Academics // Academic Procedures
Academic Procedures
Standard Operating Procedures for Astronomy Students
Refer to the guidance and procedures below in this page for extraordinary actions regarding your study in the ITB Astronomy programs.
Academic Plan Consultation & Guidance
Overview
Before registering your courses for the upcoming semester, every student must consult with their assigned Academic Advisor (Dosen Wali). This consultation ensures your course load aligns with your academic progress, prerequisite chains, and graduation timeline.
Important Notes
- Refer to Academic Calendar (check the schedule for Pendaftaran Rencana Studi).
- Consultation Period must be done during Pendaftaran Rencana Studi.
- Make sure to get the final approval from the Academic Advisor before the deadline.
Note: Submitting your study plan after the deadline will incur late registration penalties or require official department clearance.
Credit Limit & Prerequisites Guide
The maximum allowable credit load (SKS) is 24 SKS (except for the first-year students as required by National Law). Approval of maximum credit load is subject to your Academic Advisor’s review of your academic standing. Enrolment in any course is conditional upon fulfilling all required prerequisites.
Consultation Workflow
1. Review Your Academic Record & Draft Your Plan
Do this before meeting with your Academic Advisor. Log into the Student Portal, review your transcript for missing prerequisites, and select a tentative list of primary and backup courses for the semester.
2. Schedule an Appointment with Your Advisor
Check your Academic Advisor’s consultation schedule (via email, office hours, or other appointment system used by your Academic Advisor). Reach out early to avoid the last-minute rush.
3. Attend the Advisory Session (In-person or virtual consultation)
Present your proposed Study Plan. Discuss your academic targets, workload balance, potential retakes, or non-academic challenges impacting your studies.
4. Submit Study Plan for Digital Approval
Update your course selection on the Student Portal based on advisor feedback and Request Approval from your Academic Advisor.
5. Confirm Advisor Sign-Off and Enrolment Finalization
Check your portal dashboard to ensure your advisor has digitally approved your Study Plan. Once status shows "Approved," print your Study Plan to finalize your enrolment.
Course Add/Drop Procedure
Overview
After the initial registration window, you may adjust your academic schedule during specified periods. Use Add/Drop to refine your workload.
Important Notes
- Refer to Academic Calendar (check the schedule for Perubahan Rencana Studi).
- Make sure to get approval from the Academic Advisor before the deadline.
- Failure to adjust your study plan within this period means all enrolled courses will remain on your record and earn a final grade on your permanent transcript.
Step-by-Step Procedures
1. Identify Schedule Adjustments
Review course syllabi, class times, and initial workload during the first week of classes to determine if adjustments are needed.
2. Submit Add/Drop Request
Log in to the Academic Portal and select the courses you wish to Add or Drop.
3. Academic Advisor Review
Notify your Academic Advisor since drops or additions must be re-approved digitally to ensure prerequisite chains remain intact.
4. Verify Updated Study Plan
Once approved, print your refined Study Plan to finalize your adjustment.
Grade Appeals Procedures
Overview
The university is committed to academic rigor, fairness, and transparency. This guide outlines the formal process for appealing a final course grade in the event of an evaluation error.
Eligible Grounds for Appeal
Appeals are valid only under the following objective circumstances:
- Mathematical or Calculation Error: Incorrect computation or recording of final scores.
- Procedural / Syllabus Deviation: Evaluation criteria were applied inconsistently with the published course syllabus.
- Unaccounted Assessment: A submitted exam, project, or assignment was omitted from the final grade calculation.
Note: Disagreement with an instructor’s professional academic judgment or grading rubric is not, on its own, valid grounds for an appeal.
Step-by-Step Grade Appeal Workflow
1. Informal Resolution (Instructor Consultation)
Within 5 Business Days of Grade Publication.
Contact your course instructor via email to request a grade breakdown or clarify calculation discrepancies. Most grading issues are resolved at this informal stage.
2. Submit Formal Grade Appeal Request
Deadline: 10 Business Days Post-Publication.
If the matter is unresolved informally, complete the Grade Appeal Form (available at the administration office) and submit it to the Head of the Department. Attach relevant coursework, exam copies, syllabus references, and communication records.
3. Departmental Review & Verification
Processing Window: 14 Business Days.
The Head of Department and the Academic Quality Committee review the evidence. The instructor may be asked to provide a formal response and original grading records.
4. Decision Notification & Grade Correction
You will receive a formal written outcome. If upheld, the Department submits an official Grade Revision Form to the Registrar to update your transcript.
Academic Monitoring and Evaluation (Early Warning)
Overview
We are committed to supporting every student through academic challenges. Academic warning is non-punitive early-intervention systems designed to alert you to academic risk and connect you with tailored support resources to help you successfully complete your degree.
Your academic standing is evaluated at the end of academic year based on your Semester GPA (IP), Cumulative GPA (IPK), and/or total Passed Credit Units (SKS). See Academic Regulation for details. Students falling below a certain thresholds will receive an Academic Warning notice and be placed on guided academic recovery.
Step-by-Step Academic Recovery Workflow
1. Official Notice & Diagnostic Self-Assessment
If you are placed on Academic Warning or Probation, you will receive an official notification via your student email. Take time to reflect on key factors affecting your academic performance, such as study habits, course difficulty, or personal and health circumstances, so you can address them in your recovery plan.
2. Formulate an Academic Recovery Plan
Schedule an in-person meeting with your Academic Advisor. Together, build a customized Academic Recovery Plan detailing prioritized course retakes, schedule modifications, and target grades.
3. Sign the Recovery Contract & Register Courses
Submit your digital Academic Recovery Contract to FMIPA’s academic portal. Course registration for the next semester will remain blocked until your contract is received and processed.
Undergraduate Thesis / Final Project Registration
Overview
The Undergraduate Thesis (Tugas Akhir) serves as the culminating capstone experience of your degree. The thesis sequence is divided into two sequential courses: TA I and TA II.
Prerequisites & Eligibility
Before enrolling in TA I, ensure you meet the following academic requirements:
- Course Completion: Passed all mandatory courses from Semesters 1 through 6.
- Supervisor Approval: Secured formal approval from your Academic Advisor, including an agreed research topic and project timeline.
Step-by-Step Registration Procedure
1. Submit the Topic Interest Survey
Complete the department survey form to indicate your research interests across key specialization tracks (e.g., Stellar Astrophysics, Galaxies & Cosmology, Solar System & Exoplanets, or Multidisciplinary Astronomy).
2. Supervisor Allocation & Initial Consultation
Based on your survey responses and faculty availability, the head of the study program will assign your Thesis Supervisor. Contact your supervisor promptly to finalize your research topic and project timeline.
3. Submit Registration & Transfer Advisory
Deliver the signed Thesis Registration Form to the Program Administration Office. This document must include formal signoffs from your Academic Advisor and Thesis Supervisor. Once processed, your Thesis Supervisor will officially take over as your Academic Advisor.
4. Course Enrolment
Once your registration form is processed by the study program, officially add the TA I course code to your Study Plan during the official course registration period.
Undergraduate Graduation Clearance (Yudisium) & Degree Awarding
Overview
Yudisium is the official academic decree declaring that you have fulfilled all degree requirements and are formally conferred your undergraduate degree. Completing this clearance process is mandatory before you can participate in Commencement (Wisuda) and receive your diploma and transcript.
Eligibility & Prerequisites
Before submitting your Yudisium application, ensure you meet all graduation criteria:
- Credit & Course Completion: Total of minimum 144 credit units (SKS) passed, and all core degree requirements fulfilled.
- Grade Point Average: Minimum Cumulative GPA (IPK) of 2.00.
- Final Defense Passed: Successful completion and passing of your Undergraduate Thesis / Final Project Defense (Sidang Tugas Akhir), with all post-defense revisions approved.
Important Notes
- Check the Yudisium Schedule Early
Review the official Yudisium deadlines to effectively plan your research, defense, and revision timeline.
- Schedule Your Defense with Buffer Time
Plan your final defense well in advance of your target Yudisium cut-off to allow sufficient time for post-defense revisions and administrative clearance.
- Avoid Tuition Penalties
If your final thesis grade is not submitted before the Yudisium grade entry deadline, you will be required to register for the following semester and pay the corresponding tuition fee (UKT).
- Align with Your Supervisor
Proactively discuss your target Yudisium date with your thesis supervisor early in the semester to set a realistic and achievable timeline.
Step-by-Step Clearance Procedure
1. Complete Thesis Revisions & Final Approvals:
Finalize all corrections requested by your examination committee. Obtain digital or physical signatures on the Thesis Approval Page from your advisors.
2. Submit Final Thesis to Central Library & Department Repository
Upload the final approved PDF of your thesis along with published dataset/code (if applicable) to the University Digital Library Repository. Secure your Library Clearance Certificate.
3. Obtain Administrative Clearances
Verify that you have all the required documents.
4. Submit Yudisium Application Online
Log into the Student Portal and submit the required documents. In addition, you are also required to fill out Yudisium Data at FMIPA Academic portal.
5. Faculty Degree Conferral & Graduation Registration
The Faculty Board conducts the Yudisium meeting and issues your official Decree of Graduation (SK Yudisium). You may then register for the upcoming Commencement Ceremony (Wisuda) and collect your official transcript and diploma.
Leave of Absence (Academic Leave) & Reinstatement
Overview
An official Leave of Absence (Cuti Akademik) allows students to pause their studies for a specified period due to personal, medical, or financial reasons without losing their active student status or forfeiting previously earned credits.
Important Notes
- Refer to Academic Calendar (check the schedule for Pengajuan Cuti Akademik).
- Make sure to get approval from the Academic Advisor before the deadline.
- Failing to secure official institutional approval for your leave will result in an unauthorized Inactive (Non-Aktif) status for the semester.
- To reactivate your student status and register for classes next semester, you must submit a formal Reinstatement Application (Aktif Kembali).
Procedures for Applying for a Leave of Absence
1. Consult with Your Academic Advisor
Discuss your plans with your Academic Advisor. Review how pausing your studies will impact course availability and your remaining degree timeline.
2. Prepare Required Documentation
Prepare the necessary supporting files according to your reason for leave:
- Medical: Official medical certificate/doctor’s letter.
- Financial / Personal: Self-statement letter co-signed by parent/guardian.
- Professional Opportunity: Official internship or employment assignment letter.
3. Submit Leave Request via Student Portal
Fill out the digital Academic Leave Form, upload your supporting documents and latest academic transcript, and submit for approval.
4. Obtain Official Approvals
Your request will be routed digitally to:
- Academic Advisor
- Head of Undergraduate Study Program
- Faculty Dean / Vice Dean for Academic Affairs
- Vice Rector for Academic Affairs
Procedures for Reinstatement (Resuming Studies)
- Submit Reinstatement Request
- Clear Administrative & Financial Holds
- Faculty Sign-Off & Status Activation
- Meet Advisor & Discuss your Study Plan
Academic Document Requests
Students can request official academic documents, such as Academic Transcripts, Student Status Verification Letters, etc., through the online form. Document processing takes up to three working days, so please submit your request in advance. Requests submitted after 12:00 PM (noon) will be processed on the next business day. If special circumstances require document processing to exceed three business days, the administrative staff will notify you before processing begins.
