Your Student Pass is issued as a sticker in your passport by the Immigration Department.

• Within seven (7) days of arriving in Malaysia, you must complete the following post-arrival procedures:
• Document Verification – Present all original documents to UTM International for verification. You will also receive guidance on the post-arrival process and a checklist to ensure all requirements are met.
• Registration – Register for your studies and collect your student matric card at the Admission Unit.
• Medical Screening – Complete your medical and health screening at the UTM Clinic.
• Passport Submission – Return to UTM International and submit your passport for the final visa endorsement process.UTM International will forward your passport to the Immigration Department of Malaysia for verification and for your Student Pass sticker to be endorsed in your passport.
  Processing time: At least 22 working days after complete submission.
  ⚠️ Important: Students must remain in Malaysia during this period. Travelling abroad before endorsement will cancel your VAL/SEV.

Checklist of documents to submit:

• Passport (with Malaysia entry stamp)
• Visa Approval Letter (VAL) and SEV/eVisa
• EMGS approval/supporting letter (if applicable)
• UTM offer/acceptance letter
• Post-arrival medical screening result (approved clinic)
• Insurance certificate/policy page (valid & active)
• Passport-sized photographs (as per specification)
• Proof of required payments/fees

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

1. Types of Special Pass

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  • For students who have graduated, withdrawn, terminated, or deferred from studies in UTM and are leaving Malaysia.

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

2. Important Notes

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

3. Passport Collection

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

Processing Timelines

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

Required Documents for Collection

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

These documents are essential for verification purposes by UTM International.

Collection Policy

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

Collection Notification

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

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

4. Overstay

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

A Dependent Pass allows eligible family members of postgraduate students to stay in Malaysia during the student’s period of study at Universiti Teknologi Malaysia (UTM). This pass is issued by the Immigration Department of Malaysia (Jabatan Imigresen Malaysia, JIM) and must always follow the validity of the principal student’s pass.

UTM International assists in coordinating the application, renewal, transfer, and cancellation of dependent passes, but final approval lies with Immigration Malaysia and Education Malaysia Global Services (EMGS). Dependents must be physically present in Malaysia for the application process, and students are advised to plan early to avoid penalties or delays.

Important: The principal student (Student Pass holder) must obtain approval before applying for any Dependent Pass.

CHECKLIST FOR NEW DEPENDENT PASS (Download Here)
CHECKLIST FOR RENEWAL DEPENDENT PASS (Download Here)

1. Eligibility

Postgraduate students are eligible to bring dependents, as outlined below:

1. Spouse (Wife or Husband)
2. Children under the age of 17
3. Mother
4. Father

Notes:

• Undergraduate students are not permitted to bring dependents.
• Family in-law, brothers, or sisters are not eligible for a Dependent Pass.
• Dependents must be physically in Malaysia during the application process.

2. Special Case: Newborn Dependents

• Apply for a passport, temporary travel document, or emergency certificate at the respective embassy in Malaysia.
• The newborn’s passport must have an entry stamp into Malaysia. The baby must be taken out of Malaysia and re-entered to obtain the entry stamp before application.
• Both the newborn and the principal (student) must attend an Immigration appointment to apply for a Special Pass (required for travel arrangements).
• Do not purchase flight tickets until you receive approval or an official Immigration appointment from UTM International (per Jabatan Imigresen Malaysia instructions).

3. Country-Specific Requirement

Students from certain countries (e.g., Afghanistan) must obtain a Dependent VAL (Visa Approval Letter) from the Immigration Department before travelling to Malaysia for conversion into a Dependent Pass. (The list of affected countries may change from time to time.)

4. Types of Applications

4.1 New Dependent Pass

• Immigration will process the Dependent Pass only after the Student (Principal) Pass is completed.
• Journey Perform (JP) Fee: MYR 506 – MYR 550 per dependent.
• All documents must be physically submitted to UTM International Counter within 7 days of arrival in Malaysia.
• Processing time: 2 – 4 months.

Documents Required for New Dependent Pass Application:

• Copy of Dependent’s passport (all pages, including entry stamp)
• Copy of Student (Principal) passport & Student Pass sticker page
• Student’s current insurance policy (active under EMGS)
• Student’s latest examination result/attendance report (if applicable)
• Student’s verification letter (research/mix-mode students)
• Proof of relationship (marriage certificate / birth certificate, translated into English & endorsed)
• Passport-sized photo of dependent
• Proof of payment for Journey Perform (JP) Fee

4.2 Renewal of Dependent Pass

• Immigration will process the renewal only after the Student (Principal) Pass renewal is completed.
• Documents must be physically submitted to UTM International Counter at least 2 months before the Dependent Pass expiry date.
• ⚠️ Penalty will be imposed if documents are submitted late.
• Processing time: approximately 2 weeks.

Documents Required for Renewal of Dependent Pass Application:

• Copy of Dependent’s passport (detail page, pass page)
• Copy of Student (Principal) passport & renewed Student Pass page
• Student’s active insurance policy under EMGS
• Student’s latest examination result / attendance report (if required)
• Updated proof of relationship (if requested by Immigration)
• Proof of payment (if applicable)

4.3 Transfer of Dependent Pass

• Application can be made if there is a need to transfer the Dependent Pass (e.g., new passport, change of details).
• Supporting documents must be submitted to UTM International Counter.

Documents Required for Transfer of Dependent Pass Application:

• New passport copy of dependent (with entry stamp)
• Old passport copy of dependent (all pages)
• Copy of Student (Principal) passport & Student Pass page
• Student’s active insurance policy under EMGS
• Supporting document for transfer (if applicable, e.g., change of name, passport replacement)

4.4 Cancellation of Dependent Pass

• Dependents leaving Malaysia permanently must have their Dependent Pass cancelled.
• The principal student must apply through UTM International before dependents exit Malaysia.

Documents Required for Cancellation of Dependent Pass Application:

• Dependent’s passport (original & copy)
• Student (Principal) passport & Student Pass page
• Flight ticket of dependent (confirmed one-way out of Malaysia)
• Cancellation request form (UTM International format)

4.5 Special Pass for Dependents

A Special Pass is issued by Immigration Malaysia for dependents in specific circumstances, such as:

• While awaiting renewal of their Dependent Pass
• To legally remain in Malaysia during transition (e.g., passport replacement, change of status)
• For newborn dependents preparing to travel for entry stamping before applying for a Dependent Pass

Key Notes:

• Application must be made through UTM International.
• Approval is subject to Immigration Malaysia.
• The validity of a Special Pass is usually 30 days (can be extended upon Immigration approval).
• Do not make travel arrangements before receiving official approval.

Documents Required for Special Pass for Dependents Application:

• Dependent’s passport (original & copy)
• Student (Principal) passport & Student Pass page
• Proof of ongoing application (renewal/new/cancellation, whichever relevant)
• Supporting documents (e.g., flight booking, passport renewal receipt, birth certificate for newborns)
• Payment receipt for Special Pass fee (if applicable)

UTM’s Open & Distance Learning (ODL) programmes are delivered fully online and can be accessed from anywhere. Because there is no physical attendance in Malaysia, ODL students are not required to apply for a Student Pass.

However, after receiving your UTM offer letter, international students must obtain an “Approval to Study” letter from EMGS as official authorization. This letter is applied and processed via the Institutions

• Application submission: ODL (fully online) students do not apply for a Student Pass on the EMGS portal. After receiving your UTM ODL offer, email your application and supporting documents for EMGS Approval to Study to upu@utm.my. No visa is required for ODL programmes.
• Required document: Offer letter from UTM is compulsory before applying.

For further details about ODL programmes, please visit odl.utm.my

• Only book flight tickets once your VAL and SEV are approved.
• Students without valid VAL/SEV will not be allowed to register at UTM.
• Transfers from other Malaysian institutions require a new VAL.
• Accommodation is available only from the official reception date and subject to availability.
• Postgraduate students: Married students must first enter Malaysia alone; dependents may only apply after the Student Pass is issued.

• Overstay: Overstaying is a serious offence under Malaysian law. Penalties include fines, detention, deportation, blacklisting, and university penalty charges. Always renew your Student Pass at least 90 days before expiry.
• Insurance: Active insurance is compulsory under EMGS regulations. Your i-Kad remains valid only if your insurance is active. For further information, go to page Insurance & I-KAD Renewal
• Personal Bond: Immigration requires a refundable security deposit. Refunds are processed only after proper Student Pass cancellation following graduation, withdrawal, or termination. For further information, go to page Personal Bond

UTM has established International Student Societies (ISS) to support international students with arrival, integration, and student life.

• New students can seek help from seniors registered as ISS representatives, who provide peer guidance.
• ISS helps you connect with peers from your country or region, adjust to UTM’s academic environment and Malaysian culture, join cultural and social activities, and access practical assistance with arrival and university services.
• To view the list of ISS, go to page List of ISS

Dependent Pass Management
International Student & Scholar Services (I3S), UTM International, UTM
Email: iscjb@utm.my
WhatsApp: +60 12-215 0054

• UTM Visa & Pass – General FAQs: https://international.utm.my/faq/
• EMGS – VAL Guidelines & FAQs: https://visa.educationmalaysia.gov.my/guidelines