Circular No. 42/2021/TT-BGDĐT on educational and training databases

CIRCULAR

REGULATIONS ON EDUCATION AND TRAINING DATABASES

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;

Pursuant to Decree No. 47/2020/NĐ-CP dated April 9, 2020 of the Government on Management, Connection, and Sharing of Digital Data of State Agencies;

At the proposal of the Director of the Department of Information Technology;

The Minister of Education and Training issues this Circular to regulate education and training databases.

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation and Applicability

1. This Circular stipulates on:

a) Contents of education and training databases; management and exploitation, utilization of education and training databases;

b) Responsibilities and authorities of agencies, organizations, and individuals related thereto.

a) Departments of education and training or departments with advisory functions for state management of education under provincial People's Committees, centrally-administered municipal People's Committees (hereinafter referred to collectively as departments of education and training); education and training offices or offices with advisory functions for state management of education under district, urban district, town, and centrally-administered city People's Committees (hereinafter referred to collectively as education and training offices);

b) Educational institutions including: Early childhood education institutions, general education institutions, continuing education institutions, higher education institutions, and colleges training early childhood education majors (hereinafter referred to collectively as teacher training colleges);

c) Organizations and individuals related thereto.

Article 2. Interpretation of Terms

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

1. Education and training database is a collection of digitalized information data for education and training management (including school data, class data, management staff data at educational institutions, teaching staff, lecturers, and personnel data, student data, education program data, school infrastructure data, and other relevant data) established and managed by the Ministry of Education and Training.

2. Identification code for a managed object on the education and training database is a unique character string used to identify that object on the education and training database.

3. Account on the education and training database includes two main pieces of information: username and password issued by the competent authority for logging in, reporting, and exploiting the database. There are two types of accounts: administrative accounts used to manage the education and training database according to their authority and user accounts used to exploit and utilize data on the education and training database.

Article 3. Purpose of the education and training database

1. To enhance the effectiveness and efficiency of education and training management such as: Reporting, statistics, monitoring, supervision, warning, forecasting, and inspection and examination activities within the education sector based on big data and digital technology platforms.

2. To promote digital transformation in education and training governance and management, contributing to the development of a digital government, digital economy, and digital society.

Chapter II
CONTENT OF EDUCATION AND TRAINING DATABASES

Article 4. List of education and training databases

The list of education and training databases established and uniformly managed by the Ministry of Education and Training throughout the education sector includes:

1. Early childhood education database.

2. General education database.

3. Continuing education database.

4. Higher education database (applicable to higher education institutions and teacher training colleges).

Article 5. Contents of the Early Childhood Education Database

The contents of the Early Childhood Education Database include:

1. Information on the network of early childhood education institutions including: Information about the educational institution, type of education, information about the main school, branch schools (if any) and other information as prescribed.

2. Information on kindergartens and groups/preschool classes (referred to collectively as classes) including: List of classes, age-group classes, combined classes, two-session-per-day classes, boarding classes, educational programs and other information as prescribed.

3. Staff information including: Basic information of management staff, teachers, and employees regarding general information, professional qualifications, training and development, awards, disciplinary actions, computer skills, foreign languages, vocational standards assessment and other information as prescribed.

4. Student information including: Personal records, results of learning and nurturing processes, health status of children and other information as prescribed.

5. Information on infrastructure and equipment in schools including: Basic information on infrastructure, teaching equipment, children's toys and other information as prescribed.

6. Financial information including: Basic information on financial resources provided (income sources), expenditures and other information.

7. Other information as prescribed by the Ministry of Education and Training and competent authorities.

Article 6. Contents of the General Education Database

The contents of the General Education Database (including primary, secondary, and high school levels) include:

1. Information on the network of general education institutions including: Information about the educational institution, type of education, information about the main school, branch schools (if any) and other information as prescribed.

2. Information on the class system including: Basic information on class lists, combined classes, two-session-per-day classes, boarding classes, foreign language classes, inclusive education classes and other information as prescribed.

3. Staff information including: Basic information of management staff, teachers, and employees regarding general information, professional qualifications, training and development, awards, disciplinary actions, computer skills, foreign languages, vocational standards assessment and other information as prescribed.

4. Student information including: Information on personal records, learning process, academic performance, ability-character evaluation, discipline, health and other information as prescribed.

5. Information on infrastructure and equipment in general education institutions including: Basic information on infrastructure, teaching equipment and other information as prescribed.

6. Financial information including: Basic information on financial resources provided (income sources), expenditures and other information as prescribed.

7. Other information as prescribed by the Ministry of Education and Training and competent authorities.

Article 7. Contents of the Continuing Education Database

The contents of the Continuing Education Database include:

1. Information on the network of continuing education institutions including: Information about the main educational institution and other educational institutions (if any), type of education and other information as prescribed.

2. Information on the class system including: Basic information on class lists, types of classes, forms of study, curriculum, career guidance and vocational training, boarding and other information as prescribed.

3. Staff information including: Basic information of management staff, teachers, and employees regarding general information, professional qualifications, training and development, awards, disciplinary actions, computer skills, foreign languages, vocational standards assessment and other information as prescribed.

4. Student information including: Information on personal records, learning process, academic performance, discipline, health and other information as prescribed.

5. Information on infrastructure and equipment in continuing education institutions including: Basic information on infrastructure, teaching equipment and other information as prescribed.

6. Financial information including: Basic information on financial resources provided (income sources), expenditures and other information as prescribed.

7. Other information as prescribed by the Ministry of Education and Training and competent authorities.

Article 8. Contents of the Higher Education Database

The contents of the Higher Education Database include:

1. Information on the network of higher education institutions including: Information about the educational institution, type of education, information about the main headquarters, other headquarters (if any), branch campuses (if any), organizational structure, Board of Directors, Rectorate, Scientific Council, and other information as prescribed.

2. Information on the list of training fields including: Field, group of fields, training fields each authorized training institution is permitted to train and other information as prescribed.

3. Information on training programs including: Basic information about the training program, type of program, training cycle, type of training, graduation standards, and other information as prescribed.

4. Information on the staff including: Basic information about management staff, lecturers, employees, research staff regarding general information, professional qualifications, training and development process, courses and fields involved in teaching, awards, disciplinary actions, computer proficiency, foreign language proficiency, scientific curriculum vitae, and other information as prescribed.

5. Information on students including: Information about personal records, admission, learning process, academic results, discipline, diplomas, employment upon graduation, and other information as prescribed.

6. Information on science and technology including: Network of science and technology organizations, scientists, science and technology activities, science and technology products.

7. Information on physical infrastructure and equipment in higher education institutions including: Basic information about conditions ensuring physical infrastructure and teaching equipment, and other information as prescribed.

8. Financial information including: Basic information about financial resources provided (revenue sources), expenditures, budget payments, fund reserves, and other information as prescribed.

9. Information on international cooperation and cooperation with businesses including: International cooperation programs and projects; foreign staff and students; programs and projects for cooperation with businesses in mobilizing training and scientific research resources.

10. Other information as prescribed by the Ministry of Education and Training and competent authorities.

Chapter III
MANAGEMENT AND EXPLOITATION, USE OF THE EDUCATION AND TRAINING DATABASE

Article 9. Accounts on the Education and Training Database

Accounts on the Education and Training Database are issued to organizations and individuals for managing, reporting data, exploiting, and using information from the Education and Training Database.

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

2. The management accounts of higher education institutions and teacher training colleges are issued by the Ministry of Education and Training and handed over to the respective institutions for management and use.

3. Management accounts of provincial Departments of Education and Training are issued by the Ministry of Education and Training and handed over to the respective provincial Departments of Education and Training for management and use. Exploitation and use accounts of units and individuals under and directly subordinate to provincial Departments of Education and Training are issued and handed over by the provincial Departments of Education and Training to the respective units and individuals for management and use.

6. Organizations and individuals entrusted with accounts are responsible for securing the accounts, securing data, and managing and using the accounts in accordance with their designated purposes and functions.

Article 10. Identification Codes in the Education and Training Database

2. Each entity's identification code in the education and training database shall be unique, formed from the first data entry and remain unchanged (not altered or deleted since its creation), and consistently used at all levels of education. The identification code serves management tasks, reporting, data connection on the education and training database, and other purposes specified by the Ministry of Education and Training.

4. In cases where teachers, lecturers, educational managers, and staff transfer jobs, stop working, or resign, the educational institution shall update the status and electronic file information without deleting the records and identification code on the education and training database.

5. In cases where students temporarily suspend studies, withdraw, or transfer, the educational institution and related agencies shall only update the status of the student’s electronic record without deleting the records on the education and training database.

Article 11. Reporting Data on the Education and Training Database

1. The content, period, and deadline for reporting data on the education and training database shall be carried out according to the statistical reporting system of the education sector and when requested by the Ministry of Education and Training.

2. Data reporting on the education and training database shall be conducted through provided accounts or integrated data channels as guided by the Ministry of Education and Training.

3. Departments of Education and Training shall be responsible for organizing guidance, urging implementation of reporting and managing data within their jurisdiction on the education and training database; they shall ensure the completeness, accuracy of data, and timely reporting as required by the Ministry of Education and Training.

4. District Education and Training Offices shall be responsible for organizing guidance, urging implementation of reporting and managing data within their jurisdiction on the education and training database; ensuring the completeness, accuracy of data, and timely reporting as required by the Ministry of Education and Training and competent authorities.

5. Early childhood education institutions, general education institutions, and continuing education institutions shall be responsible for managing and organizing the updating of data reports onto the education and training database; ensuring the completeness, accuracy of data, and timely reporting as required by the Ministry of Education and Training and competent authorities.

6. Higher education institutions and teacher training colleges shall be responsible for managing and organizing the updating of data on the education and training database; they shall ensure the completeness, accuracy of data, and timely reporting as required by the Ministry of Education and Training.

Article 12. Exploitation and use of information in the education and training database

1. Information in the education and training database shall be uniformly used nationwide and have legal value in education and training management.

2. The forms of exploitation and use of information in the education and training database shall be carried out through assigned accounts, via data exchange connection channels or documents.

3. The use of information in the education and training database must comply with legal provisions on data ownership and personal information security protection.

4. Education management agencies and educational institutions may exploit and use information within their management scope; issue internal regulations on management, use, and exploitation of data, including specific responsibilities for managing and exploiting information from user accounts; receive and process comments and complaints regarding data within their management authority.

5. Agencies, organizations, and individuals outside the education sector that require access to information from the education and training database shall follow legal provisions on information access.

6. For information related to higher education institutions under the Ministry of Public Security and the Ministry of National Defense, reporting, exploitation, and use of such information must ensure confidentiality in accordance with legal provisions on national defense and security information protection.

Article 13. Guidance and technical support for using the education and training database

1. The Ministry of Education and Training (Information Technology Department) shall provide electronic materials on guidance for use and related materials to serve the training needs and guidance for using the education and training database for users; receive technical support and usage guidance requests through the email address [email protected].

2. The organization of guidance and technical support for using the education and training database at local levels shall be implemented by local authorities and educational institutions based on conditions and needs.

Article 14. Technical Provisions on Data and Connection to the Education and Training Database

1. Technical provisions on data, technical provisions on connection, and guidance on connecting and exchanging data with the education and training database shall be issued by the Ministry of Education and Training according to versions and publicly announced on the Ministry's official website.

2. Management software at educational institutions and local educational databases shall be supported for connection and data exchange with the education and training database. The management agency of the management software or the local educational database shall contact and coordinate with the Ministry of Education and Training (through the Information Technology Department) to receive guidance and support for connection and data exchange with the education and training database.

3. A list of educational management software at educational institutions and local educational databases meeting technical provisions on data and data exchange connections with the education and training database shall be publicly announced on the Ministry of Education and Training's official website.

Chapter IV
IMPLEMENTATION

Article 15. Responsibilities of the Department of Education and Training, the District Education and Training Office

1. Organize to direct, guide, urge, inspect, supervise units under its jurisdiction and directly subordinate to implement management work, report and utilize educational and training data at the local level in accordance with this Circular.

2. Direct and assign the information technology department to be the technical focal point responsible for managing the educational and training database software at the local level; organize guidance on usage, support usage, management, and issuance of user accounts for units and individuals within the scope of management. 3. Direct and assign specialized departments/units responsible for management, review, implementation of reporting, and utilization of data in accordance with regulations.

4. Report on the management and utilization of the educational and training database when requested by the supervisory authority.

5. In cases where the locality builds an education database to serve specific management needs, it must meet the following minimum requirements:

a) Base on special needs and actual conditions to determine the necessity of investment in building an education database at the local level.

b) The local education database must comply with technical regulations on data and be able to connect with the educational and training database managed by the Ministry of Education and Training.

c) Issue management regulations, operation, and utilization of the database according to current provisions, including at least the following contents: Specify the objects, forms, rights (scope) of using the database by each participating object to ensure the purpose, system security, and fulfill management responsibilities, ownership of data, and personal information confidentiality.

Article 16. Responsibilities of Higher Education Institutions and Teacher Training Colleges

1. Organize digitization, construction, and put into use software systems for management in educational institutions to meet management and governance needs, and connect, report shared data with the educational and training database.

2. Organize collection, update, and report data of the unit on the educational and training database ensuring completeness, accuracy, and timely submission of statistical reports and other required reports by the Ministry of Education and Training.

Article 17. Responsibilities of Early Childhood Education, General Education, and Continuing Education Institutions

1. Implement school management software to meet management and governance needs of educational institutions and connect, report shared data with the educational and training database.

2. Organize collection, update, and report data of the unit on the educational and training database ensuring completeness, accuracy, and timely submission of statistical reports and other required reports by the Ministry of Education and Training and competent authorities.

Article 18. Responsibilities of Other Organizations and Individuals

When utilizing data from the educational and training database, organizations and individuals have the responsibility to use educational and training information and data in accordance with the intended purpose and authorized scope; bear responsibility for protecting information and access accounts to the educational and training database issued.

This Circular replaces Circular No. 26/2019/TT-BGDĐT dated December 30, 2019, of the Minister of Education and Training on management, operation, and use of the industry's database on early childhood education, general education, and continuing education.

Article 19. Effective Date

1. This Circular takes effect from February 14, 2022.

The Director of the Office, the Director of the Information Technology Department, Heads of units under the Ministry of Education and Training, Directors of provincial Departments of Education and Training, Directors of universities, Rectors of university-level institutions, Rectors of colleges offering early childhood education programs, Heads of district education and training offices, Heads of educational institutions, and related organizations and individuals are responsible for implementing this Circular./.

Article 20. Responsibility for Implementation

- National Assembly’s Committee on Culture, Education;