Student Rules & Regulations

Preface

It is the student’s responsibility to become familiar with all the rules and regulations of the college. These policies are designed to assist Victoria International College in standardizing its practices on matters relating to academic and general administration.

The college is committed:

• To serve and provide you with a well education.
• To seek continuous improvement and set high attainable standards of education and services.
• To take prompt action to deal with any complaints.

As a responsible student member of the college, you are expected to:

• To understand and comply with all college rules, regulation and policies.
• To behave and act in a responsible and orderly manner all times and avoid damaging college property or any forms of vandalism.
• To attend all enrolled classes punctually and complete all assignments, class work and laboratory work as required.
• To maintain regular contact with your lecturer and programme heads. Notify them if you are experiencing any difficulty and also to obtain the necessary advice to help you succeed in your programme of study.
• To adhere to all deadlines set by the college or by the lecturers.
• To respond to reasonable request from staff without undue delay.
• To make full use of resources and support services provided for you.

1.0 Academic Policies

1.1 Programme Selection

Your initial programme selection should be made on the student registration form when enrol as a student in the college.

1.2 Subject Selection And Enrolment

New student will do their subject selection and enrolment during the week as stated in the academic calendar or on the dates as posted by the academic or programme head. A fine will be imposed on the student for the late submission of the enrolment forms.

Student must enrol their subject for each semester within the stipulated deadlines. the subject enrolment form is available at the respective school. A levy of RM100 will be charged to the late registration.

1.3 Programme Charges

A fee will be charges for every application for change of programme. If you have started a programme but wish to change to another programme, you must first consult your programme or academic head. You will need to obtain a Change of Programme Form from the Registry. The changes must be approved by the deadlines given in the academic calendar. A change cannot normally be made after the deadline. If it is made after the deadline, the new programme will normally be effective on the following new semester, NOT in the current semester.

1.4 Adding and Dropping Subjects

1.4.1 Adding Subjects

If you have done your subject enrolment for the semester and wish to add more subjects, you must first consult your programme head for approval to take the additional subjects. The additional subjects to be taken must be approved by your programme head and submitted by you to the Registry counter by the deadline given in the academic calendar. Addition of subjects cannot normally be made after the deadline.

1.4.2 Dropping of Subjects after/before Deadline

If you have done your subject enrolment for the semester and wish to drop one or more subjects, you must first consult your head of programme. Dropping of subjects may affect your completion of the programme. You will need to obtain a subject add/drop form from your school. The subjects to be dropped must be approved by your head of programme and submitted by you to the Registry counter by the deadline. Subjects dropped within the deadline will not have to pay any form of penalty and the subject will be removed from the registration system.

1.4.3 Deadline To Add / Drop Subjects For Each Semester

Unless otherwise allowed or specified, the deadline for to add subjects for each semester is two (2) weeks after the commencement of the semester.

1.4.4 Dropping of subjects after the deadline

We strongly advise against dropping of subjects after deadline. Should subjects be dropped after the deadline, one or more of the following may occur?

• A penalty fine will be charged.
• The tuition fees for the subjects dropped will not be refundable.
• The transcript will show the drop subjects with a “W” to indicate the student has dropped the subjects.
• No Add/Drop & Change of Programme form will be accepted after the deadline. Student with class-clashes will be required to drop either one subject.

1.4.5 Collection of “Examination Registration Docket”

Students are required to collect an Examination Registration Docket from the Registry. This Examination Registration Docket is to be collected after the add/drop deadline. Students must check and confirm the courses printed on the Examinations Docket are the ones they have registered for. If there is any error, please inform the Examination Department immediately for correction and collect the duly corrected Examination Registration Docket. The Registry Office and Examination Department will not accept any request to change courses after the deadline. Students are advised to retain the Examination Registration Docket to check against the Examination Token issued later (i.e. 2 weeks before the final examination. There should not be any discrepancy between the two slips).

2.0 Class attendance

Course credits will not be granted unless the prescribed of classroom instruction has been completed. All students must have minimum of 80% average class attendance per subject in order to sit for final examinations. Students are reminded not to attendance on behalf of their friends. Both parties will be barred from examination if found signing attendance records on behalf of one another.

For international students, please refer to section 13.0 for more detailed explanation. In the event of add/drop or change of programme, students must be solely responsible for any lectures missed or failing the 80% attendance requirement. Lecturers should not be held liable to any of the lecturers, notes or assignment missed.

2.1 Late for Classes

Students who arrive late will be admitted to class at the sole discretion of the Instructor and may be recorded as absent from class. Offenders shall be referred the Student Affairs Department for remedial action and counselling. Disciplinary action shall be taken against habitual offenders.

2.2 Absent from Class

If a student absents himself/herself from a lecture/ practical for five consecutive sessions in each semester/term without reasonable excuses, he/ she will normally not be allowed to sit for the final examination for that semester. The absentees will automatically be reported to the guardian/parents/sponsor. Absence due to illness must be supported with medical certificate. Students who are unable to attend classes due to unavoidable circumstances should inform the school head/lecturer concerned.

3.0 Project / Assignments

All projects and assignments must be done to the complete satisfaction of the instructor concerned. Assignment handed in late will be subject to the following penalties:

If an extension of the due is required, a student must apply in writing to the lecturer before the due date. Application for extension based on medical reasons must be supported by a medical certificate. Extension maybe granted at the discretion of the lecturer.

4.0 Final Examination

A student must obtain at least 50% in the final examination not including mid-term, assignments, and projects and/or course work. Student with less than 50% in their final exam will only obtain a maximum of 50% in the overall grade even through the grade might be higher after including the mid-term, assignment, project and/or course work.

Final examination timetable will be published on notice boards one month before the date of the final examination. Students who have settled their fees and met the 80% attendance will be issued an Examination Docket by the Examination Department and will be notified of the date of the collection through the college notice boards. Only student with Examination Docket and student Identification Cards are eligible to sit for their final examination.

For the Examination Rules and Regulations, please refer to Appendix 1.

4.1 Absence from Test, Mid-term and Final Examinations.

The college will not normally approve students being absent from a scheduled examination or test. However in exceptional cases, e.g. for medical reasons, a letter maybe submitted to the Academic Head to explain the absence. In the case of medical reasons, a letter from a medical doctor is needed as proof.

5.0 Academic Probation

Students with overall grade average (GPA) of below 2.0 will be placed under probation for one semester. If after one semester if probation he/she attain a GPA below 2.0 the affected student’s parents will be asked to see the Registrar to review the status of study at the college. Students with valid reasons for the failing grades may see the Academic Head for an appeal.

6.0 Appeal Against Final Grade

A final grade is an official over-all grade for a subject that the student is notified by the Examinations Department. It is this official grade that appears on the student’s transcripts.

To appeal against final grade, students must submit a written appeal to the Chairman of the Examination Board. The appeal should included all evidence upon which it is based, such as copy of class work, reasons for the appeal of any other relevant documents.

The grounds for appeal against final grade include:

• Miscalculation of the final grade
• Final grade is not calculated on all items of work completed

To appeal against the final grade, students must submit the Re-evaluation of marks from which could be obtained from the Examinations Department. A fee must be paid by this deadline mentioned in the academic calendar.

7.0 Supplementary Examination Sitting Requirement

Supplementary examinations are only available after each final examination. A student is only eligible to apply for a supplementary exam for a subject if their final grade is F. An application form must be submitted within the deadlines stipulated in the Academic Calendar.

If a student fails a course/subject (i.e. scores an overall of 50% or lower), or if the student’s final grade does not improve to 50% or over after the supplementary examination, the student must repeat the subject before the student is able to graduate or take other subjects for which the failed subject is prerequisite.

7.1 Supplementary Examination Assessment

The maximum overall grade a student can obtain from sitting a supplementary examination will be C. Student’s grade for the course is calculated by replacing the final examination marks with those of the supplementary examination. All other term works will be added to the overall marks same weight age as spelled out in the marketing scheme of the course. Should the computed grade achieved through supplementary examination be higher than C will be lowered to C.

Courses without end-of semester final examination will normally have NO supplementary examination. Courses where assessments are based on project will not have a supplementary examination. A student is allowed only two sittings of supplementary examination per course. Should the student fail the supplementary examination must be taken immediately after the announcement of the moderated marks.

7.2 Supplementary examination Sitting Fees

The fees for sitting various supplementary paper and supplementary examination are chargeable.

7.3 Challenge Examination

Credit for a course can, in very limited circumstance, be obtained by writing a ‘Challenge Examination’. The prime purpose of a challenge examination is to allow a student who possesses knowledge in an examination without the course.

A challenge examination is not meant to replace regular examination. Nor can it be used simply as vehicle for taking course via self-study. Permission to take a challenge examination must be obtained from the Heads of Programmes and a copy forward to Academic Head for comments and records. Students are allowed only one sitting.

The examination will be given only if the student can demonstrate or give evidence that a level of knowledge sufficient to justify the examination. Credit gained by way of challenge examination will be identified on a student’s transcript as credit by challenge. A fee will be charged for each challenge examination.

8.0 Graduation Requirements

The minimum requirement for graduation from each programme is as below:

8.1 MQA requirements

All Malaysian students must take, Malaysian Studies, Bahasa Malaysia (A) and Moral Studies or Islamic Studies to qualify for the award of a Diploma.Foreign students are exempted from taking Moral Studies but they must take Malaysian Studies and it is changeable according to MQA requiment. Malaysian students who obtained a credit in Bahasa Malaysia during SPM are exempted from Bahasa Malaysia subject. Those who are exempted from Bahasa Malaysia are required to take, public relation or organizational behaviour, Pengajian Malaysia and it is changeable according to MQA requiment.

9.0 Fees and Other Financial Matters

All semester fees must be paid according to due date and according to the payment schedule given at the time of registration. If in doubt, please check with the Finance Office. Any allowed monthly instalments must be paid no later than the 7th of each month. An interest of 2% per month calculated on a daily basis will be levied on all late payments.

No student is allowed to owe fees for more than 1 month. Students who have exceeded the 1 month period will not be allowed to attend any classes and the enrolment cancelled. All lecturers are authorized to disallow such students from attending classes. Once your name has appeared on the disallowed into class list, it will appear for a week before a new list is produced the following Monday. Thereof, you have to show a payment receipt to the lecturer concerned before you enter any classes for the rest of the week. You are reminded that willingness to pay interest is not a right to delay fee payment.

9.1 Refund Policies

Application Fee, Registration Fee, Yearly Insurance Premium and Resource or Facilities Fees paid are NOT REFUNDABLE under any circumstances.

A student who withdraws from the programme or the semester before the add/drop period of a semester not refundable of the tuition or course fee paid, subject to the terms & Tuition, Courses or Subject Fees paid will not be refunded after the add/drop period of each semester. Students may also be subjected to additional refund arrangement and terms & conditions which is/are included in their offer letter. The terms & conditions included in the offer letter shall take precedent over this policy.

Students must abide to all the rules and regulations of the College, should there be any violation of the rules and regulations of the College, all refundable deposits paid will be forfeited and you are required to pay the above mentioned deposits again to remain registered with the College.

9.1.1 Visa Policy

Upon completion of course or graduation you are required to submit your passport between 2 weeks to International Student Department for your visa cancellation.

9.1.2 Withdrawal from a Programme

Every student who wishes to withdraw from a programme must write in an official letter to the Registrar.

If student do not fill in the Withdrawal/clearance form or inform Finance Office of the withdrawal, the College will continue to charge tuition fee until the Finance Office received notification from student.

A student is expected to submit a withdrawal form to the Finance Officer for clearance before the necessary action can be taken.

The students who have applied for PTPTN loans but did not receive and who wished to withdraw from the programme enrolled are required to make payment in full for the particular semester that they are enrolled in.

9.2 Refund Policy on External Loan

For those who wish to apply for external funding (EPF, government loans, bank loan, socso) the Finance Office will help expedite the process by providing a letter to the respective external party stating the duration of the whole programme, details of tuition fee and the detailed breakdown for disbursement (in stages). The amount disbursed to the College is not refundable to student.

9.3 Policy on Deferment

Tuition fee paid may be deferred for a maximum of one semester on medical reason. Only should there be a new fee structure at the end of the deferment period, student must make up the difference in tuition fee payable.

Deferment is only recognized if students have filled-in the deferment from together with a formal letter to be an addressed to the Academic Head of the College and Registrar.

All case of deferment must be approved by the Academic Head and registrar in a prescribed form which will be vetted by the Finance Department

Tuition fee will be charged accordingly should a student defer studies without following the proper procedures.

9.4 Other Academic and Financial Matters

All student requests relating to academic/finance issues are to be submitted in writing and a letter is to be given to the Registry or Finance Department. The Registry/ Finance Department will reply officially within 14 working days.

10.0 Academic Misconduct

Students are reminded that the College regards academic misconduct as a very serious matter. Student found guilty of academic misconduct can be subjected to serious academic penalty. The following are some of the action that can result in academic misconduct.

• Taking unauthorized materials into an examination venue
• Cheating in examination (test, quiz, etc.)
• Submitting work for assessment knowing it to be the work of other person
• Failing to acknowledge the sources of material in an assignment or term paper
• Intentional falsification of information in any academic work
• Obtaining prior knowledge of an examination paper and using that knowledge in the examination
• A student intentionally assisting another to commit an act of academic misconduct is equality guilty

Due to the circumstance of individual cases, the penalty levied can range from requiring a student to re-submit the piece of work to suspension and expulsion from the College.

If the student is dissatisfied with the penalty, an appeal may be lodged in writing to the College.

The College may decline to take action in cases where insufficient or unfounded reasons have been given by the student and therefore shall inform the student accordingly.

11.0 Student Code of Conduct

11.1 Conduct

Students are expected to behave responsibly and to conduct themselves both inside and outsides the College in a manner that shows respect for others and for the College. Conduct unbecoming of a student will result in action being taken by the Disciplinary Committee.

11.2 Dress Code

Students must be dressed in neat and decent attire at all times. Slippers are not permitted.

11.3 Medium of Instruction

The medium of instruction shall be English and Malay. Students are strongly urged not to speak other dialects on the campus.

11.4 Address and Telephone

Any change of address and telephone number must be notified to the Registry immediately. All semester transcripts will be sent to the addresses provided. The College is not responsible for any delay or undelivered mails due to incorrect or incomplete mailing addresses.

11.5 Restriction on Smoking, Food and Drink

Smoking is not allowed inside and around the College building. A fine is imposed if convicted. No food and drink of any kind is permitted into the classroom, library and laboratory. A fine may be imposed if found in violation of this rule.

11.6 Breakage and Damage of Laboratory Glassware and Equipment

Students doing practical and laboratory work are advised to practice caution and not to cause any breakage of glassware and laboratory equipment. Caution fees will be deducted for such breakage and damages.

11.7 Student Identity Card

For easy identification and security reason, the student identification cards are to be worn at all times in the College premises. The card is to be prominently displayed at all final examinations. It is also needed when borrowing books from the library. This card is not to be shared among students for the borrowing of books. Students who fail to display their student I.D cards while on campus will be penalized and charged RM5.00.

Lost or stolen cards must be reported to the Record Office immediately. A charge of RM20.00 will be imposed for a new I.D card.

11.8 Functions and Activities

Student shall not organize or participate in any activity within the College compound or collect funds for any purpose without the prior written permission from the Head of Student Affairs.

11.9 Circulars and Literature

The distribution of unauthorized circulars and literature the College premises are forbidden. Prior approval is to be attained before every poster can be put up. Premise to put up posters pertaining to student activities on campus or poster for club and organization must be obtained from the Head of Student Affairs.

11.10 Vandalism

Any individual caught in the act of causing damage and vandalism to College property is liable to serious disciplinary action. The consequences can include the complete forfeiture of the caution fee paid. The offender may have to pay for the cost of repair on the damaged item depending on the degree of damage.

11.11 Fight/Assault

Any incident of fighting or assault will be dealt with immediately by the Disciplinary Committee. Where laws have been broken, the matter will be handed over to the police.

11.12 Verbal Abuse

Insult of a racial or sexual nature against any staff, student or guest will not be tolerated by the College, and will be dealt with by the Disciplinary Committee.

11.13 Sport Equipment

Sports equipment can be loaned through the Student Affairs Department. It must be returned to the same office after it is used. The same office will also arrange for sports facilities from external organizations when needed.

11.14 Library

Students are strictly not allowed to bring bags into the library. Please refer to Appendix 2 for detailed library rules and regulations. The refundable library deposit will be used against missing and unreturned books.

11.15 Student Feedback

To ensure a consistent provision of quality service to our students, we know that customers’ feedback is important in enabling us to achieve this mission. Course Evaluation Forms will be distributed to students at the end of each semester, for them to provide rating and comments regarding course content and lecturers for each subject. In addition, students are welcome to submit their suggestion in writing to the Principal.

12.0 International Students

All international students who remit their money through telegraphic transfer without registration to a Diploma or programme will be charged an administrative fee of 70% based on the amount remitted. This is to deter inappropriate use of telegraphic transfer facility for personal gains.

Once the student visa is approved, the applicant is required to transfer other fees and tuition fees in full. The College will not refund any fee paid by the applicant or student in any circumstance, the student withdraw from the programme.

For more details, please refer to section 9.1 Refund Policies.

Any international student studying at the College must first obtain a student visa from the Immigration authority. A conditional acceptance will be granted to these students while are applying for visa. A full acceptance will be granted once the visa has been approved.

The College will stop providing any form of service to international students when they cease to be students of the College. The College will report officially to the Immigration authority regarding this matter.

International students studying at the College must have sufficient funds to cover their tuition fees and expenses for at least one year.

All international students must be of full-time status and they are not allowed to take part-time courses. They are not allowed to work at any time.

In accordance with the Immigration Ruling, all foreign students are required to observe and abide by the 80% attendance requirements. The exception to the rule will be absence on medical grounds.

Appendix 1

Examination Rules and Regulations

A. Before Examination

• Candidates are to bring along their student ID cards (not I.C) and examination dockets.
• Candidates need to show their student ID cards to the invigilator before being allowed into the examination hall.
• Candidates who do not have their student ID card will need to obtain letters of identity from the Student Affairs Department.
• Candidates will not be allowed into the examination hall without their student ID cards or letters of identity and examination dockets.
• Candidates may not be allowed into the examination hall if they are in debt to the college or they have not met their attendance requirements.

B. During Examination

• Candidates will be directed by the invigilators to the appropriate row in the examination hall. Invigilators have the right to re-arrange student seating.
• Candidates may be dismissed from the examination hall if they fail to follow any of the examination regulations or instructions given by the invigilator/supervisor.
• Candidates are not allowed to enter the examination hall after 30 minutes of the commencement of the examination hall after 30 minutes of the commencement of the examination.
• Candidates will not be allowed to leave the examination hall until 30 minutes have lapsed after commencement of the examination, or 30 minutes prior to the end of the examination.
• Invigilators can exercise the authority to carry out a body search if candidates are suspected of cheating.
• No candidates are allowed to attempt to take/sit an examination for another candidate.
• No candidates are allowed to give or receive assistance or communicate by word of mouth or any other form of communication during the examination.

• • (a) Pencil case/handbag/wallet is not allowed into the hall. Only writing materials are allowed into the hall. Only writing materials are allowed (e.g. pencil, pen, eraser liquid paper, sharpener, and ruler)
    (b) Books, paper, notes, dictionary, electronic, all programmable electronic devices (including programmable calculators) except those authorized by the examiner are not to be taken by any student into or out of the examination hall.

  • Candidates are not allowed to receive /borrow any books, notes, liquid paper, calculator, paper and any other material from another person while he/she is in the examination hall.
  • No passing of any kind of materials is allowed.
  • If any candidates wish to communicate with the invigilator, he/she has to raise his/her hand.
  • No listening devices are allowed in the examination hall (phone etc.)
  • Candidates who misbehave may be asked to leave the examination hall.
  • Cheating in any form will not be tolerated.
  • In case where a candidate is allowed to leave the examination hall for whatever reason(s), his/her name will be noted. The candidates will remain under close supervision throughout his/her absence from the examination hall until his return.
  • Invigilators reserve the right to restrict the number of times a candidate visit the restroom.

  C. After Examination

  • A candidate or lecturer may complain to the Academic Head or Principal if they feel that an examination has been improperly conducted. The examination Board shall then investigate the complaint, meet and take any action as it thinks fit.
  • Any candidate found to, or attempting to cheat, will be called up by the Examination Board for questioning.
  • Where the Examination Board is satisfied that any person has committed a breach of any provision of the examination regulations, such person shall be deemed to have committed an offence and the Examination Board may: I. Be authorized to give a public notice of the fact that such an offence has been committed by that person, or give a private notice to that person, or
    II. Remove the name of the candidate from any list of examination, or
    III.Suspend the candidate from the College for such a period as the Board may deemed fit, or
    IV. Suspend the candidate from any college examination for a period as the Board may deem fit, or
    V. Fine the candidate for an amount that the council may deem fit,or
    VI. Impose any of the above disciplinary action or all of the disciplinary actions, whichever the council deems fit.

  Appendix 2

  A. General Library Regulations

  • Users are to put on their student ID card when entering the library.
  • Smoking is not permitted in the library.
  • Consumption of food and drink is not permitted in the library.
  • No bags, umbrella, parcel, etc, expect files and books may be brought into the library. Adequate storage facilities have been provided at the entrance to the library.
  • On leaving library, all users are allowed all books and items removed from the library to be subjected to inspection.
  • Reservation of seats is not permitted. The library staff may remove books and other articles left for any length of time at chairs and tables.
  • User must be decently dressed and conduct them appropriately while at the library.
  • The discussion rooms are to be used strictly for group discussion only.
  • The library staff on duty has the right to request users to leave the premises if he/she is found to be violating any of the library rules.
  • An announcement is made ten minutes before closing time and all users are to vacate the premise accordingly.
  • The official tome in determining fines of overdue books in the loan system is at the circulation counter. Should the system be sown, the correct time will be determined by the library staff at the service counter.
  • The librarian is empowered to withhold library facilities for any infringement of these rules.
  • The library and/or its personnel cannot be held responsible for any loss / misplacement / damage/vandalism to any of its user’s personal belongings.
  • The management may amend the Library Rules and Regulation as and when necessary.

  Circulation Services

  Loan

  General books for normal loan can borrowed out at the circulation counter. Borrowing privileges for the various categories of user are as follows:

  • Books
  • Full-time students may borrow up to 2 books for 1 week.
  • Academic staff/tutor may borrow up to 8 books for 3 months (test book 2 week for normal category of books).
  • Green spot books can be borrowed for one day.
  • Non academic staff may borrow up to 8 books for 2 weeks.
  • Journals/magazines
  • Current issues of journals/magazines are to be used only in the library.
  • Academic staff and students may borrow the unbound issues for 2 days.
  • Academic staff and students are not allowed to borrow the latest issues of journals