Circular No. 05/2017/TT-BLDTBXH stipulates the Admissions Regulations and the determination of admissions quotas for intermediate and college levels.

CIRCULAR

Regulations on enrollment procedures and determination of enrollment quotas for intermediate and college levels

Pursuant to the Law on Vocational Education dated November 27, 2014;

Based on Decree No. 14/2017/ND-CP dated February 17, 2017 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Labor, Invalids and Social Affairs;

Based on Decree No. 143/2016/NĐ-CP dated October 14, 2016 of the Government stipulating conditions for investment and operation in the vocational education sector; 1. NATIONAL UNIVERSITIES ARE PUBLIC HIGHER EDUCATION INSTITUTIONS MANAGED BY THE MINISTRY OF EDUCATION AND TRAINING, HAVE LEGAL PERSONALITY, SEPARATE ACCOUNTS, AND USE STAMPS WITH THE NATIONAL EMBLEM. kiện đầu tư và hoạt động trong lĩnh vực giáo dục nghề nghiệp;

At the proposal of the Director General of the Vocational Education Department,

The Minister of Labor, Invalids and Social Affairs issues this Circular to regulate the enrollment procedures and determination of enrollment quotas for intermediate and college levels

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

1. This Circular stipulates the enrollment regulations including: Time, subjects, and forms of enrollment; content of the enrollment regulations; procedures and application forms for registration to enroll at the intermediate and college levels; organization, composition, tasks, and powers of the Enrollment Committee; organization, composition, tasks, and powers of the Secretariat of the Enrollment Committee; enrollment through examination, selection, or a combination of both; organization of review; determination of admission scores; summoning admitted candidates; verification of examination results or selection results and candidate files; use of information technology and communication in the enrollment process; handling information reflecting violations of the enrollment regulations; rewarding and disciplining staff involved in the enrollment process who violate regulations; rights and responsibilities of the Rector; responsibilities of candidates during the enrollment period; handling candidates who violate the regulations; reporting system; record-keeping system.

2. This Circular stipulates the determination of enrollment quotas including: criteria, principles for determining quotas, procedures for registering and announcing enrollment quotas.

Article 2. Applicability

1. This Circular applies to colleges, intermediate schools, and universities that have registered to offer college-level training (hereinafter referred to as "schools") and related agencies, organizations, and individuals as prescribed.

2. This Circular does not apply to candidates enrolling in joint training programs with foreign countries or studying abroad.

Chapter II

ENROLLMENT REGULATIONS

Article 3. Time, Subjects, and Forms of Enrollment

1. Enrollment time may be conducted once or multiple times within a year.

2. Admissions targets:

a) For intermediate level: Students who have completed junior high school (abbreviated as JHS) or equivalent and above;

b) For college level: Students who have completed senior high school (abbreviated as SHS) or equivalent and above;

c) For officials, civil servants, employees, and workers currently working in state agencies, units, enterprises, political organizations, social-political organizations; military personnel and public security officers on active duty; foreigners, if they meet the following conditions may register to enroll at the intermediate and college levels:

- Ensuring the conditions specified in Points a and b Clause 2 of this Article;

- Officials, civil servants, employees (if using state budget funds for study) currently working in state agencies, units, enterprises, political organizations, social-political organizations may be enrolled upon approval by the competent authority head;

- Military personnel and public security officers on active duty may be enrolled in schools designated by the Ministry of National Defense or the Ministry of Public Security after obtaining approval from the competent authority; military personnel on active duty nearing the end of their compulsory military service period, if permitted by the head of a regiment or higher level, may be enrolled according to personal preference, and if admitted must start the course immediately that year, without deferral to the next academic year;

- For foreign candidates wishing to study intermediate and college levels in Vietnam: The Rector of the school will base the decision to admit candidates on their academic records from JHS, SHS, or equivalent (grade sheets, diplomas, certificates), and knowledge and Vietnamese language test results (if required) according to the school's regulations.

3. Forms of enrollment include:

a) Selection;

b) Examination;

c) A combination of selection and examination.

Article 4. Content of the Admissions Regulation

The admissions regulation shall be established by schools, ensuring that it includes the following main contents: majors and trades; admission time; admission targets; admission forms; preferential admission policies including: target groups, regions, direct admission, preferential score ranges, etc. (refer to Appendix 01); quality assurance conditions for admission (if applicable); admission fees; implementation conditions for admission plans including human resources, infrastructure, equipment; admission plan and announcement; inspection, supervision, complaint and accusation resolution work; information dissemination and reporting systems; rewards and punishments; other related contents (if necessary).

Article 5. Procedures and Application Documents for Applying for Intermediate and Higher Vocational Education Levels

1. Application for Admission (abbreviated as Application for Admission)

a) Based on the school's admission plan, candidates apply for admission to majors and trades suitable for their aspirations, abilities, and conditions.

b) Candidates may apply for admission to one or more schools through the admission application form.

The admission application form shall be issued and published on the electronic information website of the unit, and the form must include at least the following candidate information: Full name; date of birth; ethnicity; permanent residence registration; place of study each year during high school/middle school; applied major/trade; preferential target group; notification address, etc.

2. Application Documents for Admission, including:

a) Admission application form;

b) Legally certified copies of other necessary documents according to the requirements and criteria for admission examination or selection of each school.

3. Procedures for Submitting Application Documents for Admission and Admission Fees: The school announces the methods for receiving application documents for admission and admission fees; candidates can submit application documents for admission and admission fees through direct submission, online submission, or postal service.

Article 6. Organization, Composition, Tasks, and Authorities of the Admissions Board

1. The school principal issues a decision to establish the Admissions Board (abbreviated as AB) to manage tasks related to the admissions process.

2. The composition of the school's AB includes:

a) Chairman: Principal or Deputy Principal;

b) Vice-Chairman: Deputy Principal or Head of Training Department;

c) Standing Member: Head or Deputy Head of Training Department (or Examination Department, Unit responsible for admissions according to the Principal's decision);

d) Members: Some Heads of Departments, Heads of Faculties, Heads of Disciplines, teachers-instructors, and IT staff appointed by the Principal.

3. Tasks and Authorities of the AB:

a) Organizing and implementing selected admission plans;

b) Resolving inquiries and complaints related to the admissions process;

c) Collecting and using admission fees as prescribed;

d) Summarizing the admissions process; deciding on rewards and punishments as prescribed;

đ) Implementing the unified admission software of the school; promptly reporting the results of the admissions process to the Ministry of Labor, Invalids and Social Affairs (General Department of Vocational Education) and the Department of Labor, Invalids and Social Affairs;

4. Tasks and Authorities of the AB Chairman:

a) Implementing and being responsible for the school's admissions process; reporting to the Principal on the implementation and results of the admissions process after each admission cycle;

b) Reporting to the Ministry of Labor, Invalids and Social Affairs (General Department of Vocational Education) and the Department of Labor, Invalids and Social Affairs on the school's admissions process;

c) Establishing working committees to assist the AB in implementing the admissions process, including:

- Secretariat Committee; Review Committee; Exam Question Committee; Examination Committee, Grading Committee (Specialized Committees), depending on the admission method of each school;

- Other Committees (if any) as determined by the AB Chairman based on the opinions of AB members.

The structure, number, composition, functions, tasks, and authorities of the AB assistance committees are determined by the AB Chairman based on the opinions of AB members. Specialized committees of the school perform their tasks according to the regulations stipulated in the Admissions Regulation issued and publicly announced on the school's electronic information website.

5. The AB Vice-Chairman implements tasks assigned by the AB Chairman and acts on behalf of the AB Chairman when authorized by the AB Chairman.

Article 7. Organization, composition, tasks, and powers of the Secretariat of the Admissions Council

1. Composition of the Secretariat of the Admissions Council includes:

a) The Head of the Secretariat shall be concurrently held by a Standing Member of the Admissions Council.

b) Members: Some staff from the Admissions Office or Training Department or Examination Department, Faculties, Departments, and information technology officers.

2. Tasks and powers of the Secretariat of the Admissions Council for schools admitting students through examination-based admission:

a) Organizing the receipt of application files and registration fees for the examination-based admission;

b) Entering and reviewing the examination-based admission registration information into the school's admissions software;

c) Updating and publicly announcing the examination-based admission registration information of candidates;

d) Proposing the admission score plan to the Admissions Council for decision;

đ) Compiling the list of successful candidates;

e) Printing and sending the call-up notice to successful candidates;

g) Checking the files of successful candidates in accordance with Article 11 of this Circular;

h) Having the right to propose to the Rector and Chairman of the Admissions Council to amend the contents of the school's examination-based admission regulations to suit the actual situation of each admission period;

i) Performing other tasks assigned by the Chairman of the Admissions Council.

3. Tasks and powers of the Secretariat of the Admissions Council for schools admitting students through examination-based admission or combined examination-based and assessment-based admission:

a) Announcing relevant information about application files, registration time, and examination venue on the school's website and other mass media;

b) Organizing the receipt of application files and registration fees for the examination-based admission;

c) Entering and reviewing the examination-based admission registration information into the school's admissions software;

d) Updating and publicly announcing the examination-based admission registration information of candidates;

e) Printing and sending the examination notification;

g) Handling procedures for candidates to take the examination, receiving examination papers from the Examination Board, storing and inventorying examination papers, handing over candidates' examination papers to the Marking Board;

h) Managing candidate files and related documents concerning examinations or assessments;

i) Proposing the admission score plan to the Admissions Council for decision;

k) Compiling the list of successful candidates;

l) Printing and sending the examination result notification and call-up notice for successful candidates to enroll;

m) Checking the files of successful candidates in accordance with Article 12 of this Circular;

n) Having the right to propose to the Rector and Chairman of the Admissions Council to amend the contents of the school's examination-based or combined examination-based and assessment-based admission regulations to suit the actual situation of each admission session;

o) Performing other tasks as prescribed by the Chairman of the Admissions Council.

Article 8. Admission through examination-based or combined examination-based and assessment-based methods

Admission through examination-based or combined examination-based and assessment-based methods must ensure the following contents:

1. Requirements for examination content:

a) Examination content should be appropriate to the general level of candidates and meet the requirements for classifying their academic levels, and be consistent with the time allocated for each subject;

b) Examination content should meet the requirements for testing basic knowledge, application skills, and practical abilities of candidates within the scope of the high school curriculum (mainly grade 12), and be consistent with the regulations on adjusting the high school curriculum;

c) Examination content should ensure scientific accuracy, rigor, clarity, and absence of errors;

d) For subjects involving special talents and other specific subjects: Implement according to the school's admission regulations issued by the Rector.

2. Conducting examinations, marking, and re-marking: Implemented in accordance with the school's admission regulations and provisions of this Circular.

Article 9. Organization of Re-examination

1. Time limit for re-examination:

a) The Admissions Committee of the school shall accept applications for re-examination of examination results within fifteen days from the date of announcement of the examination results and admission decisions. The Admissions Committee must respond to the applicant no later than ten days from the date of receipt of the application;

b) Applicants who submit complaints about their scores and pay the prescribed fee will have this fee refunded if errors are discovered during the re-examination process.

2. Organization of re-examination:

a) The re-examination process is directly managed by the Chairperson of the Admissions Committee. Members who participated in the previous processes of score entry and verification are not part of the re-examination team; the time and place of work are determined by the Chairperson of the Admissions Committee;

b) Before conducting the re-examination, the Secretariat (consisting of at least two people) shall perform the following tasks:

- Conducting a preliminary check on the registration dossier of the applicant, and if any irregularities are found, they shall prepare a record and report to the Chairperson of the Admissions Committee;

- Preparing a handover record for the Chairperson of the Admissions Committee regarding the registration dossiers of applicants requesting re-examination.

c) During the re-examination process, the re-examination team (consisting of at least two people) shall perform the following tasks:

- Checking the status of the registration dossier of the applicant;

- Comparing the examination and admission results announced by the school with the registration dossier of the applicant;

- Reporting to the Chairperson of the Admissions Committee after comparing the examination and admission results of the applicants requesting re-examination.

d) Handling the results of re-examination:

- If the examination and admission results after re-examination match the data in the applicant's registration dossier, the Head of the Re-examination Board shall sign off on the final result;

- If the examination and admission results after re-examination differ from the data in the applicant's registration dossier, the registration dossier shall be handed over to the Head of the Re-examination Board for review and adjustment according to the applicant's registration dossier, a record shall be prepared, and the admission file shall be archived;

- In cases where re-examination changes the admission status from non-admission to admission (or vice versa), the Chairperson of the Admissions Committee shall determine the cause of the error, and if there is evidence of violation, it shall be handled according to the provisions of this Circular.

e) Conclusion of re-examination:

- The re-examination results signed off by the Head of the Re-examination Board are considered the final results;

- Adjusted results are decided by the Chairperson of the Admissions Committee and announced to the applicants requesting re-examination.

Article 10. Determination of Admission Scores

1. Based on the number of quotas determined according to regulations, after deducting the number of students admitted through direct admission and assigned admission (if any); based on statistics of admission results; based on the framework of preferential points (if any), the Secretariat of the Admissions Committee proposes several selection plans to be reviewed and decided by the President and the Chairperson of the Admissions Committee.

Schools may establish general admission criteria or specific criteria for each training program, as specified by the Chairperson of the Admissions Committee.

2. When the number of admitted students does not meet the quota, the school may lower the selection criteria or conduct additional admissions until the quota is met. Lowering the selection criteria and conducting subsequent admissions are regulated by the President and the Chairperson of the Admissions Committee based on the opinions of the members of the Admissions Committee and must be publicly announced on the school's website or other mass media.

3. If the number of students entering the school meets the quota in the next admission round, the school shall not accept additional registration dossiers even if there are still subsequent admission rounds as previously announced, and must publicly announce this on the school's website and other mass media.

Selection criteria in all admission rounds of the school do not necessarily need to be the same and are decided by the President and the Chairperson of the Admissions Committee based on the opinions of the members of the Admissions Committee.

4. For programs that fail to meet the quota, after determining the permissible selection criteria according to the training requirements of the school but still fall short, the school may admit applicants who were not admitted to other programs but meet the selection criteria and voluntarily enroll in the under-subscribed program. If the number of qualified applicants exceeds the quota, they shall be selected based on the highest to lowest selection criteria until the quota is filled through a transparent process.

5. Based on the proposed selection criteria plans by the Secretariat of the Admissions Committee, taking into account the opinions of the members of the Admissions Committee, the President and the Chairperson of the Admissions Committee decide, take responsibility, and approve the admission criteria such that the number of admitted students does not exceed 10% more than the quota stated in the Certificate of Vocational Education Activity Registration. The admission criteria and list of admitted students must be publicly announced on the school's website or other mass media.

Article 11. Summoning Successful Candidates

1. The Rector, President of the School Council shall directly review the list of successful candidates submitted by the Secretariat, sign the summonses for successful candidates to enroll, and include the admission results and necessary conditions for enrollment in the summons.

2. Prior to formal enrollment, students must undergo a comprehensive health check organized by the school. Health examinations must follow the guidelines of the Ministry of Health and the Ministry of Labor, Invalids, and Social Affairs. If the school does not establish a Health Examination Board, candidates may be examined at healthcare facilities with the required certification capacity as stipulated by the Ministry of Health. Health certificates issued by healthcare facilities or the school's Health Examination Board shall be added to the student management files.

3. Successful candidates must submit the following documents:

a) A certified true copy of the graduation certificate, high school transcript (or supplementary high school transcript) or junior high school transcript (depending on the category of applicants).

b) A temporary graduation certificate for those admitted immediately upon graduation or a certified true copy of the graduation certificate for those who graduated in previous years. Those submitting a temporary graduation certificate must present the original graduation certificate for verification and inspection at the beginning of the next academic year.

c) A certified true copy of the birth certificate and permanent residence registration.

d) A certified true copy of documents proving eligibility for preferential treatment as specified in the guidance documents of the Ministry of Labor, Invalids, and Social Affairs.

đ) The admission summons.

Documents specified in Points a, b, c, d, and đ of this Clause shall be used by the school for management and verification against the originals when necessary.

4. Candidates who enroll late by more than 15 days from the date specified in the admission summons may be refused acceptance. In cases of force majeure such as illness, injury, accidents, or natural disasters, confirmed by a county-level hospital or People's Committee, schools shall consider accepting them for enrollment or deferring their admission to the subsequent academic year.

5. Successful candidates whose localities prevent them from enrolling have the right to lodge complaints with competent authorities according to the Law on Complaints and Petitions.

Article 12. Reviewing Admission Results and Files of Successful Candidates

1. After the admission period, the school must conduct a review of the admission results of all successful candidates across all stages, simultaneously verifying and cross-checking the original documents of the candidates. If violations of regulations or suspicious cases are discovered, a report should be made to the Rector and President of the School Council for investigation and handling.

2. When candidates enroll, the school must organize a review of the submitted files in accordance with Clause 3 of Article 11 of this Circular.

During the study period, if there are complaints or accusations, the school must verify the candidate's file and examination results as prescribed.

Article 13. Use of Information Technology and Communication in Admissions Work

Schools shall assign staff with appropriate qualifications to be responsible for information technology, prepare sufficient computers and printers, establish email addresses; implement in accordance with the structure, procedures, and deadlines for processing admissions data of the school, specifically as follows:

1. Input data from candidates' registration files, input data on preliminary examination results (if any).

2. Print admission notices for successful candidates, clearly recording the examination results of the candidates.

3. Update registration information and publish the list of successful candidates on the school's website and mass media.

Article 14. Handling Information Reflecting Violations of the Admissions Regulations

1. Locations for receiving information and evidence of violations of the Admissions Regulations:

a) The school's admissions board;

b) The specialized inspectorate for vocational education.

2. Evidence of violations of the Admissions Regulations, once verified for authenticity, serve as the basis for handling violators.

3. Providing information and evidence of violations of the Admissions Regulations:

a) Any citizen, including candidates and those involved in admissions work, upon discovering violations of the Admissions Regulations, must provide information to the locations specified in Clause 1 of this Article for timely handling in accordance with the law on denunciation;

b) Those providing information and evidence of violations of the Admissions Regulations must bear responsibility under the law for the authenticity of the provided information and evidence, and may not abuse such actions to negatively impact the admissions process.

4. For organizations and individuals receiving information and evidence of violations of the Admissions Regulations:

a) Organize the receipt of information and evidence in accordance with regulations; protect the original state of evidence; verify the authenticity of the information and evidence;

b) Promptly implement measures to prevent negative impacts and violations of the Admissions Regulations based on the provided information;

c) Handle according to their authority or report to competent authorities for handling and publicly announce the results of handling individuals and organizations that violate the Admissions Regulations;

d) Protect the confidentiality of the identity of the person providing information.

Article 15. Awards

1. Individuals who make significant contributions and successfully complete assigned admissions tasks will be commended by the School Director and the Chairman of the School Council in accordance with the Law on Competition and Commendation, depending on specific achievements.

2. The commendation fund is extracted from the admissions fee.

Article 16. Handling Staff Involved in Admissions Who Violate Regulations

Staff involved in admissions who commit violations of the regulations (discovered while performing duties or after the admissions test), if there is sufficient evidence, will be subject to disciplinary action by the personnel management agency in accordance with the Law on Public Servants and the Law on Civil Servants; regulations on disciplining public servants and civil servants, and related laws.

Article 17. Rights and Responsibilities of the School Director

1. The school director has the right to decide the number of admissions sessions in a year and the form of admissions of the school.

2. The school director establishes the admissions regulations of the school and publicly announces them on the school's website and other mass media.

3. Forms of handling violations are decided by the school director in accordance with the school's admissions regulations and relevant laws.

Article 18. Responsibilities of candidates during the admission period

1. Candidates must accurately fill out and submit all required application materials and admission fees to the registration school within the time frame specified by the school, and be present at the registration school at the designated time when requested.

2. For candidates applying through the talent examination method, in addition to fulfilling the responsibilities of candidates during the admission period as stipulated in this Circular, they must also comply with the responsibilities of candidates during the talent examination period as prescribed by the school organizing the talent examination.

3. Candidates are responsible for the authenticity of the information provided in the registration form. The school has the right to refuse acceptance or force withdrawal if the candidate does not meet the admission conditions upon comparison of the information in the registration form with the original documents.

4. Candidates have the responsibility to detect and report violations of the Admission Regulations so that the Admissions Committee can handle them promptly.

Article 19. Handling candidates who violate the admission regulations

All candidates who violate the admission regulations must have their violations recorded in a protocol and will be subject to disciplinary action according to the provisions of these regulations based on the severity of the violation. Depending on the level of violation, other forms of handling may be applied according to current laws.

Depending on the level of violation, the Rector decides on disciplinary measures such as reprimand, warning, suspension, deprivation of admission rights, etc., in accordance with the school's Admission Regulations and without contravening current regulations.

Article 20. Reporting System

1. Schools must report to the supervising authority and the Department of Labor, Invalids, and Social Affairs on the school’s admission plan and results; four reports per year, divided into four quarters, and before the 25th day of the last month of each quarter.

2. The supervising authority and the Department of Labor, Invalids, and Social Affairs must compile and report to the Ministry of Labor, Invalids, and Social Affairs (General Department of Vocational Education) before the 30th day of the last month of each quarter.

Article 21. Record Keeping System

Documents related to the admission period; admission results and files of schools must be preserved, stored, and destroyed according to the provisions of the Law on Archives once they lose value.

Chapter III

DETERMINATION OF ADMISSION QUOTAS

Article 22. Criteria for determining admission quotas include:

1. The maximum student-to-teacher ratio for each training program is calculated according to point d, Clause 2, Article 14 of Decree No. 143/2016/ND-CP dated October 14, 2016, issued by the Government Chairman, regulating investment and operation conditions in the vocational education sector.

2. Physical facilities and equipment suitable for the training program, scale, and level are calculated according to point b, Clause 2, Article 14 of Decree No. 143/2016/ND-CP dated October 14, 2016, issued by the Government Chairman, regulating investment and operation conditions in the vocational education sector.

3. The data calculation date is December 31 of each year.

Article 23. Principles for Determining Admission Quotas

The Rectors of schools shall independently determine annual admission quotas and are permitted to flexibly adjust between two levels within the same training program, but must ensure compliance with the criteria set forth in Article 22 of this regulation, without contravening current regulations and the school's admission regulations.

Article 24. Procedure for registering and announcing admission quotas

Each school shall register its annual admission quota with the Department of Labor, Invalids and Social Affairs and the competent authority (details in Appendix 02). The Department of Labor, Invalids and Social Affairs shall compile and report to the General Department of Vocational Education under the Ministry of Labor, Invalids and Social Affairs before January 15 each year.

Chapter IV

IMPLEMENTING PROVISIONS

Article 25. Rights and responsibilities of the Ministry of Labor, Invalids and Social Affairs

1. Inspect, examine, and supervise the admission process, determine admission quotas, and implement admission quotas of schools in accordance with the provisions of the law.

2. Take the lead in coordinating with other ministries, sectors; provincial People's Committees under the central government to conduct re-inspections at subordinate schools if they receive feedback from candidates.

Article 26. Responsibilities of ministries, ministerial-level agencies, agencies under the Government, provincial People's Committees under the central government, political-social organizations, and the Department of Labor, Invalids and Social Affairs

1. Direct, guide, inspect, and aggregate the implementation situation of this Circular within their jurisdiction.

2. Coordinate with the Ministry of Labor, Invalids and Social Affairs to implement this Circular. During the implementation process, if there are difficulties, obstacles, or newly emerging issues, they must promptly reflect them to the Ministry of Labor, Invalids and Social Affairs for guidance or supplementation and adjustment as appropriate.

3. Regularly report to the Ministry of Labor, Invalids and Social Affairs in accordance with the provisions of this Circular.

Article 27. Responsibilities of schools

1. Ensure the accuracy and truthfulness of data on lecturers, teachers; and physical facilities when determining annual admission quotas.

2. Provide full information upon request from the General Department of Vocational Education under the Ministry of Labor, Invalids and Social Affairs to verify registered admission quotas.

3. Report the previous year's admission results and register the next year's admission quota within the prescribed time.

4. Organize inspections, examinations, and supervision of all stages in the admission process at their own institutions according to the school's charter.

Article 28. Effective Date

1. This Circular takes effect from April 15, 2017.

2. Abolish provisions in other documents that contradict the regulations set forth in this Circular regarding the rules for admissions and determination of admission quotas for intermediate and higher vocational education levels.

Article 29. Responsibility for Implementation

Ministries, ministerial-level agencies, agencies under the Government, provincial People's Committees under the central government, political-social organizations, the General Department of Vocational Education, Departments of Labor, Invalids and Social Affairs, intermediate and higher vocational schools, universities with registered higher vocational training programs, and related agencies, organizations, and individuals are responsible for implementing this Circular.