3.4 Visas, Permits, & Documents for Enrolment

Relocating to Jakarta with children means adjusting not only to a new city but also to its rhythms of paperwork. International schools here are warm and highly experienced with globally mobile families, yet meticulous about documentation. This is not bureaucracy for its own sake; it is the infrastructure that allows a school to admit, safeguard and teach responsibly. In a city where families arrive from London one week and Seoul the next, accurate records prevent confusion and ensure that children are placed well from the start.

"The stronger schools - such as ISJ - will help guide you through the process so that it seems relatively smooth and simple."

What follows is not complicated—but it is best prepared early, ideally before the moving crates arrive and before parents are trying to locate vaccination cards at the bottom of a suitcase.

1. Why Documentation Matters More Than Some Families Expect

International schools in Jakarta operate in a regulated environment and enrol children from dozens of educational backgrounds. They rely on documents to verify identity, understand a child’s academic history, and coordinate safeguarding.

For the family, thorough documentation protects the child: year-group placement is accurate, support needs are met, and the first days in the classroom feel smooth rather than improvised.

“What follows is not complicated—but it is best prepared early, ideally before the moving crates arrive and before parents are trying to locate vaccination cards at the bottom of a suitcase."

2. Visas and Residency Status: What Schools Need to See

Parents’ residency paperwork

Schools typically request:
• a copy of the working parent’s KITAS (or a letter confirming it is being processed)
• dependent visa details for a spouse
• local contact information

These are recorded, not interrogated. Schools simply need to know the legal guardian and emergency contacts.

Children’s dependent visas

For children, schools need:
• a valid passport
• the dependent visa page (or the employer’s confirmation of processing)

Most families arrive mid-process. Schools handle this easily, provided they receive written proof that the child’s documents are in motion.

3. Passports and Identity Documents

Schools will ask for:
• a valid passport
• a birth certificate
• consistent spelling of the child’s name across documents

Small inconsistencies—middle names dropped in one record, dates written in different formats—cause more delays than missing paperwork. Dual-nationality children occasionally present mismatched name orders; schools are used to it, but clarity helps.

4. Previous School Records: The Basis of Good Placement

In a city of international arrivals, the most valuable document is the school report.

Academic history

Most schools ask for the last two years of reports. They help teachers understand reading levels, numeracy progression, and the child’s general learning profile. This is not about selectivity; it is about accuracy.

Attendance, conduct and safeguarding

These sections help schools anticipate pastoral needs. A child who struggled previously may settle beautifully with the right teacher; one who excelled may need stretching. The point is insight, not judgement.

Special cases

Families coming from homeschooling, tiny schools, or non-English systems may be asked for work samples or a short reference. The aim is the same: understanding the child before they arrive.

5. Health and Vaccination Documentation

Vaccination records

Schools expect standard childhood vaccinations. Formats vary—yellow cards, digital apps, doctors’ letters—all acceptable. If a record is incomplete, clinics such as SOS Medika Cipete, Brawijaya Women & Children Hospital, or RS Pondok Indah can update it quickly.

Medical declarations

Schools may request a health form covering allergies, asthma or ongoing treatment. Nurses rely on this information, particularly during early weeks when staff do not yet know the child.

Managing ongoing conditions

Families managing long-term medical needs often worry about delays. In practice, schools handle this professionally. Clear disclosure allows staff to plan support from day one.

6. Custody, Guardianship and Authorisations

Schools must know who can collect a child and who holds decision-making authority. For divorced or separated parents, simple documentation clarifying custody usually suffices. If a child is picked up by a nanny, grandparent or driver, a brief written authorisation is required. This is standard safeguarding, not scrutiny of personal circumstances.

7. Translation, Notarisation and the Art of Consistency

Most documents in English are accepted immediately. When records are issued in another language, schools may ask for an English translation. Notarisation is rarely required unless mandated by the family’s employer or embassy.

The most common delays arise from mismatched details: a passport renewed without updating a prior form; a report card using a shortened name; a birthdate written in two different formats. Schools check carefully to avoid problems later with transfers or certificates.

8. Timelines: Before and After Arrival

Families who organise documents in two stages find the transition easiest.

Before arrival

Send:
• passport copies
• school reports
• preliminary immunisation records
• employer letter confirming visa processing
• any learning-support documents

This allows schools to issue a provisional offer and begin planning placement.

After arrival

Provide:
• updated visa pages
• a local address
• completed medical forms
• any translated documents still outstanding

Most families complete enrolment within the first fortnight.

9. Common Pitfalls—and How to Avoid Them

A few predictable traps slow families down:
• requesting old school reports too late, during holiday closures
• unclear vaccination records
• no written proof that visas are in process
• names spelled differently across documents
• incomplete disclosure of previous learning support

None of these are difficult to resolve, but they cost time.

10. Summary

The enrolment process in Jakarta’s international schools is orderly, friendly and precise. Schools need these documents because they want to start children well: placed correctly, understood properly, supported from the first day. Families who prepare the essentials early find the process refreshingly straightforward.

Once the paperwork is settled—once the forms are scanned, the visa pages uploaded, the school reports filed—parents can turn to the real work of arrival: exploring neighbourhoods, visiting clinics and cafés, and watching their children find their footing in a city that, despite its scale, often feels surprisingly intimate.

About the author

Ethan, PGCE, QTS, BSc (Hons)
Ethan is an experienced primary teacher with a background in science education. His career includes teaching roles at Sevenoaks School, where he helped develop STEM enrichment projects aimed at building pupils’ investigative thinking. Ethan brings a patient, structured style to the classroom and is committed to nurturing curiosity and critical thinking from the earliest years.

Frequently Asked Questions

Do schools in Jakarta require visas to be completed before enrolling a child?
Not always. Most schools can issue a provisional offer while visas are being processed, provided they receive written confirmation from the employer or relocation agent. Final enrolment requires updated visa pages once issued.

How Admissions Work at International Schools

What documents do schools absolutely need before my child starts?
At minimum: a passport, recent school reports, basic vaccination records, and confirmation that the visa process is underway. Everything else—translations, birth certificates, medical forms—can follow once you arrive.

Relocating to Jakarta with Young Children

We’re moving from a non-English school. Do we need translations?
Only if the reports are not in English. A simple, accurate translation suffices; notarisation is rarely required unless requested by your employer or embassy.

Comparing International Curricula

Our previous school is slow to respond. Can my child still be placed?
Yes, but placement is more accurate when the school has full records. Schools are familiar with delays over holidays and will often accept interim documents or partial reports while waiting for the full set.

Mid-Year Admissions: What Parents Need to Know

What if my child has ongoing medical needs?
Schools simply need clarity—a medical summary, allergy information, medication instructions. Jakarta’s international schools handle ongoing conditions routinely, and school nurses will coordinate with parents as needed.

Health and Wellbeing: Neighbourhood Guide, Jakarta

What vaccination records do schools expect?
Standard childhood immunisations. Formats vary—global health cards, national booklets, digital records. If anything is missing, clinics such as SOS Medika Cipete or Brawijaya Women & Children Hospital can update records quickly.

How strict are schools about custody or pick-up authorisations?
They are clear but not difficult. Schools need to know who is allowed to collect a child or make decisions for them, especially when nannies or drivers are involved. A brief written authorisation usually suffices.

Are dual-nationality children treated differently for documentation?
Not in principle. The only issue is consistency: names, spellings and dates must align across passports, reports and forms. Schools manage these details carefully to avoid complications later.

How long does it take to complete enrolment?
Most families finish within their first two weeks in Jakarta—sooner if documents were submitted in advance. Delays usually arise from missing school reports or incomplete visa confirmation, not from school processes.

School Calendar Differences in Jakarta

What is the most common documentation mistake?
Name inconsistencies—middle names dropped in one record, dates written differently, or an updated passport not matching older forms. These sound trivial but cause administrative tangles later, so schools check carefully.

Visas, Permits, and Documentation for Enrolment