Internship Student Admission Workflow

Internship Student Admission Workflow - Udayana University

Internship Student Admission Workflow

Udayana University (KUI - Center for International Programs)

Accreditation Status: July 4, 2021 – July 3, 2026

Tuition Fee

IDR 15,000,000

Admission Fee

IDR 750,000

Program Duration

1 – 6 Months

Distribution of Responsibilities

KUI Responsibilities

  • Foreign Internship Student Communication (Administration & Registration)
  • Document screening for Foreign Internship Students
  • Processing Letter of Acceptance (LoA) and Visa Sponsorship
  • Visa application processing
  • Issuance of Invoices (Visa, Tuition Fee, Admission Fee)
  • Issuance of Certificates (Completion of Internship)

Faculty Responsibilities (Dean)

  • Assignment of Internship Supervisors
  • Issuance of Assignment Decree (SK) for Supervisors
  • Credit recognition process (Recognition of Prior Learning)

Payment Account Information

Note: Payments are made to the Udayana University Non-PNBP replacement account.

1. Program & Tuition Fee Invoice

Acc. Name
RPL 037 UNIVERSITAS UDAYANA UNTUK OPERASIONAL PENERIMAAN BLU
Account Number
1911507837
Bank Name
Bank Negara Indonesia (BNI)
Branch
BNI KCU Denpasar
Swift Code
BNINIDJADPS
Bank Address
Jl. Gatot Subroto Barat No.351, Denpasar, Bali 80111

2. Visa Fee Invoice

Acc. Name
RPL 037 BLU UNUD UTK DK
Account Number
1911490049
Bank Name
Bank Negara Indonesia (BNI)
Branch
BNI KCU Denpasar
Swift Code
BNINIDJADPS
Bank Address
Jl. Gatot Subroto Barat No.351, Denpasar, Bali 80111

Detailed Workflow

Click on each step to see details on requirements, output, timing, and descriptions.

Phase 1: Initiation, Documentation & LoA

Steps 1 - 20
1
Initial consultation regarding internship application
Detail ▼

Requirements (Input)

Initial candidate information (name, nationality, home institution), planned period, topic/field, payment scheme info

Output / Remarks

Output: Initial consultation notes, required document list

Remarks: Via Email

Timing: ±30 minutes
Final Output: Document checklist & payment scheme summary
Stakeholders
Student KUI Staff KUI Coordinator Head of Dept Dean
2
Providing info for further coordination (Admin & Docs)
Detail ▼

Requirements

Consultation notes, document list

Remarks

Via Email cc: Dean and Faculty

Timing: ±15 minutes
Final Output: Complete checklist and coordination flow
Stakeholders
KUI StaffKUI Coordinator
3
Preparing required documents (LoA, Study Permit, Sponsorship Letter)
Detail ▼

Requirements

Document checklist, payment scheme

Timing: 1-2 working days
Final Output: Complete document package ready for submission
Stakeholders
StudentKUI Staff
4-5
Submission and Receipt of Administrative Documents by KUI
Detail ▼

Steps

4. Sending Documents

5. Receiving documents (KUI Staff)

Remarks

Step 4: Via Email cc: Dean

Step 5: KUI Drive (10-15 mins)

Stakeholders
StudentKUI Staff
6-7
Verification and Final Validation of Documents
Detail ▼

Requirements

Full registration dossier. Validated by KUI Coordinator (Step 7)

Final Output

Validated final docs ready for faculty processing (+30 mins)

Stakeholders
KUI StaffKUI CoordinatorHead of Dept (Yes/No)
8-11
Faculty Technical Coordination and Supervisor Selection
Detail ▼

Requirements

Draft activity plan, topics, logbook, department faculty list

Output

Technical agreement, candidate list, assigned supervisor

Timing: (Subject to Faculty SOP)
Final Output: Confirmed supervisor & program plan
Stakeholders
Student (S8)Head of DeptDean
12-16
Processing LoA Request, Study Permit, and Sponsorship (Siraisa System)
Detail ▼

Requirements

LoA request letter + supporting docs from faculty

Output

Submission in Siraisa system, Rectorate disposition, Draft letters

Timing: 15-30 mins (Academic SOP)
Final Output: Letter drafts ready for issuance
Stakeholders
KUI StaffKUI CoordinatorDeanRectorate
17-20
Official Issuance of LoA, Study Permit, Visa Sponsor & Archiving
Detail ▼

Requirements

Final docs approved by Rectorate, internal KUI verification

Final Output

Official docs issued, sent to student & digitally archived

Stakeholders
KUI StaffRectorate

Phase 2: Invoicing & Fee Payment

Steps 21 - 32
21
Sending LoA package and payment invoices
Detail ▼

Requirements

Invoice details for Admission/Tuition/Visa

Final Output

Invoices sent to student via Email (+15 mins)

Stakeholders
KUI Staff
23-25
Student makes payment and submits proof of transfer
Detail ▼

Steps

23. Payment (Bank System)

24. Submit proof (Email)

Metrics

Timing: Max 7 working days

Output: Payment proof received

Stakeholders
StudentKUI StaffFinance Dept
27-29
Verification, Confirmation, and Payment Finalization
Detail ▼

Steps

27. Finance Verification

28. System Confirmation

Final Output

Payment status verified & confirmed by management (15 mins)

Stakeholders
Finance DeptKUI Staff

Phase 3: E-Visa Processing (Immigration)

Steps 33 - 42
33-36
Upload, Verification, and Visa Billing Payment
Detail ▼

Requirements

Full visa docs, billing invoice

Final Output

Application accepted by Immigration system, Billing paid (+7 days)

Stakeholders
KUI StaffImmigration Website
37-38
E-Visa Issuance by Directorate of Immigration
Detail ▼

Final Output

E-Visa issued, ready for distribution (+14 working days depending on Immigration)

Stakeholders
Immigration

Phase 4: Academic Activity in Bali

Steps 43 - 49
43
Student Arrival in Indonesia (Bali)
Detail ▼

Requirements

Arrival docs (Passport, Visa, LoA)

Stakeholders
StudentImmigration (Airport)
44-45
Orientation and Internship Academic Activities
Detail ▼

Activities

Campus regulations orientation, implementation of program (1-6 months)

Stakeholders
StudentDean / Supervisor
46-49
Submission and Receipt of Final Internship Report
Detail ▼

Requirements

Final activity report, logbook, outcome documentation

Report Chain

Student → Dept → Faculty → KUI

Timing: (Faculty SOP)
Final Output: Report archived in KUI Drive
Stakeholders
StudentKUI StaffDean


News

See More >>

Announcement

See More >>

Agendas

See More >>