CONVO 3/2015(LG)

19th August 2015

Dear Graduand,
AeUs FIFTH CONVOCATION 2015, SUNDAY 20TH SEPTEMBER 2015
On behalf of Asia e University, it is with great pleasure that we offer you our warmest
congratulations on your proud and successful achievement after many semesters of hard work,
perseverance and dedication.
I am pleased to enclose herewith a copy of the AeU Procedures and Information on the AeU
Fifth Convocation 2015 (CONVO 3/2015). Please refer to it for all instructions and information
relating to the event.
AeU is making every effort to ensure that this event would be a successful and memorable one.
We would appreciate very much your kind cooperation to respond to the REPLY FORM (CONVO
3/2015(3)) together with the payment or proof of payment before Tuesday, 1st September 2015.
Please note that graduands who do not reply by that date would be deemed to be not
attending the AeU Fifth Convocation 2015 Ceremony. (However, this excludes students whose
results may be processed in August 2015, especially students under BPG Cohort 2)
We would also advise that you visit the AeU website regularly for the latest updates on the
Convocation. Should you have further enquiries, please call or e-mail us at:
graduand05@aeu.edu.my or
1. Name: Ms Saidatul Nurah Mohd Salleh
Phone: 03-2785 0157 / 019 311 1511
Email: saidatul.nurah@aeu.edu.my
2. Name: Mr Dhurrani Othman
Phone No: 03-2785 0150 / 017 713 5772
Email: dhurrani.othman@aeu.edu.my
3. Name: Ms Arafah Zaharah Vithiah Punusamy
Phone No: 03-2785 0151 / 0111 623 5913
Email: arafah.zaharah@aeu.edu.my
Thank you.
Best regards

Yours sincerely,

MEILINA PUTEH
Registrar

CONVO 3/2015(LG)

PROCEDURES AND INFORMATION ON

AeUs FIFTH CONVOCATION, SUNDAY 20th SEPTEMBER 2015
_____________________________________________
1.

INTRODUCTION
Asia e University offers you its heartiest congratulations on the successful completion of your studies
and will ensure that your Graduation Ceremony will be a joyous and memorable occasion to
celebrate your success with your family, fellow students and friends. Asia e University appreciates
your full cooperation in making your Graduation Ceremony a big success. We hope that the
information below will be useful to guide you.

2.

CONVOCATION
The Fifth Convocation of AeU is scheduled to be held as follows:
Sunday, 20th September 2015, Dewan Merdeka, Putra World Trade Centre (PWTC), Kuala
Lumpur

Convocation Ceremony
Date /Activity

Sunday, 20th September 2015

Venue

Dewan Merdeka, Putra World Trade Centre (PWTC), Kuala Lumpur

Registration on Convocation Day

Please register at the Students Registration Counter, Level 4 (refer to

directional signages) as soon as you arrive to collect your swipe card, parking
coupon, etc.
You will then proceed to join the queue for the procession (at the Assembly
Area, Level 4) as below:
First Session:
7.30 8.30 am

Briefing and Rehearsal

Second Session:
12.00 1.00 pm

Third Session
2.45 3.45 pm

All briefings will be given only at the assembly areas. There will be NO
rehearsals prior to the event. Please follow the instruction of the marshals.

Dewan Merdeka, PWTC, Kuala Lumpur

Brief Programme:
First Session (for Academic Programmes & International Graduands):
Convocation Ceremony
7.30 8.30 am
9.00 am
9.30 am

12.00 pm

: Arrival of Graduands / Parents / Guests

: Entrance of Graduand Procession
: Entrance of Academic / Main / Chairman Processions
Commencement of Convocation
Conferment of Degrees/Awards
: Adjournment of Convocation

Second Session (SPEED Executive Masters Programmes):

Convocation Ceremony

12.30 1.30 pm : Arrival of Graduands / Parents / Guests

1.15 pm
: Entrance of Graduand Procession
1.45 pm
: Entrance of Main / President Processions
Commencement of Convocation
Conferment of Degrees/Awards
3.30 pm
: Adjournment of Convocation
Third Session (SPEED & STEER Executive Bachelors & SPEED
Executive Diploma Programmes):
3.30 4.15 pm
4.00 pm
4.30 pm

6.15 pm

: Arrival of Graduands / Parents / Guests

: Entrance of Graduand Procession
: Entrance of Main / President Processions
Commencement of Convocation
Conferment of Degrees/Awards
: End of Convocation

First Session (for Academic Programmes & International

Graduands):

Graduands & the Degrees to be

Conferred

Doctor of Business Administration

Doctor of Philosophy (Business Administration)
Doctor of Philosophy (Education)
Doctor of Philosophy (Arts)

Master of Business Administration

Master of Science (Management) by Research
Master of Human Resource Management
Master in Management
Executive Master of Business Administration
Executive Master in Strategic Human Resource Management
Bachelor of Business Administration
Graduate Diploma in Business Management

Master of Education
Bachelor of Education (TESL)
Bachelor of Education (PBMSR)
Graduate Diploma in Teaching

Master of Information and Communication Technology

Management
Professional Bachelor of Computer Technology
Second Session (SPEED Executive Masters Programmes):
Executive Masters for All SPEED Programmes

Second Session (SPEED & STEER Executive Bachelors &

SPEED Executive Diploma Programmes):
Executive Bachelor for All SPEED & STEER Programmes
Executive Diploma for SPEED Programmes
Dress Code

(Please see Para 6 below)

(1) To ease possible congestion on Convocation Day, Graduands are

strongly advised to collect their Robes and have their photography
session according to the following schedule:
Venue

: Asia e University New Delhi Room

(Ground Floor)

Date and time :

(a) All Academic Programmes & International Graduands &
Executive Programme Graduands from School of
Management
Saturday, 19th September 2015, 9.00 am 5.00 pm.
(b) All SPEED Executive Masters Programme Graduands
Friday, 18th September 2015, 9.00 am 5.00 pm.
(c) All SPEED and STEER Executive Bachelor and SPEED
Executive Diploma Graduands
Thursday, 17th September 2015, 9.00 am 5.00 pm.

Early Robe Collection /

Photography and Dates

Please dress appropriately if you wish to participate in the

photography session (included in the convocation package). Family
photography sessions can be taken on request at additional costs.
(2) If you are unable to make it on the respective dates mentioned
above, you are advised to come early on Sunday 20th
September 2015 to collect your robe. Time and venue is as
follows:
(a) First Session (for All Academic Programmes &
International Graduands) :
Venue
: PWTC, Kuala Lumpur Room (Level 5)
Date and time : Sunday, 20th Sept 2015, 7.00 - 8.30 am
(b) Second & Third Sessions (for SPEED / STEER):
Venue
: PWTC, Kuala Lumpur Room (Level 5)
Date and time : Sunday, 20th Sept 2015, 11.00 - 12.30 pm
(Note: If you come according to the schedule in (1) above, you will be
served on a first come first serve basis. Otherwise, if you come on a
different date, you may have to wait till other students are served.
The photography session (included in the convocation package) can
be taken anytime between 9.00 am till 6.00 pm at Kuala Lumpur
Room, Level 5 on Sunday, 20th September 2015. Family
photography sessions can be taken on request at additional costs.

3.

CONVOCATION PACKAGE
There will be a graduation package fee of RM500.00 which includes the following items:
(1)
Graduation Fees (Processing & Administration)
(2)
Rental of Graduation Attire i.e. Gown, Hood, Mortar Board
(3)
Convocation Ceremony: 2 tickets for seated guests inside the Convocation Hall.
(4)
Photo of graduating student receiving award on stage (1 copy 8R) and individual portrait of
graduating student (1 copy 10R, 1 copy 8R, 1 copy 4R and 1 CD soft copy).

4.

CONVOCATION DINNER
(1) A Convocation Dinner for all graduands of Academic Programmes will be held as follows:
Date & Time
Venue
Dress
Cost per Graduand
(2)
(3)
(4)
(5)

5.

Saturday, 19th September 2015. 8.00 pm 10.00 pm

Seri Pacific Hotel Ballroom
Smart Casual
RM120.00

You may bring a maximum of 2 guests with you at RM120.00 per pax.
Please RSVP to Ms Arafah at email: arafah.zaharah@aeu.edu.my.
Kindly pay the fees and attach the proof of payment together with the Reply Form.
Please confirm your attendance before Tuesday, 1st September 2015.
(This excludes students whose results may be processed in August 2015)

REPLY FORM
Kindly complete and return the attached Reply Form to:
The Registrar
Asia e University
Dataran Kewangan Darul Takaful
No. 4, Jalan Sultan Sulaiman
50000 Kuala Lumpur
Malaysia
(Attention: Ms Saidatul / Mr Dhurrani / Ms Arafah)
together with the payment or proof of payment by Tuesday, 1st September 2015.
We will forward you the e-invitation card, convo guest passes, dinner passes and other details
once your attendance is confirmed.

6.

CONVOCATION DAY
On Convocation day (Sunday, 20th September 2015), events that involve you begin as early as 7.30
am, so you are strongly advised to make arrangements to arrive early in order to ensure a smooth
day.
If you have collected your gown and done the photography session on the schedule provided in Para
2 above, you are required to be at the graduands Assembly Area at Level 4 as below:

First Session (for All Academic Programmes

& International):

Second Session (for SPEED

Executive Masters):

Third Session (for SPEED &

STEER)

7.30 am 8.30 am

12.00 noon - 1.00 pm

2.45 3.45 pm

7.

CONVOCATION ATTIRE
(1)

All Graduands are requested to observe the following Dress Code for the Convocation
ceremony: Graduands are advised to be properly attired as befits the occasion. Please observe
the following dress code:
(a)
(b)
(c)

8.

Dark coloured lounge suit with matching tie for men.

Decent attire for official functions for ladies.
Dark coloured shoes so that it harmonises with the academic dress.

(2)

Please note that corsages should not be worn on the academic dress. Graduands who do not
comply with the above dress code will not be allowed to enter the Convocation Hall.

(3)

Graduands not wearing the complete academic attire will not be allowed to participate in the
convocation.

(4)

All Guests are expected to be suitably attired preferably in batik/lounge suit/national wear for
gentlemen whereas ladies have also to be properly attired for the occasion. Those who are not
properly attired would not be allowed to enter the Convocation Hall.

PROGRAMME HOOD COLOURS

The colours of the hood indicate the respective programmes as follows:
Programmes

Hood Colours

First Session (for Academic Programmes & International Graduands):

Doctor of Business Administration

Doctor of Philosophy (Business Administration)
Doctor of Philosophy (Education)
Doctor of Philosophy (Arts)

Yellow
Yellow
Yellow
Yellow

Master of Business Administration

Master of Science (Management) by Research
Master of Human Resource Management
Master in Management
Executive Master of Business Administration
Executive Master in Strategic Human Resource Management
Bachelor of Business Administration
Graduate Diploma in Business Management

Purple
Purple
Purple
Purple
Purple
Purple
Purple
Purple

Master of Education
Bachelor of Education (TESL)
Bachelor of Education (PBMSR)
Graduate Diploma in Teaching

Turquoise Green
Turquoise Green
Turquoise Green
Turquoise Green

Master of Information and Communication Technology Management

Professional Bachelor of Computer Technology

Blue
Blue

Second Session (for SPEED Executive Masters Programmes:

Executive Masters for All SPEED

Executive Masters for All STEER

Red
Red

Third Session (for SPEED & STEER Executive Bachelors, SPEED

Executive Diploma Programmes:

Executive Bachelors for All SPEED & STEER

Executive Diploma for All SPEED
9.

Silver Grey
Silver Grey

HOW TO WEAR THE CONVOCATION ATTIRE

The convocation attire must be worn smartly and in a proper manner:

10.

(1)

The Hood must be placed on both shoulders.

(2)

The Mortar Board must be worn with the tassel on the left side.

BRIEFING ON SUNDAY 20th SEPTEMBER 2015

There will be briefings given to all graduands on Sunday 20th September 2015 at the assembly area
before the commencement of the Graduands Procession for each session. There will be NO
rehearsals.
Please follow the instructions of the Marshals who are officers of the University specially designated
to assist you during the ceremony.

11.

DURING THE CONVOCATION CEREMONY

Proper decorum must be maintained throughout the Convocation ceremony. Please be reminded that
graduands are not allowed to leave the hall while the ceremony is on.
When the announcement of Academic, Main and Chairman Processions is made, graduands are
required to stand until the party in the Academic, Main and Chairman Processions are seated. The
same applies when the processions leave the hall.

12.

CONDUCT WHILE RECEIVING THE DEGREE

You will be briefed on the process before the commencement of the Graduands Procession for each
session. Please follow the instructions of the Marshals.

13.

GUEST PASSES
(1)

Each graduand will be given two guest passes for entry into the convocation hall upon
confirmation of attendance by graduand.

(2)

Children below the age of 12 years will not be permitted in the convocation hall.

(3)

Live recording of the event will be shown via Live Feed at the designated area for those who
are not able to enter the Convocation Hall. Please look out for the signages.

(4)

If you need extra guest passes, please contact Mr Dhurrani / Ms Saidatul. Extra passes will
only be confirmed and given out 7 days before the convocation.

14.

ROLL CALL OF GRADUANDS ON CONVOCATION DAY

(1)

Graduands are requested to report to AeU Marshalls who would be at the Graduands
Assembly Area at Level 4 as below details:
First Session:
7.30 - 8.30 am

Second Session:
12.00 1.00 pm

Second Session:
12.00 1.00 pm

AeU Marshalls
Mr Syed Ismail / Ms Arafah / Mr
Dhurrani

SPEED Marshalls
Ms Raja Nur Farhanah / SPEED
Partner

SPEED & STEER Marshalls

Ms Raja Nur Farhanah / SPEED
Partner

15.

(2)

Please come early to avoid traffic congestion and car parking problems.

(3)

You are advised to have your breakfast or lunch first before entering the convocation hall as
refreshments are not allowed in the hall.

CEREMONY PROPER
During the ceremony, please observe the following:

16.

17.

(1)

Remain seated and observe silence at all times.

(2)

Hand-phones are to be switched off or be set in silent mode at all times.

(3)

Professional photographers have been engaged to take your photographs on stage during the
convocation ceremony.

(4)

Your guests may take shots with their cameras or video cameras from their seats only.

(5)

Follow all instructions of the procession Marshals.

PHOTOGRAPHY
(1)

The official photographer appointed by AeU (Edes & Ravenscroft (M) Sdn Bhd) will take
photographs of graduands while they are receiving their scrolls.

(2)

The official photographer will also be setting up booths at the Kuala Lumpur Room, Level 5 on
convocation day to provide photography service to graduands.

(3)

The contact persons for photography are: Najib 013 - 357 2314 & Mr Yow 012 - 645 1338
from Edes & Ravenscroft.

PARKING FACILITIES AT CONVOCATION VENUE

There are ample parking facilities at PWTC at RM10 for graduands with coupons. You may collect
the parking coupon from the Secretariat at Customer Service & Merchandise Booth at Level 4, if
required. Please follow security directives and parking signages.

18.

SPECIAL NEEDS
The University will endeavour to make reasonable provision to enable Graduands and/or guests with
special needs / disabilities to participate in and enjoy the Convocation Ceremony. Please fill up the
Special Needs section in the reply form for the necessary arrangement.
You will be contacted by Saidatul / Dhurrani / Arafah to confirm the arrangements.

19.

ALUMNI
Upon graduation you are automatically an Alumni member of Asia e University.
Being part of our alumni network provides a wide range of benefits. Whether you are interested in
taking part in our events, meeting other graduates in your academic or professional field or just
staying in contact with the University, we are here to help you build a lifelong relationship with the
University.
As an alumni member it is important for you to update your contact details so that we can keep in
touch with you. To update your contact details please email to saa@aeu.edu.my.

20.

UNIVERSITY MERCHANDISE AND MEMORABILIA

Asia e University offers a wide range of university merchandise, memorabilia and limited edition
items which are available for purchase on Convocation Day at Customer Service & Merchandise
Booth at Level 4.

21.

CONTACT PERSONS
For

further

enquiries,

please

contact

1. Name: Ms Saidatul Nurah Mohd Salleh

Phone: 03-2785 0157/019311 1511
Email: saidatul.nurah@aeu.edu.my

the

following

officers

from

Registry:

3. Name: Ms Arafah Zaharah Vithiah

Punusamy
Phone No: 03-2785 0151/0111623 5913
Email: arafah.zaharah@aeu.edu.my

2. Name: Mr Dhurrani Othman

Phone No: 03-2785 0150/017 713 5772
Email: dhurrani.othman@aeu.edu.my

19th August 2015

CONVO 3/2015(3)(LG)

REPLY FORM
GRADUANDS PERSONAL PARTICULARS
Name: ___________________________________________________ ID Number: _____________________
Contact (h/p no.): ________________________ Email address: _____________________________________
Degree: __________________________________________________________________________________
(eg. BEd, MBA, MEd, PhD, etc)

1.

To be filled if you are Applying to Graduate and Attending.

(Please tick () the box.)
I wish to apply for Graduation and will be attending the Convocation Ceremony.
I agree to pay the following:

1.
2.
3.
4.

Graduation Package Fee of RM 500

Graduation Fees (Processing & Administration)
Rental of Gown, Hood, Mortar board for graduating student
Convocation Ceremony: 2 tickets for seated guests inside the Convocation Hall
Photo of graduating student receiving award on stage (1 copy 8R); and
Individual portrait of graduating student (1 copy 10R, 1 copy 8R, 1 copy 4R and 1 CD)
Please state your height and size for booking of your gown / robe size.

5.
Height:_____________ cm

Gown / Robe Size: S / M / L / XL / XXL

2. Convocation Dinner
Graduands are invited to a Convocation Dinner at RM120 per pax. You can bring a maximum of 2 guests
with you, also at RM120 each. Please indicate here whether you wish to join the dinner.
(Please tick () the box.)
Yes

No

(1) I am interested to attend the Graduation Dinner.

0

(2) If YES, I propose to bring 0/1/2 guests with me.

3. Payment*
I enclose herewith the non-refundable Postal Order (PO) / Money Order (MO)/ Bankers
Cheque / Personal Cheque (PO / MO / Cheque Number: .....
for the amount of *RM 500.00 payable to Asia e Learning Sdn Bhd for the above.
[Note: Please write your name, ID and contact number at the back of your postal order /
money order / bankers cheque / personal cheque].
(*If you are attending the dinner, with or without guests, kindly include in the total amount)

10

I have paid through online banking and enclose a copy of the proof of payment.
[Note: Please write your name, ID and contact number on the proof of payment].

Details of bank account:

Account Name: Asia e Learning Sdn. Bhd
Account Number: 8000 28 3319
Bank Name: CIMB Bank Berhad
Bank Address: 6, Jalan Tun Perak, 50050 Kuala Lumpur, Malaysia
Swift Code: CIBBMYKL
I have no outstanding dues owing to the University including fees, books, etc and
acknowledge that the University reserves the right to obtain full settlement of these dues from
me.

Signature of Graduand: ________________________ Date:_____________________

* Please tick () where applicable.
4. To be filled if you are Applying to Graduate in Absentia
(Please tick () the box.)
I wish to Apply for Graduation but regret that I would be unable to attend the Convocation.

Signature of Graduand: ________________________ Date:_____________________

5. To be filled if you are appointing a Proxy to collect your Scroll and Transcript.
(Please tick () the box.)
I hereby authorise the University to allow the Proxy below to collect my Scroll and Transcript
on my behalf.
Name of Proxy___________________________ IC Number ___________________
(Please attach a copy of the IC of the Proxy. Proxy must present original IC upon collection.)
I hereby acknowledge that the University shall not be held liable in the event of the loss
/ damage of the scroll and transcript during delivery.

Signature of Graduand: ________________________ Date:_____________________

6. To be filled if you are requesting the University to send your Scroll and Transcript.
(Please tick () the box.) *
I hereby request the University to send my Scroll and Transcript to the address below.
Mailing Address: ______________________________________________________
____________________________________________________________________
____________________________ Postcode: ___________ State:_______________
(Please ensure the address is accurate to avoid any loss during delivery)
I hereby acknowledge that the University shall not be held liable in the event of the loss
/ damage of the scroll and transcript during delivery.

Signature of Graduand: ________________________ Date:_____________________

11

7. Special Needs
I have the following disability and would require special arrangement. Please state special needs and
requirements:
________________________________________________________________________________
________________________________________________________________________________
__________________________________________________________________________
8. Dietary Requirement
I have no special dietary requirement

I am a vegetarian (any other info please indicate)

Others (please indicate) ____________________________________________

Please return the REPLY FORM (CONVO 3/2015(3)) (together with payment or proof of payment,
where applicable) by Tuesday, 1st September 2015 to:
The Registrar
Asia e University
Dataran Kewangan Darul Takaful
No. 4, Jalan Sultan Sulaiman
50000 Kuala Lumpur, Malaysia
(Attention: Ms Saidatul / Mr Dhurrani / Ms Arafah)
Fax: 03 - 2711 0436
Phone: 03 - 2785 0157 / 019 - 311 1511
Or 03 - 2785 0150 / 017 - 713 5772
Or 03 2785 0151 / 0111 623 5913
Email: saidatul.nurah@aeu.edu.my / dhurrani.othman@aeu.edu.my
/ arafah.zaharah@aeu.edu.my

19th August 2015

12