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MANAGEMENT OF STUDENTS' RECORD

ERU is the custodian for students' records. Students' records are in the form of hardcopy as well as in the digital copy. The department maintains records on students to assist in fulfilling its obligations as specified in the Education Act. Such records are essential to the process of enhancing learning, educational planning and any reporting purposes.

Important Process for Students' Records

1. Student Files

ERU is the custodian of Student File for foundation, diploma and undergraduate students. ABLP shall compile students' admission records and upon completion, the students' files shall be handed over to ERU Unit to be kept in the Filing Room. ERU shall keep the students' records in the student files where necessary.

2. Change of Biodata

Students should take all reasonable steps to correct any personal information about students or their families that is misleading, out of date, incomplete or irrelevant. Student may always update their current contact via Student Information Centre (SIC). For critical information such as permanent address, it can be done via Student Service Centre by filling 'Change of Biodata Form'.

3. Change of Faculty / Major

Change of faculty / major is defined as a switch from an existing programme of study to a new faculty or major effective in the next new semester. FOSEE student who wish to change programme, they must apply through Admission Unit. Diploma and Undergraduate students may apply for change of faculty or major from the respective faculty or centre.

4. Change Faculty

Change faculty is when students switch from an existing faculty or programme of study to new faculty students would like to pursue. Students are required to fill in 'Change of Faculty' form for this process. The said student must possess a full acceptance into an existing programme, meeting of the entry requirement of the new programme, approval from the Dean of the accepting Faculty and approval from the Dean of the departing Faculty. The 'Change of Faculty' Form needs to be filled and submitted after approving signatures are obtained by the student from the respective Deans. Sponsored students may need to obtain further approval from their sponsor.

5. Change of Major

Change of Major is when students switch from an existing major faculty of study to a new major within the same faculty. Students are required to fill in 'Change of Major' form for this process. Student who would like to initiate a transfer of major, the said student must possess a full acceptance into an existing major, meeting of the entry requirement of the new major and approval from the Faculty Dean.

The 'Change of Major' Form needs to be filled and submitted after approving signatures are obtained by the student from the Faculty Dean. Sponsored students may need to obtain further approval from their sponsor.

6. Grade Transfer (Subjects Completed Previously)

The student is required to acknowledge that some of the subjects successfully completed in the existing old programme may not be transferable or may not be accepted into the new programme. Hence, the undertaking of such subjects may at times be considered, wasted by some transferring students, although the knowledge gained would be invaluable.

Where relevant, subjects completed may be accepted by the new Faculty and grade transfer be given accordingly. The subjects that can be transferable to the new faculty must be stated clearly in the Change Faculty or Major Form. Student may check latest result after the grade transfer is done via Student Information Centre.

7. Leave of Absence (LOA)

ERU keep records of Leave of Absence(LOA) of MMU students. LOA is applicable for students who did not register for any subjects of any particular trimester. The Dean of a Faculty or Director of an Academic Center may grant a student leave of absence from the programme. Except on extraordinary circumstances, a student shall not be allowed leave of absence for more than three (3) trimesters throughout his study at the University.

The reason for student not registerring any subjects are varies such as financially barred, none subjects offered, medical reason, out of country and many other reason that faculty may consider. Students who are on LOA will still be charged with service fees. The Service Fees are inclusive of Library Fees, IT Fees and Student Activity Fees. The registered subject/s will also be withdrawn once the LOA is approved.

8. Students' Verification Letter

Students may request the verification letter through Student Service Centre (SSC).

9. Dismissed Process

ERU shall check students' status of every long trimester. Student whom their status are Active but did not register for any subjects are potential to be Dismissed from the university. The potential for dismissed list will be sent to faculty for checking. Upon confirmation from faculty a 14-days reminder shall be uploaded via students' SIC for student to feedback their study status. Should students failed to feedback, their status shall be changed from Active to Dismissed. The dismissed letter shall then be sent to the students' home address.

10. Withdrawal of Studies (Quit Study)

Student who decide to stop study from MMU is required to do study clearance by fill in 'Withdrawal of Studied' Form. Student need to do clearance with Finance Division, Hostel, Library and Security Unit. Student also required to see Counselor for the process of clerance. International is requried to do clearance with VILU office. Student may submit the completed form to ERU office.



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