Summary of Full-Time International Student Admission Procedure
The following is a summary of the full-time international student admission procedure at Universitas Gajayana Malang based on the S.O.P document:
1. Registration and Document Submission
· Prospective international students contact the Marketing and Admission Division (DIVMA) through the New Student Admissions unit.
· Prospective students complete the registration form and meet the specified administrative requirements.
2. Document Checking and Validation
· DIVMA receives and checks the registration documents.
· If the documents are complete and correct, they are forwarded to the Office of International Affairs (KUI).
3. Issuance of Letter of Acceptance (LoA)
· KUI conducts a final check of the prospective student’s documents.
· If all documents and data are correct, KUI prepares the LoA as proof of admission, which is then submitted to the Rector.
· Based on the LoA, the Rector issues the Admission Decree for the international student.
· The Admission Decree and LoA are then ratified by the Rector or Vice-Rector I for Academic and General Affairs.
4. Sending LoA and Visa Processing
· KUI sends the LoA & Learning Agreement to the prospective international student.
· The international student who receives the LoA agrees to and completes the Learning Agreement (including a commitment to pay the Tuition Fee & other financial obligations for at least the first semester).
· The completed Learning Agreement is sent back to KUI.
· The Rector or Vice-Rector 1 registers as the guarantor of the international student on the official immigration website.
· The international student applies for a Visa at the Indonesian Embassy and obtains a Health Certificate in their home country.
· KUI assists with the administrative process to obtain the Visa Approval Letter from the Immigration Department.
5. Application for Study Permit (SIB)
· The international student submits copies of their Visa and Health Certificate to KUI.
· The international student submits the completed forms:
o
1. Statement Letter of not
working;
o
2. Statement Letter of not
participating in political activities and complying with all regulations in the
Republic of Indonesia (as per the template).
· KUI applies for the Study Permit to the Ministry of Education, Culture, Research, and Technology through the official application.
6. Arrival and Administration in Indonesia
· The international student who has received the LoA and Visa Approval Letter arrives in Indonesia.
· The international student submits the required documents listed above to KUI, including:
o
1. A copy of the bank account
statement showing sufficient funds for living expenses for at least one
semester in Indonesia (including a return ticket to their home country and
funds for daily living expenses for at least one semester).
o
2. A copy of the health insurance
proof.
· KUI assists the international student in obtaining a Limited Stay Permit (ITAS) from the Immigration Office.
· After obtaining the ITAS, the international student must report to the local police office to obtain a Registration Certificate (STM).
· The international student then applies for a Residence Certificate (SKTT) from the Civil Registry and Population Office.
7. Academic Activities
· The student is ready to participate in academic activities at Universitas Gajayana Malang.
· Faculties and Study Programs are responsible for monitoring the academic and non-academic activities of international students during their studies.
· KUI acts as a communication bridge between international students and Faculties and Study Programs, and also serves as a companion for international students during their studies.
Supporting Documents:
- Rector's Decree on the Admission of International Students.
- Letter of Acceptance (LoA) for International Students.
- Copy of the bank account statement.
- Copy of the health insurance proof.
- Study Permit (SIB) from the Directorate General of Higher Education, Research, and Technology.
- E-Visa and Exit Permit Only (EPO) from the Immigration Department.
- Limited Stay Permit (ITAS) to be upgraded later.
- Registration Certificate (STM) from the local police office.
- Residence Certificate (SKTT) from the Civil Registry and Population Office.
- For postgraduate students (Master's and Doctoral): Required to obtain a Research Permit (SIP) from BRIN (via online).
Related Parties and Responsibilities
- Prospective International Students: Complete the form and fulfill the administrative requirements.
- Rector and Vice-Rector: Approve and ratify the LoA, and act as guarantors for international students.
- DIVMA: Coordinate the registration and document checking.
- KUI: Manage the admission administration, issuance of LoA, visa processing, and study permit.
- Faculties and Study Programs: Supervise the academic activities of international students.
- Language Lab/English Study Program: Provide BIPA course services if needed.
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