- Re-registration: Students are required to re-register themselves each semester to be actively engaged in academic activities. The re-registration schedule and procedures can be found in https://akademik.ugm.ac.id. Students who do not re-register are considered inactive and cannot be allowed to participate in any class in the following semester.
- Credit system (SKS/Satuan Kredit Semester): 1 credit semester equals to 50 minutes in-class meeting (25 minutes in an online class) per week per semester, 60 minutes assignment or structured discussion per week per semester, and 60 minutes independent work per week per semester. For a studio, 1 credit semester equals to 170 minutes per week per semester. Note: 1 semester consists of 16 weeks, including mid-term and final-term exams.
- Academic supervisor and study plan: each student is assigned with 1 academic supervisor. Students are required to get approval from their academic supervisor for their study plan in each semester. Any cancellation or adjustment of the study plan also has to get approval from the academic supervisor. When submitting the study plan, please be aware to follow the academic calendar in each semester (posted by the university). In the making of the study plan, students academic performance in the previous semester is considered (see table below, exception for the 1st and 2nd semester whereby students have to take certain credit stipulated by the curriculum). If student experiences issues in their academic performance, please contact the academic supervisor.
| Previous academic performance (IP/Indeks Prestasi) | Normal credit allowed | Maximum credit allowed |
| >3.00 | 21 | 24 |
| 2.50 – 2.99 | 18 | 21 |
| 2.00 – 2.49 | 15 | 18 |
| 1.50 – 1.99 | 12 | 15 |
| < 1.50 | — | 12 |
- Leave permit and withdrawal: students are allowed to apply for a leave permit for the following reasons: (i) sick leave, provided a letter from doctor/clinic/hospital is submitted, (ii) death of immediate family member, provided a signed letter by parent/elder, or (iii) formal assignment by the university, such as particicipating in an international competition, provided a letter signed by the Director of the study program or the respective lecturer. For reason (i) and (ii), the necessary documents for a leave permit has to be submitted maximum 3 days after the intended leave.
Leave permit for a whole semester can be submitted for certain reasons, e.g., sickness requiring a long-term recuperation, family or personal matter. This can only be applied by the 3rd year (or above) students before the re-registration period. Leave permit is only allowed for 2 consecutive semesters.
Withdrawal: regardless of the reasons, students are required to submit a formal withdrawal request if they choose to discontinue the learning process in Urban and Regional Planning study program.
- Exam: students are required to have 75% attandance to participate in a final exam. In a final exam, if students are late more than 30 minutes, he/she will be counted as absent and are not allowed to take a resit. A resit exam is allowed for reasons as in leave permit, provided the necessary documents are submitted in no more than 3 days after the absence (except for a formal assignment by university, the letter has to be submitted beforehand).
- Grading: the final grade follows the conversion below.
The calculation of final grade to academic performance index follows the formula:
- Re-taking of a course: students are allowed to re-take courses which graded below B-. The transcript will calculate the grade from the last course taken (not the best grade).
- Student evaluation and graduation: in the first four semesters, students who are underperformed (only has 30 credits with grade below D and academic performance index below 2) will be automatically dropped out (DO).
Students who are not graduated by the 11th semester (excluding the leave permit), are required to apply for a study extension, provided that he/she only needs to take the Final Project. After the 14th semester, student will be automatically dropped out (DO).
Graduation: to be considered for a graduation, students have to pass a minimum of 151 credits with the following details:
- Academic performance index > 2.5
- No courses graded E
- The final grade of university-mandatory courses minimum C, which include Pancasila, Bahasa Indonesia, Religion, Civics, and Community Engagement (KKN) and its supporting courses
- Courses with a final grade of D are less than 25% (of total credits taken)
- Have completed the Final Project
- Note: only 14 credits of elective courses are calculated for the final academic performance index (IP). If students take more than 14 credits of elective courses, these will be acknowledged in the accompanying document of the graduation certificate (SKPI)
Based on the final academic performance index (IP), students’ graduation is given the following remarks:
- Satisfactory: IP between 2.76 – 3.00
- Very satisfactory: IP between 3.01 – 3.50
- With honors (cum laude): IP > 3.50 with study length is less than 11 semesters and no re-taking of any courses.
- Administration services: if needed, formal academic letters such as transcript, approval for scholarship application form, proof of student’s enrollment, recommendation letter for internship or competition, survey permit, approval for proposal, or any other formal letter can be requested through https://sms.ft.ugm.ac.id/persuratan (please login using your student account). Further inquiries, please contact academic staff, Pak Maryanto +62 852-2819-6642 email: maryanto@ugm.ac.id
Students can book a classroom for academic or extracurricular activities. If the participants are more than 20 people, students are required to obtained a permit from the administration office, minimum 3 days before the event/activity.
Students can also propose a financial subsidy if they participate in a national or international competition. However, the amount of this subsidy may differ as it will be given in a first come, first serve basis. Please contact the Director or the Secretary of the study program for more inquiries.
10. Academic ethics: Urban and Regional Planning study program adheres to academic ethics stipulated by UGM and the Ministry of Education. Amongst other, plagiarism, in any form, is considered a heavy breach of academic conduct and can result in the annulment of graduation certificate or dropped out.