Lost Your STTB/Ijazah? Here’s What To Do!

Oct 23, 2025 by Jhon Lennon 42 views

Losing important documents like your STTB (Surat Tanda Tamat Belajar) or ijazah (diploma) can be a real headache, guys. These aren't just pieces of paper; they're proof of your hard work and academic achievements. Whether you need it for a job application, further studies, or any other official purpose, not having it can throw a wrench in your plans. So, what do you do if you find yourself in this situation? Don't panic! This guide will walk you through the steps you need to take to replace your lost STTB or ijazah.

Understanding the Importance of Your STTB/Ijazah

First off, let's talk about why these documents are so crucial. Your STTB and ijazah are official records that verify you've completed a certain level of education. Think of them as your academic passports. Employers often require them to confirm your qualifications, and educational institutions need them when you're applying for higher-level programs. Banks might even ask for them when you're applying for a loan! Basically, they're essential for proving your educational background and opening doors to various opportunities. Keeping them safe is super important, but accidents happen, right? That's why knowing how to replace them is a valuable piece of information.

Now, let's dive into the nitty-gritty of what you need to do if you've lost your STTB or ijazah. The process can vary slightly depending on the institution that issued the document and the year you graduated, but the general steps are pretty consistent. Stay calm, take a deep breath, and let's get started. We'll cover everything from gathering the necessary documents to contacting the right authorities and filling out the required forms. By the end of this guide, you'll have a clear roadmap to getting your STTB or ijazah replaced, so you can get back to pursuing your goals without this worry hanging over your head. Remember, you're not alone in this – many people lose important documents, and there are systems in place to help you get replacements. So, let's get to it and make sure you're back on track as soon as possible!

Step-by-Step Guide to Replacing Your Lost STTB/Ijazah

Okay, let's get down to business. Here’s a step-by-step guide on what to do if you've lost your STTB or ijazah. Follow these steps, and you'll be well on your way to getting a replacement.

1. File a Police Report

Yes, the first thing you need to do is file a police report (Surat Keterangan Kehilangan dari Kepolisian). This might seem like an unnecessary hassle, but it's a crucial first step. The police report serves as an official record that you've lost your document and that you're taking the necessary steps to address the situation. Think of it as your official declaration of loss. You'll need this police report as part of your application for a replacement STTB or ijazah. To file a police report, head to your local police station. Explain the situation clearly to the officer, providing as much detail as possible about the lost document, including your name, date of birth, and any other identifying information you can remember. The police will then create a formal report, which you'll need to keep safe. Make a copy or two, just in case! This report is your golden ticket to starting the replacement process, so don't skip this step. It’s a formal requirement that helps protect you and the issuing institution from potential misuse of the lost document.

2. Gather Supporting Documents

Next up, you need to gather all the supporting documents that will help verify your identity and your claim to the STTB or ijazah. The more information you can provide, the smoother the replacement process will be. Here's a list of documents you should try to collect:

Photocopy of the Lost STTB/Ijazah (if available): If you happen to have a photocopy of your lost document, that's fantastic! It will significantly speed up the verification process.
National Identity Card (KTP): A copy of your KTP is essential for verifying your identity. Make sure the copy is clear and legible.
Family Card (Kartu Keluarga/KK): Your KK helps to confirm your family details and address.
Passport Photo: You'll likely need a recent passport-sized photo. Check with the issuing institution for specific size requirements.
Other Relevant Documents: Any other documents that can support your claim, such as academic transcripts or letters of recommendation, can be helpful.

Having these documents ready will not only expedite the process but also show that you are serious and prepared. It's always better to have more information than less. So, take some time to gather these documents carefully before moving on to the next step.

3. Contact the Issuing School/University

Alright, now it's time to get in touch with the school, college, or university that issued your STTB or ijazah. This is a crucial step because they are the ones who hold your academic records and can initiate the replacement process. Start by visiting the school's administration office or the academic affairs department. If you can't visit in person, check their website for contact information or try giving them a call. Explain your situation clearly and politely. Let them know that you've lost your STTB/ijazah and that you need to apply for a replacement. Ask about their specific procedures for replacing lost documents. Each institution might have slightly different requirements, so it's important to get the most accurate and up-to-date information directly from them. They will likely tell you which forms you need to fill out, what additional documents you need to provide, and any fees you need to pay. Take detailed notes during your conversation, including the name and contact information of the person you spoke with. This will be helpful if you need to follow up later. Remember, being courteous and patient can go a long way in getting the assistance you need. The staff at the institution are there to help you, so treat them with respect, and they'll be more likely to assist you effectively.

4. Fill Out the Application Form

Okay, once you've contacted the issuing institution, they will provide you with an application form for a replacement STTB or ijazah. This form is a critical part of the process, so make sure you fill it out accurately and completely. Read the instructions carefully before you start filling in the details. The form will typically ask for information such as your full name, date of birth, student ID number (if you remember it), the year you graduated, and details about the lost document. Double-check all the information you provide to ensure there are no errors or omissions. Any mistakes could delay the processing of your application. If there are any sections of the form that you don't understand, don't hesitate to ask for clarification from the school or university staff. They can guide you through the form and ensure that you're providing the correct information. In addition to filling out the form, you may also need to write a statement explaining the circumstances of the loss. Be clear and concise in your statement, providing as much detail as possible about how, when, and where you lost the document. Remember to attach all the required supporting documents, such as the police report, copies of your ID, and any other relevant paperwork. Once you've completed the form and gathered all the necessary documents, make a copy of everything for your records before submitting it to the institution. This will help you keep track of your application and provide a reference in case you need to follow up later. Filling out the application form thoroughly and accurately is a crucial step in getting your STTB or ijazah replaced, so take your time and pay attention to detail.

5. Pay the Administration Fee (if applicable)

Alright, so after you've submitted your application, there's usually an administration fee you need to pay to process your request for a replacement STTB or ijazah. The amount of the fee can vary depending on the institution and their policies, so it's important to confirm the exact amount with the school or university. They will also provide you with instructions on how to make the payment. Typically, you can pay the fee at the school's finance office or through a bank transfer. Make sure you keep a record of your payment, such as a receipt or transaction confirmation. This will serve as proof that you've paid the required fee and can help prevent any delays in processing your application. Include a copy of the payment receipt with your application documents when you submit them. It's also a good idea to ask about the payment deadline. Some institutions may have a specific timeframe within which you need to pay the fee after submitting your application. Paying the fee on time will ensure that your application is processed promptly. So, don't forget to take care of this step to keep things moving smoothly. It's just a small part of the process, but it's an important one to ensure you get your replacement STTB or ijazah without any unnecessary hiccups.

6. Wait for the Processing Period

Once you've submitted your application and paid the administration fee (if applicable), all that's left to do is wait for the processing period. The length of time it takes to get your replacement STTB or ijazah can vary depending on the institution and their workload. Typically, it can take anywhere from a few weeks to a few months. During this time, the school or university will verify your information, check their records, and prepare your replacement document. Be patient and avoid contacting the institution too frequently, as this could potentially slow down the process. However, it's also a good idea to follow up periodically to check on the status of your application. You can usually do this by phone or email. When you contact them, be polite and provide your application details, such as your name and the date you submitted your application. This will help them quickly locate your file and provide you with an update. If there are any delays or issues with your application, the institution will usually contact you to let you know. Make sure you respond promptly to any requests for additional information or documentation. While you're waiting, you can also prepare for the next steps, such as making copies of your replacement STTB or ijazah once you receive it. Having extra copies on hand can be useful for various purposes, such as job applications or further education. So, sit tight and let the institution do their thing. With a little patience, you'll soon have your replacement document in hand.

7. Claim Your Replacement STTB/Ijazah

Finally, the moment you've been waiting for – claiming your replacement STTB or ijazah! Once the processing is complete, the school or university will notify you that your document is ready for pickup. Make sure to bring your identification (KTP) and any other documents they may require for verification. When you receive your replacement STTB/ijazah, carefully examine it to ensure that all the information is accurate. Check your name, date of birth, and other details to make sure there are no errors. If you find any mistakes, notify the institution immediately so they can correct them. Once you're satisfied that everything is correct, make several copies of your replacement document and store the original in a safe place. It's also a good idea to scan the document and save a digital copy on your computer or in the cloud. This will provide you with an additional backup in case the physical document is lost or damaged. And there you have it! You've successfully replaced your lost STTB/ijazah. It may have taken some time and effort, but you've now got the official proof of your education back in your hands. So, take a deep breath, pat yourself on the back, and get ready to use your replacement document to achieve your goals!

Tips to Keep Your Documents Safe

Okay, now that you've gone through the hassle of replacing your STTB or ijazah, let's talk about how to prevent this from happening again. Here are some tips to keep your important documents safe and secure:

Store in a Safe Place: Keep your STTB/ijazah and other important documents in a secure location, such as a fireproof safe or a locked filing cabinet. Choose a place that's easily accessible to you but protected from theft and damage.
Make Copies: Create multiple copies of your documents, both physical and digital. Store the copies in different locations, so you have backups in case of loss or damage. You can keep a set of copies at home, at work, or in a safety deposit box.
Scan and Save Digitally: Scan your documents and save them as digital files on your computer or in the cloud. This will provide you with an electronic backup that you can access from anywhere. Make sure to password-protect your digital files to prevent unauthorized access.
Use a Document Protector: Consider using a document protector, such as a plastic sleeve or a laminate, to protect your STTB/ijazah from water damage, tears, and other wear and tear. This will help keep your documents in good condition for years to come.
Be Careful When Traveling: When traveling, keep your important documents with you at all times. Don't leave them unattended in your hotel room or in your luggage. Consider using a money belt or a hidden pocket to keep your documents safe from theft.

Conclusion

Losing your STTB or ijazah can be stressful, but it's not the end of the world. By following the steps outlined in this guide, you can successfully replace your lost documents and get back on track. Remember to stay calm, gather the necessary documents, contact the issuing institution, and be patient throughout the process. And don't forget to take steps to protect your documents in the future to prevent this from happening again. Good luck, and remember, you've got this!