The IPS Technical Review: What It Is and Why It Matters
The Institute of Postgraduate Studies (IPS) technical review — referred to by various names across different Malaysian universities, including thesis format checking, IPS submission review, or format clearance — is a mandatory administrative process through which all postgraduate theses must pass before being sent to examiners. It checks that the thesis conforms to the university’s specific formatting requirements as laid out in its official thesis manual.
For Malaysian postgraduate students, the IPS technical review is often experienced as an unexpected final obstacle that appears after months of writing, revising, and supervisor approval. Students who believe their thesis is ready for examination frequently find themselves back at their desks correcting margin widths, reformatting tables of contents, and adjusting citation styles before their work can proceed.
Understanding what the technical review checks — and preparing your thesis to pass it on the first submission — saves weeks of delay and significant stress during an already demanding period.
Universal Rules: What Every Malaysian University Thesis Must Have
Despite variation between institutions, certain formatting requirements are essentially universal across Malaysian public universities.
Binding Margins
Because Malaysian university theses are typically printed and bound in hardcover, the binding margin — the left margin — is larger than a standard document margin. Across Malaysian universities, the standard binding margin ranges from 38mm to 40mm on the left side. The right, top, and bottom margins are typically 25mm to 28mm.
This is not a stylistic preference — it is a physical requirement. A thesis with insufficient left margin will have text obscured by the binding. IPS reviewers check margins rigorously, and a common cause of technical review failure is a thesis formatted with equal margins on all sides.
Font and Size
Times New Roman 12pt is the standard font requirement at most Malaysian public universities. Some universities also accept Arial or Calibri at 12pt. Font consistency throughout the document is required. Footnotes are typically set at 10pt in the same font as body text.
Line Spacing
The standard line spacing for thesis body text at Malaysian universities is 1.5 line spacing. Reference list entries, footnotes, long quotations, and table text are typically single-spaced.
Page Numbering
Malaysian university theses use two separate numbering systems. Preliminary pages use Roman numerals (i, ii, iii). Body pages — from Chapter One through to the reference list and appendices — use Arabic numerals (1, 2, 3).
The title page counts as page i but does not display a page number. One of the most common IPS correction requests is for incorrect page numbering in the appendices. Appendix pages must continue the Arabic numeral sequence from where the main body ends — do not restart numbering.
University-Specific Requirements: The Critical Differences
Universiti Malaya (UM)
UM follows a comprehensive thesis manual specifying detailed formatting for every component. Key UM-specific requirements include a specific title page format with the UM crest, faculty name in specified font sizes, and a required Declaration by Candidate page. UM’s thesis manual also specifies exact formatting for the list of publications — particularly relevant for UM doctoral candidates who are often required to have at least one publication accepted before thesis submission.
Universiti Teknologi Malaysia (UTM)
UTM’s formatting requirements are notably precise. Paragraph indentation is required (first line of each paragraph indented exactly 1.27cm), and there is no blank line between paragraphs — a significant difference from most other Malaysian universities. UTM’s requirements for table of contents leader dots (the dotted lines connecting chapter titles to page numbers) are also specific — misaligned leader dots are a common UTM technical review correction.
Universiti Kebangsaan Malaysia (UKM)
UKM uses a citation style called Gaya UKM for certain faculties, particularly in humanities and social sciences. Gaya UKM is a locally-developed citation standard that differs from APA and Chicago. Students in faculties that use Gaya UKM must familiarise themselves with this system specifically. UKM also requires in-text citations in Malay-language theses to use dan instead of and when listing multiple authors.
Universiti Putra Malaysia (UPM)
UPM follows APA citation style closely for most faculties but has strict requirements for appendix formatting. Appendices must be labelled APPENDIX A, APPENDIX B (in capitals, centred at the top of each appendix section), and appendix page numbers must continue from the main text. UPM also requires both an English abstract (300-500 words) and a Bahasa Melayu abstract of equivalent length.
Universiti Sains Malaysia (USM)
USM places particular emphasis on the list of publications for doctoral candidates. Depending on the faculty, the list of publications may be required before the table of contents or at the end of the thesis. Students from arts and humanities faculties follow a different placement convention from science and engineering students — confirm with the IPS office before final submission.
Tables and Figures: Common Technical Review Failures
Tables and figures are among the most technically demanding formatting elements and among the most common sources of IPS technical review corrections.
Table titles appear above the table, formatted as Table X (bold) followed by a period and the table title (not bold). Figure titles appear below the figure, formatted as Figure X (bold) followed by a period and the title.
Table and figure references in the text must appear before the table or figure itself — never after. A table or figure should be introduced in the text before it appears on the page.
Pre-Submission Checklist
The most reliable way to pass the IPS technical review on first submission is to conduct a systematic self-audit using your university’s official thesis manual. Pay particular attention to:
- Margin measurements (verify with the ruler in your word processor — do not rely on settings alone)
- Page number placement and format throughout, including preliminary pages and appendices
- Table of contents accuracy (every heading must appear with the correct page number)
- List of tables and list of figures completeness and accuracy
- Abstract word count and dual-language requirements
- Declaration page signature and date
- Reference list formatting consistency
- Appendix labelling and pagination
Conclusion
Formatting a thesis to pass the IPS technical review is not intellectually challenging — but it is detail-intensive and requires genuine familiarity with your institution’s specific requirements. The students who sail through the technical review are not those with the best research; they are those who have read their thesis manual carefully, formatted consistently throughout the writing process, and conducted a systematic pre-submission audit.
The IPS technical review is a gate, not a wall. Prepare adequately, and it will not stand between you and your examination.
