Circular No. 26/2019/TT-BGDĐT on the management, operation, and use of the Industry Database System for preschool education, general education, and continuing education.

CIRCULAR

Provisions on management, operation, and use of the Industry Database System

for preschool education, general education, and continuing education

Pursuant to Decree No. 69/2017/NĐ-CP dated May 25, 2017 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Education and Training;

Pursuant to Decree No. 64/2007/NĐ-CP dated April 10, 2007 of the Government on the Application of Information Technology in the Activities of State Agencies;

At the request of the Director of the Department of Information Technology,

The Minister of Education and Training shall issue a Circular to provide provisions on management, operation, and use of the Industry Database System for preschool education, general education, and continuing education.

PART I

GENERAL PROVISIONS

Article 1.      Scope of regulation and applicable subjects

1. This Circular stipulates the management, operation, and use of the industry database system for preschool education, general education, and continuing education.

2. This Circular applies to:

a) Department of Education and Training or department with state management functions in education under the People's Committee of provinces and centrally-run cities (hereinafter referred to as the Department of Education and Training);

b) District Education and Training Office or office with state management functions in education under the People's Committee of districts, towns, urban districts, and centrally-run cities (hereinafter referred to as the District Education and Training Office);

c) Preschool education institution; General education institution; Continuing education center, vocational education and training - continuing education center (hereinafter collectively referred to as educational institutions);

d) Other organizations and individuals related thereto.

Article 2.      Definitions

In this Circular, the following terms are understood as follows:

1.   Industry database for preschool education, general education, and continuing education is a collection of digitized information management data on preschool education, general education, continuing education, and related information that is established, updated, maintained to serve state management in the field of preschool education, general education, and continuing education, and provide information in accordance with the law. The industry database includes component databases: School database; Classroom database; Teacher and education management staff database; Student database; School infrastructure database, and other component databases prescribed by the Ministry of Education and Training.

2.   Industry database system for preschool education, general education, and continuing education is a specialized information technology system built, managed, and uniformly used nationwide by the Ministry of Education and Training, with basic functions serving reporting, collecting, and summarizing digitized data on preschool education, general education, and continuing education from localities to the central level. The industry database system consists of information technology infrastructure, management software, and the industry database for preschool education, general education, and continuing education, which operates and functions on the Internet at the address csdl.moet.gov.vn.

3.   Data entry into the Industry Database System is the process of entering digitized data in a standardized format provided on the Industry Database System.

4.   Identification code for a managed object on the Industry Database System is a string of characters used to identify that object on the Industry Database.

5.   Account on the Industry Database System includes two main pieces of information: username and password issued by the competent authority for login and exploitation. There are two types of accounts: Administrative account used to manage the Industry Database System according to the authority of the agency or unit, and exploitation account for using the Industry Database System. Each agency or unit that uses the Industry Database is granted one administrative account.

Article 3.     Principles for managing, operating, and using the Industry Database System

The management, operation, and use of the Industry Database System shall be carried out in accordance with the following principles:

1.   Ensure completeness, accuracy, timeliness, and convenience for exploitation, use, and service to industry management work on education and training.

2.   Education management agencies may use data from the Industry Database within the scope of their delegated administrative levels and responsibilities. Other organizations exploit and use data in accordance with their intended purposes and current laws and regulations.

Article 4.      Funding for managing and operating the Industry Database System

1.   Funding for managing, operating, maintaining, expanding, and upgrading the Industry Database System shall be secured from the budget for public services, development investment funds, and other lawful state capital sources.

2.   Funding for implementing local educational databases shall be guaranteed by the state budget according to annual administrative levels.

Chapter II

MANAGEMENT, OPERATION, AND USE OF THE INDUSTRY DATABASE SYSTEM

Article 5.     Administrative accounts and usage accounts for the Industry Database System

1.   The administrative account for the Industry Database System is managed by the Ministry of Education and Training (Information Technology Department).

2.   Administrative accounts of provincial education and training departments are issued and managed by the Ministry of Education and Training. Provincial education and training departments issue and manage usage accounts for units and individuals under their jurisdiction.

3.   Administrative accounts of district education and training departments are issued and managed by provincial education and training departments. District education and training departments issue and manage usage accounts for units and individuals under their jurisdiction.

4.   Administrative accounts of educational institutions are issued and managed by provincial education and training departments or directly managed district education and training departments. Usage accounts for parts and individuals within educational institutions are issued and managed by the educational institution.

5.   Organizations and individuals granted accounts are responsible for securing their accounts, protecting data, and managing and using accounts in accordance with their designated purposes and functions.

Article 6.      Identification codes in the Industry Database1.   Each object managed in the Industry Database has a unique identification code that is established during the initial data creation and remains unchanged (it cannot be altered or deleted once generated). The identification code serves management, reporting, data connection tasks in the Industry Database, and other purposes specified by the Ministry of Education and Training.

2.   Identification codes for provincial education and training departments and district education and training departments in the Industry Database are created by the Ministry of Education and Training. Information about the identification code for provincial education and training departments is recorded in the "Department Code" field; information about the identification code for district education and training departments is recorded in the "District Code" field.

3.   Identification codes for educational institutions are assigned by provincial education and training departments or directly managed district education and training departments during the first creation of data on the Industry Database regarding such educational institutions. Information about the identification code for educational institutions is recorded in the "School (Learning) Code" field, which is 20 characters long and formed according to a combination rule of province code + county code + unit code. In cases of mergers, divisions, or splits of educational institutions, provincial education and training departments or directly managed district education and training departments decide on the use of identification codes for new units (using tools in the Industry Database System to merge or divide/split educational institutions along with assigning identification codes). If an educational institution ceases operations, provincial education and training departments or directly managed district education and training departments only change the status information of the educational institution (without deleting the name and identification code of the educational institution from the Industry Database).

4.   Each teacher, staff member, and educational institution manager has a unique identification code, 20 characters long, automatically assigned by the Industry Database System during the first creation of their profile based on mandatory reported information. If teachers, staff members, or educational institution managers change jobs, stop working, or resign, provincial education and training departments or directly managed district education and training departments update the status and electronic profile information (without deleting the profile and identification code of the teacher, staff member, or educational institution manager from the Industry Database).

5.   Each student has a unique identification code, 20 characters long, automatically assigned by the Industry Database System during the first creation of their profile based on mandatory reported information. If students withdraw from school, leave school, or transfer, the educational institution where the student transferred from and provincial education and training departments or directly managed district education and training departments update the student's electronic profile status. When receiving transferred students, the educational institution where the student transferred to and provincial education and training departments or directly managed district education and training departments update the student's electronic profile information according to the student's identification code (without deleting the profile and identification code of the student from the Industry Database).

Management and operation of the Industry Database System

Article 7.      1.   Technical management and operation of the Industry Database System are the responsibility of the Ministry of Education and Training (Information Technology Department).

2.   Data in component databases within the Industry Database are managed by units under the Ministry of Education and Training.

3.   Provincial education and training departments are responsible for the accuracy, completeness, and timeliness of data within their province/city in the Industry Database.

4.   District education and training departments are responsible for the accuracy, completeness, and timeliness of data within their district in the Industry Database.

5.   The head of an educational institution is responsible for the accuracy, completeness, and timeliness of data for that educational institution in the Industry Database.

5. The head of the educational institution is responsible for the accuracy, completeness, and timeliness of the data of that educational institution in the Sectoral Database.

Establishing, reviewing  Guidelines and technical support for the Industry Database System

1.   The Ministry of Education and Training (Information Technology Department) provides electronic materials guiding usage and related learning materials at the address https://csdl.moet.gov.vn to meet training and user needs; technical support and usage guidance are provided via email [email protected].

2.   Organizing usage guidance and technical support for the Industry Database System in localities is carried out by the locality under local conditions and requirements.

3.   During usage, if technical issues related to the Industry Database System are discovered, departments of education and training must compile and report them to the Ministry of Education and Training (through the Information Technology Department) for timely resolution measures.

Article 9.  Information security

    The Industry Database System ensures system information security according to the provisions of Government Decree No. 85/2016/NĐ-CP dated July 1, 2016 on ensuring information system security levels and in accordance with current regulations and relevant current regulations.

Article 10.  Data reporting on the Industry Database System

1.   Content, period, and deadline for data reporting on the Industry Database System are implemented according to the statistical reporting regime for the education sector and when requested by the Ministry of Education and Training.

2.   Departments of education and training have the responsibility to guide and urge the implementation of data reporting on the Industry Database System to ensure completeness, accuracy, and timely submission as required by the Ministry of Education and Training.

Article 11.  Connecting and integrating data with the Industry Database

1.   School management software and educational databases at the local level (referred to collectively as local educational management software) are supported to connect and exchange data with the Industry Database. The main unit managing local educational management software has the responsibility to contact and coordinate with the Ministry of Education and Training (through the Information Technology Department) to receive guidance and support for connecting and exchanging data with the Industry Database.

2.   Local educational management software must fully comply with technical data regulations of the Industry Database System for early childhood education and general education issued by the Ministry of Education and Training. A list of local educational management software that meets the technical data regulations of the Industry Database System for early childhood education and general education and have connected and exchanged data with the Industry Database will be publicly announced on the Ministry of Education and Training's website and the Information Technology Department's website (Ministry of Education and Training).

Article 12.  Using information in the1.   Each object managed in the Industry Database has a unique identification code that is established during the initial data creation and remains unchanged (it cannot be altered or deleted once generated). The identification code serves management, reporting, data connection tasks in the Industry Database, and other purposes specified by the Ministry of Education and Training.

1.   Information in the Industry Database is uniformly used and has legal validity in state management of early childhood education, general education, and continuing education.

2.   Reporting and using information in the Industry Database is conducted through accounts provided by the Industry Database System or through direct data exchange connections from local educational management software when requirements are met.

3.   Using information in the Industry Database must comply with legal regulations on data ownership and personal information protection.

4.   Authorities and organizations specified in Clause 2, Article 1 of this Circular participating in reporting, exploiting, and using information in the Industry Database must issue internal regulations on managing, using, and exploiting information on the Industry Database System.

5.   Departments of education and training, education and training offices, educational institutions have the right to exploit and use data within their management scope in the Industry Database; they shall receive and process feedback and complaints regarding data within their management scope.

6.   Entities, organizations, and individuals not specified in Clause 2, Article 1 of this Circular who wish to use information from the Industry Database may request the managing unit at the appropriate level to provide usage according to the law.

Chapter III

IMPLEMENTATION

Article 13. Responsibilities of the Department of Education and Training, the District Education and Training Office

1. Organize to direct, guide, urge, inspect, and supervise units under its jurisdiction and subordinate organizations in implementing the Industry Data System in accordance with this Circular.

2. Direct and assign the information technology department to be the technical contact point for software administration; guide usage, provide support for usage, manage, and issue accounts for units within its management scope.

3. Direct and assign specialized departments/offices to be responsible for managing, reviewing, and utilizing data in accordance with regulations.

4. Report on the management, operation, and usage of the Industry Data System when required.

Article 14.  Responsibilities of educational institutions

1. Organize the entry of data and reports from the unit onto the Industry Data System ensuring completeness, accuracy, timeliness, and security in accordance with the provisions of this Circular.

2. Report on the implementation of the Industry Data System when required.

Article 15.  Effectiveness

This Circular takes effect from February 15, 2020.

Article 16. Implementation responsibility

The Director of the Office, the Director of the Information Technology Department, the Heads of units under and subordinate to the Ministry of Education and Training, the Directors of Departments of Education and Training, the Heads of units and organizations subject to application, and related organizations and individuals are responsible for implementing this Circular./.