Joint Circular No. 14/2012/TTLT-BGDĐT-BLDTBXH guides the mechanism for cooperation in providing information to the "Student Loan" online information portal, serving the management of credit work for students.

JOINT CIRCULAR

H||| Guidelines for the mechanism of providing information to T||| the website ||| "Student Loan"V|||,

||| serving the management of student loan activities ||| for students and trainees

____________________________

||| Pursuant to Decree No. 178/2007/ND-CP dated December 3, 2007 of the Government on the functions, tasks, powers, and organizational structure of ministries and ministerial-level agencies;

Pursuant to Decree No. 32/2008/NĐ-CP dated March 19, 2008 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Education and Training;

||| Pursuant to Decree No. 186/2007/ND-CP dated December 25, 2007 on the functions, tasks, powers, and organizational structure of the Ministry of Labor, Invalids and Social Affairs;

||| Pursuant to Decision No. 157/2007/QĐ-TTg dated September 27, 2007 of the Prime Minister on student loans;

||| The Ministry of Education and Training and the Ministry of Labor, Invalids and Social Affairs jointly issue this Circular guiding the mechanism of providing information to the website "Student Loan" (also known as the "Student Loan Website"), serving the management of student loan activities for students and trainees as follows:

Chapter I

GENERAL PROVISIONS

Article 1. Scope of Regulation and Applicability

1. This Circular guides the mechanism of cooperation in providing information to the website "Student Loan", serving the management of student loan activities for students and trainees during their training period and debt recovery after graduation from educational institutions (including universities or equivalent institutions, colleges, vocational secondary schools) and vocational training institutions (including vocational colleges, vocational secondary schools, vocational training centers, educational institutions, and enterprises registered to participate in vocational training), established and operating in accordance with Vietnamese laws, working at enterprises and labor-using units.

2. This Circular applies to central and local agencies, educational institutions, vocational training institutions, enterprises, labor-using units, and student borrowers, specifying the responsibilities between the leading agency and related agencies in coordinating to provide information to the website "Student Loan", which has the following address:

||| http://vayvondihoc.moet.gov.vn.

Article 2. Principles for Providing Information to the Website "Student Loan"

The provision of information to the website "Student Loan" shall be carried out under the principle of having a leading agency and related agencies cooperating.

Article 3. Leading Agency, Responsibilities, and Powers of the Leading Agency

1. The leading agency of the website "Student Loan" is the Ministry of Education and Training. The Department of Information Technology under the Ministry of Education and Training is the permanent unit directly managing the website "Student Loan".

2. The leading agency has the following responsibilities and powers:

a) Coordinate with ministries and sectors to promptly publish guiding documents of the Prime Minister, ministries, and sectors related to student loans on the website "Student Loan".

b) Urge and remind agencies responsible for providing information within their areas of management related to student loans to publish such information on the website "Student Loan". Annually, in August, prepare reports to send to relevant ministries and sectors regarding the operational status and results of information provision activities of the units.

c) Chair meetings with related agencies and units to unify the content, format, and technical issues of the information to be provided before publishing it on the website "Student Loan".

d) Propose that cooperating agencies assign staff to participate in the task of providing information and processing data for the website "Student Loan".

Article 4. Coordinating agencies, responsibilities and authorities of coordinating agencies

1. Central coordinating agencies are the Ministry of Labor, Invalids and Social Affairs, the Ministry of Finance, the Ministry of Planning and Investment, the State Bank of Vietnam, and the Social Policy Bank.

2. Local coordinating agencies are the Departments of Education and Training, the Departments of Labor, Invalids and Social Affairs, provincial-level Social Policy Banks, provincial departments and sectors, educational institutions, vocational training centers, enterprises, and labor-using units.

3. The coordinating agencies have the following responsibilities and authorities:

a) In accordance with their functions, tasks, and powers prescribed by law, direct agencies, units, and individuals to fulfill requirements for providing information and data related to the student credit program to the "Student Loan" online information portal, while being responsible for the accuracy, completeness, and timeliness of the provided information and data for the main unit.

b) Appoint staff and create favorable conditions for the implementation of coordination tasks with the main agency when requested.

Article 5. Requirements for Providing Information

Information provided for publication on the "Student Loan" online information portal must meet the following requirements:

1. Accuracy, timeliness, and correctness of content.

2. Consistency from central to local levels and among ministries and sectors.

3. Implementation in accordance with Decree No. 97/2008/ND-CP dated August 28, 2008 of the Government on management, provision, and use of Internet services and electronic information on the Internet.

Article 6. Content of Coordination in Providing Information

1. The main agency, coordinating agencies, and relevant agencies determine the content of the information to be provided through management software to extract report forms, simultaneously provide information about borrowers, outstanding loan amounts, repayment capacity; define responsibilities, methods of storing information, confidentiality regimes, and management of the "Student Loan" online information portal to serve the management of student credit work.

2. The main agency and coordinating agencies are responsible for managing and checking the provided information to ensure timely and accurate updates of new information from subordinate institutions.

Chapter II

CONTENT OF INFORMATION

Article 7. Electronic Files

Electronic files managing student credit must use Unicode font (standard: TCVN 6909:2001), including the following information:

1. Student information: Full name; student ID number/card, class, department, course, school, major, type of institution (public, private, foreign-invested), level of education, current academic status (disciplinary/legal violations, dropout, withdrawal, suspension, probation).

2. Household information: Borrower's full name, contact address.

3. Loan-related information: Date of borrowing, due date for repayment, Social Policy Bank at the county level where the loan was granted, amount borrowed, total amount borrowed, principal repaid, interest paid, current outstanding balance, debt status.

Article 8. Information Content for Students Borrowing to Study

1. Information on students when entering school

a) Student files must include one of the following documents: Confirmation letter from educational institutions or vocational training centers, or Admission Notice for first-year students. If students use an Admission Notice, they must supplement the Admission Notice within one month after completing enrollment procedures to replace the Admission Notice.

b) At the end of the first semester of the first academic year, coordinating units must complete all missing information of students in the electronic file as stipulated in Article 7 of this Circular.

2. Information tracking the borrowing process of students

Educational institutions and vocational training centers provide lists of students who need loans, confirmed by educational institutions and vocational training centers, and provide information on tuition payments and current academic status of students eligible for initial loans or continued loans according to Decision No. 157/2007/QD-TTg dated September 27, 2007 of the Prime Minister regarding student credit.

3. Information on students upon graduation

a) Educational institutions and vocational training centers provide and update plans for graduates of each course, and provide lists of graduating students to update loan management information.

b) Coordinating agencies and units provide updated final course files of students who have taken out loans no later than three months after graduation.

c) In cases where students still owe debts and are employed by enterprises or agencies, coordinating agencies need to promptly update related information to serve management and data retrieval.

4. Credit information on students is regularly updated immediately after each disbursement. Coordinating agencies and units provide regular information updates and supplement information immediately after new events occur.

5. Storage of electronic student files is carried out in accordance with current national regulations on storage.

Chapter III

MECHANISMS FOR COORDINATION AND METHODS OF PROVIDING INFORMATION

Article 9. Coordination mechanism in providing information

1. Ministry of Education and Training

a) Provide guiding and management documents related to student loan policies, urge, direct, and supervise educational training institutions within the system to provide information according to their functions and tasks;

b) Take the lead, manage, and operate the "Student Loan" Electronic Information Portal;

c) Issue a username and password to access the "Student Loan" Electronic Information Portal for educational training institutions through dedicated staff;

d) Establish an "Email Group" system to coordinate, exchange, and provide necessary information for management work while facilitating students, schools, families, and society to participate in monitoring and providing feedback on the "Student Loan" Electronic Information Portal.

2. Ministry of Labor, Invalids and Social Affairs

a) Provide the leading agency with guiding and management documents related to vocational institution student loan policies;

b) Appoint leaders and dedicated staff to monitor, coordinate, and be responsible for providing relevant information in managing student credit, appoint leaders and dedicated staff to participate in the "Email Group" as stipulated in Point d, Clause 1, Article 9 of this Circular;

c) Provide a coding list of vocational institutions for consistent use in the student credit management software, direct vocational institutions to provide complete, timely, and accurate relevant information to the leading unit.

3. The Vietnam Social Policy Bank

a) Provide the leading agency with guiding and management documents related to student loan policies, procedural guidance documents for student loans;

b) Provide all information specified in Clause 2 and Clause 3, Article 7 of this Circular to the leading agency;

c) Appoint dedicated staff to monitor, compile, and process loan data from branches to synchronize with the database of the "Student Loan" Electronic Information Portal, appoint leaders and dedicated staff to participate in the "Email Group" as stipulated in Point d, Clause 1, Article 9 of this Circular.

4. Educational institutions, vocational institutions

a) Provide the information specified in Clause 1, Article 7, Clause 1, 2, and 3, Article 8 of this Circular.

b) Appoint leaders and dedicated staff to participate in the "Email Group" as stipulated in Point d, Clause 1, Article 9 of this Circular.

5. Enterprises, labor-using units still having outstanding student credit (collectively referred to as employers)

a) When accepting job applications, employers require information about whether applicants have taken out student loans. Through interviews or verification on the "Student Loan" Electronic Information Portal, if it is found that the applicant has taken out a loan and still has outstanding debt, the employer requests additional information such as class name, department, course, and educational institution or vocational institution when taking out the loan. After hiring the employee, the employer reports to the "Student Loan" Electronic Information Portal information about the employer, a list of employees of their unit, and the outstanding student loan status of these employees;

b) When employers or employees repay the loan to the Social Policy Bank, the remaining debt information of students will be recorded in the software and synchronized with the Social Policy Bank's database and information on the "Student Loan" Electronic Information Portal.

Article 10. Method of Providing Information

Branches of the Social Policy Bank shall provide complete data once and synchronize changes at subsequent times. Educational institutions and vocational training centers shall update information online on the "Student Loan" website through access accounts provided by the Directorate of Information Technology. The Ministry of Education and Training shall issue such accounts pursuant to Point c Clause 1 of Article 9 of this Circular.

Chapter V

IMPLEMENTATION

Article 11. Effective Date

This Circular takes effect from June 5, 2012.

Article 12. Responsibility for Implementation

Relevant ministries, sectors, provincial people's committees under the central government shall, within their assigned functions and tasks, direct and organize the implementation of the provisions of this Circular.

In the course of implementation, if there are any difficulties, ministries, sectors, and provincial people's committees under the central government are requested to promptly report them to the Joint Ministry of Education and Training and Ministry of Labor, Invalids and Social Affairs for consideration and resolution./.