KAA (Admission and Academic Office) UAJY offers a variety of services online, while offline assistance is available for special cases. All requests are processed during the office hours from Monday-Friday, from 08.00 a.m. - 14.30 p.m. If the service needed is unavailable, please contact our staff through WhatsApp at +6281326471054 during office hours. Our online services include:
1. Letter of Active Student Status
o Fill in one of these online forms: GENERAL / CIVIL SERVANT
o The online forms are accessible using Office 365 account from KSI UAJY (SIATMA account).
o The letter will be processed within 1 working day.
o KAA will send the letter of Active Status to your student email.
2. Letter of College Leave
o Download and complete the online form here (available according to the Schedule of Re-registration).
o Submit the leave recommendation letter from the Head of Study Program and send it to the faculty.
o The form is accessible only with an Office 365 account generated from KSI UAJY (SIATMA account).
o KAA will send the Leave Letter to your email.
3. The Service of Reactivation (For students who were previously Inactive or on Leave)
o Students should request a Reactivation Recommendation Letter from the Head of Study Program and submit it to the faculty.
o Download and complete the online form here (available according to the Schedule of Re-registration).
o The form is accessible only with an Office 365 account from KSI UAJY (SIATMA account).
o KAA will send the Reactivation Letter for the Finance Office to your email.
4. The Information of Expired Student ID
o This information is accessible through this page: CLICK HERE
5. Passport Recommendation Service
o Follow the instructions on this page: Passport Recommendation Service
o The letter of recommendation will be sent to your email.
6. Service of Institutional and Study Program Accreditation Certificate
o Accreditation certificates can be downloaded and printed independently through this page: Download Accreditation Certificate.
o To get a legalized accreditation certificate, students or alumni should send a request along with a scanned copy of their diploma (for alumni) or Student ID (for active students) to: kaa.pelaporan@uajy.ac.id. The legalization through email is limited to only one copy.
o To legalize more than 1 copy, the student should follow offline procedure.
o Include your contactable WA number in the email.
o Please note that the valid accreditation certificate for alumni is that number as in your diploma. Please specify in your email if you need the latest accreditation certificate.
o Our staff will send the file scanned of the legalized accreditation certificate through email, or you can obtain it at Campus 2. KAA does not provide a postal delivery service.
o KAA does not provide the legalization process of diplomas and transcripts. Students can go to the Faculty Administration Office to obtain such a service.
7. Service of Lost/Damage Diploma
o Applicants must complete the following documents:
1. Letter of request addressed to the Rector of UAJY with stated phone/WhatsApp. [The applicant can create his/her own format]
2. Three black-and-white passport-sized photos (4x6) wearing a suit and tie.
3. A photocopy of the diploma (if available).
4. A police report for the lost diploma. [See the note below]
5. The damaged original diploma (when the application is due to a damaged diploma).
o Send the required documents by mail to:
Bagian Pengajaran, Kantor Admisi dan Akademik Universitas Atma Jaya Yogyakarta,
Gedung Thomas Aquinas, Jl. Babarsari no. 44, Yogyakarta, Indonesia 55281.
o KAA will process the application and contact you once the statement letter is ready.
o KAA will communicate the procedure in obtaining the statement letter by means of WhatsApp or phone.
o Note: Before making a police report, please request a cover letter of 'Lost Diploma Report' by emailing kaa@uajy.ac.id. You may directly write the request in the email body while including your complete personal details and WhatsApp number. Please address the letter to the Head of Admission and Academic Office.
o For the replacement of Transcripts and SKPI, please contact your faculty Administration Office.
8. Service of Diploma Verification
o The applicant should send the request to the Vice Rector (WR) I through email: kaa@uajy.ac.id with the required verification data attached.
o The Academic Division of KAA will reply when the process of verification is finished.
9. The Service of Withdrawal from UAJY
o Students download and fill ini this online form: CLICK HERE.
o Students send the request email with required documents attached to kaa.registrasi@uajy.ac.id.
o KAA will confirm to the relevant units regarding the financial administration and library clearance requirements.
10. Service of Student Data Change
o The applicant submits request to the Head of KAA attaching supporting documents (for example Birth Certificate)
o The applicant will send the request to: kaa.registrasi@uajy.ac.id.
o The change process takes approximately 2 weeks (change approval is carried out by LLDIKTI region 5, not UAJY).
o If you have any questions about the status, you can contact us via WA at 081326471054.
11. Service for International Students
o Please follow the procedure on page International Students.
12. Service of Visa Recommendation for Indonesian Citizen (WNI)
o Students can follow the procedure on page: Service of Visa Recommendation for Indonesian Only.
o KAA will send a letter of recommendation through email.
13. Service of Certificate of Previous Enrollment from UAJY
o Download and complete the online form here.
o Send an email request with the required documents attached to: kaa.registrasi@uajy.ac.id.
o KAA will confirm with the relevant units regarding the financial and library clearance requirements.
14. Service of Diploma Obtainment for Alumni Not Attending the Graduation Ceremony
o Alumni should visit KAA with their ID cards and the financial clearance slip from the Finance Office.
o For obtaining the diploma by a representative, the following must be provided:
· Signed power of attorney letter from both the grantor and the recipient
· Photocopies of ID cards from both the grantor and the recipient
· Financial clearance slips from the Finance Office
· Obtainment is available Monday to Friday, from 08.00 a.m. - 14.30 p.m., at KAA Campus 2.
15. Service of Alumni Statement Letter
o Alumni should send a request to the Vice Rector I via email: kaa@uajy.ac.id, attaching:
· Scanned copy of the diploma
· Purpose of the certificate
· Contactable WhatsApp number
o KAA will send the Alumni Statement Letter through email in PDF format.
16. Service of Signature Specimen of Apostille Legalization by the Ministry of Law and Human Rights (Kemenkumham)
o Alumni should fill out the form and download the completed documents on the Kemenkumham website. Alumni can access the form at the following link: https://panduan.ahu.go.id/doku.php?id=permohonan_legalisasi.
o Alumni should send a request to the Rector via email: kaa@uajy.ac.id, attaching:
· Introduction letter from Kemenkumham (request for signature specimen/signature and seal verification)
· Attachment of Form 01
· Attachment of Form 02 (if required)
· Contactable WhatsApp number
o Once the process is complete, the alumni will receive notification through email.
o Alumni can obtain the specimen at KAA during office hours or receive a scanned copy in PDF format through email.
