Circular No. 28/2017/TT-BLDTBXH stipulates the quality assurance system for vocational education institutions.

CIRCULAR

Regulations on the Quality Assurance System

of Vocational Education Institutions

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

Pursuant to Decree No. 14/2017/NĐ-CP dated February 17, 2017, of the Government, stipulating the functions, tasks, powers, and organizational structure of the Ministry of Labor, Invalids, and Social Affairs;

Pursuant to Decree No. 48/2015/NĐ-CP dated May 15, 2015, of the Government detailing certain provisions of the Vocational Education Law;

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 the quality assurance system of vocational education institutions.

Chapter I

GENERAL PROVISIONS

Article 1. Scope of Regulation and Applicability

1. This Circular stipulates principles, requirements, procedures for building, operating, evaluating, and improving the quality assurance system and self-evaluation of vocational education.

2. This Circular applies to public and private vocational colleges, secondary vocational schools, and vocational training centers with foreign investment.

3. This Circular does not apply to vocational colleges, secondary vocational schools, and teacher training programs under the management authority of the Ministry of Education and Training.

Article 2. Principles and Requirements of the Quality Assurance System

1. Compliance with current regulations, ensuring consistency with training objectives, and reflecting the vision, mission, strategy, planning, and development plans of vocational education institutions at each stage.

2. Emphasizing the role of management, linking with the autonomy and accountability of vocational education institutions, and focusing on students.

3. Mobilizing the participation of all managers, teachers, staff, and students.

4. Adopting a process approach, ensuring systematic integration, aligning with criteria and standards for vocational education quality assessment, and maximizing information technology application in management.

5. Adapting to the practical conditions of vocational education institutions, being easy to operate, continuously improving, simplifying quality assurance procedures, and ensuring scientific, effective, and economical implementation.

Article 3. Explanation of Terms

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

1. The quality assurance system in vocational education institutions is a set of policies, procedures, and tools covering all areas and contents of management aimed at maintaining, improving, and enhancing the quality of vocational education to achieve set goals. quality in vocational education and training institutions is a system of policies, procedures, and tools for all areas and contents of management of vocational education and training institutions aimed at maintaining, improving, and enhancing the quality of vocational education and achieving set objectives.

2. Quality policy is a general orientation related to quality. The quality policy is consistent with the overall policy of vocational education institutions and serves as the basis for determining quality objectives.

3. Quality objectives are specific aspirations of vocational education institutions related to quality, established based on the quality policy and defined for subordinate units within vocational education institutions to implement.

4. Quality assurance documentation system includes the quality policy, quality handbook, procedures, and tools for quality assurance in each content area of management.

5. Quality assurance procedures and tools are methods for conducting specific activities, clearly outlining the sequence, methods, and requirements necessary to meet established quality objectives.

6. Quality assurance handbook is a document providing information about the quality assurance system to managers, teachers, staff, and relevant parties.

7. Evaluation of the quality assurance system of vocational education institutions is the process by which vocational education institutions collect and process information to assess the effectiveness of the quality assurance system's operation.

8. Self-evaluation of vocational education quality is the process by which vocational education institutions evaluate to determine the extent to which their institution or training program meets the quality assessment standards for vocational education as prescribed by the Ministry of Labor, Invalids and Social Affairs.

PART II

QUALITY ASSURANCE SYSTEM OF VOCATIONAL EDUCATION INSTITUTIONS

Section 1

BUILDING, OPERATING, EVALUATING AND IMPROVING THE QUALITY ASSURANCE SYSTEM

QUALITY ASSURANCE SYSTEM

Article 4. Quality assurance system development, operation, evaluation, and improvement process

1. Preparation work.

2. Establish quality assurance documentation system.

3. Set up quality assurance information system.

4. Approve and operate the quality assurance system.

5. Evaluate and improve the quality assurance system.

Article 5. Preparation Work

1. Complete the organizational structure and personnel for quality assurance in accordance with Article 6 of this Circular.

2. Assess the current status of the organizational structure, personnel, and conditions for ensuring quality at vocational education institutions.

3. Develop plans to establish the quality assurance system.

4. Organize guidance on the establishment, operation, evaluation, and improvement of the quality assurance system for managers, teachers, and staff.

Article 6. Organizational Structure and Personnel for Quality Assurance

1. The principal or director of the vocational education institution (hereinafter referred to collectively as the head of the vocational education institution) establishes or assigns a unit to perform functions and tasks related to quality assurance and educational quality assessment of the vocational education institution (hereinafter referred to collectively as the responsible unit). In necessary cases, the vocational education institution may establish advisory boards or advisory groups to advise the head of the vocational education institution on issues related to the establishment, operation, evaluation, and improvement of the quality assurance system.

2. Responsibilities of the responsible unit:

a) Lead and coordinate with units under the vocational education institution to develop plans for establishing, operating, evaluating, and improving the quality assurance system and submit them for approval by the head of the vocational education institution.

b) Lead and coordinate with units to organize the implementation of establishing, operating, evaluating, and improving the quality assurance system.

c) Supervise, inspect, monitor, and propose measures to ensure that the establishment, operation, and improvement of the quality assurance system are carried out on schedule, effectively, and with quality assurance.

d) Report the results of establishing, operating, and improving the quality assurance system according to the requirements of the head of the vocational education institution.

Article 7. Establishment of the Quality Assurance Documentation System

1. Establishing quality policy:

a) The responsible unit leads the organization in developing the quality policy of the vocational education institution and submits it for approval by the head of the vocational education institution.

b) The quality policy of the vocational education institution must meet the following requirements:

- Be consistent with the overall development policies of the vocational education institution during specific periods and other relevant regulations;

- Specificize the general guidelines and directions of the vocational education institution in implementing quality assurance;

- Be reviewed, adjusted, supplemented, and updated based on the opinions of management staff, teachers, employees, representatives of organizations and associations, students, and enterprises or units employing students for internships, practical training, or work;

- Be concise, clear, and easy to understand;

- Be reviewed, adjusted, supplemented, and updated appropriately in line with the actual development of the vocational education institution and changes in strategic orientations or other relevant regulations.

2. Establishing quality objectives:

a) The responsible unit leads the organization in developing the quality objectives of the vocational education institution and submits them for approval by the head of the vocational education institution.

b) The quality objectives of the vocational education institution must meet the following requirements:

- Be determined in accordance with the quality policy;

- Be prioritized to specifically implement the quality policy during specific periods;

- Be reviewed, adjusted, supplemented, and updated based on the opinions of management staff, teachers, employees, representatives of organizations and associations, students, and enterprises or units employing students for internships, practical training, or work;

- Be reviewed, adjusted, supplemented, and updated appropriately in line with the actual development of the vocational education institution and changes in strategic orientations or other relevant regulations;

- Be concise, clear, and easy to understand, facilitating evaluation.

c) The quality objectives of units under the vocational education institution must meet the requirements set forth in point b, Clause 2 of this Article and be consistent with the quality policy and quality objectives established by the vocational education institution.

3. Establishing a quality assurance handbook:

a) The responsible unit develops a quality assurance handbook according to the model attached as Appendix No. 01 to this Circular and submits it for approval by the head of the vocational education institution.

b) The quality assurance handbook must meet the following requirements:

- Faithfully and accurately reflect the provisions of the quality assurance system of the vocational education institution;

- Be reviewed, adjusted, supplemented, and updated appropriately in line with the actual development of the vocational education institution and changes in strategic orientations or other relevant regulations.

4. Establishing quality assurance procedures and tools:

a) The responsible unit leads and coordinates with units to develop quality assurance procedures and tools in the following manner:

- Identify areas of quality management based on current criteria for vocational education quality assessment. Depending on the conditions and characteristics of the vocational education institution, additional areas of quality management may be identified if necessary;

- Based on the areas of quality management identified by the vocational education institution, research and develop specific contents for each area of quality management.

b) Develop quality assurance procedures and tools for each specific content of the areas of quality management and submit them for approval by the head of the vocational education institution. Mandatory activities that require the development of quality assurance procedures and tools include: developing, selecting, revising, and supplementing training programs and teaching materials; admissions; examinations, assessments, and graduation certification; evaluating learning outcomes, discipline, and issuing certificates to students; hiring, planning, training, and assessing teachers and management staff; managing, using, maintaining, and servicing equipment; managing workshops; post-graduation surveys of students; enterprise and labor user surveys.

Article 8. Establishment of a Quality Assurance Information System

1. The Quality Assurance Information System includes quality assurance databases and information infrastructure:

a) The quality assurance database consists of: input information for each quality assurance process or each step within a process; output information for each quality assurance process or each step within a process, and related information about the quality assurance system;

b) The information infrastructure comprises machines, equipment, software, and technology serving the construction and operation of the quality assurance system.

2. Principles for building the quality assurance database:

a) An open database with expandability and update capability when necessary;

b) Timely, accurate reflection of all information needed for management by vocational education institutions and operation of the quality assurance system;

c) Application of information technology to ensure connectivity with the management information systems of state agencies at various levels responsible for vocational education;

d) Access control to the system according to management levels to support decision-making and management of quality assurance activities.

3. The quality assurance information system shall be periodically reviewed and upgraded.

4. Vocational education institutions shall establish and promulgate regulations on managing and operating the quality assurance information system.

Article 9. Approval and Operation of the Quality Assurance System

1. The head of the vocational education institution shall approve contents within the quality assurance system before operating the system within the institution.

2. The quality assurance system shall be publicly announced so that all staff members, teachers, employees, and other relevant parties are aware and implement it.

Article 10. Evaluation of the Quality Assurance System

1. Internal evaluation process of the quality assurance system:

a) Develop a plan;

b) Conduct the system evaluation;

c) Approve the report, publish, and archive.

2. Developing a plan

a) Annually, the responsible unit develops an evaluation plan for the quality assurance system of the vocational education institution and submits it to the head of the institution for approval. The plan specifies the units to be evaluated, the content, and the time frame for the evaluation.

b) Based on the approved quality assurance system evaluation plan of the vocational education institution, units within the institution develop detailed plans based on their assigned functions and tasks to implement the evaluation.

3. Requirements for evaluating the quality assurance system:

a) Ensure honesty, objectivity, completeness of information, and valid evidence;

b) Evaluate the contents of each management area's quality assurance within units and the vocational education institution;

c) Mobilize the participation of managers, teachers, employees, enterprises, and labor users who accept students and trainees for internships, practical work, and employment;

d) Publicly announce the results of the quality assurance work evaluation of each unit and the overall quality assurance system evaluation results of the vocational education institution to relevant parties;

đ) Archive all evidence and documents serving the evaluation.

4. Conducting the evaluation and writing reports

a) Unit-level evaluation within the vocational education institution

Units within the vocational education institution conduct evaluations on the following contents:

- The appropriateness and outcomes of the unit's quality objectives according to point c, Clause 2, Article 7 of this Circular;

- The appropriateness and outcomes of implementing the unit's quality objectives according to point c, Clause 2, Article 7 of this Circular;

- Implementation of regulations on managing and operating the quality assurance information system at the unit level.

The evaluating unit writes an evaluation report on quality assurance work and sends it to the responsible unit for consolidation and reporting.

b) Overall institution-level evaluation

The responsible unit leads and coordinates with related units within the vocational education institution to evaluate the following contents:

- The appropriateness of the institution's quality policy according to point b, Clause 1, Article 7 of this Circular;

- The appropriateness and outcomes of implementing the institution's quality objectives according to point b, Clause 2, Article 7 of this Circular;

- The appropriateness and outcomes of operating the quality assurance processes and tools of the institution's quality management areas;

- Regulations on managing and operating the quality assurance information system.

c) Based on the unit-level quality assurance work report and the overall institution-level quality assurance system evaluation results, the responsible unit writes an overall institution-level quality assurance system evaluation report for each quality management area, each evaluation round, or the entire system if deemed necessary. The responsible unit solicits opinions from units within the institution, managers, teachers, employees, student representatives, and party and mass organization representatives regarding the evaluation contents; compiles and finalizes the overall institution-level quality assurance system evaluation report, submitting it to the institution head for approval.

d) The responsible unit regularly monitors and checks the unit-level quality assurance work evaluation plans, promptly identifying quality assurance processes and tools requiring improvement. In necessary cases, it reports and recommends the institution head to conduct independent evaluations.

5. Approving and Publicizing Evaluation Results

a) The responsible unit organizes the public announcement of the overall institution-level quality assurance system evaluation report within the institution for thirty working days.

b) Reports on unit-level quality assurance, overall institution-level quality assurance system evaluation, and all related evidence and documents are archived according to regulations.

Article 11. Implementation of Improvement

1. Based on reports on the results of self-assessment of quality and reports on the quality assurance system of vocational education institutions, the responsible unit shall aggregate, analyze, and propose an improvement plan.

2. The responsible unit shall seek opinions on the improvement plans from units within the institution, representatives of Party organizations and mass organizations of the vocational education institution, enterprises, and labor-using units that accept students for internships, practical training, and work; aggregate and perfect the improvement plan, and submit it to the head of the vocational education institution for approval.

3. Units under the vocational education institution shall implement the approved improvement plan by the head of the vocational education institution.

Article 12. Implementation of Reporting System to Competent Authorities

1. Based on the results of building, operating, evaluating, and improving the quality assurance system of the vocational education institution, the responsible unit shall prepare a report on the quality assurance system of the vocational education institution according to Model 02 attached to this Circular, and submit it to the head of the vocational education institution for approval.

2. Update the quality assurance database in the management information system of the state agency responsible for vocational education; send the report on the quality assurance system of the vocational education institution to the direct supervising authority (if any), the Department of Labor, Invalids, and Social Affairs where the institution is located, and the General Department of Vocational Education (Quality Assurance Agency) no later than December 31 each year.

Section 2

SELF-ASSESSMENT OF QUALITY IN VOCATIONAL EDUCATION

Article 13. Content and Cycle of Self-Assessment of Quality

1. Self-assessment of quality of vocational education institutions must be conducted compulsorily for colleges, technical schools, vocational training centers, and periodically once a year.

2. Self-assessment of quality of vocational training programs at all levels must be conducted periodically once a year for national, regional, and international key vocational training programs; and vocational training programs that meet the standards for quality assurance in vocational education.

Article 14. Requirements for Self-Assessment of Quality

1. Ensure assessment of all activities of the vocational education institution and training programs at all branch campuses and branches.

2. Involve all relevant units and individuals within the vocational education institution.

3. Conduct the assessment based on current criteria and standards for quality assurance in vocational education and related guidelines.

4. Ensure honesty, objectivity, and sufficient valid evidence to support the conclusions in the self-assessment of quality.

5. The results of the self-assessment of quality must be publicly disclosed within the vocational education institution, updated in the database of the management information system of the state agency responsible for vocational education, and stored together with all supporting evidence and related documents.

Article 15. Procedure for Self-Assessment of Quality

1. Establish a Self-Assessment Quality Council.

2. Conduct self-assessment of quality.

3. Approve and approve the self-assessment report.

4. Publish the self-assessment report and submit it to the competent authority.

Article 16. Establishment of the Self-Assessment Quality Council

1. The Self-Assessment Quality Council has the function of assisting the head of the vocational education institution in implementing self-assessment of the quality of the vocational education institution and training programs at all levels. The Self-Assessment Quality Council is established by the head of the vocational education institution, with an odd number of members; there must be at least 11 members for colleges and technical schools, and at least 7 members for vocational education centers.

2. For vocational education institutions when conducting self-assessment of training program quality, the head of the vocational education institution may establish a separate Self-Assessment Quality Council for each training program; the number of council members must be odd; there must be at least 7 members to perform the tasks specified in Clause 4 of this Article.

3. Members of the Self-Assessment Quality Council include: Chairperson, Vice-Chairperson (if any), Secretary, and other members.

a) The Chairperson of the Self-Assessment Quality Council is the head of the vocational education institution;

b) The Vice-Chairperson of the Self-Assessment Quality Council is the deputy of the head of the vocational education institution responsible for quality assurance activities, ensuring quality. For the Self-Assessment Quality Council of training programs (if any), the Vice-Chairperson is the head of the unit responsible for implementing the training program;

c) The Secretary of the Self-Assessment Quality Council is the head of the unit responsible for the college or technical school; the director of the training department for vocational education centers. For the Self-Assessment Quality Council of training programs (if any), the Secretary is the representative of the unit responsible for implementing the training program;

d) Other members of the Self-Assessment Quality Council are representatives of leaders of units, reputable staff and teachers, representatives of organizational groups of the vocational education institution, experienced and reputable experts, and at least two representatives from enterprises and labor-using units that accept students and trainees for internships, practical work, and employment.

4. The Self-Assessment Quality Council has the following responsibilities:

a) Urging, inspecting, and supervising the implementation of the self-assessment quality plan;

b) Approving the self-assessment quality report and measures to improve and enhance quality;

c) Coordinating and supporting external evaluation teams in conducting quality assessments at the vocational education institution (if any).

Article 17. Implementation of Self-Assessment of Quality

1. Assignment of the main unit to implement self-assessment of quality:

a) Self-assessment of quality of the vocational education institution: For colleges and technical schools, the main unit is the responsible unit. For vocational education centers, it is the department with training management functions;

b) Self-assessment of quality of training programs: the unit responsible for implementing the training program or the main unit for self-assessment of quality of the vocational education institution.

2. Contents of self-assessment of quality include:

a) Preparing the self-assessment quality plan to submit for approval by the head of the vocational education institution;

b) Collecting, analyzing, and processing information, evidence, evaluating the level of achievement according to the criteria and standards for vocational education quality assessment and related guidelines issued by the General Department of Vocational Education;

c) Summarizing and writing the self-assessment quality report according to the form prescribed in Appendix No. 03 and Appendix No. 04 promulgated together with this Circular;

d) Soliciting opinions from relevant units within the vocational education institution, summarizing and completing the report to send to the Self-Assessment Quality Council.

Article 18. Approval of the self-assessment quality report

1. The self-assessment quality council conducts research and convenes meetings to approve the self-assessment quality report. The content of the self-assessment quality report must be agreed upon by at least two-thirds of the members of the self-assessment quality council.

2. Based on the results of the approval by the self-assessment quality council, the head of the vocational education institution approves the self-assessment quality report.

Article 19. Publicizing the self-assessment quality report and submitting it to competent authorities

1. Within ten working days from the date the self-assessment quality report is approved, the head of the vocational education institution shall convene a meeting to publicize the self-assessment quality report within the institution. Participants include: members of the self-assessment quality council, heads of units, representatives of students, and representatives of the Party organizations and mass organizations of the vocational education institution.

2. Before December 25 each year, the vocational education institution reports the results of its self-assessment quality implementation to the direct management authority (if any), the General Department of Vocational Education (Quality Assurance Department of Vocational Education), the Department of Labor, Invalids and Social Affairs where the vocational education institution is located, according to the form prescribed in Appendix No. 05 attached hereto, and updates it into the database of the information management system of the state management agency for vocational education.

Chapter III

IMPLEMENTATION

Article 20. Responsibilities of the General Department of Vocational Education

1. Assist the Minister in directing and organizing the implementation in accordance with the provisions of this Circular.

2. Develop programs, materials, and organize training for the management staff, teachers, and employees involved in ensuring the quality of vocational education institutions regarding the establishment, operation, assessment, and improvement of the quality assurance system, and self-assessment of vocational education quality.

3. Regularly monitor, inspect, and urge the implementation of the provisions of this Circular.

Article 21. Responsibilities of the Department of Labor, Invalids and Social Affairs

1. Assist the People's Committee of provinces and centrally-administered cities in urging, inspecting the implementation of the quality assurance system regulations by vocational education institutions in their respective areas.

2. Summarize and periodically or urgently report the implementation of the provisions of this Circular by vocational education institutions in their respective areas to the competent state management agencies.

Article 22. Responsibilities of the Direct Management Authority of Vocational Education Institutions

1. Create favorable conditions and prioritize investment to enable subordinate vocational education institutions to implement the quality assurance system regulations.

2. Direct, urge, and inspect the implementation of the quality assurance system regulations by subordinate vocational education institutions under their management authority.

3. Summarize and periodically or urgently report the implementation of the provisions of this Circular by subordinate vocational education institutions.

Article 23. Responsibilities of Vocational Education Institutions

1. Colleges and technical schools shall implement the provisions of this Circular. For vocational education centers, they may decide to implement the provisions of Section 1, Chapter II of this Circular based on their conditions.

2. Organize guidance for the management staff, teachers, and employees of vocational education institutions on the contents related to the provisions of this Circular.

3. Implement regular and urgent reporting systems as required by competent authorities. Regularly update into the quality assurance database of the information system of the state management agency for vocational education.

4. Cooperate with international organizations to evaluate and recognize the quality assurance system when conditions permit.

Article 24. Effective Date

1. This Circular takes effect from February 1, 2018.

2. During the implementation process, if there are emerging issues or difficulties, please reflect them to the Ministry of Labor, Invalids and Social Affairs (through the General Department of Vocational Education) for timely consideration and resolution./.