Technical Guidelines for Assignment and Permission for Students in Academic Support Activities

a. Background

1. Students of Institut Pertanian Bogor (IPB University) are expected to possess not only strong academic competencies but also well-developed soft skills to enhance their competitiveness in the job market.
2. Achievements in academic support activities (co-/extracurricular activities) play a crucial role in strengthening students’ soft skills, benefiting both the students and IPB University by enhancing its reputation and influencing university rankings by the Ministry of Research, Technology, and Higher Education (Kemenristek Dikti).
3. Since September 2018, students’ participation and achievements in academic support activities are recorded in the Diploma Supplement (Surat Keterangan Pendamping Ijazah – SKPI), issued alongside their diploma and academic transcript.
4. Based on their nature, purpose, and initiative, academic support activities may be classified as either: Institutional assignments (initiated by IPB, Faculties, Schools, Departments, or PKU); and Student-initiated activities aimed at personal capacity development.
5. Due to dense academic schedules and practical sessions, students often face challenges in participating in academic support activities, as academic regulations limit absences to a maximum of 20% of total class/practical sessions.
6. To enhance synergy between academic activities (lectures, practicals, responses, KKNT, PKL/PL) and academic support activities, a guideline is deemed necessary.
7. Considering point 5, it is essential to establish a policy regarding academic regulations for students assigned by IPB to represent the university in regional, national, or international activities organized by IPB or external institutions.

 b. Objectives

1. To provide opportunities for students to engage in academic support activities and soft skill development without academic penalties, encouraging them to strive for excellence.
2. To offer clear guidelines for lecturers and institutions (IPB, Faculties, Schools, Departments, PKU) in implementing academic regulations appropriately.

c. Definitions

1. Academic Support Activities refer to co-/extracurricular activities designed to enhance students’ soft skills, conducted either by IPB or external institutions at regional, national, or international levels.
2. Exemption Policy for Academic Regulations refers to a dispensation granted to students, allowing them to miss part of their academic activities (lectures, practicals, responses, KKNT, PKL/PL) in accordance with established rules, such as the 80% attendance requirement for lectures and 100% attendance for practicals.
3. Substitute Activities are compensatory tasks that may be assigned by course coordinators/lecturers to students participating in academic support activities to ensure learning outcomes are met. For practical sessions, course coordinators/lecturers may offer make-up practicals or equivalent assignments.
4. Assignment Letter is an official document issued by the Vice Rector for Education and Student Affairs, based on recommendations from the Dean of Faculties/Schools, Vice Dean for Academic and Student Affairs, Department Heads, or PKU Directors. This letter authorizes students to represent IPB in activities such as Student Creativity Program (PKM), National Scientific Week (PIMNAS), Outstanding Student Selection, and competitions in science, arts, culture, and sports, as well as other activities designated by university leadership.
5. Permission Letter is an official document issued by the Vice Rector for Education and Student Affairs, granting students self-initiated participation in academic support activities for personal competency development.

d. Provisions

1. Students with an Assignment Letter from the Vice Rector for Education and Student Affairs (based on recommendations from the Dean, PKU Director, or Student Affairs Directorate) may be granted exemptions from certain academic activities (lectures, practicals, responses, KKNT, PKL/PL) up to a maximum of 40% of total attendance requirements, with or without substitute activities.
2. Students with a Permission Letter from the Vice Rector for Education and Student Affairs, Dean, Vice Dean for Academic and Student Affairs, Department Head, or PKU Director may be granted exemptions from academic activities up to a maximum of 20% of total attendance requirements, with or without substitute activities, following academic regulations.
3. Distribution of Assignment and Permission Letters: Letters issued by the Vice Rector for Education and Student Affairs are copied to the Rector, Deans, Department Heads, PKU Director, Student Affairs and Career Development Director, relevant officials, and Course Coordinators across all Faculties/Schools. Letters issued by Deans/Vice Deans/PKU Directors are copied to the Vice Rector for Education and Student Affairs, Department Heads, relevant officials, and Course Coordinators within the respective Faculties/Schools. Letters issued by Department Heads are copied to the Deans, relevant officials, and Course Coordinators within the respective Departments.
4. Nomination of Students for Assignment Letters: At the Department and Faculty/School level, nominations are submitted by the Department Head. At the IPB University level, nominations are submitted by the Dean/Vice Dean for Academic and Student Affairs, PKU Director, Student Affairs Director, or equivalent officials.
5. Students receiving Assignment Letters must follow the examination eligibility requirements outlined in Section 4 of academic regulations.