Circular No. 23/2018/TT-BLDTBXH on records and ledgers in intermediate and college vocational training

CIRCULAR

Regulations on files and records in intermediate and higher vocational training

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

BASED ON DECREE NO. 14/2017/NĐ-CP OF FEBRUARY 17, 2017, ISSUED BY THE GOVERNMENT, PROVIDING THE FUNCTIONS, TASKS, POWERS AND ORGANIZATIONAL STRUCTURE OF THE MINISTRY OF LABOR, WAR INVALIDS AND SOCIAL AFFAIRSPursuant to the request of the Director General of the Department of Vocational Education;

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

The Minister of Labor, Invalids and Social Affairs issues this Circular to regulate files and records in intermediate and higher vocational training.

Article 1. Scope of Regulation and Applicability

1. This Circular regulates the management and use of files and records in intermediate and higher vocational training.

2. This Circular applies to intermediate schools, higher vocational colleges, higher education institutions that have registered for vocational education activities (hereinafter referred to as schools), and other organizations and individuals related thereto.

3. This Circular does not apply to teacher training programs managed by the Ministry of Education and Training.

Article 2. Interpretation of Terms

In this Circular, the following terms shall be understood as follows:

1. Files and records in training refer to types of documents, materials, forms, and books that are minimally required to be used by schools, teachers, lecturers, and managers in organizing and managing intermediate and higher vocational training.

2. Electronic files and records in training refer to types of documents, materials, forms, and books that are managed and used through computers or computer programs and can be printed or extracted in the form of paper documents, forms, and books.

3. Digitization of files and records in training refers to the application of information technology in designing, managing, using, and storing files, forms, and books in intermediate and higher vocational training.

Article 3. General provisions on files and records in intermediate and higher vocational training

1. Files and records in intermediate and higher vocational training aim to effectively organize and manage training activities at the intermediate and higher vocational levels, contributing to ensuring and improving the quality of training.

2. Files and records in intermediate and higher vocational training must ensure consistency, scientificity, practicality; convenience in management and use.

3. Types of files and records in intermediate and higher vocational training include: Files and records for schools and files and records for teachers and lecturers as prescribed in Articles 4 and 5 of this Circular.

Article 4. Files and records for schools

Files and records for schools include the following documents:

1. Training Programs Training Programs reflect the training objectives at the intermediate and higher vocational levels; specify the knowledge and skill standards for students upon graduation; scope and structure of content, teaching methods, and formats; ways to assess learning outcomes for each module, credit, course, specialty, or profession and each level. Training Programs are stipulated in Circular No. 03/2017/TT-BLDTBXH dated March 1, 2017, issued by the Minister of Labor, Invalids and Social Affairs, regulating procedures for developing, reviewing, and issuing training programs; organizing the compilation, selection, and review of textbooks for intermediate and higher vocational training.

2. Training Plans Training Plans are specific documents that concretize training programs, reflecting the entire time and activities of the training program; determine the start and end dates of each semester, academic year, or course; time and duration of training for each subject, module, or credit consistent with the training program; theoretical and practical training time, internship time; plans and organization of examinations, defense of specialized topics, graduation theses (if applicable); examination times for each subject, module, or graduation; holiday, festival, opening, and closing times; extracurricular study times, and other contents depending on each field or profession.

3. Training Progress Training Progress is a plan summarizing the overall progress of implementing the content of each class activity throughout the school year, serving as a basis for building a schedule for study. The school's training progress is developed based on the training progress of each department/unit according to the program and training plan.

4. Schedule The Schedule is a type of plan recording specific study times for each day of the week for each class or for each training program. The Schedule may remain stable for one semester or one academic year.

5. Attendance Book The Attendance Book is a book used to track the entire study process and results of students and teaching activities of teachers and lecturers throughout the course for each class. The Attendance Book includes information such as: Class, course, major/trade, academic year; list of teachers and lecturers participating in teaching subjects/modules; list of teachers and lecturers responsible for class management; list of students; basic content of each lesson according to the approved schedule; tracking and evaluating student learning outcomes; recording student grades.

6. Student Management Book The Student Management Book is a record of students' information. Contents of the Student Management Book include: Brief curriculum vitae, discipline results of students during each term, academic year, or course.

7. Enterprise Training Monitoring Book The Enterprise Training Monitoring Book is a record of training activities at enterprises for each group or class. The Enterprise Training Monitoring Book includes contents such as: Group/class, course, major/trade, academic year; list of practical instructors; list of teachers and lecturers participating in teaching and managing students; list of students; practical content; practical results of students and other relevant contents related to enterprise training.

8. Graduation Certificate Issuance Book The Graduation Certificate Issuance Book is a book tracking the issuance of graduation certificates to students after graduation. The Graduation Certificate Issuance Book is implemented according to Circular No. 10/2017/TT-BLDTBXH dated March 13, 2017, issued by the Minister of Labor, Invalids and Social Affairs, regulating the format of intermediate and higher vocational graduation certificates; printing, managing, issuing, recalling, and canceling intermediate and higher vocational graduation certificates.

Article 5. Files and Registers for Teachers and Lecturers

The files and registers for teachers and lecturers include the following documents:

1. Teaching Plan The teaching plan is a specific plan for each subject or module in each semester and academic year of the teacher or lecturer according to the approved timetable. The teaching plan must clearly reflect key contents such as: the sequence of lectures, lecture titles, number of hours, time spent in each class, teaching equipment and materials for each lesson.

2. Lesson Plan The lesson plan is the teaching plan of the teacher or lecturer for the teaching content. In vocational training at intermediate and higher levels, the lesson plan includes:

a) Theoretical lesson plan is the teaching plan of the teacher or lecturer for theoretical teaching content.

b) Practical lesson plan is the teaching plan of the teacher or lecturer for practical teaching content.

c) Integrated lesson plan is the teaching plan of the teacher or lecturer for integrated teaching content between theory and practice.

3. Teacher's Notebook The teacher's notebook is a record book of the teacher or lecturer during the management of teaching in the classroom. The content of the teacher's notebook reflects the study plan and processes occurring in the implementation of the study plan for the subject or module that the teacher or lecturer teaches.

Article 6. Use and Management of Files and Registers in Intermediate and Higher Vocational Training

1. Principals of schools shall base on the types of files and registers in intermediate and higher vocational training specified in Articles 4 and 5 of this Circular to specifically define forms for each type of file and register, ensuring scientificity, ease of management and use, and convenience for the application of information technology.

2. For organizing teaching through modular or credit accumulation methods, principals of schools have the autonomy to define training files and registers based on the types of files and registers stipulated in this Circular, ensuring quality and effectiveness in management and organization of training.

3. School files are established by units or organizations with relevant functions and tasks and submitted to the principal for approval at the beginning of the academic year or each semester. Teacher and lecturer files are established directly by the assigned teachers and lecturers and approved by unit or department leaders before implementation.

4. Schools are encouraged to promote the application of information technology in building, managing, and using electronic files and registers; digitizing and integrating files and registers into school training management software.

5. The application of information technology in building, managing, and using electronic files, registers, and forms must meet the following requirements:

a) Meeting the goals in training and training management, especially the management of training outcomes and issuance of intermediate and higher vocational diplomas;

b) Meeting the contents prescribed in this Circular regarding files, registers, and forms;

c) Ensuring legality, convenience, easy use, and ability to extract content into paper documents upon request;

d) Ensuring confidentiality, information security, and data backup.

6. Principals of schools shall specify the management and use of electronic files and registers in intermediate and higher vocational training in accordance with the provisions of this Circular while complying with current laws related thereto.

7. The storage of files and registers in intermediate and higher vocational training shall be carried out in accordance with Circular No. 09/2017/TT-BLDTBXH dated March 13, 2017 of the Minister of Labor, Invalids and Social Affairs on the implementation of training programs at intermediate and higher vocational levels under the annual system or modular or credit accumulation method; examination regulations, graduation assessment criteria, and Decree No. 01/2013/NĐ-CP dated January 3, 2013 of the Government detailing certain provisions of the Law on Archives.

Article 7. Effective Date

1. This Circular takes effect from January 21, 2019.

2. Abolish Decision No. 62/2008/QĐ-BLDTBXH dated November 4, 2008 of the Minister of Labor, Invalids and Social Affairs on the issuance of a system of forms and registers for managing teaching and learning in vocational training. For classes or courses at intermediate and higher vocational levels enrolled before this Circular takes effect, continue to implement teaching and learning management forms and registers according to current regulations until the end of the course.

Article 8. Responsibility for Implementation

Ministries, ministerial-level agencies, agencies under the Government, People's Committees of provinces and centrally-run cities, political-social organizations, the General Department of Vocational Education, Departments of Labor, Invalids and Social Affairs, schools, and other relevant agencies, organizations, and individuals are responsible for implementing this Circular.

During the implementation process, if there are difficulties, agencies, organizations, and individuals should promptly report to the Ministry of Labor, Invalids and Social Affairs for guidance or supplementation and adjustment as appropriate./.