Circular No. 19/2015/TT-BGDĐT Issuing the Regulation on Management of Secondary School Graduation Certificates, High School Graduation Certificates, Higher Education Diplomas, and Certificates of the National Education System

CIRCULAR

Issuing the Regulation on the management of secondary school graduation certificates, high school graduation certificates, higher education diplomas, and certificates of the national education system

Pursuant to Decree No. 75/2006/NĐ-CP dated August 2, 2006 of the Government detailing and guiding the implementation of certain provisions of the Education Law; Decree No. 31/2011/NĐ-CP dated May 11, 2011 of the Government amending and supplementing certain provisions of Decree No. 75/2006/NĐ-CP dated August 2, 2006 of the Government detailing and guiding the implementation of certain provisions of the Education Law; Decree No. 07/2013/NĐ-CP dated January 9, 2013 of the Government amending Point b Clause 13 Article 1 of Decree No. 31/2011/NĐ-CP dated May 11, 2011 amending and supplementing certain provisions of Decree No. 75/2006/NĐ-CP dated August 2, 2006 of the Government detailing and guiding the implementation of certain provisions of the Education Law;

Pursuant to Decree No. 23/2015/NĐ-CP dated February 16, 2015 of the Government on issuing certified copies from original books, certifying copies from originals, certifying signatures, and certifying contracts and transactions;

Pursuant to the Education Law on June 14, 2005; the Law Amending and Supplementing Certain Articles of the Education Law on November 25, 2009;

Pursuant to the Higher Education Law on June 18, 2012;

Pursuant to Decree No. 36/2012/NĐ-CP dated April 18, 2012, of the Government stipulating 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;

The Minister of Education and Training issues this Circular on the Regulation on the management of secondary school graduation certificates, high school graduation certificates, higher education diplomas, and certificates of the national education system.

This Circular annexes the Regulation on the management of secondary school graduation certificates, high school graduation certificates, higher education diplomas, and certificates of the national education system.

At the proposal of the Director of the Legal Department;

This Circular takes effect from October 24, 2015.

Article 1. Abolishes the provisions concerning secondary school graduation certificates, high school graduation certificates, university graduation diplomas, master's degrees, doctoral degrees, and certificates of the national education system set forth in Decision No. 33/2007/QĐ-BGDĐT dated June 20, 2007 of the Minister of Education and Training promulgating the Regulation on diplomas and certificates of the national education system and in Circular No. 22/2012/TT-BGDĐT dated June 20, 2012 of the Minister of Education and Training amending and supplementing certain provisions of the Regulation on diplomas and certificates of the national education system issued together with Decision No. 33/2007/QĐ-BGDĐT.

Article 2. Abolishes the classification of graduation, form of training, and recording of classification of graduation and form of training in Appendix I, Appendix II, and Appendix III attached to Decision No. 25/2008/QĐ-BGDĐT dated May 5, 2008 of the Minister of Education and Training.

The Director of the Office, Heads of Departments under the Legal Department, Heads of units related to the Ministry of Education and Training, directors of provincial education and training departments, directors of universities and academies, principals of university schools, and heads of educational institutions related to the matter are responsible for implementing this Circular.

- National Assembly Standing Committee;

Article 3. - Ministries, agencies at ministerial level, and agencies under the Government;

 

REGULATIONS

1. This Regulation stipulates the management of secondary school graduation certificates, high school graduation certificates, higher education diplomas, and certificates of the national education system (hereinafter referred to as diplomas and certificates), including: content and language recorded in diplomas and certificates; printing and managing diplomas and certificates; issuing, correcting, recalling, and canceling diplomas and certificates; issuing certified copies of diplomas and certificates from original records.

2. This Regulation applies to provincial education and training departments, district education and training departments; secondary schools, high schools, general education schools with multiple levels; centers for continuing education, foreign language centers, computer centers; universities, university schools, academies, research institutes permitted to train doctoral level (hereinafter referred to as higher education institutions); foreign-invested educational institutions issuing diplomas and certificates of Vietnam, and related organizations and individuals.

UNIVERSITY DEGREES AND CERTIFICATES OF THE NATIONAL EDUCATION SYSTEM

(Pursuant to Circular No. 19/2015/TT-BGDĐT dated September 8, 2015 issued by the Minister of Education and Training)

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation and Applicability

1. These regulations govern the management of junior high school graduation certificates, senior high school graduation certificates, university degrees, and certificates of the national education system (hereinafter referred to as degrees and certificates), including: contents and language recorded in degrees and certificates; printing and managing degrees and certificates; issuing, amending, revoking, and canceling degrees and certificates; issuing certified true copies of degrees and certificates from original records.

2. These regulations apply to departments of education and training, educational training offices; junior high schools, senior high schools, general education schools with multiple levels; continuing education centers, foreign language centers, computer centers; universities, university institutions, academies, research institutes authorized to train doctoral level (hereinafter referred to as higher education institutions); foreign-invested educational institutions issuing Vietnamese degrees and certificates, and related organizations and individuals.

Article 2. Principles for Management and Issuance of Certificates and Diplomas

1. Certificates and diplomas shall be managed uniformly, implementing graded management for education and training departments according to the provisions set forth in Article 3 of this Regulation, granting autonomy and responsibility to higher education institutions as prescribed.

2. The original certificates and diplomas shall be issued only once. In cases where certificates and diplomas have been issued to students but errors are discovered due to mistakes made by the issuing authority, the issuing authority shall be responsible for reissuing them to the students.

3. All fraudulent acts in the issuance and use of certificates and diplomas are strictly prohibited.

4. Transparency and fairness must be ensured in the issuance of certificates and diplomas.

Article 3. Delegation of Authority and Granting of Autonomy in the Management of Certificates and Diplomas

1. The Ministry of Education and Training shall uniformly manage certificates and diplomas; prescribe models, printing, management, issuance, recovery, and cancellation of certificates and diplomas.

2. Departments of education and training shall be responsible for managing and issuing certificates and diplomas in accordance with the regulations of the Minister of Education and Training; managing the use of certificate forms and issuance of certificates and diplomas to educational offices and educational institutions under their jurisdiction.

3. Higher education institutions shall be autonomous and responsible for printing certificate forms, managing, and issuing certificates and diplomas in accordance with the regulations of the Minister of Education and Training.

Article 4. Rights and Obligations of Certificate and Diploma Holders

1. Certificate and diploma holders shall have the following rights:

a) To request the issuing authority to issue certificates and diplomas within the prescribed time limit; to ensure that all information on certificates and diplomas is accurately and fully recorded; to request corrections to the contents of certificates and diplomas in accordance with this Regulation;

b) To request the issuing authority to provide information from the original record book of certificates and diplomas and graduation files to serve as grounds for requesting corrections to certificates and diplomas;

c) To request the competent authority to issue copies of certificates and diplomas from the original record book when needed.

2. Certificate and diploma holders shall have the following obligations:

a) To provide accurate and complete information necessary for the issuing authority to record the contents of certificates and diplomas;

b) To verify the accuracy of the information recorded on certificates and diplomas before signing to accept them;

c) To have a power of attorney as required by law when not personally collecting certificates and diplomas;

d) To keep and preserve certificates and diplomas; not to erase, alter any content on certificates and diplomas; not to allow others to use certificates and diplomas;

đ) To use the decision to correct certificates and diplomas together with the corrected certificates and diplomas;

e) To report to the issuing authority and the nearest police station when the original certificate or diploma is lost;

g) To return certificates and diplomas to the competent authority for recovery within thirty days from the date of receipt of the decision to recover certificates and diplomas.

Article 5. Responsibilities of Competent Authorities and Individuals Authorized to Issue Certificates and Diplomas

1. Competent authorities authorized to issue certificates and diplomas shall be responsible for:

a) Checking, comparing, and accurately recording all information on certificates and diplomas. Providing anticipated information to be recorded on certificates and diplomas to students so they can verify the accuracy of the information before it is recorded; requiring students to confirm that they have verified the information, sign confirmation of requests to amend the information, and provide grounds for such requests. Information related to the birth registration of students recorded on certificates and diplomas must be based on valid birth certificates and student admission records;

b) Organizing the printing and issuance of certificates and diplomas within the prescribed authority and timeframe as stipulated in this Regulation;

c) Establishing complete files as a basis for the issuance and management of certificates and diplomas and permanently storing them;

d) Ensuring the accuracy and being responsible for the information in the files and original record books of certificates and diplomas;

đ) Providing information from the original record book of certificates and diplomas and graduation files to certificate and diploma holders to serve as grounds for requesting corrections to certificates and diplomas;

e) Amending the contents of certificates and diplomas in accordance with Articles 24, 25, 26, and 27 of this Regulation;

g) Storing certificates and diplomas when students have not yet collected them;

h) Recovering and canceling certificates and diplomas in accordance with Article 28 of this Regulation;

i) Issuing copies of certificates and diplomas from the original record book in accordance with Chapter V of this Regulation.

2. Individuals authorized to issue certificates and diplomas shall be individually responsible to the superior management authority and the law regarding the management and issuance of certificates and diplomas.

Article 6. Board of Certificates and Diplomas

The Board of Certificates and Diplomas shall be established by the Minister of Education and Training. The Board of Certificates and Diplomas has the duty to advise the Minister of Education and Training on matters related to the management of certificates and diplomas.

The functions, tasks, organization, and operation of the Board of Certificates and Diplomas shall be implemented in accordance with the regulations of the Minister of Education and Training.

The operating funds of the Board of Certificates and Diplomas shall be sourced from the state budget and other supporting sources.

Article 7. Issuance of Certificates and Diplomas for Educational Institutions with Foreign Investment and Vietnamese Educational Institutions Collaborating with Foreign Educational Institutions

Educational institutions with foreign investment and Vietnamese educational institutions collaborating with foreign educational institutions shall be responsible for implementing the provisions of this Regulation if they issue or propose the competent authority to issue certificates and diplomas within the national education system of Vietnam as stipulated in Clause 1, Article 1 of this Regulation.

Chapter II
CONTENT AND LANGUAGE OF CERTIFICATES AND DIPLOMAS

Article 8. General Provisions on Content of Certificates and Diplomas

The general content of certificates and diplomas includes:

1. Title:

SOCIALIST REPUBLIC OF VIET NAM
Independence - Freedom - Happiness

2. Name of certificate or diploma.

3. Name of issuing authority.

4. Full name, middle name, first name; date of birth of the recipient of the certificate or diploma.

5. Certificate or diploma number and entry number in the original record book.

6. Place name (province or centrally administered city where the issuing authority's main office is located).

7. Name, position, signature of the authorized person to issue the certificate or diploma and stamp according to regulations.

8. Date of issuance of the certificate or diploma.

Article 9. Other Contents in Certificates and Diplomas

1. In addition to the contents prescribed in Article 8 of this Regulation, each certificate will also include the following contents:

a) Secondary School Graduation Diploma: place of birth, gender, ethnicity, school attended, graduation year, graduation classification, training form;

b) High School Graduation Diploma: place of birth, gender, ethnicity, school attended, examination session, examination board;

c) University Graduation Diploma: major, graduation year, graduation classification, training form;

d) Master's Degree Diploma, Doctoral Degree Diploma: training field or specialty according to the decision assigning training tasks.

2. Universities may supplement other contents on certificates and diplomas in accordance with their autonomy in printing certificate forms, including: university emblem, decorative patterns printed on certificates and diplomas.

Article 10. Language Used in Certificates and Diplomas

The language used in certificates and diplomas is Vietnamese. For certificates and diplomas that also contain foreign languages, the foreign language must be accurately translated from Vietnamese and the font size of the foreign language must not exceed that of the Vietnamese text.

Article 11. Sample of Certificates and Diplomas

The Minister of Education and Training shall promulgate specific samples of certificates and diplomas for each level of education, training program, and continuing education.

Chapter III
PRINTING AND MANAGEMENT OF CERTIFICATES AND DIPLOMAS

Section 1
PRINTING AND MANAGEMENT OF SECONDARY SCHOOL GRADUATION DIPLOMAS,

HIGH SCHOOL GRADUATION DIPLOMAS, CONTINUOUS EDUCATION CERTIFICATES,

AND NATIONAL DEFENSE - SECURITY EDUCATION CERTIFICATES

PRINTING AND MANAGEMENT OF SECONDARY SCHOOL GRADUATION DIPLOMAS, HIGH SCHOOL GRADUATION DIPLOMAS, CONTINUOUS EDUCATION CERTIFICATES, AND NATIONAL DEFENSE - SECURITY EDUCATION CERTIFICATES

Article 12. Printing of Secondary School Graduation Certificates, High School Graduation Certificates, Continuing Education Certificates, and National Defense-Education Security Certificates

The Ministry of Education and Training shall print the secondary school graduation certificates, high school graduation certificates, continuing education certificates, and national defense-education security certificates according to the quantity registered by the competent authorities issuing such certificates.

The process of managing printing, confidentiality, numbering, storage, and issuance of these certificates shall be carried out in accordance with the regulations of the Minister of Education and Training.

Article 13. Management of Secondary School Graduation Certificates, High School Graduation Certificates, Continuing Education Certificates, and National Defense-Education Security Certificates

1. The management and use of the blanks for secondary school graduation certificates, high school graduation certificates, continuing education certificates, and national defense-education security certificates must be strictly controlled to prevent loss.

2. When issuing certificates to students, the certificate-issuing authority must establish a primary record of certificate issuance according to the prescribed model, clearly recording the serial number and the entry number in the certificate issuance register.

The entry number in the register for secondary school graduation certificates, high school graduation certificates, continuing education certificates, and national defense-education security certificates shall be established continuously in numerical order from small to large each year from January 1st to December 31st, ensuring differentiation between the entry number for certificates and the entry number for certificates, and determining the year of certificate issuance.

3. For certificate blanks that are damaged, incorrectly written, of poor quality, unused due to changes in the blank model, the head of the competent authority issuing certificates must convene a committee to handle the situation and prepare a cancellation record, clearly stating the quantity, serial number, and condition of the certificate blanks before cancellation. The cancellation record must be stored, and the cancellation must be reported to the Ministry of Education and Training within fifteen days from the date of cancellation of the certificate blanks for monitoring and management.

This provision also applies to certificates that have been incorrectly written but signed and stamped by the authorized certificate-issuing authority.

4. In case certificate blanks are lost, the unit managing the certificate blanks has the responsibility to prepare a report and immediately notify the nearest police agency and report to the Ministry of Education and Training for prompt handling.

Article 14. Responsibilities of Heads of Authorities and Educational Institutions Authorized to Issue Secondary School Graduation Certificates, High School Graduation Certificates, Continuing Education Certificates, and National Defense-Education Security Certificates

1. Ensure material and equipment for fire prevention and explosion protection to store certificate blanks.

2. Establish files to manage the use and cancellation of certificate blanks.

3. Establish a primary record of certificate issuance and fully record the information of students receiving certificates as required.

4. Appoint dedicated staff to manage certificate blanks; coordinate with local police agencies where the educational institution is headquartered in the management and use of certificate blanks.

5. Develop rules for managing the storage, use, and issuance of certificates by the authority and educational institution.

6. Specify the procedure for entering numbers in the certificate issuance register as required under Clause 2 of Article 13 of this Regulation. Ensure that each entry number in the certificate issuance register is recorded uniquely on one issued certificate.

7. Regularly direct the implementation of inspections and audits of the use of certificate blanks at the unit. Personally bear responsibility before the higher-level state management agency when violations occur in the use and issuance of certificate blanks at the authority or unit.

Section 2
PRINTING AND MANAGEMENT OF UNIVERSITY EDUCATION CERTIFICATES AND

CERTIFICATES OF HIGHER EDUCATIONAL INSTITUTIONS

Article 15. Printing of University Education Certificates and Certificates by Higher Education Institutions

1. Higher education institutions shall independently print university education certificates and certificates for the national education system (excluding defense and security education certificates), and shall be responsible for managing certificate forms according to the regulations of the Minister of Education and Training.

Based on the provisions of Clause 2, Article 9 of this Regulation and the models of certificates issued by the Minister of Education and Training, the heads of higher education institutions shall approve the models of certificate forms; send the models of certificate forms to the Ministry of Education and Training and the directly managing agencies, local police authorities where the main office is located for reporting; and bear responsibility for the content printed on the certificate forms and organize the printing of certificate forms.

2. The printing of certificate forms must ensure strictness, safety, confidentiality, and must be recorded in a management ledger.

Article 16. Management of University Education Certificates and Certificates by Higher Education Institutions

1. When issuing certificates to students, higher education institutions must establish original ledgers of certificates according to prescribed models, clearly recording the serial number and entry number in the issuance ledger. The establishment of serial numbers and entry numbers in the issuance ledger shall be carried out as follows:

a) The serial number recorded on the certificate form shall be established continuously in natural numerical order from small to large throughout the entire operation period of the higher education institution since it began self-printing of certificate forms; ensuring differentiation between serial numbers of each type of certificate and identifying the higher education institution that prints the certificate forms;

b) The entry number in the issuance ledger shall be established continuously in natural numerical order from small to large annually from January 1 to December 31; ensuring differentiation between entry numbers of each type of certificate, issuance year, and the higher education institution issuing the certificate.

2. For damaged, incorrectly written, or substandard certificate forms not yet used due to changes in the form model, the head of the higher education institution must establish a committee to handle the situation and record the cancellation with details of the quantity, serial number, and condition of the certificate forms before cancellation. The cancellation record must be stored in the file for monitoring and management.

This provision also applies to certificates that have been incorrectly written but signed and stamped by the authorized certificate-issuing authority.

3. In case of loss of certificate forms, the higher education institution has the responsibility to record and immediately notify the local police authority where the main office is located for prompt handling.

Article 17. Public Disclosure System of Information and Reporting on Enrollment Targets, Printing, and Management of Certificates by Higher Education Institutions

1. Higher education institutions have the responsibility to publicly disclose information related to enrollment and regularly update such information on their school's electronic information website as follows:

a) At the beginning of the academic year, higher education institutions have the responsibility to publicly disclose the total enrollment targets allowed for the year, specifying the enrollment targets for each level and training mode;

b) After each enrollment round, higher education institutions have the responsibility to publicly disclose the list of admitted candidates for student supervision, organizations, and individuals, specifying the total number of admitted candidates cumulatively up to the disclosure date compared to the total enrollment targets allowed for the year for each training level.

Admitted candidates who are notified have the responsibility to check the disclosed information and make recommendations to the head of the higher education institution regarding their information if there are errors.

2. From December 1 to December 31 each year, higher education institutions that self-print certificate forms have the responsibility to report to the Ministry of Education and Training and directly managing agencies on the implementation of enrollment targets, printing, and using certificate forms, while publicly disclosing on their electronic information website the report of the higher education institution. The report content includes:

a) The total enrollment targets for the year with students receiving certificates;

b) The number of admitted candidates and those who have enrolled compared to the announced targets for the year as specified in point a of this clause;

c) The number of graduates compared to the number of admitted candidates and those who have enrolled as specified in point b of this clause;

d) The number of certificate forms printed; the number of certificate forms used; the number of certificates issued in the year.

Article 18. Responsibilities of the Head of Higher Education Institutions in Printing Blanks, Managing Certificates and Diplomas

1. Issue regulations on the procedures for printing, managing printing, storing, securing, using certificate and diploma blanks, issuing certificates and diplomas; inspect and audit the printing, storage, use of blanks, and issuance of certificates and diplomas, specifying the responsibilities of each unit and individual and sanctions to be applied when violations occur at educational institutions.

2. Establish files to manage the printing, use, issuance, recall, and cancellation of certificate and diploma blanks.

3. Appoint dedicated staff to manage and issue certificates and diplomas; coordinate with local police agencies where the main office of the educational institution is located in managing and securing certificate and diploma blanks.

4. Ensure safety and prevent fires and explosions during the printing of certificate and diploma blanks in accordance with the law.

5. Provide material infrastructure and equipment for printing and preventing fires and explosions to store certificate and diploma blanks.

6. Specify identification symbols for certificate and diploma blanks printed by educational institutions to serve the purpose of security, identification, and prevention of forgery.

7. Specify the procedure for numbering and entering numbers in the issuance registers of certificates and diplomas according to the requirements stipulated in Clause 1, Article 16 of this Regulation. Ensure that each number is recorded only once on one blank; each number entered in the issuance register of certificates and diplomas is recorded only once on one issued certificate or diploma.

8. Regularly direct the implementation of inspections and audits of activities related to printing, managing, using blanks, issuing certificates and diplomas for units assigned tasks within the educational institution.

9. Build a database system to manage certificates and diplomas issued to students; establish an electronic information page to publicly announce information on the implementation of enrollment targets, printing, managing certificates and diplomas, and publicly announce information on issuing certificates and diplomas. The aforementioned electronic information page must be linked to the electronic information page of the educational institution.

10. Bear personal responsibility before state management agencies when violations occur in the following activities:

a) Printing, managing, using blanks, issuing certificates and diplomas at educational institutions;

b) Implementing the reporting to the Ministry of Education and Training and public announcement on the electronic information page of the educational institution of contents as prescribed in Article 17 of this Regulation.

Chapter IV
ISSUANCE, CORRECTION, RECALL, AND CANCELLATION OF CERTIFICATES AND DIPLOMAS

DEGREES AND CERTIFICATES

Article 19. Authority to Issue Certificates and Diplomas

1. The authority to issue diplomas is defined as follows:

a) A secondary school graduation certificate is issued by the head of the education and training department of the district, city district, town, or provincial city;

b) A high school graduation certificate is issued by the director of the provincial education and training department or the director of the centrally governed city's education and training department;

c) A bachelor’s degree certificate is issued by the rector of a university or the director of an academy authorized to confer bachelor’s degrees;

d) A master’s degree certificate is issued by the rector of a university or the director of an academy authorized to confer master’s degrees;

đ) A doctoral degree certificate is issued by the rector of a university, the director of an academy, or the director of a scientific research institute authorized to confer doctoral degrees;

e) The director of the National University, the director of the Regional University issues higher education diplomas to students of affiliated training and research units of the National University, Regional University (excluding member universities); the rector of member higher education institutions issues higher education diplomas to students trained at their own units in accordance with regulations.

2. The director of the National University, the director of the Regional University issues certificates to students of affiliated training and research units of the National University, Regional University (excluding member universities); the head of higher education institutions (including member universities under the university), the director of the provincial education and training department, the director of the continuing education center, the head of educational institutions issue certificates to students in accordance with regulations.

Article 20. Conditions for Issuing Certificates and Diplomas

1. A certificate or diploma shall be issued to a student upon completion of an educational program or training program according to the level of education or training.

2. National education system certificates shall be issued to students upon completion of a training program or a program to enhance academic or vocational qualifications as prescribed or promulgated by the Ministry of Education and Training.

Article 21. Time Limit for Issuing Certificates and Diplomas

1. The person authorized under Clause 1 of Article 19 of this Regulation shall issue a certificate to a student within the following time limits:

a) 75 days from the date of the decision recognizing the completion of secondary school or high school;

b) 30 days from the date of the decision recognizing the completion of university;

c) 30 days from the date of the decision recognizing the completion and issuing a master's degree certificate;

d) 30 days from the date of the decision recognizing the doctoral degree and issuing a doctoral degree certificate.

2. The person authorized under Clause 2 of Article 19 of this Regulation shall issue a certificate to a student no later than 30 days from the end of the training or enhancement program for academic or vocational qualifications.

3. During the waiting period for the issuance of a certificate, a student who meets the conditions for receiving a graduation certificate shall be issued a temporary graduation certificate by the educational institution where they studied.

The Director of the Department of Education and Training shall specify the format of the temporary graduation certificate for those eligible to receive a secondary school graduation certificate or a high school graduation certificate in their jurisdiction; the head of higher education institutions shall specify the format of the temporary graduation certificate for those eligible to receive higher education certificates from such institutions.

Article 22. Original Register for Issuing Certificates and Diplomas

1. The original register for issuing certificates and diplomas is a document established by the competent authority when issuing the original certificates and diplomas, recording all contents in Vietnamese as on the original certificates and diplomas issued by that authority.

The original register for issuing certificates and diplomas must be accurately recorded, numbered, stamped with a cross-stamp, not erased, ensuring strict management and permanent storage.

The format of the original register for issuing certificates and diplomas is specified in Appendix I, Appendix II, Appendix III, Appendix IV, Appendix V, and Appendix VI attached to this Regulation.

2. In addition to the above provisions, the establishment and management of the original register for issuing secondary school graduation certificates and high school graduation certificates shall also comply with the following regulations:

a) The Educational and Training Office, the Department of Education and Training shall establish the original register based on the list of graduates from each school under their jurisdiction; hand over the original register for issuing certificates along with the certificates fully filled out and signed and stamped to the school for distribution to students within the time limit set by the Director of the Department of Education and Training, appropriate to the conditions of each locality;

b) After the specified time limit, the school shall return the original register and the certificates not collected by the students to the Educational and Training Office or the Department of Education and Training, and simultaneously make a copy of the original register to keep at the school for tracking; in cases where students have not collected their certificates at the school, they shall collect the secondary school graduation certificate at the Educational and Training Office and the high school graduation certificate at the Department of Education and Training;

c) The Director of the Department of Education and Training shall specify in detail the procedures for establishing and managing the original register; the sequence and procedures for transferring and receiving the original register between the Educational and Training Office, the Department of Education and Training, and the school.

Article 23. Signing and stamping certificates and diplomas

1. The person authorized to issue certificates and diplomas as stipulated in Article 19 of this Regulation must sign according to the registered signature model with the competent authority and clearly write out full name and position when signing certificates and diplomas.

2. In cases where the person authorized to issue certificates and diplomas has not been appointed or recognized by the competent authority, the deputy in charge of the issuing authority shall be the person signing the certificates and diplomas.

3. In cases of genuine necessity due to a large volume of certificates requiring signatures, if the authorized person cannot sign directly on the certificates, they must obtain permission from the Department of Education and Training (for junior high school graduation certificates), the Ministry of Education and Training (for high school graduation certificates and university graduation certificates) before using a stamp of their signature on the certificates.

4. The process of stamping over the signature of the person authorized to issue certificates and diplomas shall be carried out in accordance with current regulations on archival work.

Article 24. Authority to decide on amending the content of certificates and diplomas

The person authorized to decide on amending the content of certificates and diplomas is the head of the agency that issued the certificates and diplomas and currently manages the original records of issuance. In cases where the issuing agency has merged, split, dissolved, or had changes in authority, the person authorized to decide on amending the content of certificates and diplomas is the head of the agency currently managing the original records of issuance.

Article 25. Cases for amending the content of certificates and diplomas

The holder of certificates and diplomas has the right to request amendments to the recorded content on certificates and diplomas in cases where, after receiving the certificates and diplomas, the learner has been decided or confirmed by the competent authority regarding changes or corrections to household registration, re-determination of ethnicity, re-determination of gender, supplementation of household registration, adjustment of household registration, late registration of birth, or re-registration of birth as prescribed by law.

Article 26. Documents, procedures, and formalities for amending the content of certificates and diplomas

1. Application documents for amending certificates and diplomas:

a) An application form for amending certificates and diplomas;

b) The certificates and diplomas to be amended;

c) Decision allowing changes or corrections to household registration, re-determination of ethnicity, or re-determination of gender for cases of amending certificates and diplomas due to changes or corrections to household registration, re-determination of ethnicity, or re-determination of gender;

d) Birth certificate for cases of amending certificates and diplomas due to supplementation of household registration, adjustment of household registration, re-registration of birth, or late registration of birth;

đ) Identity card or passport or other lawful identification document with photograph of the holder of the certificates and diplomas;

The documents in the application for amending certificates and diplomas specified in points b, c, d, đ of this clause may be unauthenticated copies, copies from the original record, or authenticated copies from the original.

If the competent authority for amending the content of certificates and diplomas receives unauthenticated copies in the application documents, it has the right to require the applicant to present the original for comparison; the comparator must sign and write out their full name on the copy and bear responsibility for the accuracy of the copy compared to the original.

If the received documents in the application are copies from the original record or authenticated copies from the original, the competent authority for amending the content of certificates and diplomas does not have the right to require presentation of the original for comparison. In cases of suspicion of fraudulent copies, verification rights are reserved.

2. Procedures and formalities for amending the content of certificates and diplomas are as follows:

a) The applicant for amending certificates and diplomas submits one set of documents as stipulated in Clause 1 of this Article to the competent authority for amending the content of certificates and diplomas. Submission can be made either in person or by mail;

b) Within five working days from the date of receipt of complete and valid documents, the competent authority for amending the content of certificates and diplomas reviews and decides on the amendment; if no amendment is made, a written response must be provided with clear reasons;

c) The amendment of the content of certificates and diplomas is carried out through an amendment decision; direct amendments on the certificates and diplomas are not allowed;

Based on the amendment decision, the competent authority for amending the content of certificates and diplomas proceeds to amend the corresponding contents recorded in the original issuance records.

Article 27. Main contents of the decision to amend and apply the amendment of diplomas and certificates

1. The decision to amend diplomas and certificates includes the following main contents:

a) Surname, middle name, given name; date of birth of the person whose diploma or certificate is being amended;

b) Name, number, date of issuance of the diploma or certificate being amended;

c) Content of the amendment;

d) Reason for the amendment;

đ) Effectiveness and responsibility for implementing the decision.

2. The amendment of the content recorded on diplomas and certificates applies to all diplomas and certificates issued before the effective date of this Regulation.

Article 28. Revocation and cancellation of diplomas and certificates

1. Diplomas and certificates shall be revoked and cancelled in the following cases:

a) There is fraudulent behavior in enrollment, study, examination, defense of graduation projects, theses, dissertations, or fraud in preparing documents to obtain diplomas and certificates;

b) Issued to persons who do not meet the conditions;

c) Issued by persons without authority to issue;

d) Diplomas and certificates have been erased or altered;

đ) Used by another person.

2. The competent authority issuing diplomas and certificates as stipulated in Article 19 of this Circular shall be responsible for revoking and cancelling diplomas and certificates.

In the case of master's and doctoral degrees previously issued by the Minister of Education and Training, the competent authority to revoke and cancel diplomas is the higher education institution where the degree holder studied.

Where the issuing authority has merged, split, dissolved, the competent authority to revoke and cancel diplomas and certificates is the authority currently managing the original records of diploma issuance.

The Minister of Education and Training decides on the revocation and cancellation of diplomas and certificates in special cases.

Article 29. Public announcement of information on the issuance of diplomas and certificates on the electronic information website

1. The public announcement of information on the issuance of diplomas and certificates on the electronic information website aims to ensure transparency in training activities and the issuance of diplomas and certificates by educational institutions and educational management agencies; facilitate checks and supervision of diploma issuance activities by agencies, organizations, and individuals; prevent fraudulent and negative practices in the issuance of diplomas and certificates; and prevent the use of fake diplomas and certificates.

2. Information publicly announced about the issuance of diplomas and certificates includes the contents recorded on the diplomas and certificates as stipulated in Clauses 2, 4, 5, 8 of Article 8 and Clause 1 of Article 9 of this Regulation; it must be accurate compared to the original records of diploma issuance, regularly updated and stored on the electronic information website of the issuing agency; ensuring easy management, access, and search.

3. In cases where diplomas and certificates have been amended, revoked, or cancelled, they must also be publicly announced on the electronic information website of the authority that amended, revoked, or cancelled the diplomas and certificates.

4. The public announcement of information on the issuance, amendment, revocation, and cancellation of diplomas and certificates on the electronic information website applies to all diplomas and certificates issued before the effective date of this Regulation.

Chapter V
ISSUING COPIES OF DIPLOMAS AND CERTIFICATES FROM ORIGINAL RECORDS

Article 30. Certified copies from original registers

Issuing certified copies from original registers is the act of issuing such copies based on the original registers managed by the competent authority or educational institution. The contents recorded in the certified copies must be accurate compared to the original registers.

Article 31. Legal effect of certified copies issued from original registers

1. Certified copies of diplomas and certificates issued from original registers have the same legal value as the originals in transactions, except where otherwise provided by law.

2. Authorities or organizations receiving certified copies of diplomas and certificates issued from original registers shall not require the presentation of the original diplomas and certificates for verification, unless there is evidence of forgery or illegality, in which case they may request the presentation of the original for verification or conduct an investigation if necessary.

Article 32. Authority and responsibility for issuing certified copies from original registers

The authority or educational institution managing the original registers has the authority and responsibility to issue certified copies of diplomas and certificates from original registers. The issuance of certified copies from original registers can be carried out simultaneously with the issuance of the originals or after the issuance of the originals.

Article 33. Persons entitled to request certified copies of diplomas and certificates from original registers

The following persons are entitled to request certified copies of diplomas and certificates from original registers:

1. The person who received the original diploma or certificate.

2. The legal representative or authorized representative of the person who received the original diploma or certificate.

3. Father, mother, child; wife, husband; full brother, sister, or sibling; other heirs of the person who received the original diploma or certificate, in cases where that person has died.

Article 34. Procedure and formalities for issuing certified copies of diplomas and certificates from original registers

1. The person requesting certified copies from original registers must present the original or a certified copy of their identity card or passport still valid for use for the file receiver to check. If the person requesting certified copies is as defined in Clause 2 and Clause 3 of Article 33 of this Regulation, they must also present documents proving their relationship with the person who received the original diploma or certificate.

In cases where the request for certified copies from original registers is sent via postal service, the person must send along with it a certified copy of the documents specified in Clause 1 of this Article, one (1) envelope with postage paid, clearly stating the name and address of the recipient for the authority or educational institution issuing the certified copies.

2. The authority or educational institution managing the original registers issues certified copies to the requester based on the original registers; the contents of the certified copies must be recorded accurately according to the contents already recorded in the original registers. In cases where the original registers cannot be stored or do not contain information about the requested certified copies, the authority or educational institution must respond in writing to the requester.

In cases where certified copies of diplomas and certificates from original registers are not issued to the requester, the authority or educational institution must respond in writing and specify the reasons.

3. The time limit for issuing certified copies of diplomas and certificates from original registers is as follows:

a) On the same day the authority or educational institution receives the request or on the next working day, if the request is received after three (3) o'clock in the afternoon.

In cases where requests for certified copies from original registers are sent through postal service, the time limit will commence immediately upon receipt of the complete and valid application files as evidenced by the postmark.

b) For cases where multiple certified copies from several original registers are requested at the same time, or a large number of certified copies are requested, or the content of the diplomas and certificates is complex and difficult to verify, and the authority or educational institution cannot meet the time limit stipulated in point a of Clause 1 of this Article, the time limit for issuing certified copies may be extended by no more than two (2) working days or longer by mutual agreement in writing with the requester.

4. The person requesting certified copies of diplomas and certificates from original registers must pay the fee for issuing certified copies. If the request is sent via postal service, the requester must also pay the postal charges to the authority or educational institution issuing the certified copies.

The fee for issuing certified copies of diplomas and certificates from original registers is implemented in accordance with the guidelines of the Ministry of Finance and the Ministry of Justice regarding the level of collection, payment, management, and use of fees for issuing certified copies.

Article 35. Register for Issuing Copies and Managing the Issuance of Certificates from Original Registers

1. The register for issuing copies of certificates from original registers is a document established by the competent authorities and educational institutions as stipulated in Article 32 of this Regulation when implementing the issuance of copies of certificates from original registers, recording all contents as those contained in the copies issued by such authorities.

The register for issuing copies of certificates from original registers must be recorded accurately, numbered, stamped with a cross-stamp, not erased, ensuring strict management and permanent storage.

2. Each time the competent authorities and educational institutions as stipulated in Article 32 of this Regulation issue copies of certificates from original registers, they must record in the register for issuing copies of certificates from original registers; they must number the register for issuing copies, ensuring that each number in the register for issuing copies is recorded uniquely on one copy of the certificate issued to the learner.

The numbering in the register for issuing copies of certificates shall be done continuously in natural numerical order from small to large annually from January 1 to December 31; ensuring differentiation between the numbering in the register for issuing copies of different types of certificates, years of issuance, and identification of the issuing authority or educational institution.

Chapter VI
INSPECTION, AUDIT, AND VIOLATION HANDLING

Article 36. Inspection and Audit

1. State management agencies at various levels, ministries, sectors, provincial people's committees, and centrally-administered municipal people's committees organize inspections and audits according to their respective levels of state management over education.

2. The Ministry of Education and Training's Inspectorate conducts audits on the printing, management, distribution, and use of certificates within the national education system.

3. The Inspectorate of the Department of Education and Training conducts audits on the printing, management, distribution, and use of certificates within the national education system for educational institutions under the management of provincial people's committees and centrally-administered municipal people's committees.

4. Periodically or unexpectedly, the Ministry of Education and Training conducts inspections and audits on the printing, management, distribution, and use of certificates for higher education institutions that print certificate blanks themselves.

5. Organizations and individuals responsible for printing, managing, distributing, or using certificates have the responsibility to cooperate and facilitate inspection and audit work.

Article 37. Handling of Violations

1. Authorities issuing certificates, persons authorized to issue certificates, and persons receiving certificates who violate regulations on the management, distribution, and use of certificates shall be subject to administrative penalties as prescribed in the Law on Administrative Penalties in the Field of Education; compensation for damages as prescribed by law; and depending on the nature and degree of violation, may be subject to disciplinary action or criminal prosecution.

2. Persons performing the task of issuing copies of certificates from original registers due to lack of responsibility or intentional violation of this Regulation and other regulatory legal documents may be subject to disciplinary action or criminal prosecution depending on the degree of violation; if damage is caused, they must compensate according to the law./.

 

ANNEX I

SAMPLE OF ORIGINAL REGISTER FOR ISSUING HIGH SCHOOL COMPLETION CERTIFICATES
(Attached to Circular No. 19/2015/TT-BGDĐT dated September 8, 2015, issued by the Minister of Education and Training)

ORIGINAL REGISTER FOR ISSUING HIGH SCHOOL COMPLETION CERTIFICATES

 

 

ANNEX II

SAMPLE OF ORIGINAL REGISTER FOR ISSUING GENERAL HIGH SCHOOL COMPLETION CERTIFICATES
(Attached to Circular No. 19/2015/TT-BGDĐT dated September 8, 2015, issued by the Minister of Education and Training)

ORIGINAL REGISTER FOR ISSUING GENERAL HIGH SCHOOL COMPLETION CERTIFICATES

ANNEX III

SAMPLE OF ORIGINAL REGISTER FOR ISSUING UNIVERSITY COMPLETION CERTIFICATES
(Attached to Circular No. 19/2015/TT-BGDĐT dated September 8, 2015, issued by the Minister of Education and Training)

ORIGINAL REGISTER FOR ISSUING UNIVERSITY COMPLETION CERTIFICATES

Academic year: …

Form of training: …

Decision recognizing graduation number …. date …. month …. year …

 

 

ANNEX IV

SAMPLE OF ORIGINAL REGISTER FOR ISSUING MASTER'S DEGREE CERTIFICATES
(Attached to Circular No. 19/2015/TT-BGDĐT dated September 8, 2015, issued by the Minister of Education and Training)

 ORIGINAL REGISTER FOR ISSUING MASTER'S DEGREE CERTIFICATES

Note: Decision establishing thesis evaluation board and decision recognizing graduation and issuing master's degree certificate clearly stating number, date, month, and year.

ANNEX V

SAMPLE OF ORIGINAL REGISTER FOR ISSUING DOCTORAL DEGREE CERTIFICATES
(Attached to Circular No. 19/2015/TT-BGDĐT dated September 8, 2015, issued by the Minister of Education and Training)

ORIGINAL REGISTER FOR ISSUING DOCTORAL DEGREE CERTIFICATES

Note: Decision establishing thesis evaluation board at university or institute, decision recognizing academic degree and issuing doctoral degree certificate clearly stating number, date, month, and year.

ANNEX VI

SAMPLE OF ORIGINAL REGISTER FOR ISSUING CERTIFICATES OF THE NATIONAL EDUCATION SYSTEM
(Attached to Circular No. 19/2015/TT-BGDĐT dated September 8, 2015, issued by the Minister of Education and Training)

ORIGINAL REGISTER FOR ISSUING … CERTIFICATE^(*)

Training and development program: …

Duration of training and development: from the … day of the … month of … year to the … day of the … month of … year

Examination/inspection board (if any): …

Decision on graduation recognition number … on the … day of the … month of … year

Note: (*) Write the name of the certificate.