Online PMB: Digitizing New Student Admissions from Registration to Student ID Number

A typical online PMB workflow

• Setting up the period, intake waves, and admission pathways.
• Online registration by prospective students and document upload.
• Document verification by the committee.
• Selection, for example tests, school report grades, or interviews.
• Announcement of results.
• Re-registration and payment.
• Issuing the student ID number (NIM) and creating the student account.

Admission pathways

Besides the regular pathway, many campuses open recognition of prior learning (RPL) and transfer pathways. These have different credit recognition rules, so the system needs to support them from registration onward.

Why PMB must be integrated with the SIAKAD

When PMB and the SIAKAD are separate, applicant data has to be copied over when they become students, which is where typos and duplicates often occur. When they are integrated, applicant data becomes student data the moment the NIM is issued.

Protecting applicants' personal data

• Show a clear privacy consent at registration.
• Limit who can view identity data.
• Encrypt sensitive data such as national ID numbers (NIK) and phone numbers.
• Set a retention period for data of applicants who are not accepted, then anonymize it.

What the committee needs to prepare

• A list of required documents per pathway and level.
• Selection components and their weights.
• Quotas per study program.
• The NIM format used on campus.