1. INTRODUCTION
The Academy of Family Physicians of Malaysia (AFPM) has established this Standard Operating Procedure (SOP) to ensure a smooth and dignified Convocation Ceremony. All graduates and attendees are required to adhere to the protocol outlined below.

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2. GENERAL GUIDELINES

• All graduates must arrive at the venue by 07:30 AM (Session 1) and 09:15 AM (Session 2) for registration. 

• The Convocation Ceremony will commence promptly as scheduled. Latecomers may not be allowed to enter the hall.

• Only registered guests will be allowed entry.

• Children below the age of 6 years are not permitted inside the hall.

• Mobile phones must be switched to silent mode throughout the event.

• The AFPM reserves the right to remove any graduate or guest found interrupting the proceedings.

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​3. REGISTRATION & ATTIRE

• Registration Desk: Upon arrival, graduates must check in at the designated Registration Counter.

• Convocation Attire: All graduates must wear the approved academic regalia (gown, hood, and mortarboard/cap) provided by AFPM.•

• Graduates must return the academic regalia at the designated counter after the ceremony. Late returns may result in penalty fees.

 

4. CEREMONY PROCEEDINGS

• Seating Arrangement: 

o    Graduates must be seated in the allocated sections as per their program.
o    Guests must be seated at the designated guest area.

• Procession & Awarding of Certificates: 

o    The event will commence with the processional march, followed by speeches and the awarding of certificates.
o    Graduates will be called in order and must follow the stage etiquette as instructed.

• Photography & Live Streaming: 

o    Official photographers will be present to capture moments during the ceremony.
o    The event will be livestreamed for family members who are unable to attend. AFPM will provide the streaming link.

• Photo Sessions: Graduates may take personal photos only after the convocation session has ended.

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5. REFUND POLICY

The Academy of Family Physicians of Malaysia (AFPM) maintains a strict refund policy for all convocation-related fees:

i. Partial Refund (50%)
A 50% refund will be granted to graduates who are unable to attend the convocation due to:

•  Hospital admission

• Infectious diseases

• Family emergencies

Valid supporting documentation must be submitted for verification.

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ii. Photography Fee Refund

The photography fee of RM100.00 will be fully refunded for last-minute cancellations.

 

iii. No Refund
No refund will be provided for absences without prior notice.

6. UPDATES & COMMUNICATION

• Graduates are advised to check the AFPM website and their email regularly for updates regarding the ceremony.

• Any critical changes will be communicated via email.

7. CONTACT INFORMATION
For any inquiries, please get in touch with the AFPM Secretariat:

📞 AFPM Office Contact Numbers:

• +603 8861 5511 /5335 /6151
   

📧 Email:

• AFPM Secretariat: secretariat@afpm.org.my

• Accounts Department: accounts@afpm.org.my

 

​For and on behalf of the Academy of Family Physicians of Malaysia (AFPM).

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AFPM Secretary's Office

Update February 24, 2026