General Terms and Conditions
Special Terms and Conditions for Non-Indonesian Nationals
Special Terms and Conditions for Research Interns


GENERAL TERMS AND CONDITIONS

A. Application and Agreements

1. Applicant must fully accomplish the prescribed application form and submit it, together with the required attachments through email to ICRAF Capacity Building Unit. Failure to do so would hinder ICRAF to process the application. Attachments to the application form include:

  • Copy of research/activity proposal approved by the academic/office supervisors (with term of work and budget estimation)
  • Copy of curriculum vitae
  • 4 X 6 photo cm
  • Letter of recommendation from either [a] academic professor/adviser in the case of a student applicant or [b] institution head or official representative of the institution in the case of a professional applicant

2. Upon receipt of the duly accomplished application form and attachments, ICRAF will review the documents and notify the applicant of its decision within 2 weeks.

3. If application is approved, ICRAF will send confirmation letter to the student and the agreement of the fellowship. These documents also contain basic information on the terms of reference of the fellowship and other logistical arrangements in relation to the travel and stay of the ICRAF fellow in his/her chosen research station.

4. Upon receiving confirmation letter and fellowship agreement from ICRAF, the ICRAF Fellow shall submit the following documents to ICRAF Administrative Officer:

  • Copy of the fellowship agreement, duly signed by him/her and his/her academic supervisor
  • Copy of the original letter of recommendation from his/her academic supervisor.
  • Copy of his/her ID Card, Student Card, Savings Account Book (if necessary), and Health Insurance (if any)

5. On the other hand, if ICRAF finds that the application is not within its program thrusts and mandate, the applicant will also be notified and may give referral to other relevant organizations where possible.

B. Support from World Agroforestry Centre
World Agroforestry Centre provides 3 types of support to an World Agroforestry Centre Fellow as follows:

1. Technical

This support comes in the form of staff time of the technical staff assigned by ICRAF to serve as supervisor of the ICRAF Fellow. The supervisor’s roles and responsibilities include the following:

  • Ensure that the ICRAF Fellow is registered with the Administrative Officer
  • Facilitate the ICRAF Fellow’s learning and practice of skills required to achieve the fellowship objectives as stated in his/her proposal
  • Share knowledge and expertise to assist the ICRAF Fellow solve technical problems in relation to carrying out his/her fellowship activities
  • Introduce the ICRAF Fellow to colleagues and collaborators with relevant expertise in solving technical and non-technical problems
  • Review and respond to all reports submitted by the ICRAF Fellow
  • Advise the ICRAF Fellow on the quality of his/her performance and outputs
  • Ensure that the ICRAF Fellow complies with the conditions for reporting as specified in the letter of agreement


2. Administrative

This support is provided to an ICRAF Fellow in terms of:

  • Access to Centre library and other library resources (e.g., e-journals)
  • Use of office facilities and equipment (room, vehicle, computer and printer, photocopying machine) and services (email, website, fax) with appropriate charges where applicable
  • Office clerical and field support, if necessary
  • Insurance coverage (i.e., AD & D) upon request of the project-unit taking care of the ICRAF Fellow. The insurance details will be recorded and shared with the Human Resources Unit. Foreign students may be required to present health certificates from their respective countries for insurance application in Indonesia


3. Financial (not applicable to research interns)
This support depends on the budget that would be appropriated by the concerned project unit for the ICRAF Fellow. This amount would be stipulated in the letter of agreement. In general, it would include:

  • Expenses for local travel, supplies and equipment needed to carry out the ICRAF Fellow’s activities based on the amount stated in his/her application.
  • Daily subsistence allowance throughout the fellowship for local student only

All disbursements and liquidation of fellowship funds are subject to ICRAF financial policies.

C. Reporting and Expected Outputs

Upon completion of program, all ICRAF fellows are expected to:

  • Submit a written report of his/her accomplishments while with ICRAF, including copies of all outputs produced.
  • Submit a financial report stating how the funds disbursed to him/her, if any, were used with the accompanying receipts of expenses; and
  • Conduct a seminar on his research results at least among ICRAF audience before returning home to his/her home or work station.

D. Related Policies at ICRAF
All World Agroforestry Centre Fellows and assigned supervisors shall adhere to all policies at ICRAF throughout the fellowship period. These will include, among others, the following:

  • Any travel of ICRAF Fellow at all transport modes (i.e., air, water or land) has to be directly related to the objectives of his/her fellowship. ICRAF shall arrange for the most economical and most direct route in all the trips of the ICRAF Fellow.
  • Any equipment purchased for the use of the ICRAF Fellow will be ICRAF’s property and must be returned to the Centre at the end of the fellowship


E. Changes to the Terms and Conditions
The terms relating to the topic, duration and funding of a fellowship or student-attachment may be altered before it ends. Changes to the terms and conditions of a fellowship or an attachment will be confirmed by the project-unit, in writing, and copied to the ICRAF Fellow, ICRAF supervisor, and all relevant scientists/managers and administrative units.

F. Termination
World Agroforestry Centre reserves the right to terminate all fellowships when there is evidence of unsatisfactory progress by the ICRAF Fellows over a prolonged period.
The ICRAF Supervisor will submit a written letter for termination, including comprehensive justification, the date of termination, and recommendations for dealing with outstanding fellowship objectives and intellectual property. The proposal will be addressed to the university supervisor and copied to the ICRAF Fellow, sponsor, and ICRAF Regional Coordinator or Unit Manager. The written approval of the Regional Coordinator or Unit Manager is required before the termination is finalised.

G. Certification
On request, ICRAF may provide an ICRAF Fellow with either a letter or certificate confirming his/her fellowship with the Centre. This letter or certificate shall be addressed to “Whom it May Concern” and confirming the objectives, dates, duration and key activities and achievements of the ICRAF Fellow.
SPECIAL TERMS AND CONDITIONS
FOR NON-INDONESIAN NATIONALS

INTRODUCTION
The Government of Indonesia allows foreign nationals to conduct all types of research activities in Indonesia by virtue of Presidential Decree No. 100/1993 issued on 1 November, 1993. The State Ministry for Research and Technology (RISTEK) is the government body responsible in issuing official permits to foreign researchers based on the Government decree No 41/2006. RISTEK also leads a Coordinating Team consisting of other concerned agencies that meets once a month to review and approve research proposals of foreign nationals.

For this purpose, RISTEK has specified the following requirements for compliance of foreign nationals to conduct research activities in Indonesia. These requirements are divided into 5 sections, namely:

  • Research permit application.
  • Arrival in Jakarta and local research site.
  • During actual conduct of research.
  • Extending research activity.
  • Upon completion of research. It is important that the foreign researcher has to fully comply with the first set of requirements upon notification of fellowship acceptance by ICRAF.

World Agroforestry Centre can help facilitate compliance of all these requirements through its Administrative Officer upon request of the foreign researcher.

1. RESEARCH PERMIT APPLICATION
A. Application for the research permit should fully satisfy the following requirements:

  • A formal letter addressed to The State Ministry of Research and Technology, a copy of which is addressed to the Indonesian Representative abroad where the researcher will obtain the visa
  • A research proposal which contains at least: title, abstract, objectives, methodology, location, and duration of the research in Indonesia.
  • A copy of the researcher’s passport which must be valid until six months after the completion of the proposed research.
  • Curriculum vitae (CV) of the researcher(s).
  • 4 (four) recent close-up photographs (4x6 cm)
  • 2 (two) letters of recommendation from: [a] professor or researcher supervisor and [b] official of the institution or university where the researcher(s) employed
  • A recommendation letter from a related Indonesian representative abroad.
  • Letter(s) of support from Indonesian counterpart(s).
  • Health certificate from a doctor stating that the researcher is physically and mentally in good condition to conduct the research.
  • A letter guaranteeing sufficient fund to cover research and living expenses during conducting research in Indonesia.
  • A list of research equipments will be brought to Indonesia, with brief technical specification and estimated value for each equipment.
  • If researcher plans to bring his/her spouse and children, he/she must also submit a copy of marriage certificate, children birth certificate(s), copies of his/her family passports, and 4 (four) recent close-up photographs of each family member.

B. The required documents above mentioned must be sent to:

Sekretariat Perizinan Peneliti Asing
Kementerian Negara Riset dan Teknologi
Gedung BPPT II, Lantai 8
Jl. M.H. Thamrin 8, Jakarta 10340
e-mail : frp@ristek.go.id
Web: http://www.ristek.go.id

C. When request for a research permit has been approved, RISTEK will request the Directorate General of Immigration to issue a visa authorization number which will be sent to the Indonesian Embassy or Consulate where the researcher will apply for a visa. This place should be explicitly nominated by the researcher.

2. ARRIVAL IN JAKARTA AND LOCAL RESEARCH SITE

A. Arrival In Jakarta

A.1. Upon arrival in Jakarta, it is essential that foreign researcher informs the Immigration Officials at the Soekarno-Hatta Airport his/her research site(s). The researcher will be given three to seven days by the Immigration Officials to report to the Immigration Office in the research site(s). Within the given period of time, the researcher must report to RISTEK at the following address :

Sekretariat Perizinan Peneliti Asing,
Kementerian Negara Riset dan Teknologi,
Gedung BPPT II, Lantai 8, Jl. M.H. Thamrin 8, Jakarta 10340.

A.2. The foreign researcher should contact:

Mr.Wahyu Phone: (021)3169181-3169166/67/68,
Fax. (021)3101952;
e-mail: frp@ristek.go.id;
Web: http://www.ristek.go.id

A.3. Having reported to RISTEK, foreign researchers will be provided with the following necessary documents:

  • A letter to be taken to the Police Headquarters at Direktorat INTELPAM, Jl. Trunojoyo No. 3, Kebayoran Baru, Jakarta Selatan, to obtain a Surat Keterangan Jalan.
  • A letter to the local Immigration Office nearest to the research site in order to obtain KITAS, if a researcher is going to stay in Indonesia for 6 (six) months or more.
  • A letter to the Ministry of Home Affairs (Departemen Dalam Negeri), division of Social and Political Affairs, Jl. Medan Merdeka Utara No. 708, Jakarta Pusat. The Departemen Dalam Negeri will issue a supporting document the following day.
  • A letter to the researcher’s Indonesian counterpart, and
  • A research permit (SURAT IJIN PENELITIAN).


A.4. A foreign researchers are required to pay an administrative fee for the services provided by RISTEK upon arrival in Jakarta. (see the attached sheet for current year). For 1997/1998 fiscal year the administrative fee is as follows:

  • Researcher : US$ 100.00
  • Spouse : US$ 25.00
  • The administrative fee for an extension is : US$ 50.00


B. Arrival At The Local Research Site(s)

B.1. Immediately upon arrival at the research site, a foreign researchers must report to the following offices to present:

    A letter from RISTEK to the sponsor.
    A letter from RISTEK to the Local Immigration Office.
    A letter from the Departemen Dalam Negeri to the Local Municipal Administration (Pemerintah Daerah) Division of Social and Political Affairs.
    A copy of Surat Keterangan Jalan issued by Police Headquarters in Jakarta.

3. DURING ACTUAL CONDUCT OF RESEARCH

  • A foreign researcher is prohibited to undertake activities other than stipulated in his/her research permit.
  • He/She is required to respect the custom, tradition, and cultural values prevailing in the region. When travelling within the country, the foreign researcher should take with him/her copies of all immigration and police documents, letters of permission to conduct research from RISTEK, and Surat Keterangan Jalan from the Police Headquarters in Jakarta.
  • He/She is required to submit to RISTEK six copies of a Quarterly Progress Report. Failure to fulfil this requirement will oblige LIPI to revoke the research permit and its support. Consequently, the researcher will be advised to leave the country.


4. EXTENDING OF RESEARCH ACTIVITY
Should foreign researchers need to extend their activities and stay permits, they have to submit the following documents to RISTEK three months prior to the expiration date of the initial permit.

  •     A letter explaining the reason for an extension
  •     Six copies of Provisional Final Report, and 3. A letter of support from the researcher’s Indonesian Counterpart.


5. COMPLETION OF RESEARCH
Upon completion of the research, foreign researchers must obtain an Exit Permit Only (EPO) from the Immigration and fiscal exemption from the tax office. The fiscal exemption (free fiscal) exempts researchers from paying the Indonesian exit fee or fiscal. It is only given by the Indonesian Tax Office and only to foreign researchers when they complete their researches. Following is the procedure to obtain an EPO and fiscal exemption through RISTEK.

  • One month prior to the completion of the research, foreign researchers should submit an interim report to RISTEK and inform RISTEK of the exact date of departure from Indonesia. Foreign researchers and their counterparts should write directly to Kementerian Negara Riset dan Teknologi notifying that their researches are almost done and plans to leave Indonesia on (date of departure). Attached to the counterpart’s letter should be an interim research report in five copies consisting of 25-30 pages. In the letter, the counterpart should request RISTEK to prepare a cover letter to the Immigration Office requesting to issue an EPO and a cover letter to the Tax Office for a "free fiscal" for the foreign researcher.
  • Foreign researchers should submit RISTEK’s cover letter and a completed application form, passport, Immigration documents (KITAS) and the letter from the sponsoring institution to the Immigration Office that issue KITAS.
  • Foreign researchers should submit RISTEK’s letter to the Tax Office in Jakarta three days prior to his/her departure, and bring copy of KITAS, copy of passport, 1 (one) duty stamp.


Further Information
Sekretariat Perizinan Peneliti Asing
Kementerian Negara Riset dan Teknologi
Gedung BPPT II, Lantai 8
Jl. M.H. Thamrin 8, Jakarta 10340
e-mail : frp@ristek.go.id
Web : http://www.ristek.go.id
SPECIAL TERMS AND CONDITIONS
FOR RESEARCH INTERNS

A. Research Fund Management

  • World Agroforestry Centre gives the right to the funding donors on how to manage the financial support that they are providing the research interns.
  • However, if the funds will be managed by ICRAF, an itemized budget and the conditions in which the fund will be handled must be included in the letter of agreement. Among these conditions are proposed as follows:
  • Funding installment may be remitted in several stages as agreed upon between ICRAF and the funding institution. ICRAF shall not prefinance the research fund.
  • World Agroforestry Centre will administer of the fund and make it available for the Fellow following ICRAF disbursement policies and procedures.
  • World Agroforestry Centre shall give a regular summary report of all funds disbursed to the ICRAF Fellow and expenses incurred as required by the funding donor.