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RESEARCH ATTACHMENT PROGRAM IN UNIVERSITI TEKNOLOGI PETRONAS (UTP), MALAYSIA

What are required?

Steps Items Action by

1. Determine research attachment opportunity in UTP UTP Lecturer, Applying student

2. Approach the potential supervisor Applying student

3. Agreement of the potential supervisor to accept the applicant for the program

UTP Lecturers

4. Confirmation from applicant to accept the placement offered by the potential supervisor under the agreed terms and conditions. i.e. research topic, funding, duration etc.

Applying student

5. Submission of application together with complete supporting documents and issuance of offer letter.

Applying student, CSIMAL

6. Payment of visa fees as required by Malaysian Immigration Department

Applying student

7. Student arrival in Malaysia and report for duty to the supervisor

Applying student, UTP Lecturer, CSIMAL

STUDENT

UTP LECTURER STUDENT CSIMAL

IMMIGRATION DEPARTMENT

STUDENT

RECEIVE

APPLICATION

WITH

COMPLETE

SUPPORTING

DOCUMENTS

AND ISSUANCE

OF OFFER

LETTER.

SUBMISSION

OF VISA

APPLICATION

TO M’SIAN

IMMIGRATION

DEPARTMENT

APPROACH UTP LECTURER

FOR RESEARCH

ATTACHMENT OPPORTUNITY

OFFER PLACEMENT FOR

RESEARCH ATTACHMENT TO

STUDENT WITH TERMS AND

CONDITIONS

CONFIRM ACCEPTANCE OF THE

PLACEMENT OFFER AND

SUBMIT THE APPLICATION AND

SUPPORTING DOCUMENTS TO

CSIMAL

PROVIDE APPROVAL AND

DETERMINE VISA CHARGES

MAKE PAYMENT TO

IMMIGRATION DEPARTMENT,

OBTAIN VISA AND REPORT FOR

DUTY TO UTP LECTURER

UTP LECTURER

Application Process Flow


Application for research attachment and internship document checklist

1. RECENT RESUME/CURRICULUM VITAE WITH COMPLETE DETAILS

2. 2 PASSPORT SIZED PHOTOGRAPH WITH BLUE BACKGROUND (3.5cm x 5cm)

3. COPY OF INTERNATIONAL PASSPORT (all pages)

4. HOME UNIVERSITY OFFER LETTER (refer sample)

5. STUDENT OFFICIAL REQUEST LETTER (refer sample)

6. A COMPLETE ACADEMIC (SCROLL & TRANSCRIPT) AND OTHER CERTIFICATES (certified as a true copy by the institution issuing the document or commissioner of oaths, notary public or lawyer)

7. RECOMMENDATION LETTER FROM REFEREE(S) (refer sample)

8. COMPLETED MEDICAL CHECK-UP FORM

9. COPY OF BIRTH CERTIFICATE

10. SCOPE OF WORK (by UTP supervisor)

NOTE: Please note that all documents above will be presented to Malaysian Immigration Department for the purpose of Visitors Pass (Professional) application. It will be processed within 4 weeks starting from the date of COMPLETE documents submission. Thus, please submit all documents 2 months prior student arrival in Malaysia. Failure to submit the complete supporting documents will delay the whole process.

Supporting Documents


Visa Application Process All students on research attachment to UTP are required to apply for Visitor Pass (Professional) . There are two types of visa when applying for the pass: i. Calling Visa (Single Entry Visa) - Application will be submitted by UTP at the Immigration Department in Malaysia where the approval process will take approximately 3-4 weeks for completion. - Once approved, the Visa Approval Letter (VAL) will be sent over to the applicant at the home country.

- Applicant would need to go to the nearest Malaysian Embassy or High Commissioner at applicant’s home country to get Single Entry Visa before entering Malaysia.

- After entering Malaysia, applicant needs to register himself/herself in UTP. - UTP will then submit the applicant’s passport to the Malaysian Immigration Department to complete the visa application process and to obtain Visitor Pass (Professional) sticker. - Advantages – cheaper compared to Journey Performed (JP) Visa application. - lower risk as the applicant will only making trip to Malaysia upon visa approval. - Disadvantages – need to wait for approval before making trip to Malaysia - applicant is required to go to the nearest Malaysian Embassy at home country in order to get the Single Entry Visa. This may involve some cost implication to applicant.


Visa Application Process ii. Journey Performed (JP) Visa

- Journey Performed Visa will be issued if the applicant entered Malaysia using Social Visitor Pass prior to the approval of the Visitor Pass (Professional). A sum of RM500++ will be charged to the applicant for processing the JP Visa. - Another RM200++ will be charged for Single/Multiple Entry Visa and Visitor Pass (Professional) application. - Advantage – applicant can immediately enter Malaysia under Social Visitor Pass while waiting for approval of Visitor Pass (Professional) application. -Disadvantages – expensive compared to Calling Visa - approval of Visitor Pass (Professional) might take longer than allowable duration for Social Visitor Pass -applicant might have problem coming in and going out Malaysia during the period of visa processing


Journey Performed Calling Visa

No Item Amount Amount

1. MULTIPLE ENTRY VISA

*RM 10 – RM 20++ (Depending on country)


2. VISIT PASS (Professional)

MYR 90.00 (3 months) MYR 180.00 (6 months) MYR 360.00 (12 months)

MYR 90.00 (3 months) MYR 180.00 (6 months) MYR 360.00 (12 months)

3. SINGLE ENTRY VISA



4. JOURNEY PERFORMED

*RM 500++ max. -

5. PROCESSING FEE RM 100 RM 100

TOTAL *RM710++ *RM 210 - RM450++

Estimated cost for Visitor Pass Application

*NOTE: Charges might be different depending on country and also the latest changes imposed by Malaysian Immigration Department.


Estimated living cost

ITEMS AMOUNT

HOSTEL (twin sharing basis) MYR 190 per month

MEAL MYR 10-20 per day (breakfast, lunch & dinner) x 30 days = RM 600

OTHER EXPENSES MYR 100 per month

TOTAL MYR 890++ per month


TIME FRAME

STEP DURATION

Step 1 2 Weeks

Step 2

Step 3 3 Weeks

Step 4

Step 5 2 Weeks

Step 6 2 Weeks

Submit Research Attachment

Application / Health Examination Report

& Supporting Documents

Student

Process Applications

Academic Departments/Research

Centre

Check on Vacancy and Availability of Supervisor &

funding

Vacancy & Supervisor

YES

Prepare Scope of Work

DVCR

Get approval from Funder

NO

A

Determine Available Funding

Funding?

YES

CSIMAL

Approved

YES

Receive Applications Submit research

interest to potential supervisor

NO

Step 5

Step 4a

Step 4

Step 3b3

Step 3b1 Step 3a1

Step 3b Step 3a

Step 2 Step 1

NO

END

Step 3a2

END

Step 4b

Step 3b2

Step 6

Client Charter: Research Attachment Program (Incoming) process will take up to 3 months for completion of the whole process upon submission of complete documentation.

PROCESS WORKFLOW CUSTODIAN : CENTRE FOR STUDENT INTERNSHIP, MOBILITY AND ADJUNCT LECTURESHIP TITLE : DETAIL PROCESS OF STUDENT RESEARCH ATTACHMENT PROGRAM (INCOMING)

TIME FRAME

STEP DURATION

Step 7

3 weeks Step 8

Step 9

Step 10 2 Days

Step 11

Step 12 1 Week

CSIMAL

Receive Offer Letter

Student

Inform Residential Services to reserve hostel rooms

RESIDENTIAL SERVICES

B

A

Prepare Offer Letter

Accept ?

Submit Visitor Pass (Professional) Application

Reserve Hostel Rooms

YES

NO

END

Reply to offer package & submit

MoA / MoU document

Step 7 Step 8

Step 9

Step 9a

Step 9b

Step 10 Step 11

Step 12


TIME FRAME

STEP DURATION

Step 13 4 weeks

Step 14

Step 15

3 weeks Step 16

Step 17

Step 18 3 Days

Step 19

Step 20

3 Weeks Step 21

Step 22

CSIMAL

Receive Visa Approval Letter

(VAL)

Student

Notify Student

Immigration Department

Research Center / Academic Department

B

Receive and Process Application

Submit Student Passport for Visa

NO

Approved?

YES

Departure to UTP

Provide Visa to Student

END

Receive Visitor Visa (Professional)

Get Single Entry Pass from Malaysian Embassy (at

home country)

Report duty

Step 13

Step 14

Step 14a

Step 14b

Step 15

Step 16

Step 17 Step 18

Step 19 Step 21 Step 22

Briefing with student & Supervisor

Step 20


Sample Home University Offer Letter


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Sample Student Request Letter


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Sample Recommendation Letter


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Sample Funding Approval Letter


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