The following is a summary of the full-time international student admission procedure at Universitas Gajayana Malang based on the S.O.P document:

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.

• DIVMA receives and checks the registration document.
• If the documents are complete and correct, they are forwarded to the Office of International Affairs (KUI).

• 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.

• KUI sends the LoA & Learning 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 Healt Certificate in their home country
• KUI assist with the administrative process to obtain the Visa Approval Letter form the Immigration Department.

• The international student submits copies of their Visa and Health Certificate to KUI.
• The international student submits the completed forms:
  
  • 1. Statement Letter of not Working.
  • 2. Statement Letter of not participating in political activities and complying with all regulations in the Republic od Indonesia (as per the template).

• KUI applies for the Study Permit to the Ministry of Education, Culture, Research, and Technology through the official application.

• 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:
  • 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)
  • 2. A copy of the health insurance proof.
• KUI assist 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 dan Population Office.

• 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 Document

• Rector's Decree on the Administration of the 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 Student: 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.