Procedures and Forms
Academic Leave
DESCRIPTION
Academic leave is a period of absence from academic activities for at least one semester and a maximum of two semesters, either consecutively or not. Leave for special reasons is leave granted because a student experiences unavoidable obstacles.
Academic leave is given to students who have participated in academic activities for at least 2 (two) semesters except for leave for special reasons.
Academic leave is granted for a maximum of 2 (two) semesters, either consecutively or not.
Students must submit an application for academic leave to the study program before the start of administrative registration by filling out the form available on the pharmacy website and submitting the leave through SIAK NG. The form must be submitted to the faculty's academic department after being signed by the student, academic advisor, and approved by the head of the study program.
Approval for academic leave is given by the Dean in the form of a Decree. Based on the Decree on Leave from the Dean, the Academic Sub Division of the faculty is obliged to update the student's status to leave before the deadline for applying for leave ends.
Students who are granted leave are not permitted to undertake academic activities.
Academic leave can only be for the upcoming semester and the current semester, it cannot be applied for the previous semester (postponed leave)
Unplanned leave (for special reasons) is academic leave granted because students experience unavoidable obstacles, including state duties, university duties, or undergoing medical treatment that prevents them from participating in academic activities. Students still pay 100% (one hundred percent) of the tuition fee (BOP) in accordance with the applicable provisions and procedures for BOP payments.
For students entering the 2024 academic year, academic leave is counted as a study period.
Completion Time for Academic Sub-Section to process Academic Leave application: 5 working days
Procedure and Flowchart:
Form:
Legalization of Diplomas, Transcripts and Oaths
DESCRIPTION
A diploma is a certificate of graduation/completion in the learning process given by the education provider.
A Professional Certificate is a document of recognition for carrying out professional practice obtained by graduates of professional education from an Education Study Program after passing a competency test.
An academic transcript is a summary/list of academic results obtained by students during the teaching and learning process.
The Pharmacist Oath Statement is a letter received by students who graduate as pharmacists after taking the professional oath.
Legalization is validating graduate documents according to the original so that graduates can use photocopies of diplomas/professional certificates, academic transcripts, and oaths for various purposes.
Legalization of diplomas and academic transcripts is carried out at the ULT (Integrated Service Unit) at the University of Indonesia on the page https://yandok.ui.ac.id
Legalization of diplomas, transcripts and oaths can be done at the faculty online via the pharmacy website or by coming directly to the faculty.
The Dean signs the legalization stamp of the diploma/professional certificate and the Pharmacist Oath Statement and academic transcript.
Within 3 (one) months of legalization of diplomas/professional certificates, academic transcripts and oaths, if lost, the faculty is not responsible.
Legalization of the Pharmacist Oath Statement issued by the KFN (National Pharmacy Committee) cannot be done at the Faculty.
Completion Time for the Academic Sub-Section to process legalization: 5 working days
Procedure and Flowchart:
Form:
Order Flow:
Determination of Graduation and Issuance of Graduation Documents
DESCRIPTION
Students of the Study Program are declared to have passed their studies based on the results of the graduation meeting based on the results of the graduation evaluation from the Study Program.
Graduation determination meetings can be held a maximum of 2 (two) times in 1 (one) semester according to the academic calendar.
Students of the Study Program are declared to have graduated if they meet the following requirements:
Registered as an active student or competency exam status in that semester both administratively and academically
Do not exceed the study period set by the university.
Have completed all administrative obligations including returning all borrowed library collections/laboratory equipment
Have completed all obligations during the study period and/or assigned tasks in accordance with the curriculum set for the study program (Including the revised final assignment)
Graduation predicates after attending/completing the Study Program consist of: Summa Cumlaude , Cumlaude , Very Satisfactory and Satisfactory
Graduation documents are documents given to graduating students in the current semester in the form of diplomas, professional certificates and academic transcripts.
Diplomas, professional certificates, and academic transcripts are issued once per graduate. If lost or damaged, the holder of a diploma or professional certificate may request a replacement certificate, attaching the necessary requirements.
Students complete the data in the Student Data Entry (IDM) and Final Project Title in SIAK NG.
If the student has paid the tuition fees and has fulfilled the document collection requirements, the diploma, professional certificate and transcript will be given to the student.
Diplomas, professional certificates and academic transcripts that have been issued are delivered to graduating students to be collected no later than 3 (three) months after the announcement is made.
If diplomas, professional certificates and academic transcripts are not collected within 1 (one) semester of graduation and become damaged or lost, the Faculty is not responsible.
Completion Time for the Academic Sub-Section to process the graduation application until the graduation document is issued: 20 working days
Procedure and Flowchart:
Resignation
DESCRIPTION
Resigning means stating that you have stopped studying at the university at your own request.
Student resignation is done through a resignation letter signed on a stamp to the Study Program and approved by the student's parents/guardian and acknowledged by the academic advisor.
The Study Program verifies the student's withdrawal request by taking into account the study period, payment of study fees and study grades.
Students who withdraw are reported by the Study Program to the Vice Dean I to be forwarded to the Chancellor. Based on the Vice Dean I's proposal, the University issues a Chancellor's Decree regarding the student's withdrawal.
Completion Time for Academic Sub-Section to process letter submission: 6 working days
Procedure and Flowchart:
Form
Preparation of Lecture Schedule and Exam Schedule
DESCRIPTION
The lecture schedule is a plan of learning activities for one semester as an implementation of the curriculum and to distribute the teaching load fairly and evenly among lecturers, optimize the use of facilities and infrastructure, and facilitate the implementation, monitoring, and evaluation of learning activities for one semester.
Midterm Examination (UTS) is an examination held in the middle of the current semester. Final Semester Examination (UAS) is an examination held at the end of the current semester
The Next Generation Academic Information System , hereinafter abbreviated as SIANG NG, is a web-based and online application used to help support academic activities at the University of Indonesia.
The Study Program carries out the process of recording the list of courses and estimating the number of participants who will attend the course.
The Study Program inputs the schedule into SIAK-NG which contains the Name and Code of the Courses opened in the current semester, the student capacity in one course class, the time and name of the room where the course is held, as well as the name and credit weight of the lecturer in charge according to the list that has been compiled.
The semester exam schedule is prepared by the Program and includes the exam time, exam room and name of the lecturer teaching the course.
The Study Program inputs the exam schedule into SIAK-NG which contains the Name and Code of the Courses opened in the current semester, the student capacity in one course class, the time and name of the room where the exam is held.
The Study Program will inform the academic department of the faculty of the mid-term and final exam schedules no later than one week before the exams take place.
The Faculty must submit the exam schedule to lecturers no later than one week before the exam period begins.
Completion Time for the Academic Sub-Section to process the preparation of the Lecture Schedule or Exam Schedule: 5 working days
Procedure and Flowchart:
Dropped out of studies
DESCRIPTION
Students can be declared to have dropped out of their studies if the student in question:
Having problems with administration and academics (students who do not carry out administrative registration and/or academic registration for two consecutive semesters, are automatically declared to have withdrawn as University students by the Chancellor's Decree on Determination of Student Status).
Received sanctions for academic violations and violations of UI's code of ethics
Declared unfit to continue studies based on health considerations from a team of doctors appointed by the university leadership
Students who drop out of their studies are reported by the Study Program to the Dean/Vice Dean I to be forwarded to the Chancellor.
Based on the proposal from the Dean/Vice Dean, the Chancellor's Decree regarding Termination of Studies is issued.
Completion Time for the Academic Sub-Section to process the application for a SK until the Study Termination Decree is issued: 8 working days
Procedure and Flowchart:
Academic Registration
DESCRIPTION
Students are required to carry out administrative registration and academic registration according to the schedule set out in the University Academic Calendar to participate in academic activities each semester.
Academic registration is carried out online using the system implemented at the University of Indonesia, namely SIAK-NG, in accordance with the curriculum applicable to the student.
Academic registration is carried out by completing the Study Plan Form and taking courses selected through the consideration and approval of the Academic Advisor. IRSs that cannot be approved by the Academic Advisor are sent to WD 1 for further decision.
The IRS is canceled if tuition fees are not paid by the end of the payment period and the academic record for the current semester is blank. Students who are permitted to pay the tuition fee in installments but have not paid in full by the end of the semester will not be able to register for the following semester.
Students who do not carry out administrative registration and/or academic registration will receive a blank (inactive) status and will not be able to participate in academic activities in the current semester and their study period will be taken into account.
The Academic Sub-Section pulls data and prints it from SIAK-NG after the academic registration add/drop period ends with a completion time of 2 working days.
Procedure and Flowchart:
Form
Value Revision
DESCRIPTION
Lecturers/course coordinators are responsible for changes to student grades.
Lecturers enter course grades into the SIAK NG system according to the schedule specified in the Academic Calendar for the current semester.
Students' grades that cannot be determined because the assessment components are not yet complete, will temporarily be given the letter code I (incomplete ) with the provision that the grade I is not taken into account in the Semester Achievement Index (IPS) and within a maximum of one month after the deadline for entering grades if there is no determination, the letter code I will automatically change to the letter grade E.
Lecturers can revise grades by submitting a proposed grade revision to the study program. If the proposed revision is approved by the study program, the faculty will process the grade revision in SIAK NG and report it to the Director of Education for verification and confirmation. Grade revisions can be made no later than the middle of the following semester.
There will be no revision of grades for students who have been declared to have passed their studies.
Completion Time for Academic Sub-Section to process grade revision requests: 6 working days
Procedure and Flowchart:
Form
Credit Transfer
DESCRIPTION
Credit transfer is an acknowledgment of a number of study loads that a student has obtained at a university after an evaluation process by the Credit Transfer Team at each Faculty within the University which has the same or equivalent content as the subjects in the curriculum of the study program being followed.
Credit Block Transfer is an acknowledgment of a number of study loads that a student has obtained in an activity program that is followed and recognized by the University.
Study Programs can submit applications for credit transfer/credit block transfer for courses that have been obtained in other study programs within the University of Indonesia or in activities recognized by the university.
Courses that can be transferred for credit come from student exchange programs, educational programs that have been previously followed (study programs within the University of Indonesia), other programs recognized by the University.
Courses that can be transferred for credit must meet the requirements determined by the University of Indonesia.
The number of credits that can be transferred for each student is a maximum of 50 (fifty) percent of the total study load that must be taken in accordance with the curriculum of the study program being followed and evaluated and proposed by the credit transfer team and determined by the Dean's decision.
The number of credits that can be updated on SIAK is adjusted to the number of credits taken by students in the current semester (maximum 24 credits)
The transferred credits will be recorded in the academic transcript according to applicable provisions.
Completion time for the Academic Sub-Section to process Credit Transfers: 12 working days.
Procedure and Flowchart:
Form
Postpone College
DESCRIPTION
Prospective students who pass the selection process carry out Administrative Registration and Academic Registration in the relevant semester according to the schedule determined by the University. Prospective students who do not register according to the schedule determined by the University are declared to have withdrawn.
Prospective students who have been declared to have passed the selection can postpone their studies as Professional, Masters and Doctoral Program students for a maximum of 2 (two) semesters by submitting an application to the Director of Education through the Head of the Study Program and Faculty and the Head of the University of Indonesia before the new student registration period ends.
Prospective students who apply to postpone their studies will receive a letter of approval from the UI Director of Education to be used as a cover letter during new student administrative registration in the following semester.
The implementation of updating the status of postponed lectures is carried out by the UI Ditpen registration staff.
Completion Time for the Academic Sub-Section to process the application for a Letter of Postponement of Lectures: 5 working days
Procedure and Flowchart:
Form
Determination of the Academic Calendar
DESCRIPTION
The Faculty Academic Calendar must refer to the Academic Calendar issued by the University.
The Faculty Academic Calendar is published every semester (odd and even semesters) before the registration period begins with a Dean's Decree, and contains at least:
Registration schedule (Administration and academic) for new students.
Schedule of initial activities for new students.
Schedule of administrative and academic registration activities for old students.
Lecture and exam periods
Final Project/Thesis/Dissertation defense period
Deadline for graduation determination and graduation registration.
Completion Time for the Academic Sub-Section to process the creation of the Faculty Academic Calendar Decree: 14 working days
Procedure and Flowchart:
Issuance of Decree of the Dean of Teaching and PA
DESCRIPTION
Every time before the start of the semester, the Study Program sets a lecture schedule to implement a curriculum.
The Study Program assigns teaching lecturers to a course based on the expertise and workload of the lecturer concerned according to the recommendation of the Head of the Education Lab
The assignment of teaching lecturers is determined by the Dean's Decree upon the proposal of the Study Program.
Every time before the start of the semester, the Study Program determines the name of the Academic Advisor for new students.
Each student has an Academic Advisor appointed by the Study Program. The Study Program designates an Academic Advisor for undergraduate/pharmacy students, who is a full-time lecturer with at least a master's degree. The Academic Advisor for master's students is a full-time lecturer with a doctoral degree. The Academic Advisor for doctoral students is a full-time lecturer, preferably one who will serve as a promoter or co-promoter.
The Academic Advisor as referred to in (4.2) has the following duties:
Directing students to prepare study plans and providing considerations regarding the courses they will take
Provide consideration to students regarding the number of credits they can take
Approving student IRS in SIAK NG
Providing guidance, direction and advice to students for the smooth running of their studies.
If the Academic Advisor is unable to carry out his/her duties, the Head of the Study Program will temporarily take over the duties of the Academic Advisor, but for IRS approval it will still be carried out by the Deputy Dean I
The implementation of the duties of an Academic Advisor is one of the components of the lecturer's performance evaluation.
The assignment of Academic Advisors is determined by the Dean's Decree upon the proposal of the Study Program.
Completion Time for the Academic Sub-Section to process the Dean's Decree: 5 working days
Procedure and Flowchart:
Issuance of Decree of Dean of TA Supervisor and TA Examiner
DESCRIPTION
Final Project is a form of scientific work in the form of a thesis, practical report, dissertation and dissertation which is one of the requirements for a student's graduation as determined based on the Study Program curriculum.
Compilation of the Final Assignment under the supervision and evaluation of a final assignment supervisor
The Study Program assigns a supervisor to a student based on the expertise and workload of the lecturer concerned
The number of final project supervisors for undergraduate, pharmacist profession and master's study programs for one student consists of one main supervisor and one second supervisor.
The number of final project supervisors in the doctoral program for one student consists of one main supervisor (promoter) and one or two second supervisors (co-promoters) who work together as a promotion team.
To guarantee the quality of guidance, the workload of the lecturer as the main supervisor in structured research in the context of compiling the final assignment is equivalent to a maximum of 10 (ten) students for undergraduate/pharmacist professional/masters programs and a maximum of 6 (six) students for doctoral programs.
The Promoter and Co-Promoter are determined no later than 2 (two) semesters after the student has taken part in the doctoral program, as determined by the Dean's Decree based on the Study Program's proposal.
The Study Program periodically monitors the guidance process and if the guidance process does not run well and regularly, the study program can propose replacing the supervisor.
Guidance is carried out on campus in a structured manner, at least 4 (four) times in one semester for undergraduate study programs/master's study programs/doctoral study programs and must be recorded in the log book and/or Academic Information System (SIAK NG).
Completion Time for the Academic Sub-Section to process the Dean's Decree: 5 working days
Procedure and Flowchart:
Making a Recommendation Letter for Further Study or Training
DESCRIPTION
Procedure and Flowchart:
This procedure aims to ensure that the process of requesting and creating recommendation letters for continuing studies or training runs effectively, efficiently, and is well documented.
A letter of recommendation is an official letter issued by an authorized party stating support for an individual to continue their studies to a higher level or for training purposes.
The Recommender is someone who recommends the student/alumni who submits the letter, in this case the academic supervisor, final project supervisor, teaching lecturer or Head of Study Program.
Applicants are students who have active status or alumni/graduates of the study program.
The recommendation letter is confidential and may not be edited by the applicant.
The recommender has the right to reject a request if the applicant does not meet the academic or ethical criteria.
Recommendation letters can be issued in Indonesian and English (according to the needs and requests of the agency to which the applicant is applying)
The content and form of the recommendation letter are adjusted to the needs and requests of the agency to which the applicant is applying.
The recommendation letter is signed by the Dean.
Completion Time for Academic Sub-Section to process letter submission: 5 working days
Procedure and Flowchart:
Form
Making Letters
Replacement Certificate for Diploma, Professional Certificate and Academic Transcript
DESCRIPTION
- This form applies to every application for a replacement letter for a lost or damaged original diploma, transcript, oath letter or professional certificate.
- The Pharmacist Oath Letter, Pharmacist Competency Certificate (SERKOM) and Pharmacist Registration Certificate (STRA) issued by IAI and KFN cannot be replaced by the UI Faculty of Pharmacy.
- Completion time for making a letter: 2 – 3 working days (Ditpen timeline)
Description and Procedure
Academic, Student Affairs and Final Project Cover Letter
DESCRIPTION
1. This form applies to every application for a Cover Letter (Academic and Student Affairs):
a. Active Student Certificate
b. Academic Transcript (Active Students)/issued only once/semester
c. Letter Regarding Permission to Implement Student Activities
d. Internship Application Letter (non SKS)
e. SKS Internship Application Letter
f. Letter of Recommendation for Further Study/Training
g. Official Letter - Permit Not to Work - To Take the Pharmacist Oath
h. Others
2. This form applies to every application for a Cover Letter (Final Assignment):
a. Research Permit Application Letter
b. Letter of Application for Borrowing Equipment
c. Letter of Request for Purchase and Assistance for Research Materials
d. Ethics Review Request Letter
e. Letter of Request for Determination
f. Research Sample Testing Letter
3. Completion time for the Study Program to process the Letter: 5 working days.
Certificate of Graduation / Print Study History
DESCRIPTION
- This form applies to every application for SKL and Academic History for students who have been declared to have graduated at the end of the semester.
- Students can apply for SKL if they have been declared to have passed and their graduation status has been verified in SIAK-NG.
- The Faculty can issue the SKL and Academic History only once upon request as long as the Original Diploma and Transcript have not been issued with a validity period of 3 months from the date the SKL was issued.
- Completion time for the Academic Sub-Section to process the Letter: 5 working days.
Final Project Form
Master's Degree Certificate Collection Form
DESCRIPTION
For guidelines and forms for completing the final assignment, please contact the respective study program.
Pharmacist Professional Certificate Collection Form
DESCRIPTION
For guidelines and forms for completing the final assignment, please contact the respective study program.