Open University Malaysia Diploma Replacement: What You Need to Know

📄 Open University Malaysia Diploma Replacement: What You Need to Know

Losing your diploma can feel frustrating.
But don’t worry — the Open University Malaysia diploma replacement process is straightforward.

This guide gives you a quick preview of the entire procedure.
You will also find answers to common questions from real students.

Let’s walk through it step by step.

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🔍 Quick Preview: How to Replace Your OUM Diploma

Before diving into details, here is a fast overview.

The replacement process usually involves:

• Submitting an online request

• Providing a police report (if lost)

• Paying a replacement fee

• Waiting 14 to 30 working days

• Receiving your new diploma by courier

In short, the process is simple but official.
OUM takes document security seriously.
That means you must follow the correct channels.

Nevertheless, most students complete the request in under one hour.
And the diploma is mailed to your home address.

Now, let’s break everything down.

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✅ Who Can Request a Diploma Replacement?

Not everyone qualifies.
But the rules are fair.

You can request an Open University Malaysia diploma replacement if:

• You graduated from OUM with a diploma

• Your original diploma is lost, damaged, or destroyed

• Your name has legally changed (marriage or court order)

• You need an extra copy for work or immigration

However, replacements are not issued if you have unpaid tuition fees.
Also, OUM does not replace diplomas for graduates who did not complete their program.

Accordingly, check your student status first.

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📝 Step-by-Step Guide to Apply

Here is the actual process students follow.

Step 1 – Prepare Your Documents

Gather these items before you start:

• A copy of your MyKad or passport

• Your student ID number (if remembered)

• A police report (for lost diplomas only)

• A sworn affidavit (optional but helpful)

• Proof of name change (if applicable)

Having everything ready saves time.
Otherwise, your application may be delayed.

Step 2 – Log into the OUM Student Portal

Go to the official OUM website.
Click on “Current Students” or “Alumni Services”.

From there, select “Request for Replacement Document”.
You will need your old login credentials.
If you forgot them, use the password reset option.

Step 3 – Fill Out the Online Form

The form asks for:

• Full name (as on your original diploma)

• Program name and graduation year

• Reason for replacement

• Mailing address

Be careful.
Spelling mistakes can cause delays.
Double-check everything before submitting.

Step 4 – Upload Required Files

Upload clear scans or photos of your documents.
Accepted formats are PDF, JPEG, or PNG.
Each file must be under 5MB.

Make sure the police report is readable.
Otherwise, OUM may reject your request.

Step 5 – Pay the Replacement Fee

The fee for an Open University Malaysia diploma replacement is around RM 150 to RM 300.
Prices may change.
So check the latest fee on the portal.

Payment methods include:

• Online banking (FPX)

• Credit or debit card

• E-wallet (Touch ‘n Go, GrabPay)

Keep the receipt.
You will need it for follow-ups.

Step 6 – Wait for Processing

Processing takes 14 to 30 working days.
That equals roughly 3 to 6 weeks.

During peak seasons (graduation months), delays can happen.
Nevertheless, most students receive their diploma within 4 weeks.

You can check your application status online.
OUM will also send email updates.

Step 7 – Receive Your New Diploma

The new diploma is sent via Pos Laju or DHL.
A signature is required upon delivery.

Inspect the document immediately.
If there are errors, contact OUM within 7 days.

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💰 How Much Does It Cost?

Let’s talk about money clearly.

The base replacement fee is approximately RM 200 for most diplomas.
But additional charges may apply:

• Courier fee: RM 20 – RM 50 (Malaysia)

• Courier fee: RM 80 – RM 150 (international)

• Rush processing: RM 100 extra (if available)

• Affidavit preparation: RM 30 – RM 50 (notary)

Total cost usually falls between RM 220 and RM 400.
International shipping costs more.
Plan your budget accordingly.

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⏱️ How Long Does the Process Take?

Speed depends on several factors. Click here to quickly replace your graduation certificate.

In total, expect 3 to 6 weeks.
Rush requests may take only 10–14 days.
But not all semesters offer rush service.

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❓ Frequently Asked Questions (FAQ)

Here are the most common questions students ask.

1. Can someone else apply on my behalf?

Yes, but you need a letter of authorization.
The person must also bring their own ID.
Without the letter, OUM will not release the diploma.

2. Will the replacement look exactly like the original?

Almost identical.
The word “REPLACEMENT” or “DUPLICATE” is printed somewhere.
This prevents fraud.
Otherwise, the design, signatures, and seal are the same.

3. Can I get a replacement if I only lost the transcript?

Yes.
You can request a transcript only.
The process is similar but cheaper.
Transcript replacement costs around RM 50 – RM 100.

4. What if my diploma was damaged by fire or flood?

You still need a police report.
But you can also attach photos of the damaged diploma.
This helps OUM understand the situation.

5. Do I need to return the original if found later?

No.
Once a replacement is issued, the original is void.
You can keep it as a souvenir.
But officially, only the newest copy is valid.

6. Can employers verify my diploma online?

Yes.
OUM has an online verification system.
Employers can check your credential using your student ID.
This service is free and available 24/7.

7. What happens if I move after applying?

Update your address immediately.
Log into the portal or email the alumni office.
Otherwise, your diploma may be sent to the wrong place.

8. Is the replacement fee refundable?

No.
The fee is non-refundable once processing begins.
So be sure before you pay.

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📌 Important Tips for a Smooth Process

A few small actions can prevent big headaches.

• Keep digital copies of all your old documents.

• Use a stable internet connection when submitting forms.

• Save the receipt and application number.

• Check your email spam folder for OUM updates.

• Contact OUM support if no update after 3 weeks.

Additionally, do not wait until the last minute.
If you need the diploma for a job or visa, apply at least 2 months early.

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📞 Who to Contact at OUM?

You can reach the Office of Academic Affairs directly.

Email: academicaffairs@oum.edu.my
Phone (Malaysia): 03-2773 2000
Phone (International): +603-2773 2000
Office hours: Monday to Friday, 9:00 AM – 5:00 PM

Alternatively, use the live chat on the OUM website.
Response time is usually under 24 hours.

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🧾 Documents You May Need After Replacement

Once you receive your new diploma, keep these documents safe:

• The replacement diploma itself

• The courier delivery receipt

• The payment confirmation

• Email correspondence with OUM

In fact, scan everything and save it in cloud storage.
That way, you have a backup if something happens again.

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🌍 For International Graduates

Living outside Malaysia?
No problem. The process is nearly the same.

However, you must:

• Pay international courier fees

• Allow extra time for shipping

• Provide a clear foreign address in English

Some countries require legalization of the diploma.
Check with your local Malaysian embassy.
Legalization may take another 2–4 weeks.

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🔁 Can You Rush the Replacement?

Rush service is not always available.
But during non-peak months, OUM may offer it.

Rush processing takes 5–10 working days.
You pay an extra RM 100 – RM 150.

To request rush service:

1. Submit the normal application

2. Call the academic affairs office

3. Explain your urgent need (job offer, visa deadline)

Approval is not guaranteed.
Still, it is worth asking.

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🧠 Final Thoughts

Losing your diploma is stressful.
But the Open University Malaysia diploma replacement process is fair and efficient.

You just need to follow the steps.
Prepare your documents.
Pay the fee.
Then wait patiently.

Most importantly, keep your new diploma in a safe place.
Consider laminating it or storing it in a fireproof box.
That way, you will not need another replacement.