesses or activities anywhere in the unit, toilet, and areas

including common areas within the residences.

8.1.9.4 Residents are not allowed to visit the unit of the opposite gender at

all times.

8.1.9.5 Residents are prohibited from bringing or keeping any kind of pets

within the residences and the common area outside the residences.

8.1.9.6 Residents are not to tamper with, dismantle or otherwise damage all

provided facilities and electrical appliances in the common area. The

act is tantamount to vandalism. Fraudulent or unauthorized use of

other facilities and electrical appliances is a serious offence and will

result in disciplinary action including but not limited to eviction from

the residences. Residents are liable for all costs of vandalized items.

8.1.9.7 Possession and/or consumption of any prohibited drugs in the

residences are strictly prohibited.

8.1.9.8 Viewing, possession and/or dissemination of pornographic materials

(hard/soft copies) in the residences are strictly prohibited.

8.1.9.9 Lethal weapons are not allowed in the residences.

8.1.9.10 Harassment, defined as offensive behaviour (of sexual, racial,

religious, social nature) in verbal, non-verbal, visual, psychological,

physical and cyber/virtual form is strongly prohibited. Examples

include (but is not limited to) bullying, intimidating/abusive

behaviour aimed at causing humiliation, discrimination motivated by

38

racial/religious/gender prejudice, stalking, invasion of privacy,

utilising social pressure to cause offence.

8.1.9.11 Smoking of cigarettes, cigars, pipes and all other substitutes e.g.

shisha, E-cigarettes or the possession and the display of any related

paraphernalia is not allowed in the residences. Any smoking and/or

its related paraphernalia will be confiscated. Ringgit Malaysia Fifty

(RM50) fine would be imposed if residents are found smoking in

residences premises.

8.1.9.12 Possession or consumption or the display of alcoholic product either

(with or without any) content in the residences is not allowed. A

resident must not be in a state of intoxication when he/she returns

to the residences.

8.1.9.13 In the interest of maintaining a high standard of cleanliness, the

consumption and possession of chewing gum is prohibited in the

residences.

8.1.9.14 Littering and/or spitting at public area of the residence are

prohibited.

8.1.9.15 It is the responsibility of the resident to ensure that his/her parent(s)

and room/unit mate(s) are aware of his/her whereabouts. This is

imperative to ensure that the resident is contactable in case of

emergencies.

8.1.9.16 Ball games, roller blade/skate and other gym equipment deemed

inappropriate by the AO are banned in the residences except at the

designated area. Any banned equipment found may be confiscated.

8.1.9.17 No religious altar or prayer paraphernalia is allowed to be placed/set

up in any part of the unit and within residences.

8.1.9.18 The resident who causes damage to furniture and fittings in the unit

will have to pay for the damage based on the purchase price of the

item.

8.1.10 Cooking Matters and Use of Electrical Appliances

8.1.10.1 Cooking is strictly prohibited in the units. Light cooking is allowed at

the pantry. However, extreme care must be exercised.

8.1.10.2 Residents are to obtain permission from the Accommodation Officer

to use or install electrical appliances inside residences area.

8.1.10.3 Residents are strictly prohibited from keeping or using

gas/kerosene/flammable stoves, portable air-conditioners, home

theatre system, and large musical instruments in the units.

8.1.10.4 For safety reasons, burning candles or mosquito coils without a

cover is strictly prohibited. Residents are advised to use electric

mosquito mat vaporizer.

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8.1.10.5 No TV aerials are allowed to be fixed in or outside the residences.

8.1.10.6 To reduce fire risk from electrical appliances, only the following

electrical appliances are permitted in your room - haircare equipment,

clock/radio and computer equipment. Items like mini fridges,

microwave, hot plate, induction cooker and musical instrument are

not permitted. The list provided is not exhaustive; the AO reserves

the right to amend.

8.1.10.7 Violation of these rules will lead to the items being confiscated and a

fine of Ringgit Malaysia Fifty (RM 50) being imposed.

8.1.10.8 Firefighting equipment must not be tampered with, other than for

emergency purposes only. If found tampering with any firefighting

equipment, the resident(s) concerned will be fined and the minimum

fine imposed is Ringgit Malaysia Three Hundreds (RM 300) or

depending on the severity of the damage, and the final cost validated

by the third party or the vendor.

8.1.11 8.1.11 Maintenance of Rooms

8.1.11.1 Residents are to report to the AO of any problem and/or damage that

need rectification using “Maintenance Request Form” and the

residents should not attempt to rectify the problem themselves.

8.1.11.2 In the event of any such request for maintenance, the AO or any

other authorized University personnel or maintenance staff or agents

or approved service contractor shall have the right to enter the

affected unit at a reasonable period of time for the purpose of spot

check, inspection and repair, recovery of the University owned

property.

8.1.12 Check-In and Check-Out Procedures

8.1.12.1 Residents must fill in the check-in/check-out documents when they

start and end their stay at the University residences.

8.1.12.2 All units will be inspected by the AO or any other authorized staff for

damages caused during the residents’ tenancy (fair wear and tear

excepted) to the rooms and their contents. The list of content will

determine if damages are to be charged to the resident(s) at the time

of check-out.

8.1.12.3 Residents are to remove all their personal belongings, return their

room keys to the AO and vacate the rooms by 12.00 pm on the

specified check-out date and/or before the last day of stay. If they fail

to comply, the AO reserves the right to vacate the room(s) without

prior consent of the resident(s). In addition, the University and its

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management are not responsible for direct and/or indirect losses or

damages of any kind to all belongings at all times.

8.1.12.4 No temporary storage is provided. As such, all residents are to remove

their belongings upon check-out.

8.1.12.5 Check-in and check-out are only possible on weekdays and/or

announced period of time, between 9.00 am and 5.00 pm. If the

resident desires to check in or check out at a different time, he/she

has to submit a formal written notice to the AO and/or Warden at

least seven (7) days in advance.

8.1.12.6 Residents are strongly advised not to arrive at their designated

residences before the specified check-in date as AO cannot guarantee

the availability of accommodation at that time.

8.1.12.7 The unit has to be thoroughly cleaned by the resident before

checking out, otherwise a fine of Ringgit Malaysia One Hundred (RM

100) will be imposed and the sum will be deducted from the

resident’s deposit by the AO for the purpose of engaging cleaners.

8.1.12.8 Failure to follow proper check-in/check-out procedures will result in

deposit being forfeited.

8.1.13 Withdrawal from Student Residences / Termination of Tenancy

8.1.10.1 Residents are to fill in the “Student Residence Withdrawal Form” and

submit it to the AO along with check-out document and all properties

before leaving the residences.

8.1.13.2 All residents shall follow all prescribed procedures, fulfil all

requirements and leave residences before the last day of stay. Failure

to do so will lead to forfeiture of deposit.

8.1.13.3 Any request for cancellation or premature termination of the

tenancy after check-in will result in the forfeiture of all rentals paid.

8.1.13.4 In addition to 4.1.13.3, residents are allowed to terminate their

tenancy after a minimum stay of one (1) semester by giving the AO at

least a one-month written notice. Failing to do so will result in a

penalty equivalent to one-month rental and/or forfeiture of deposit.

8.1.13.5 In addition to 4.1.13.4, residents who wish to apply for cancellation

or premature termination of the tenancy must submit the “Residence

Withdrawal Application Form” to the AO at least seven (7) working

days before the day of leaving.

8.1.13.6 Tenancy at the residence will be terminated automatically if the

resident is no longer a bona fide full time student of the University.

8.1.13.7 Upon withdrawal or termination, residents are to ensure that their

units are clean and shall remove all their belongings from the units,

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failing which the University and its management shall remove their

belongings from their rooms without liability.

8.1.13.8 The AO can terminate one’s tenancy at any time if:

1) the resident fails to pay any sum due or owed to the University; or

2) the resident fails to comply with the Rules & Regulations.

8.1.14 Force Majeure

8.1.14.1 In the event that the residences or any part thereof which is the

subject of the Student Residences Agreement, should be caused at

any time by fire or explosion or any other cause beyond the

reasonable control of the University so as to be partially or totally

unfit for the resident’s occupation or use, then in every such case

(except where the damage is caused/contributed by the act or

default of the Tenant) the University shall have the right to

immediately terminate the Student Residences Accommodation

Agreement and the University shall not be liable to the residents for

any damages occurring as the result of such termination.

8.1.14.2 However, the University shall have absolute discretion to refund pro

rata part of the rental that is proportionate to the period of the

semester where the University is unable to provide accommodation

due to the said termination of tenancy.

8.1.15 Disciplinary Action on Breach of Residences Management Rules and

Regulations or Misconduct

8.1.15.1 Any resident found to be in breach of any terms within the

Residences Management Rules and Regulations or guilty of

misconduct will be subjected to stern disciplinary actions. The AO has

the right to confiscate any prohibited items and/or items that are

being used in such a manner that will amount to violating the

Residences Management Rules and Regulations.

8.1.15.2 Disciplinary actions may amount to warning being issued, imposition

of fine of a stipulated amount and any compliance needed to be

adhered to during the stipulated period of time. Severe cases of

misconduct or act of misdemeanour will amount to being expelled

from the residences with immediate effect.

8.1.16 Spot Check Procedures

8.1.16.1 There shall be spot checks conducted by the Accommodation

Officer(s) and/or the Residence Fellow(s) and/ or security staff from

time to time to ensure the Residences Management Rules and

Regulations are not violated. During the spot checks, residents must

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open their desk drawer and wardrobes for spot checks if reasonably

requested by Accommodation Officer(s) and/or the Warden and/or

other designated staff. All residents need to be present during spot

checks.

8.1.16.2 The University and its management are not responsible for direct

and/or indirect losses or damages of any kinds that might occur

during spot checks.

8.1.17 Review of Rules and Regulations

8.1.17.1 The AO reserves the right to impose new rules and/or amend the

existing rules from time to time, and such additions and amendments

shall be made known to residents accordingly.

8.1.18 Utility

8.1.18.1 Student residents will be billed for their electricity consumption on a

monthly basis.

8.1.18.2 Electricity charges per month per unit will be borne equally by all

residents in that same unit if the unit is occupied by more than one

resident.

8.1.18.3 Payment shall be made to the Finance Office during the said period of

time.

8.2 Contact Details and Office Hours of the Accommodation Office

Location Room B1 # 107

Office Hours Monday to Friday (9.00 am to 6.00 pm)

Email studentaccommodation@xmu.edu.my

Phone Number

General line: 03 8705 5051 / 03-8800 6854 Key Lost Hotlines: 016-631 3574 (6.00 pm to 10.00 pm, except

public holidays); 017-326 9544 (6.00 pm to 10.00pm, during

public holidays)

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9 Career Services

9.1 Introduction

Obtaining top grades is no longer the only measure of student success. Students

nowadays must get themselves ready and become relevant by adding value and

merging their university degree into a real-world career. If you start ahead in the

university, you will stay ahead of the game when you graduate. Therefore, the Career

Services Office (CSO) was established with that purpose of providing advice on career

paths.

9.2 Mission

CSO aspires to equip students with the tools, skills and resources to explore, develop

and manage their career pathways, thus enabling them to emerge as career-ready

graduates with great humanistic capacity, professional knowledge and skills. Besides,

by taking students through an inward journey of self-exploration, CSO hopes to help

unleash their potential to the fullest, to drive their career goals, and eventually to

live their dreams.

9.3 Vision

In an increasingly competitive global landscape, talents all over the world are

competing aggressively for limited opportunities that harness the emergence of a

knowledge-based economy. CSO is therefore set up with the purpose of enhancing

students' abilities through a dynamic collaboration between the academia and

employers across different sectors of industry as well as providing channels and

essential resources in the pursuit of arming students with unrivalled employability

and entrepreneurial ability. CSO is the bridge between students, graduates,

academics, employers, and the global community.

9.4 Core Activities

CSO is committed to delivering excellent services and organizing wholesome

activities centred on career preparations and career experiences which include:

1. Career Insiders Series (CIS): Experienced employees from different professions are invited to share work-life scenarios and expectations with students. 2. Industry Engagement Session (IES): Students are connected with renowned

employers who will provide information on the career pathways and

development in various industries.

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3. Career Preparation Series (CPS): A series of workshops, consisting of

Professional Portfolio1 (PP), Executive Image2 (EI) and Interview Readiness3

(IR) sessions, is organized to prepare students for internship and employment.

4. Industrial Visit: Students visit selected organisations where they gain insights

into the real working environment.

5. Structured Internship Briefing (SIB): Important information about internship,

which includes the expectations from academics and industry, is presented to

pre-internship students during the briefing.

6. Mock Interview Program (MIP): HR professionals, recruiters or line managers

are invited to give students a hands-on experience and learning opportunity

in mastering job interviews.

7. Internship/Career Fair: Top national and international companies are invited

to present internship or career opportunities to students.

8. On-campus recruitment (OCR): Employers or recruiters are invited to run

their recruitment drive on campus.

9.5 Contact Details and Office Hours of the Career Services Office

If you require further information, please feel free to contact the Career Services

Office.

Location Room B1 # 107

Office Hours Monday to Friday (9.00 am to 6.00 pm)

Email careerservices@xmu.edu.my

Phone Number 03 8705 5048

Website http://www.xmu.edu.my/list/137/1.html

1 Resume, electronic profile et cerate

2 Pitching, grooming, etiquette et cerate

3 Interview tips, interview preparation et cerate

10 One-Stop Language Hub

“Embracing possibilities, Empowering People”

For most of you, XMUM may be the start of a new exciting journey gearing us closer

to your goals. In every episode of life, we make shifts in the way we think and view

the world. These shifts can be reinvigorating and at times, challenging, especially

when it is a new learning environment.

As a support and language training division, we are committed to helping you ease

this transition by affording a positive learning experience. We would like to provide

all possible opportunities for enhancing your language needs, as English language

competence puts one a step ahead in life, be it in the academic, social or

professional arena.

Among our many programmes, the One-Stop Language Hub aims to provide an

informal platform where students can interact freely with others in an English-

speaking environment, and where they can receive intensive language training and

personalised coaching on language-related matters, for example, tackling reports

and essays in your core courses or addressing your language needs. At the language

hub, you will have access to a wide range of English books, audio-visual materials,

novels, newspapers and magazines. It should be a place where one can unwind after

hours of rigorous lectures and tutorials.

In addition, we are starting the self-assessed digital portal that serves as an

extension to language learning, and where you can learn English at your own pace.

This language platform combines social media tools with quality content for English

language learning, and incorporates the four components – listening, speaking,

reading and writing. The aim is to create a vibrant social learning experience which

integrates communication and collaborative tools, where you can interact and

reflect with a real audience.

From time to time, we do hope to organize enrichment activities and competitions

which will expand your confidence and competence in the English language. These

activities will definitely make moments in your journey here.

We trust that you will embrace the journey with passion and confidence. Where

there is confidence, there shall be competence, and I believe that before the end of

your academic journey in Xiamen, all of you will emerge as confident and competent

users of the English language.

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Remember, when we embrace possibilities, we awaken the miracles in the mind.

As a support and English language education division, our aim is to take a proactive

step in facilitating language learning and creating a safe and positive environment

that empowers students to be confident and competent users of the English

language.

By seeking to recognize and hear the voice of the individual learner, we hope to

design an experience that meets his/her expectations. Competence in the English

language will help students gain a competitive edge and in the process, emerge as

active participants in an increasingly seamless world.

The One-stop Language hub is intended to be an informal platform to connect and

immerse students in an English-speaking environment. Students will gain fluency,

confidence and competence when they use the language frequently, not just in

formal classrooms but also in casual settings. Effective learning transcends classroom

walls and texts, for when students learn to use English in an informal environment,

and become accustomed to using English to connect with others, they will be better

able to appreciate the relevance of the language in everyday scenarios. The centre

will also provide personalised/small group coaching for English proficiency as well as

their core courses.

This hub is one of the several initiatives proposed by the English Language division

which is committed to providing a dynamic and academically enriching experience

for students. It holds the conviction that language competence sets one apart and

ahead in today’s global village. By embracing a student-centred approach that

focuses on reflective, collaborative and authentic learning, graduates of Xiamen

University Malaysia will spearhead an education that innovates and empowers.

Besides the language hub, the division is also working on a digital social learning

platform for students. This uniquely blended approach to language learning will

enable students to set their own pace and work towards their goals, while

interacting with a real and diverse audience.

In addition, we are also starting the self-assessed digital portal that serves as an

extension to language learning, and where you can learn English at your own pace.

This language platform combines social media tools with quality content for English

language learning, and incorporates the four components – listening, speaking,

reading and writing. The aim is to create a vibrant social learning experience which

47

integrates communication and collaborative tools, where you can interact and

reflect with a real audience.

Location Room B1 # G03

Opening Hours Monday to Friday (9.00 am to 6.00 pm)

Consultation Hours (Personalised Coaching)

Monday, Wednesday & Friday (2.00 pm to 5.00 pm by appointment)

Email brian.lazaroo@xmu.edu.my /jennymaganran@xmu.edu.my

Phone Number 03-88806919; 017-6740 300 (What’s App Only)

11 University Offices / Departments

11.1 Student Affairs Office

11.1.1 Student Helpdesk

The Student Helpdesk acts as the first point of contact for students to

Xiamen University Malaysia (XMUM). The Student Helpdesk provides

assistance and services mainly in the following areas:

Student Vehicle Registration

Feedback

Lost and Found

Student verification for the purpose of lost/damaged student

ID card report, public transport discount card registration and

etc.

Shuttle bus service

Student Personal Accident Insurance

11.1.2 Feedback

XMUM is committed to receiving and responding to students’

feedback in order to monitor and enhance the quality of students’

lifestyle. Students can obtain feedback form at the Student Affairs

Office during office hour from 8.00am to 6.00pm or email us at

studentaffairs@xmu.edu.my

The completed feedback form is then reviewed by the Office of

Student Affairs and forwarded to the appropriate office based on the

subject matter, e.g. if the feedback is related to accommodation issue,

the feedback is forwarded to the Accommodation Department.

11.1.3 Lost and Found

Reporting Lost Items

If you have lost an item on campus, you can check with the Student

Helpdesk by filling out and submitting the Lost Item Form. The Student

Helpdesk will then check all existing found items upon receiving your

form and contact you if we have an item which matches your lost item’s

description. If nothing matches your lost item, we will continue to

check your report with all future items that are turned in during the

course of the school year.

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Retrieving Lost Items

Anyone claiming lost items must show a current, valid form of

identification such as Student ID, IC or passport.

Turning in Found Items

If you have found an item on campus belonging to someone else,

please turn it in at the Student Affairs Office during working hours.

Unclaimed Property

Unclaimed items will be held for at least 90 days, after which the

items may be discarded. The Student Helpdesk does not assume

responsibility for any lost, damaged, or stolen personal property

brought to campus.

11.1.4 Lost/ Damaged Student ID

Official university student identification (ID) cards are issued to all

students and must be carried at all times. Transferring a card to

another person or using another person’s card for any reason is

strictly prohibited.

Once students lose their student ID card, the following conditions

shall apply:

Immediately report a lost/ damaged card to the Student

Helpdesk during working hours from 8am – 6.00pm on

weekdays.

Lost/ damaged ID cards will incur an administrative charge.

Students are only permitted 1 student ID card per person at a

time.

11.1.5 Student Vehicle Registration

The University operates a compulsory vehicle registration scheme for

student vehicles. Any student who wishes to use a motor vehicle in

XMUM during his/her course of study MUST register his/her vehicles

with the Student Affairs Office. Students who fail to register their

motor vehicle will result in prohibition of entry in XMUM premises.

Registration

All student vehicles MUST be registered at the Student Affairs Office.

To register a vehicle, the following documents must be enclosed with

Student Vehicle Registration Form:

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1) 1 Photocopy of Vehicle Registration Card

2) 1 Photocopy of Student ID

3) 1 Photocopy of a valid Driving License

4) An authorization letter from the rightful owner of the vehicle

(if the student is not the registered owner)

Parking and Traffic Policies

To park a motor vehicle in any parking area of the University, it MUST

be registered along with a vehicle pass permanently affixed to the right

hand side of the windscreen.

Replacement of Vehicle Pass

Any transfer or sale of a registered vehicle MUST be reported promptly

to the Student Affairs Office. If a vehicle is purchased to replace another,

the new one MUST be registered.

Vehicle Pass Revocation

Obtaining a vehicle pass by providing false information or unauthorized

transfer of permit to another vehicle will result in revocation of the

vehicle pass.

11.1.6 Shuttle Bus Service

XMUM offers a shuttle bus service, which is available to all XMUM students.

The routes are listed below:

Salak Tinggi ERL Station

Nilai KTM Station

Giant Nilai

Tesco Nilai

IOI City Mall (Putrajaya)

Alamanda Shopping Mall (Putrajaya)

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*Note: Please be advised that the schedule may be subject to change.

11.1.7 Student Personal Accident Insurance

i. Who is covered?

All current full time students enrolled in Xiamen University

Malaysia.

ii. What is covered?

The policy is restricted to claims for injuries that result from

accidents. The definition of injury contained in the policy

means bodily injury resulting from an accident and which is

not an illness. Expenses that occur due to sickness and illness

do not fall within the terms of this policy.

iii. What does the policy cover?

Type of Cover Limit (RM)

Accidental Death 15,000

Accidental Permanent Disablement 50,000

Accidental Death on Public Common Carrier 15,000

Accidental Medical Expenses 2,000

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iv. How do I get details of the policy and lodge a claim?

Students could visit Student Affairs Office to discuss the

accident, obtain personal accident claim form and lodge a

claim. Students are advised to report to the Student Affairs

Office as soon as possible after the incident.

11.1.8 Directory and Office Hours of the Student Affairs Office

Location Room B1 # 107

Office Hours Monday to Friday (8.00 am to 6.00 pm)

Email studentaffairs@xmu.edu.my

Phone Number 03-8800 6925

Website http://www.xmu.edu.my/list/137/1.html

11.2 International Student Affairs Office

11.2.1 Introduction

The main purpose of the International Student Affairs Office (ISAO) is to

provide advice; information and support for all international students at

XMUM, throughout the student lifecycle, from the point of initial student

pass application right through to graduation.

We provide professional and specialist advice to international students on

student pass/visa processes, which include new applications, endorsements,

transfers of endorsement, variations, extensions/renewals, cancellations, as

Ambulance Fee

a) Private Hospital

b) Government Hospital

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25

Kidnapping Extension 15,000

Compassionate Death Allowance 2,000

Hospital Cash Allowance

a) Private Hospital

b) Government Hospital

50/day

25/day

Education Allowance 20,000

Traditional Medical Treatment 200

Accidental Dental Treatment 500

Loss & Damage of Textbooks 200

Allowance for school 300

Premium

(Premium are subject to charge of 6% of GST)

RM20

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well as other related requirements such as pre-arrival and post arrival

medical screening and medical insurance.

We are here to ensure that the international student pass processes adhere

to the rules, policies and procedures of the Malaysian Government and

implemented by Immigration Department of Malaysia and EMGS.

We make it a point to guarantee that international students are well-

informed of the developments and issues related to student pass/visa, and

the requirements for international students as specified by the Immigration

Department of Malaysia and Ministry of Education.

11.2.2 Immigration Basic Rules and Regulations

All international students are required to have a valid student pass during

their entire period of study in Malaysia. You will be issued with a student

pass in the form of a sticker endorsement by the Immigration Department of

Malaysia. Your student pass comes along with a multiple-entry visa that

allows you to exit and re-enter the country as a student.

11.2.3 Validity of Student Visa

1. Your student visa will be endorsed onto your passport. The

endorsement indicates your visa type, the length of stay in Malaysia,

the number of entries permitted and the validity of your Student Pass.

2. It is mandatory for you to submit your application for student pass

renewal to ISAO at least twelve (12) weeks in advance of the expiry

date in order to either extend your current student pass or apply for a

new student pass.

3. Students progressing from one level to another level will need to

apply for a new student pass. (You are advised to set a reminder on

your mobile device(s) to alert you when it is time to do so)

4. Students who fail to renew their student pass on time will have a risk

of overstaying in the country. Overstaying is a federal offence and

therefore prosecutable by Malaysian laws. It is strongly encouraged

for all international students to be alert and cautious of their student

pass expiry date in order to avoid this.

11.2.4 Immigration Compulsory Requirements

As an international student, you must be aware of and adhere to the

following requirements:

1. It is compulsory to maintain a minimum of 80% attendance in all

scheduled classes and achieve a CGPA above 2.0 for academic

54

performance. Failing to meet this requirement may result in your

student pass being revoked.

2. International students who are absent from classes for three (3)

consecutive days will be reported to the Immigration Department of

Malaysia.

3. Students are responsible in monitoring the expiry dates of passport

and student pass.

4. Penalties may be imposed by the Immigration Department of Malaysia

in the event of late submission for renewal or submission after

student pass has expired. All costs will be borne by the student.

5. For completion, withdrawal or deferment of study, you are required to

inform ISAO four(4) weeks before you leave the country or University.

This is to ensure that your current student pass with the University is

cancelled accordingly.

Please refer to the International Student Handbook for more information.

11.2.5 Directory and Office Hours of the International Student Affairs Office

Location Room B1 # 107

Office Hours Monday to Friday (8.00 am to 5.00 pm)

Email internationaloffice@xmu.edu.my

Phone Number 03-8800 6838 or 012-2557 417

11.3 Counselling Centre

11.3.1 Introduction

XMUM Counselling Centre values the diversity of all students and aims to

promote the mental well-being of our students in the University. We strive to

meet the unique needs of each student who comes for counselling service

irrespective of age, socioeconomic status, ethnicity, culture, religion, gender

identity and sexual orientation.

The Counselling Centre provides individual and group counselling to support

our students at the university. Our licensed counsellors are available to listen

to you and talk through any personal challenges or emotional concerns that

you might have during your study life. This free service ensures the

confidentiality and privacy of all students.

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Counselling Centre provides support for:

Adaptation

Self-exploration

Study stress

Anxiety

Depression

Grief and loss

Sexuality/Gender

Family

Relationship issues

Friendship

Career guidance

To make an appointment, please visit:

http://www.xmu.edu.my/a/105.html

or

https://xmumcounselling.wufoo.com/forms/z14hv4mt05zy5d6/

Alternatively, please visit Counselling Centre in room 111 or Student Affairs

Office 107 to obtain the student counselling registration form.

11.3.2 Directory and Office Hours of the Counselling Centre

Location Room B1 # 111

Office Hours Monday to Friday (8.30 am to 6.00 pm)

Email counselling@xmu.edu.my

Phone Number 03 7610 2017 or 03 8705 5059

Website http://www.xmu.edu.my/a/105.html

11.4 Logistics Department

11.4.1 Services

The Logistics Department provides safety and security, building maintenance,

sport facilities, facility and equipment request, cleaning services, and

cafeterias.

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11.4.2 Operation Hours

Day Time

Monday to Friday 8.30 am to 5.30 pm

Saturday and Sunday Standby Basis

Public Holiday Standby Basis

11.4.3 Safety and Security

Please be security conscious, keep all doors locked – it only takes seconds for

a theft to happen.

Emergency red phones are situated in each stairwell with direct link to the

control room 24 hours a day. These are for emergency use only.

Every day and night, security is on duty to look after your welfare and to keep

you safe. Please treat them with respect.

In the event of an accident, security breach or other incident occurring on the

premises, please contact Security by calling 019-348 9999 where an accident/

incident form can be completed.

11.4.4 Maintenance

The maintenance team supports the University by providing baseline services.

Most service requests are completed by staff during office hours, Monday to

Friday. The services cover:

Building Controls

Carpentry

Electrical

Emergency Maintenance (off-hours coverage)

General Maintenance

Heating/Ventilation/Air Conditioning

Plumbing

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To request for maintenance services, kindly follow the guideline below:

MAINTENANCE HOTLINE: 017-3269544

(Excluding Saturday, Sunday and Public Holiday)

58

11.4.5 Sport Facilities

We have indoor and outdoor basketball and badminton courts, outdoor

volleyball courts and tennis courts, an Olympic-sized football field, a track, 2

gymnasiums, a table tennis room, an Olympic-sized swimming pool, a yoga

room, etc. Currently, all of the facilities above are exclusively for staff and

students of XMUM only.

Sport facilities Opening Hours

Facility Day Time

Gymnasium Monday to Sunday 8.30 am to 10.30 pm

Swimming pool Tuesday to Sunday

*closed on Monday 4.00 pm to 10.00 pm

Outdoor court Monday to Sunday 8.30 am to 10.30 pm

Indoor court Monday to Sunday 8.30 am to 10.30 pm

Note: All hours are subject to change.

XMUM Swimming Pool Rules & Regulations

1. The swimming pool is exclusively for staff and students of XMUM only. 2. No person shall use the pool unless it is officially open and lifeguard is

on duty. All persons using the pool or pool area do so at their own risk and sole responsibility. XMUM assumes no responsibility for accident, injury or damage resulting from such use.

3. Proper swimming attire must be worn at all times. No street clothes are permitted in the pool.

4. Food and drinks are NOT allowed inside the pool enclosure. 5. Pets are not allowed in the pool area. 6. Any person having an infectious or communicable disease is prohibited

from using the pool. 7. All persons using the swimming pool must take a shower before

entering the pool. 8. All children and non-swimmers must be accompanied by the parents or

a responsible adult. Non-swimmers of any age must not enter the deep area of the pool.

9. Persons having open blisters, cuts, etc. are advised not to use the pool. 10. Running, boisterous or rough play or excessive noise is forbidden in the

pool area, showers or changing rooms. 11. Spitting, spouting water, blowing the nose or discharging bodily wastes

in the pool is strictly prohibited. 12. Users are responsible for their own property and safety.

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11.4.6 Cleaning Services

The cleaners clean all public areas only (lounges / pantry / stairs / classroom /

offices and other common area).

11.4.7 Cafeterias

XMUM cafeterias offer a variety of food. There are different vendors selling

different types of food, catering to the different needs of students.

11.4.8 Facility and Asset Request

Please refer to the club and societies/course guideline for venue booking as

well as asset request.

Logistics Department reserves the right to impose new rules and/or

amend the existing rules in relation to the facilities from time to time, and

such additions and amendments shall be made known to residents

accordingly.

11.4.9 Contact Details and Office Hours of the Logistics Department

Location Room B1 # G11

Opening Hours Monday to Friday (8.30 am to 5.30 pm)

Email General inquiry : xmumld@xmu.edu.my

Office Email : fm@xmu.edu.my

Phone Number Maintenance hotline : 017-326 9544

Security hotline : 019-348 9999

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12 Health, Safety and Security

12.1 Medical Services

12.1.1 On-Campus Medical Care

The Clinic is operated by Qualitas Medical Group, an independent health

provider, whereby a fee will be charged for consultations.

If required, the clinic is also able to dispense medicines and arrange for

laboratory tests.

Location B1-307 (level 3)

Operation Hours 12:00 pm -4.00 pm

Closed during public holiday(s)

12.1.2 Off-Campus Medical Care

No. Hospital / Clinic Address & Contact Number Working Hours

1. Klinik Famili Kong

Lot 84, Jln Besar Dengkil, 43800

Dengkil Selangor

Tel : 03-8768 9212

Monday to Saturday

9.00 am to 1.00 pm;

2.00 pm to 9.00 pm

Sunday

9.00 am to 2.00 pm

2. Klinik Fuziah

60, Jln Warisan Megah 1/4, Kota

Warisan 43900 Sepang

Tel : 03-8706 4258

Monday to Friday

8.30 am to 9.30 pm

Saturday and Sunday

8.30 am to 1.00 pm;

4.00 pm to 9.30 pm

3. Hospital

Putrajaya

Jalan P9, Pusat Pentabiran

Kerajaan Persekutuan Presint 7,

62000 Putrajaya

Tel : 03-8312 4200

24 Hours

4. Hospital Serdang

Jln Puchong,

43000 Kajang Selangor

Tel : 03-08947 5555

24 Hours

5. Klinik Pergigian

Warisan (Dentist)

No. 12-1, Jalan Gemilang, Pusat Perniagaan Gemilang, Kota Warisan, 43900 Sepang, Selangor. Tel : 011-1096 9603

Monday to Saturday

9.00 am to 9.30 pm

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12.2 Safety On and Off Campus

XMUM strives to create a safe and secure environment within its campus. As a

student, you are expected to always adhere to the rules and regulations regarding

proper conduct and behaviour in the classrooms and laboratories.

We impose a blanket ban on smoking and vaping in all areas of the campus

including the student hostel. It means that you are not allowed to smoke or vape

even in your own room. The lighting up of incense sticks, candles, firecrackers or

fireworks is not permitted at all in any building or area of the campus.

You are advised to be vigilant and alert whenever you venture outside of the

campus. You may seek help during an emergency by dialling the 24-hour XMUM

Emergency Helpline (019-348 9999).

12.3 Disorderly and Threatening Conduct

As a responsible member of the university community, you must not threaten,

intimidate or abuse either physically or verbally any of your peers or any of the

academic and non-academic staff of the university. Stern actions such as suspension

from study or even expulsion from university will be taken against the culprits.

If you are subjected to any forms of physical or verbal abuse at any time during your

study at XMUM, you should not hesitate to report the incidents to the Student

Affairs Office. We do not tolerate violent or abusive behaviour among our students

and staff.

6. Nilai Medical

Centre

PT13717, Jln BBN 2/1,

71800 Nilai

Tel : 06-8500 999/ 06-7990 999

Mon-Sun

9.00 am – 9.00 pm

Outpatient hours

Mon-Fri:

9.00 am - 5.00 pm

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12.4 Emergency Contact Numbers

Police station

Fire brigade

Campus hotlines during an emergency

No. Location of Police Station Contact Number

1. Bandar Baru Salak Tinggi 03-8777 4484

2. Dengkil 03-8768 6222

3. Sepang 03-8777 4222

No. Location of Fire Brigade Contact Number

1. Sepang 03-3142 1333

2. KLIA 03-8787 4970

No. Hotline Tel No.

1. XMUM Emergency Helpline 019-348 9999

2. XMUM Shuttle Bus 012-210 2944

3. Pool Lifeguard 012-584 6405