Visa and Other Information for Foreign Students, Lecturers and Researchers Staying in Indonesia

  1. For Students

As a student, you are required to holdboth a study permit (issued by the Ministry of Research, Technology and Higher Education) and a limited stay visa or Vitas(issued by the Directorate General of Immigration). The Office of International Affairs, Universitas Gadjah Mada, (KUI UGM) will managethe application process for both and ourInternational Scholar Host willserve as mediator between you and KUI, collecting and submitting all the requirements for the study permit and Vitas to KUI so it can prepare your application in a timely fashion.

Here are the requirements:

  1. Color scan of passport. .

The passport must be valid for the period of study in Indonesia (at least 24 months).

  1. Passport-sized photographs (color photos with red background).
  2. Application forms from Universitas Gadjah Mada.
  3. Guarantee of financial support (provided by scholarship sponsor or by demonstrating personal resources).
  4. Personal statement (statement that you will obey all the law, rules, and regulations of Indonesian Government and University).
  5. Curriculum vitae.
  6. Copies of academic records and diplomas.
  7. Statement of good health from applicant’s doctor.
  8. If the student plans to bring a spouse and children, he/she should submit a copy of the marriage certificate or other civil partnership certificate, birth certificate(s) for the children, copies of passportsfor all family members, and passport-sized photographs of each family member (color photos with red background).

Please send via email (soft copies) or post (hard copies) all the requirements to our International Scholar Host so we can start processing.

Upon receiving the above requirements, KUI will send all the requirements to the Ministry of Research, Technology and Higher Education to obtain the study permit. After the study permit is issued, KUI will apply to the Directorate General of Immigration in Jakarta forthe vitas or “limited stay visa”. This stage of the process usually takes at least one month. The vitas will then be sent to the Embassy of the Republic of Indonesia in the country where you plan to apply for your visa. It is important to confirm at which Embassy or Consulate General you will process your visa.

The total process will take about four months so please make sure that you contact our International Scholar Host or KUI far enough in advance to ensure you can arrive in Yogyakarta according to plan.

B. For Lecturers

Lecturersare required to obtain a work permit (issued by the Ministry of Manpower) and a limited stay visa or Vitas (issued by the Directorate General of Immigration). The Office of International Affairs, Universitas Gadjah Mada(KUI UGM) will managethe application process for both and our International Scholar Hostwillserve as mediator between you and KUI, collecting and submitting all the requirements for the work permit and Vitas to KUI so it can prepare your application in a timely fashion. .

Here are the requirements:

  1. Copy of passport (color scanned).

The passport must be valid for the period of work in Indonesia at least 24 months.

  1. Passport size photographs (color photos with red background).
  2. Application forms.
  3. Guarantee financial support.
  4. Personal statement (statement that you will obey all the law, rules, and regulations of Indonesian Government and University).
  5. Curriculum vitae
  6. Copies of academic records and diplomas.
  7. Statement of good health from applicant’s doctor.
  8. Copy of Memorandum of Understanding (MoU) between lecturer’s home institution and CRCS.
  9. Recommendation letterlecturer’s home institution.
  10. If the lecturer plans to bring a spouse and children, he/she should submit a copy of the marriage certificate or other civil partnership certificate, birth certificate(s) for the children, copies of passportsfor all family members, and passport-sized photographs of each family member (color photos with red background).

Please send via email (soft copies) or post (hard copies) all the requirements to our International Scholar Host so we can process the application and forward it to KUI. KUI willsend all the requirements to the Ministry of Manpower to obtain the work permit. After the work permit it issued,KUI will proceed to apply to the Directorate General of Immigration for the Vitas orlimited stay visa. It takes at least twomonthsfor the Vitas to be issued. It will be sent to the Embassy of the Republic of Indonesia in the country where you plan to apply for your visa. It is important to confirm at which Embassy or Consulate General you intend to process your visa.

The process will take about a total of about four months so please make sure that you contact ICRS or the International Affair Officesas soon as possible to ensure you can arrive in Yogyakarta according to plan.

C. For Researchers

Foreign researcher are required to obtain a research permit (issued by the Ministry of Research, Technology and Higher Education in Jakarta) and a limited stay visa or Vitas (issued by the Directorate General of Immigration in Jakarta. The Office of International Affairs, Universitas Gadjah Mada (KUI UGM) will assist you in the application process for both.

Here are the requirements:

1.Copy of research proposal containing title, objectives, methodology, location, and duration of the research in Indonesia.

2.Copy of abstract of the research proposal.

3.Copy of passport (color scan).

The passport must be valid for the period of research in Indonesia (at least 6 months).

4.Curriculum vitae (resume, personal data).

5.Passport size photographs (color photos with red background).

6.Copy of Memorandum of Understanding (MoU) and Material Transfer Agreement (MTA) between the researcher and his/her Indonesian counterpart. This will be needed if the researcher plans to take specimens or samples to analyze either in his/her home country or in Indonesia. (optional).

7.Recommendation letters from: [a] professor or researcher supervisor and [b] official letter of recognition issued by the institution or university where the researcher(s) currently works/studies.

8.A recommendation letter(s) from a related Indonesian representative(s) abroad. This letter is made by Indonesian Embassy or Indonesian Consulate General in your origin country. The letter should mention their recommendation for you to do research in Indonesia.

9.A letter(s) of support from Indonesian counterpart(s). The foreign researcher should have a Counterpart or Supervisor for research activity in Indonesia. The Counterpart or Supervisor should make a letter addressed to the Ministry of Research and Technology.

10.Health certificate from legal-practicing medical-doctor stating that the researcher is both physically and mentally capable to conduct the research.

11.A letter guaranteeing sufficient funds to cover research and living expenses whileconducting research in Indonesia. Usually this is in the form of a Bank Statement, but it could be submitted in other formats as long as the document contains some kind of guarantee information about the funding of your research.

12.A list of research equipment that will be brought to Indonesia, along brief technical specification and estimated value for each item of equipment you intend to use.(optional).

13.If the researcher plans to bring a spouse and children, he/she should submit a copy of the marriage certificate or other civil partnership certificate, birth certificate(s) for the children, copies of passportsfor all family members, and 4 (four) recent close-up photographs of each family member.

14.For items 2-7, in particular, the documents should be submitted in both soft and hard copy. Initially, please submit the soft copies by email to theour International Scholar Host.

Upon receiving all required items, KUI will apply for the research permit with the Ministry of Research, Technology and Higher Education in Jakarta on your behalf. The process takes about 1-4 months. Upon receiving the research permit, KUI will then send all the documents, including the research permit, to the Directorate General of Immigration in Jakarta to apply for the “limited stay visa” or Vitas. This stage of the process will take about one month (or sometimes more). The limited stay visa will be sent to the Embassy or Consulate of the Republic of Indonesia in the country where you will apply for visa. It is important to confirm to which Embassy or Consulate General in your country you would like to process your visa.

D. Next steps: KITAS, STM and SKPPS

All international scholars,and their dependents, should arrive in Indonesia using a Vitas or “limited stay visa.” Please pay attention to the ‘arrival stamp’ upon arrival and retain the white card issued at immigration. The legal stamp from immigration officer upon arrival should contain the following words “Permitted to enter and stay for … days from date shown above…”

Upon arriving in Yogyakarta, you should meet with the International Scholar Host as soon as possible. The International Scholar Host will assist you with the next steps in the process, includingapplying for KITAS (Limited Stay Permit), STM (Police Report Certificate), and SKPPS (Temporary Resident Certificate). As the process takes time, then please prepare and complete all the documents. Each step of the process requires photos so it would be helpful if you could prepare color photos with red background (and some with blue for the SKPPS, if born in even-numbered years) ofthe following sizes: 2x3 cm, 3x4 cm, 4x6 cm at least 10 of each.

KITAS (Limited Stay Permit)

KITAS or Kartu Ijin Tinggal Terbatas is a Limited Stay Permit and must be processed immediately on arrival in Indonesia. The Office of International Affairs UGM will issue a sponsor letter to the Immigration Office so you can apply for the KITAS. The requirements for the KITAS are as follows:

  1. Copy of passport.
  2. Copy of visa/vitas.
  3. Copy of white card.
  4. Curriculum vitae (resume, personal data).
  5. Copy of study permit/work permit/research permit.
  6. Guarantee letter from UGM.
  7. Copy of guarantor’s ID card.
  8. Color photos with red background size 3x4, 2 pcs.
  9. Application form.
  10. Administration Fee.

As soon as you get your KITAS, you should register with the National Police to get a Police Report Certificate (STM) and with the local Civil Registry Office to get a Temporary Resident Certificate (SKPPS).

STM (Police Report Certificate)

According to the IndonesianPolice Chief Instruction No. Pol/02/XII/95 regarding Licensing and Notification(JUKLAP Kapolri No. Pol/02/XII/95 tentang perijinan dan pemberitahuan),Indonesian Law No. 09 Year 1992 regarding Immigration(UU Nomor 9 Tahun 1992 tentang Keimigrasian) andIndonesian Government Regulation No. 31 Year 1994 regarding Foreigner Control Measures and Immigration(PP Nomor 31 tahun 1994 tentang Pengawasan Orang Asing dan Tindakan Keimigrasian) every Indonesian citizen or organization hosting a foreign guestis obliged to report the visit to the local police station (Polres) and obtain a Police Report Certificate (STM–Surat Tanda Melapor).

The requirements are as follows:

1.Copy of passport.

2.Copy of KITAS.

3.Application form.

4.Guarantee letter.

5.Copy of guarantor’s ID card.

6.Color photos with red background, size 4x6, 2 pcs.

This process to get the STM will take one day.

SKPPS (Temporary Residence Certificate)

International scholars who hold a study permit, work permit, or research permit and a KITAS are considered as local residents. They should register with the local Civil Registry Office to get a Temporary Resident Certificate (SKPPS). Here are the requirements:

  1. Copy of passport.
  2. Copy of visa/vitas.
  3. Copy of KITAS.
  4. Copy of study permit/work permit/research permit.
  5. Guarantee letter from UGM.
  6. Copy of guarantor’s ID card.
  7. Copy of STM
  8. Color photos size 4x6, 4 pcs, and 2x3, 4 pcs.

Note:

This process requires photos with red backgrounds for those born in odd-numbered years andblue backgrounds for those born in even-numbered years.

This process to get the SKPPS will take three days.