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Procedures of Immigration

Procedures of Immigration

Procedures of immigration and self report for foreign students using Indonesian green passport during their study at Universitas Padjadjaran

 

  1. Procedures of visa application  before entering  Indonesia

Foreign student who wants to study at Universitas Padjadjaran can apply from the scheme of new student selection, double degree or student exchange program.

First, the foreign student (through his/her university) must send application letter to the Rector of Universitas  Padjadjaran, with the attachment of :

  1. copy passport;
  2. recent photograph 3×4 one piece;
  3. curriculum vitae;
  4. financial statement;

Then Universitas Padjadjaran will process the application document and issue a letter of acceptance for the student (occasionally, through the Rector or The Director of International Office at his/her university), the student can start aplying visa to enter Indonesia at the embassy of Indonesia or Indonesian Consulate in his/her home country.

Republic Indonesia visa is a permit to enter and visit Indonesia. It is issued by  the  official authority at Indonesian Embassy or other places stated by the government of the Republic of Indonesia.

Types of visas:

  1. Diplomatic Visa
  2. Transit Visa
  3. Visit Visa
  4. Short Visit Visa (Vitas)

Foreign students usualy use Social-Visit Visa (VKSB) or Short-Visit Visa (Vitas) to study in Indonesia. Universitas Padjadjaran does not recommend its foreign students to use visa on arrival or tourist visa.

 

Firstly, new students must send application letter to the Rector of Universitas Padjadjaran, with the attachment of :

  1. copy passport;
  2. recent photograph 3×4 one piece;
  3. curriculum vitae;
  4. financial statement (see the enclosure);

Then Universitas Padjadjaran will process the application document and issue a letter of acceptance, the student can start aplying visa to enter Indonesia at the embassy of Indonesia.

Visa of the Republic of Indonesia is a permit to enter and visit Indonesia. It is issued by  the  authority official at Indonesian Embassy or other places stated by the government of the Republic of Indonesia.

Types of visas:

  1. Diplomatic Visa
  2. Transit Visa
  3. Visit Visa
  4. Short Visit Visa (Vitas)

Foreign students usualy use Social-Visit Visa VKSB) or Short-Visit Visa (Vitas) to study in Indonesia. Universitas Padjadjaran does not recommend its foreign students to use visa on arrival or tourist visa.

 

  1. Prosedures of applying social visit visa type B.

Social and cultural visit visa can be obtained much easier, besides the requirements are also more simple, but  the validity of this visa  is only for 30 days (it  can be extended  as many as 5 times consecutively) or  60 days (extended as many as 4 times consecutively). Each visa extention will valid 30 days. A foreigner who use this visa can  enter and visit  Indonesia for maximum 6 months. It’s recomended for the students to propose at least one week before visa expired date to the local immigration office.

 

 

The requirement to obtain social and cultural visit visa:

  1. bring a copy of passport, recent photograph  and the letter of acceptance from Universitas Padjadjaran   to Indonesian Embassy;
  2. fill in a VKSB form (see enclosure) for 1 or 2 month lenght of visit;
  3. paying  for  visa application;
  4. the validity of the passport is minimum 18 months.

 

  1. Prosedures of  short stay visa  (Vitas) application

Short  stay visa (vitas) is the most appropriate visa for foreign students who will study more than 6 months at Universitas Padjadjaran. However it will take two months before the arrival to process all the required procedures to be able to obtain VITAS. 

There are 3 types of Vitas (based on its validity):

  1. for 6 months;
  2. for 12 months;
  3. for 24 months.

The student must complete  the following requirements to obtain Vitas:

a.   Letter of Acceptance from Padjadjaran University;

b.  Recommendation from Indonesian Embassy;

c.  Copy of Academic Certificate/Transcript;

d.  Copy of Passport;

–  to apply 12 month vitas, the passport validity must be  at least for 2 years;

– to apply 24 month vitas, the passport validity must  be at least 3 years.

e.  Curriculum Vitae

f.   Letter of Statement which states that the applicant will not work during  he/she studies in Indonesia, and She/he will obey all the rules in the Republic of Indonesia.

g.   Financial support during he/she studies in Indonesia

h.   Health certificate

i.    Recent photograph, 3 pieces, size  4×6

All document should be sent to:

 

International Office (IO)

Office of Vice Rector for Cooperation

Universitas Padjadjaran

Jl Dipati Ukur no. 35 Bandung 40132- Indonesia

Phone/fax: +62-22-2508122, +62-22-2512780

E-mail:IO@unpad.ac.id

 

As soon as receiving the applicant’s document, the International office will process it in Jakarta. It will take 2 months to obtain study permit and visa.

The procedures to process vitas are :

 

  1. Study Permit Application Process

Study permit will be  issued by Bureau of Planning and International cooperation, Ministry of National Education, based on the recommendation from Directorate General of Higher Education.

Steps to process vitas:

  1. The  Directorat of Institution and Cooperation, Directorat General of Higher Education.

D Building, 6th Floor. Komplek Kementrian Pendidikan Nasional. Jalan Jendral Sudirman Pintu Satu Senayan, Jakarta

 

The International Office of Unpad will send an official letter signed by the Vice Rector of Academic Affairs to : The Director of Institution and Cooperation, Directorate General of Higher Education, with the enclosure of  the  applicant’s document  (3 copies) and the carbon copy to:

  1. Rector of Unpad;
  2. Head of Bereau of Planning and International  Cooperation
  3. Dean of the Faculty
  4. Director of Cooperation

The process will take 14 days.

The process of study permit is:

  1. Directorate of Institutional and Cooperation, Directorate General of Higher Education

Based on the acceptance letter from Padjadjaran University, the International Office will issue a study permit application letter  signed by The Vice Rector for Academic Affairs, Universitas Padjadjaran, and send it to:

The Director of Institutional and Cooperation, Directorate General of Higher Education

Gedung D 6th Floor, Komplek Kementerian Pendidikan Nasional

Jalan Jenderal Sudirman, Pintu Satu Senayan Jakarta

With the carbon copy to:

  1. Rector of Unpad;
  2. Head, Bureau pf Planning and International Cooperation;
  3. Related Dean of Faculties;
  4. Director of Cooperation.

                By attaching requirement document (from b to 1, point 1.2), make in 3 copies (2 copies to the Director of Institutional and  Cooperation, Directorate of Higher Education and 1 copy for Head, Bureau of Planning and International Cooperation

                It will take 14 office days to process study permit recomendation letter  at the Directorate General of Higher Education.

  1. At Bureau of Planning and International Cooperation, Secreatariat General Ministry of National Education Jakarta.

 –    The document  should pass the clearing house  (the clearing House is held  twice a month)

–     Study Permit will be issued.

      It will take 4 days after clearing house to process the Study Permit Recommendation Letter.

 

 

  1. Process of Vitas application at The Directorate of Immigration in Jakarta

After obtaining study permit from Ministry of National Education, The International Office will apply a calling visa to :

Director of Traveling Document, Visa and Immigration Facilities.

Attn Head of Sub Division, Visa Directorate

Directorate General of Immigration

Jl Rasuna Said Kav. 8-9

Jakarta

The application is on line  by uploading the following requirement document:

  1. Letter of Study Permit Recomendation from Bereau of Planning and International Cooperation, Ministry of National Education;
  2. Copy of passport
  3. Copy of Identification Card of sponsor/ person who responsible.
  4. Letter or authority, if the process of calling visa authorized by someone else.
  5. Copy of Identification Card of the authorized person;
  6. Filing in calling visa form.

Prosedures of an on line visa application:

1.   the applicant can access online visa application from : www.imigrasi.go.id and choose ”Layanan Permohonan Persetujuan Visa Online”.

2.   Login Visa On line:

Login Visa On Line will appear after choosing ’Layanan Persetujuan Visa On Line”. If the applicant has not got username and password, he/she should make an account by cliking ”Daftar Baru” and fill in the application. Those who have got username can fill in user ID and password to accses the on line visa application.

  1. Fill in registration form

User who has not got user name and password or those who use the on line visa pre application for the first time, must register by cliking ”Daftar Baru”, then choose  one of these choices:

–     Individual, for Indonesian who become a sponsor or guarantor for a foreigner;

–     Employment/company/institution, for a staff of a company/institution/ who become a sponsor or a guarantor for foreigner;

–     Service Bereau,  for a service bereau registered in the Ministry of Law and Human Rights of the Republic of Indonesia.

  1. User Activating

After completing the registration form, and storage the account, visa application on line  will send an email to activate the account.  Next, click activate and enter the activating number and the new user can login by filling in username and password. Those who do not activate his/her registered username and password, will not be able to login.

  1. Wall Page

After finishing activating process, user can accsess a new page by typing  : www.imigrasi.go.id>Layanan Permohonan Persetujuan Visa On Line>   login visa online will appear and the user can enter his/her registered username and password. If the application process has finished please click login and main page will appear to process the visa application.

  1. Pre Application Proposal

–     Prosedures of Visa Application Proposal Regulation This is a statement step  that the sponsor agreed with the agreement.

–     Pre-Application Submission

If the user has logined sucsessfully, he/she can propose the pre-application by cliking link: “Pra Permohonan Baru”  and then there will be an appearance of pre proposal form to choose visa type, Representative office of the Republic of Indonesia to get the visa and other informations.

 

  1. Uploading the Requirement Document

In the next step, the user must upload the requirement document with the maximum file is no more that 400kb, Dpi 100;

Uploading Document is the last step, if the user clik finish,  a notification email will be sent authomatically to the user’s email, that confirm the pre proposal has been accepted and will be verified soon by the immigrasion officers.

If  the applicant has been verified by the immigration officers, the applicant will get a notification email of “ Proposal Receipt” and it means that the user must come to the Immigration Office to pay administration fee of Rp 50.000,-

Prosedures at the Directorate General of Immigration, Jakarta:

  1. Issuing Calling Visa
  2. Sending the calling visa to the Representative Office of The Republic of Indonesia Abroad. The payment is Rp 50,000,-
  • The International Office of Universitas Padjadjaran will:
  1. Get the original  calling visa at the Directorate General of Immigration, Jakarta;
  2. Sending the calling visa to the applicant by fax or e-mail.
  • After receiving the copy of calling visa from Unpad, the student must:
  1. Submit visa application to the Indonesian Embassy by showing the copy of  calling visa;
  2. Pay visa expence
  • After receiving the application, the embassy will:
  1. Issue Vitas for the student;
  2. Give Vitas to the student.

The process from applying calling visa to the Directorate Generale of Immigration untill the embassy issues Vitas is about 2 weeks.

 

  1. Prosedures of Applying Stay Permit and Report for foreign students after entering Indonesia

There are some points that must be done by foreign students as soon as he/she arrive in Indonesia. Those are: Immigration process and self report to the local police station, change his/her visa to be stay permit, both stay permit social visit for VKSB holder, or short stay permit (ITAS) for Vitas holder.

After arriving in Bandung, the student must come to the International Office of Unpad and bring:

  1. Original passport and departure card from the air port.
  2. Letter of Acceptance from Unpad
  3. Filling in application form.

The student will get detail information about the prosedures of stay permit and self report to the local police in Indonesia. Then the International Office will help him/her in preparing some requirement document.

Whenever  the students change his/her address, he/she must report to the nearby police station of his/her new address and to the local immigration office. If not, the student must pay a fine of Rp 5.000.000,-

2.1. Prosedure of Self Reporting Letter from the Sector Police.

In 24 hours after the arrival in indonesia, foreign student must be reported to the nearby police station, Foreigner Monitoring Division by the owner of the house  where he/she will stay, to get the self Reporting letter. Documents required are;

  1. Copy passport
  2. Copy of Identified Card of the owner of the house;

If the owner of the house does not report to the nearby police station about the foreigner who live in their house, he/she must pay a fine of Rp 2.000.000,-

2.2. Prosedures of Stay Permit Application to the Immigration office.

2.2.1   Stay Permit Social and Cultural Visit

Foreign student who enter Indonesia using VKSB must extend his/her stay permit cultural and social visit before the validity of VKSB is expired.

The prosedures should be as follow:

  1. Extending Social visit stay permit (ITKSB) for VKSB holder and converting ITKSB to get Stay Limit Card (Kitas)

ITKSB type B  holder can stay in Indonesia for 30 days or 60 days based on his/her visa  application at the Embassy, 30 day ITKS can be extended for maximum 5 times consecutively, the validity of each visa extention is 30 days.

Prosedures to extend stay permit of cultural and social visit

ITKSB can be extended  2 weeks before it’s expired date, at Bandung immigration office, with the following procedures:

  1. Recomendation letter from faculty to The Director of Cooperation Unpad, concerning Extending ITKSB application;
  2. Recommendation letter from International Office of Unpad to Bandung Immigration Office, concerning Extending ITKSB application;
  3. Unpad International office will issue sponsorship and guaranty letter. Unpad can only give the guaranty to the student, his/her dependent family (spouse and children), by the attachment of a copy of guarantor’s identificatin card.
  4. The student fill in the immigration form, and make it 2 copies.

 

  1. The student bring all documents (No.3 to 5 above)  to the immigration office. Insert the document into a pink folder (for foreiner), the immigration office has already prepared the folder, including original passport and its copy. 

The expence to extend VKSB is from Rp 250.000 to Rp 300.000

Convertion prosedures of stay permit cultural and social visit to become short stay permit card (Kitas)

VKSB  holder can convert his/her cultural and social stay permit  to short stay permit card after twice extending vksb.

Convertion prosedures are as follow:

Study permit

  1. Recommendation letter from Faculty to Unpad International Office concerning ITKSB to Kitas convertion.
  2. Recommendation letter from Unpad International Office to Bandung Immigration Office Concerning ITKSB to Kitas Convertion;
  1. The process and  requirements to get Kitas are just like when apply Vitas in the student’s home country, however the letter from the Indonesian embassy is changed by the letter from  the embassy of the student’s country in Jakarta Indonesia. Then, The student must bring all documents to the Immigration Office in Bandung, Office of Law and Human Right of West Java and Directorate of Immigration.

 

  1. Bandung Immigration Office

 

a.At the International Office: to apply covering letter of ITKSB to Kitas Conversion.

Requirement Document (make in 3 copies);

–     Covering Letter from International Office

–     Study Permit from Biro PKLn, Jakarta

–     Filling in the immigration form, that then make one copy, and make other two copies.

–     guarantee and sponsor statement from International Office of Unpad;

–     copy of the guarantee’s identivication Card;

–     two pieces of Photograph 3×4, with red back ground.

–     copy and original passport and

After having a recommendation letter from the immigration office, the student will get the recommendation letter from the office of Law and human right of west java.

Directorate Generale of Immigration, Jakarta

The student com to this office, after having recommendation letter from the office of law and human right of west java.

Office of Law and Human Right of West Java

The students is back to this office after having the recommendation letter from Directorate Generale of Immigration, Jakarta

Immigration Office Bandung

The student is back to this office after having recommendation letter from the office of Law and human right of west java to get KITAS.

  1. Short Visit Card

Prosedure to convert Vitas to Kitas

Foreign students who enter Indonesia by Vitas, must convert Vitas to Kitas at the Immigration Office Bandung, as soon as 7 (seven) days after the arrival, by submiting the following document:

 

  1. Covering letter to convert Vitas to Kitas, from the International Office of Universitas Padjadjaran.
  2. Study Permit from PKLN Beurau, Jakarta
  3. Copy passport and departure card (by showing the original passport)
  4. Letter of sponsor and guaranty from the International Office, Universitas Padjadjaran;
  5. Copy of Identified Card of the Guarantor
  6. Photograph 3×4, 2 pices, with red background;
  7. Filling in the form provided by the Immigration Office, and make 3 copies.

Expences:

6 month KITAS : Rp 420.000

1 year KITAS    : Rp 770.000

2 year KITAS    : Rp 1,270.000

Prosedure of Extending Visa

  1. Foreign students must apply for the extending study permit and Kitas to the faculty  at least 3 months prior the expiring date.
  2. Based on the letter, faculty will make a covering letter to the Vice Rector for Cooperation, carbon copy to the Director of Cooperation, Universitas Padjadjaran;
  3. The International Office will issue a covering letter concerning the application of extending study permit to the Directorate General of Higher Education
  4. The student then bring the letter to the Director of Institution, Directorate General of Higher Education with the following document:
  1. Copy passport
  2. Copy Kitas
  3. Copy of Self Reporting Letter from West Java Regional Office
  4. Curriculum Vitae
  5. Recent  academic transcript/study progress
  6. Information about Financial Guarantor

 

  1. Prosedures of SKLD Application to West Java  Regional Police

At least 30 days after obataining KITAS, foreign students must process the SKLD at West Java  Regional Police, with the following requirements:

  1. Covering letter from International Office to the Office of Police Station of  West Java Region;
  2. Filled in Police Form;
  3. Study Permit from Beareu PKLN Jakarta
  4. Copy Passport, Kitas and Blue Book
  5. Letter of guaranty and sponsor from International Office
  6. Copy of Identification card of the guarantor
  7. Finger prints taken at  West Java Regional Police;
  8. Self Report from nearby police sector;
  9. Photograph 4×6 (8 pieces), 3 x 4 (4 pieces) with red background.

Extending SKLD

The validity of SKLD is the same as Kitas. The student who has extended his/her Kitas must extend a self report to the West Java Regional Police, with the following requirements:

  1. Recommendation Letter from International Office to West Java Regional Police;
  2. Extending Study Permit from PKLN, Jakarta
  3. Copy passport, kitas and blue book;
  4. Letter of guaranty from International Office
  5. Copy of Identification card of the guarantor
  6. Former original SKLD
  7. Self report letter from Police Sector;
  8. Photograph 3×4, 3 pieces, red background

 

 

Prosedures of Exit Re-entry Permit  application/ Multiple Exit Re-entry Permit and Exit permit only for foreign students who will exit  from Indonesia during his/her study period.

Prosedures of re entry permit and tax free application

Foreign student holding Kitas , who will return to his/her home country, must have a letter of exit re-entry permit and tax free application (single re entry permit or multiple re-entry permit) with the following procedures:

  1. Application letter from faculty to international office of Unpad, informing of  how long the student will exit from Indonesia, how many months of re-entry, and what tipe of the re-entry (single or multiply)
  2. Application letter from International Office to immigration Office in Bandung;
  3. Filling in application form at immigration office;
  4. Copy pasport, kitas, blue book together with the original ones;
  5. Biring all document to the immigration office in bandung.

Prosedures of tax free application

  1. Recomendation letter from faculty to the International office, which inform the date of departure and the airport.
  2. International office will issue a letter of tax free application;
  3. The student must bring the tax free letter application when she/he will return to his/her country and give the letter to the immigration officer at the immigration office at the airport.
  1. New Adrress Announcement

Foreign student who moves out to a new address during his/her stay in Bandung, must report to the nearby police station and immigration office in Bandung.

The Prosedure is as follow:

To the police station

  1. Come to nearby police station
  2. Bring kitas, copy of passport and blue book
  3. Bring the copy of his/her guarantor’s identification card.

To the Immigration Office in Bandung

  1. The students come to the International Office to have application of moving out to the new address;
  2. Filling the immigration form;
  3. Bring the copy of passport, kitas, blue book and the original;
  4. Put all document into a red folder (for foreigner) and bring to the 2nd floor, Bandung Immigration Office;
  1. Return to home country after finishing study in Indonesia (Application of exit permit, and tax free)

Kitas holding student who has finished his study at Universitas Padjadjaran and will return to his/her own country, must apply a Exit Permit Only (EPO)

  1. Prosedur to apply EPO
  2. Covering letter from Faculty to the director of Cooperation Universitas Padjadjaran (which tell the date of departure).
  3. Based on the letter, The International Office will issue a letter of EPO application to the Immigration Office in Bandung;
  4. Bring copy of passport, Kitas, blue book and the original ones to the 1st floor, Bandung Immigration Office.
  5. Free Tax Application
  1. Letter from faculty to International office applying a tax free application letter;
  2. Based on the letter, International Office will issue tax free application letter
  3. They student must bring the letter when she/he return to his/her own office, and give the letter to the Immigration officer at the immigration office at the Airport.

    1. Prosedure of returning Self Report Notification to the  Regional Policement

After obtaining EPO seal from immigration office, the student must submit the copy of sealed EPO  and the original of SKLD to the International Office prior his/her return to his/her home country. The International office will take the SKLD back to the West Java Regional Policement.

 

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