Circular No. 20/2002/TT-BGDĐT guiding the issuance of certified copies of diplomas, certificates, and confirmation of other documents in the field of education.

CIRCULAR

Guidelines for issuing certified copies of diplomas and certificates,

and confirming other documents in the field of education,

Pursuant to Decree No. 75/2000/NĐ-CP dated December 8, 2000 of the Government on notarization and certification;

Pursuant to Directive No. 01/2001/CT-TTg dated March 5, 2001 of the Prime Minister on implementing the Government's Decree on notarization and certification;

The Ministry of Education and Training issues guidelines for issuing certified copies of diplomas and certificates and confirming other related documents concerning academic results and examinations in the field of education according to Article 73 of Decree No. 75/2000/NĐ-CP as follows:

I. ISSUING CERTIFIED COPIES OF DIPLOMAS AND CERTIFICATES

1. In this Circular, certified copies of diplomas and certificates refer to printed copies prescribed by the Ministry of Education and Training containing all the contents of the original (but with decorative patterns and symbols distinguishing them from the original, and printed with the word "certified copy") and confirmed by the issuing authority.

2. Certified copies of diplomas and certificates under this Circular include:

a) Certified copies of primary school graduation certificates, junior high school graduation certificates, high school graduation certificates, vocational high school graduation certificates, vocational training certificates, college graduation certificates, university graduation certificates, master's degrees, doctoral degrees.

b) Certified copies of physical education certificates; national defense education certificates; non-formal education certificates; vocational certificates issued by technical training centers or vocational high schools; foreign language certificates, computer certificates, and other types of certificates issued by educational institutions according to current regulations.

3. Certified copies of diplomas and certificates are issued simultaneously with the originals by the educational institution, training center, or educational management agency (hereinafter referred to collectively as the educational institution) authorized to issue the originals, or they can be issued from the original records having the same validity as certified copies notarized or certified according to Decree No. 75/2000/NĐ-CP. The person who has been issued the original diploma or certificate may request the educational institution that issued the original to provide a certified copy from the original records or request notarization or certification at the Notary Public Office or the People's Committee of the district, town, city, or provincial city according to Articles 21 and 22 of Decree No. 75.

4. The notarization of translations of diplomas, certificates, and documents from Vietnamese to another language or vice versa shall be carried out at the Notary Public Office; the notarization and certification of certified copies of documents, diplomas, and certificates in a foreign language shall be carried out at the Notary Public Office or the People's Committee of the district according to Articles 21 and 22 of Decree No. 75.

5. Principles for issuing certified copies of diplomas and certificates:

a) An educational institution authorized to issue original diplomas and certificates (according to the Law on Education) has the right and responsibility to issue certified copies of those diplomas and certificates.

b) The head of an educational institution authorized to sign original diplomas and certificates also has the authority and responsibility to sign certified copies of those diplomas and certificates and is liable under the law. c) The recording of contents in certified copies of diplomas and certificates must be accurate according to the contents of the originals; there must be no deception or errors during the issuance of certified copies.

d) Certified copies of diplomas and certificates are issued simultaneously with the originals or from the original records (diploma and certificate issuance records) when requested by the holder of the original.

e) The issuance of certified copies of diplomas and certificates must be recorded in the register of certified copies of diplomas and certificates.

6. Procedures and sequence for issuing certified copies.

a) A person requesting a certified copy of a diploma or certificate simultaneously with the original upon graduation must register in advance with the authorized educational institution issuing the diploma or certificate.

b) A person requesting a certified copy of a diploma or certificate from the original records may directly request or send a request for a certified copy of a diploma or certificate to the educational institution that issued the original through the post along with the prescribed fee.

For direct requests, if the issuing institution finds the conditions valid, the issuance of certified copies will be carried out immediately on the same day. In cases where a large number of certified copies are requested or there is no immediate signature, it must be rescheduled. The rescheduling period shall not exceed three working days.

For requests sent through the post, the issuance of certified copies of diplomas and certificates shall be completed within three working days from the date of receipt of the request and fee, provided that the authorized issuing institution finds the conditions valid.

For requests made under point b of this Section, the required documents when requesting certified copies of diplomas and certificates are:

- For persons without the original diploma or certificate who make a direct request for a certified copy, they must:

+ Submit a request form for a certified copy of a diploma or certificate containing all the information in the original diploma or certificate and the number of copies requested.

+ Present a personal identification card or other valid document (school record book, household registration, or a letter of introduction from the workplace).

If the person making a direct request for a certified copy has the original, they do not need to submit the above documents.

- For persons authorized by the holder of the original diploma or certificate to request a certified copy, they must:

+ Submit a power of attorney from the holder of the original, which includes all the information in the original diploma or certificate; the name, permanent residence, ID number, number of copies requested, the name of the authorized person, ID number, details of the authorization, and a declaration from the authorizing person. The power of attorney must have signatures of both the authorizing person and the authorized person, and confirmation from the authorizing person's organization or local government.

+ Present the personal identification card of the authorized person.

- For persons requesting a certified copy through the post, they must send the request to the educational institution that issued the original.

+ A request form for a certified copy of a diploma or certificate containing all the information in the original; permanent residence, ID number, number of copies requested. The request form must be confirmed by the organization or local government.

+ A photocopy of the personal identification card.

+ The prescribed fee and postal charges.

+ Fees as prescribed and postal charges.

7. Duties and authorities of the person handling the issuance of copies, the person requesting copies:

a) The person handling the issuance of copies has the duty to receive requests, files, record the content of the copy for signature and stamping; enter into the book of issuance of certificates, licenses, and books of issuance of copies.

b) The person handling the issuance of copies must be objective, honest, and bear responsibility before the agency and the law for the implementation of the procedure for issuing copies and has the authority:

- To only issue copies within the jurisdiction of their own agency or unit; refuse to issue copies that fall outside the jurisdiction of their own agency or unit.

- To request the person requesting copies to present necessary documents for the issuance of copies as stipulated in Section 6 Point c of this Circular; receive and check those documents; if they find them appropriate, issue copies; if there are signs of forgery, they must verify.

c) The person requesting copies has the following responsibilities and rights:

- The person requesting copies must present all necessary documents related to the request for copies as stipulated in Section 6 Point c of this Circular and bear responsibility under the law for the legality of those documents.

- Pay all fees and postal charges for the issuance of copies as prescribed.

- Have the right to request educational institutions with the authority to issue copies of certificates and licenses to implement their lawful request for copies: issue copies simultaneously with the original or provide (directly or through postal service) copies from the original register as prescribed in this Circular.

II. VERIFICATION OF OTHER DOCUMENTS IN THE FIELD OF EDUCATION

1. Other documents related to academic results and examinations in the field of education include: school records, grade sheets, certificates of course completion, results of student excellence exams, Olympiad exams, cultural and sports events... (hereinafter referred to collectively as documents) issued by educational institutions with the authority.

2. An educational institution with the authority that has issued the original document has the right and responsibility to verify copies of that document. The verification of copies of documents must be recorded in the book of verification of copies of documents.

3. Verification of documents can only be carried out from the original; copies of documents (for verification) may be photocopies, prints, typed, or computer-generated but must contain all the content identical to the original.

4. The head of an educational institution with the authority who signs the original document must sign the verification or may delegate a subordinate level to sign the verification of that document according to the following specific provisions:

a) For the Ministry of Education and Training: The Minister may delegate the Director of the Ministry's Office to sign the verification of documents and affix the seal of the Ministry.

b) For universities, colleges, and vocational high schools: The school principal may delegate the Head of the Training Department to sign the verification of documents and affix the seal of the school.

c) For Departments and Offices of Education and Training, general secondary schools, centers, and other educational institutions: The Director, Deputy Director of the Department, Heads, Deputy Heads of the Office of Education and Training; Principals, Deputy Principals, Directors, Deputy Directors of centers; Heads of educational institutions sign the verification of documents and affix the seal of the unit.

5. The person verifying documents must check the original, if it is found appropriate, verify; in cases where the person requesting verification has prepared a copy of the document ready for signing, they must compare and review the contents copied from the original; if there are signs of forgery, they must verify.

6. To verify documents, the stamp "TRUE COPY" must be affixed, with the signature of the authorized person signing the verification of documents and the seal of the unit on the page of the copy containing the signature and seal of the original document. Each page of the copy must be stamped with a cross-stamp and the stamp "COPY" placed in the blank space at the top right corner. After stamping, one copy must be kept at the unit verifying the document.TRUE COPY", signed by the authorized person to confirm the documents and stamped by the unit on the page of the copy with a photograph of the signature and stamp of the original document. Each other page of the copy must be stamped with a cross-stamp and a stamp bearing the words "COPY" in the blank space at the top right corner. After stamping, one copy must be kept at the confirming unit.

7. Other regulations regarding the verification of documents shall be implemented in accordance with the regulations on the issuance of copies of certificates and licenses.

III. FEES FOR ISSUANCE OF COPIES AND VERIFICATION OF DOCUMENTS

The person requesting the issuance of copies of certificates and licenses, and verification of documents must pay the fee when requesting the issuance of copies and verification of documents.

The level of fees, management, and use of fees for the issuance of copies and verification of documents shall be implemented in accordance with the regulations of the Ministry of Finance and the Ministry of Justice.

IV. IMPLEMENTATION

1. The issuance of copies of certificates and licenses as prescribed in this Circular shall only be implemented for certificates and licenses issued from the date this Circular takes effect. For certificates and licenses issued before the date this Circular takes effect, if there is a need, the party concerned may go to a notary office to request notarization or to the People's Committee of the district to request certification.

2. Units assigned the task of managing the issuance of certificates and licenses by educational institutions have the task of managing the issuance of copies of certificates and licenses of that institution.

3. Educational institutions with the authority to issue certificates and licenses and other documents of the national education system, based on the provisions of Decree No. 75/2000/NĐ-CP dated December 8, 2000 of the Government; Directive No. 01/2001/CT-TTg dated March 5, 2001 of the Prime Minister, and the guidance of this Circular, have the responsibility to arrange competent staff; ensure necessary material and equipment, and plan the implementation of the issuance of copies of certificates and licenses (issued simultaneously with the original and issued from the original register) and verification of other documents of their units in accordance with the regulations.

4. Educational institutions annually at the beginning of the academic year need to proactively register the quantity of copy blanks for certificates and licenses of their units with the competent authority (or print themselves) in accordance with the regulations of the Ministry of Education and Training, ensuring sufficient copies of certificates and licenses are available for students to be issued simultaneously with the original upon graduation, completion of the course, and regular issuance of copies of certificates and licenses from the original register.

5. Educational institutions need to inform students about the provisions of Decree No. 75, this Circular, and the time limit for issuance so that they can proactively register their needs for simultaneous issuance of copies and originals from the start of the final year of study, allowing the unit sufficient time to prepare copies along with the original certificates and licenses for issuance to students at the time of awarding graduation certificates.

6. Archiving of books and files for the issuance of copies:

a) The record book for issuing certificates and diplomas, which includes tracking the issuance of copies, the record book for issuing certificate copies, and the confirmation book for document copies must be strictly preserved and stored for a long time. The file for issuing certificate copies (which consists of all documents submitted by the party when requesting a copy) must be stored for a long time.

b) Educational institutions authorized to issue original and copy certificates and diplomas must implement safety measures against fire, moisture, dampness, and pests for the files for issuing copies, the record books for issuing certificates and diplomas, the record books for issuing copies, and the confirmation books for document copies.

7. Prime Minister, The head of educational institutions authorized to issue certificate copies and confirm documents is responsible under the law for the legality, organization, and operational procedures for issuing copies and confirming documents at their own units.

8. Staff assigned the task of issuing copies and confirming documents must demonstrate high responsibility in their work, not causing inconvenience or harassment, and collecting fees according to regulations. While performing their duties and powers to issue copies, those who carry out the procedures for issuing copies and confirming documents, those who sign copies, and those who sign confirmation documents, due to lack of responsibility or intentionally violating the provisions of this Circular and other regulatory legal documents on issuing certificates and diplomas, will be subject to disciplinary action, administrative penalties, or criminal prosecution depending on the severity of the violation as stipulated by law.

9. Those requesting copies or document confirmation who engage in altering documents or using forged documents to request copies or document confirmation will be subject to disciplinary action, administrative penalties, or criminal prosecution depending on the severity of the violation as stipulated by law. Violations will be handled according to the severity as stipulated by law.

This Circular takes effect from July 1, 2002. All previous regulations contrary to this Circular are abolished.

During implementation, if there are difficulties, the Departments of Education and Training, schools, and educational institutions should propose recommendations to the Ministry of Education and Training for timely review and amendment.

GUIDELINES FOR USE

1. The confirmation book for document copies is a state archival document used to record confirmation activities carried out at authorized confirmation units, serving the purpose of monitoring, searching, inspecting, and statistical data of confirmed documents.

2. The book must be stamped across the edges from the first page to the last, and must be kept clean without smudging or tearing.

3. Writing in the book must be clear, without erasing, and must be done with good black ink.

4. Before recording in the book, the data to be recorded must be checked to avoid mistakes. In case of writing errors, technical corrections must be crossed out and rewritten, not written over old text; when rewriting, the person making the correction must sign and clearly write their name in the note column and stamp the correction area.

5. All columns in the book must be filled out completely.

6. When using, the opening date of the book must be recorded, and upon completion, the closing date must be recorded.

7. The book must be strictly preserved and stored according to the regulations of the authorized unit.

GUIDELINES FOR USE

1. The record book for issuing certificate copies is a state archival document used to record the issuance of certificate copies carried out at authorized units for issuing certificate copies, serving the purpose of monitoring, searching, inspecting, and statistical data of issued copies.

2. The book must be stamped across the edges from the first page to the last, and must be kept clean without smudging or tearing.

3. Writing in the book must be clear, without erasing, and must be done with good black ink.

4. Before recording in the book, the data to be recorded must be checked to avoid mistakes. In case of writing errors, technical corrections must be crossed out and rewritten, not written over old text; when rewriting, the person making the correction must sign and clearly write their name in the note column and stamp the correction area.

5. All columns in the book must be filled out completely.

6. When using, the opening date of the book must be recorded, and upon completion, the closing date must be recorded.

7. The book must be strictly preserved and stored according to the regulations of the authorized unit.