ADMINISTRATIVE CIRCULAR

. ADMINISTRATIVE CIRCULAR (04 May 2018) INFORMATION AND GUIDELINES FOR THE 3 rd INTERMEDIATE SENIOR OFFICIALS MEETING ASIA EUROPE MEETING ON EDUCATION (ISOM ASEM 3) 2018 3 5 June 2018 Jakarta, Indonesia 1

1. WELCOME AND INTRODUCTION The Ministry of Research, Technology and Higher Education of Republic of Indonesia (MORTHE Indonesia) warmly welcomes all Delegates to the 3rd Intermediate Senior Officials Meeting Asia-Europe Meeting on Education (ISOM ASEM 3), 3-5 June 2018 in Jakarta, Indonesia. This document provides practical information on the meeting for all participants. Please do not hesitate to contact the local committee from MORTHE Indonesia for further information. Any amendments to this circular, will be issued and sent via email to the participants. MoRTHE Indonesia wishes all participants a productive and pleasant stay in Jakarta. 2. REGISTRATION Registration for ISOM ASEM 3 is open from 2 April and will be closed by 25 May 2018. All participants may register through online registration link http://bit.ly/isomasem2018 or by sending registration form as attached Annex A to the local committee of ISOM ASEM 3. Considering that the ISOM ASEM 3 will be held in the Holy Month of Ramadhan for Moslem, please kindly inform the Local Committee if food arrangement for Sahoor (pre-dawn meal) is needed. 3. MEETING SCHEDULE ISOM ASEM 3 will be held from 3 to 5 June 2018 in Jakarta, the Capital of the Republic of Indonesia. The Agenda of the meeting is attached as Annex B. An updated agenda will be provided by the ASEM Secretariat at the meeting venue. Delegates will also be informed through the ISOM ASEM Committee and/or ASEM Contact Point. 2

4. VENUE AND ACCOMMODATION Venue The venue of ISOM ASEM 3 is: Fairmont Hotel Jakarta Address : Jalan Asia Afrika No.8, Jakarta 10270 Telephone : +62 21 2970 3333 Website : www.fairmont.com Accommodation All delegations are advised to plan their stay at the venue or designated recommended hotels and make their own arrangements directly to the hotel by email or the contact person of each designated hotel. The following hotels have been designated for delegates of ISOM ASEM 2018. Please refer to Annex C for maps and guide. Hotel Star Rating Type of Room USD Rate IDR Distance to Venue Fairmont Hotel (venue) Address: Jalan Asia Afrika No.8, Jakarta 10270 Phone: +62 21 2970 3333 Website: www.fairmont.com/jakarta/ Contact person: Mr. Martin Kwee, martin.kwee@fairmont.com 5 Fairmont Standard Room (49 SQM) 150 2,000,000 - Century Park Hotel Jakarta Address: Jalan Pintu Satu 4 Deluxe 72 1,000,000 750 m 3

Senayan, Jakarta 10270 Phone: +62 21 571 2041 Website: http://www.atletcentury.com/ Executive 77 1,075,000 Contact person: Ms. Purwanti Armaya, reservation@atletcentury.com HARRIS Suites fx Sudirman Address: Jalan Jenderal Sudirman, Senayan, Jakarta 10270 Phone: +62 21 2555 4587 Website: https://www.harrishotels.com/enus/fx-sudirman Contact person: Mr. Reza Hadi Kusuma, asm-harris-fx@tauzia.com res-harris-fx@tauzia.com 4 Premium 93 1,300,000 Harris Room (breakfast 1 person) Harris Room (breakfast 2 persons) Harris Suite (breakfast 1 person) Harris Suite (breakfast 2 persons) 70 971,200 77 1,071,200 105 1,471,000 112 1,571,200 1 km Special rates have been arranged for delegates for the period of 3 5 June 2018. Booking are made on a first come first serve basis. The room rates (per room/per night and including one daily breakfast) indicated above are inclusive of VAT, service charge, and credit card fee. Please note that each participant must inform the hotel about their participation in ISOM ASEM 2018 while making reservation. Delegations will be responsible for all hotel charges including room cancellation, telephone/fax or email charges, mini-bar consumption and other services. Hence, payment could be made using credit card or cash in Indonesian Currency (Rupiahs) only. 4

5. ENTRY REQUIREMENTS All delegates wishing to enter Indonesia must have a valid passport for at least six (6) months from the date of arrival with sufficient pages for visa stamps (at least one complete blank page), and proof of a return flight or onward flight out of Indonesia. Please contact the Indonesian Embassy/Consulate General in your Country before the meeting in order to check if you require any immigration documents necessary to visit Indonesia. Delegates are advised to apply for necessary visa as early as possible. Information on Indonesian Missions in your respective countries can be found on the following link: http://www.kemlu.go.id/en/kedutaan/default.aspx Visit visa Delegates who wish to enter Indonesia must obtain a visa from one of the Indonesian diplomatic missions unless they come from one of the visa exempt countries. For further information, please visit http://www.imigrasi.go.id/index.php/en/public-services/visit-visa#procedure Visa Exemption Based on the latest Indonesian Law on Visa Free Countries signed in 2016, Indonesia government agreed to citizens of 169 countries a visa free stay for a short stay up to 30 (thirty) days. Please kindly check whether your respective country is listed within the free visa countries http://www.imigrasi.go.id/index.php/en/layanan-publik/bebas-visa#free-visacountries-list No Visa for ASEAN Member States Delegations from ASEAN member states are allowed to enter Indonesia without a visa for a period of stay of 30 (thirty) days or less. Visa on Arrival (VoA) VoA is issued upon arrival at the Soekarno-Hatta International Airport Jakarta if the nationality included on VoA countries list. Nationals from 68 countries are 5

provided with this facility for a visit not exceeding 30 (thirty) days. For further details please visit: http://www.imigrasi.go.id/index.php/en/public-services/visit-visa#voa-countries 6. TRANSPORTATION 6.a Airport Transfer Local committee will provide a shuttle transfer service from airport to designated hotels on the arrival date, 3 June 2018. If the time of arrival doesn t match with the time table, we recommend you to take a licensed taxi. 6.b Shuttle Bus from Hotel-Venue (Vice versa) Shuttle transfer service between designated hotels to meeting venue will be available on 4 5 June 2018 for all ISOM ASEM delegates. The time table for airport shuttle and shuttle from designated hotels to venue and vice versa as attached Annex D. Public Transportation and Taxi Delegates are highly recommended to use licensed taxi for transportation for other non-work purposes. Taxi services will be available at the reception desk of the designated hotels. Therefore we suggest to take taxi services from the Blue Bird Company: Blue Bird Taxi (for regular services) as seen on Picture 6.1; and Silver Bird (for executive services) as seen on Picture 6.2. Picture 6.1 Picture 6.2 Online public transportation system, such as GOJEK and GRAB, also commonly and widely used around the city on an application basis system. 6

7. GENERAL INFORMATION a. Jakarta Jakarta, officially the Special Capital Region of Jakarta, is the capital and largest city of Indonesia. Located on the northwest coast of the world's most populous island Java, it is the centre of economics, culture and politics of Indonesia, with a population of 10,177,924(2015). The Greater Jakarta metropolitan area, known as Jabodetabek (a name formed by combining the initial syllables of Jakarta, Bogor, Depok, Tangerang and Bekasi), is considered a global city and one of the fastest growing economies in the world. Jakarta's business opportunities, as well as its potential to offer a higher standard of living, attract migrants from all over the Indonesian archipelago, making it a melting pot of many communities and cultures. Jakarta is officially a province with special capital region status, but is commonly referred to as a city. The Jakarta provincial government consists of five cities and one administrative regency. b. Weather Jakarta features the tropical climate of Asia, with two distinct seasons (rainy saison from October until March and dry season). The tropical monsoon climate bring daily average temperature in of around 28 33 degree Celsius. Rain may occur randomly during a day or night. It is recommended to wear light clothes and bring along umbrella when going outside the building. c. Time The time in Jakarta (Indonesia Western Time Zone) is 7 hours ahead of Greenwich Mean Time (GMT+7) d. Currency Currency of the Republic of Indonesia is Rupiah. Exchange rate fixed by Bank of Indonesia, 1 USD = 13,900 Rupiahs (April 24,2018), 1 EUR = 17,055 Rupiahs (April 24, 2018). 7

e. Credit Cards and ATMs All major international credit cards are accepted in Jakarta. f. Emergency contacts Below are listings for police, fire, hospitals and other important emergency phone numbers in Jakarta. - Emergency call : 112 - Fire : 113 - Police : 110 - Ambulance : 118 g. Entertainment Jakarta s mall culture Jakarta has a variety of malls around the city. Most of these malls aim for the upper middle class and elite segments of Jakarta s society. These malls contain all the luxury you can imagine, exclusive global design and fashion brands, traditional yet fancy restaurants and much more. For Indonesians - from the middle class up to the elite - these malls are places to hang out, relax and eat because the environment is enjoyable: pleasant temperatures, no pollution and clean (as well as spacious) spaces. The following are malls lists near the venue: Destination Address Plaza Senayan Jalan Asia Afrika No.8, Central Jakarta Senayan City Jalan Asia Afrika Lot.19, Central Jakarta Grand Indonesia Jalan M.H. Thamrin No.1, Central Jakarta How to get there from venue Venue hotel has its own tunnel to this destination with 3 minutes walk. Can be reached by walking accross the Plaza Senayan By taxi 8

8. CONTACT INFORMATION The 3 rd ISOM ASEM 2018 Local Committee ASEM Contact Point : Mrs. Annisa Pranowo (+62 816 1493 952) Ms. Indah Permanasari (+62 822 1839 2221) Ministry of Research Technology and Higher Education (MORTHE) Jalan M.H. Thamrin No.8, Jakarta 10340 kerjasama@ristekdikti.go.id Ms. Karina ASEM Education Ministry of Foreign Affairs (MOFA) Jalan Taman Pejambon No.6, Jakarta 10110 asem-kik@kemlu.go.id 9

ANNEX A REGISTRATION FORM Asia Europe Meeting (ASEM) on Education Intermediate Senior Officials Meeting (ISOM) Jakarta, 3 5 June 2018 PARTICIPANT INFORMATION* Salutation** First Name** Last Name** Passport Number** Institution Designation** Country/Organization Represented** Gender** E-mail** Participant Category** FLIGHT ARRANGEMENT Arrival** Date Time Airline Flight Number Departure** Date Time Airline Flight ACCOMMODATION** Accommodation name Check-in Check-out HEALTH INFORMATION Illness, disease (if any) FOOD PREFERENCE Mr. / Mrs. / Miss Male / Female HOD / Delegate / Observer Allergy to particular food (if any) REQUEST FOR BILATERAL MEETING (aside from ISOM, if desired to) Please indicate if your country need to have bilateral meeting aside from the ISOM 10

* Please make sure that all the information below is belong to the delegate who will be attending the meeting **Required 11

ANNEX B Intermediate Senior Officials Meeting 3-5 June 2018, Jakarta Draft Agenda (May 4 th 2018) Provisional Programme Day 1: 3 June 2018 17.00 19:00 Arrival participants Welcome Dinner in Jakarta (K22 Sky Building Restaurant @Fairmont Hotel) Day 2: 4 June 2018 9.00-12.30 Plenary Session, Chaired by Host and Secretariat Introduction 9.00 9.35 - Welcome Message by Prof. Ainun Na im, Secretary General of MORTHE and ASEM Education Secretariat (Chairs) - Opening Remarks by HE. Mohamad Nasir, Minister of Research Technology and Higher Education Indonesia (MORTHE) - Presentation: Initiatives & achievements since ASEMME6 by the ASEM Education Secretariat Plenary presentations on priority themes Recognition & Quality Assurance and Balanced Mobility 9.35 10.35 Chaired by Prof. Ainun Na im, Secretary General of MORTHE - Presentation on a good practice example from Indonesia, by Prof. Intan Ahmad, Director General of Learning and Students Affairs for MORTHE) (TBC) ; - Presentation from a member of the Expert group of International Credit Transfer Systems and Learning Outcomes, by Ms. Magalie Soenen, Belgium (Policy Advisor, Flemish Ministry of Education and Training); 12

12.15 13.30 Lunch - Presentation from External expert of Erasmus Student Network (ESN) on balanced mobility, by Mr. João Pinto, President ESN. Coffee Break 10.35 11.00 11.00 12.15 Plenary Presentations Engaging Business & Industries, LLL & TVET - Good practice example from Indonesia, by Dr. Jumain Appe, Director General for Empowering Innovation and Director General of Lifelong Learning (TBC); - External experts on Technical and Vocational Education and Training: policy Dialogue and Stakeholders engagement based on the experience from the European Training Foundation, Russia and Kazakhstan : o Presentation by Manuela Prina (European Training Foundation); o Presentation of practice experiences by Ms Natalya Zolotaryova (vice rector additional vocational education at the Russian State Social University of Moscow) and by Ms. Rauza Shirgatova (Department for Technical and Professional Education of the Ministry of Education and Science of Kazakhstan) - The ASEM Lifelong Learning-HUB - its present work and its future, by Mr. Anders Martinsen (Head of the ASEM LLL Hub Secretariat, Danish School of Education Arhus University). 13.45-17.30 2 subsequent workshops (depending on the number of participants, workshops could be split), Chaired by an Asian and an European member Workshop 1: Recognition & Quality Assurance + Balanced Mobility Further analysis on topics of presentations from the plenary sessions speakers from the morning session. Expert Panel Asia - Europe: Ms. Magalie Soenen and Ms. Chantavit Sujatanond (Compendium on ICTS and LO), Mr. Joao Pinto (Student Networks Europe / Asia) and an Asian expert TBC. Moderators : Ms. Saskia Weissenbach and Mr. Martin Schifferings (DAAD) Chaired by Prof. Aris Junaidi, Director of Quality Assurance for MORTHE Indonesia - Discussion on: key questions, achievements, obstacles and challenges - Discussion lessons learnt for future initiatives, for policy development and formulation of policy recommendations - Discussion on follow up of existing initiatives & new initiatives related to Recognition, Quality Assurance and Balanced Mobility: how to further build on results of initiatives and initiate new initiatives 13

Workshop 2: Engaging Business & Industries + LLL & TVET Further analysis on topics of presentations from the plenary sessions speaker on the morning session. Expert Panel Asia Europe: Director General for Empowering Innovation and Director General of Lifelong Learning Indonesia (TBC), Manuela Prina (ETF), Natalya Zolotaryova (University Moscow), Rauza Shirgatova (Ministry of Education and Science, Kazachstan), Business/Industry representative that linked to TVET PT. Representative from Astra Automotive Indonesia (TBC) Chair: Either Dr. Ridwan, Director of Higher Education Institution Development (TBC) or Dr. Paristiyanti, Director of Learning Affairs, MORTHE (TBC) discussion tables moderated by an expert - Discussion on: key questions, achievements, obstacles and challenges related to TVET policy development and Lifelong Learning - Discussion lessons learnt for future initiatives, for policy development and formulation of policy recommendations - Discussion on follow up of existing initiatives & new initiatives related to TVET, Lifelong Learning and Industry engagement: how to further build on results of initiatives and initiate new initiatives 19.00 Formal Dinner (FAIRMONT HOTEL Ballroom) Day 3: 5 June 2018 9.00 11.30 Plenary session, Chaired by Host and Secretariat 9.00 10.15 Presentation of outputs and conclusions of workshops by Chairs: - 1 presentation per priority area - Discussion and feedback plenary 10.15 10.45 Coffee break 10.45 11.30 11.30 11.40 - Suggestions for follow-up on existing initiatives and new initiatives - Suggestions for chairing workshops on next SOMs - Call for participation to all partners to take part in initiatives and formulate concrete proposals for activities and initiatives for SOM1 to be endorsed in ASEMME7 - Short feedback questionnaire 14

11.40 11.50 Looking forward to SOM1, Ms. Patrizia Jankovic, Head of unit Department for international university relations and for promotion of young researcher, Mr. Friedrich Faulhammer from the Danube University Krems, Austria 11.50 12.05 Closing speech Secretary General of MORTHE 12.15 14.00-16.00 Lunch Informal Dialogue: multilateral or bilateral meetings Based on request or appointment in advance, but can also be arranged during the ISOM to discuss concrete ideas based on the outcomes of the workshops and plenary discussions. Informal meetings and discussions on (future) initiatives or activities Please note: The deadline to propose informal dialogue: multilateral/bilateral meeting is on May 25 th, 2018. 15

ANNEX C Hotel Maps and Location 16

ANNEX D Time Table for Bus Shuttle Airport Shuttle The local Committee will provide all participants two busses, in which will be alternately mobilize from Airport to the Hotel on the date of arrival, 3 June 2018, every two hours. International departure will located in two different terminals, Terminal 2 and Terminal 3, each participant should make attention to the sign located in each terminal. Herewith the time schedule for each bus*: No Arrival at Terminal 2 Arrival at Terminal 3 1 07:00 07:30 2 09:00 09:30 3 11:00 11:30 4 13:00 13:30 5 15:00 15:30 6 17:00 17:30 7 19:00 19:30 8 21:00 21:30 *the route for shuttle bus is: Harris f(x) Hotel Century Park Hotel Fairmont Hotel Jakarta 17

Hotel Venue Shuttle Date: 4 5 June 2018 (Morning) No Depart from Harris f(x) Depart from Century Park Hotel Arrive at Fairmont Hotel 1 07:30 07:45 8.00 2 07:45 08:00 8.15 3 08:00 08:15 8.30 4 08:15 08:30 8.45 Date: 4 June 2018 (Evening) No Depart from Fairmont Hotel Arrive at Harris f(x) Arrive at Century Park Hotel 1 21.00 21.15 21.30 2 21.15 21.30 21.45 3 21.45 22.00 22.15 4 22.00 22.15 22.30 18