Decision No. 5599/QD-BGDĐT Issuing regulations on the process of issuing blank certificates and diplomas at the Ministry of Education and Training

Pursuant to …;

Issuing regulations on the issuance process of diploma and certificate blanks at the Ministry of Education and Training

______________________________

THE MINISTER OF EDUCATION AND TRAINING

Pursuant to Decree No. 32/2008/NĐ-CP dated March 19, 2008 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Education and Training;

Pursuant to Decision No. 33/2007/QD-BGDDT dated June 20, 2007 of the Minister of Education and Training promulgating the Regulations on Diplomas and Certificates of the National Education System;

Pursuant to Decision No. 2439/QD-BGDDT dated June 16, 2010 of the Minister of Education and Training promulgating the Provision on Functions, Tasks, Authorities, and Organizational Structure of Units Assisting the Minister in Implementing State Management Functions under the Ministry of Education and Training;

Considering the proposal of the Director of the Ministry's Office,

DECISION:

Article 1. This Decision hereby promulgates the Regulations on the Issuance Process of Diploma and Certificate Blanks at the Ministry of Education and Training.

Article 2. This Decision takes effect from the date of issuance and replaces Decision No. 7176/QD-BGDDT dated November 9, 2007 of the Minister of Education and Training promulgating the Provision on the Issuance Process of Diploma and Certificate Blanks at the Ministry of Education and Training.

Article 3. The Heads of the Office, Inspectorate, Departments, Bureaus, and Heads of units under the Ministry of Education and Training shall be responsible for implementing this Decision.

 

 

REGULATIONS

On the issuance process of diploma and certificate blanks at the Ministry of Education and Training

(Annexed to Decision No. 5599/QD-BGDDT dated December 2, 2010 of the Minister of Education and Training)

Article 1. Scope of Regulation

This document stipulates the issuance process of diploma and certificate blanks

at the Ministry of Education and Training including production, affixing security labels, storage, destruction, record keeping, record processing, and the issuance of diploma and certificate blanks (hereinafter referred to as VBCC).

Article 2. Production of VBCC Blanks

Annually, the Office of the Ministry of Education and Training shall take the lead and coordinate with relevant Departments, Bureaus, and units to develop a plan for producing VBCC blanks for approval by the leadership of the Ministry.

Article 3. Affixing Security Labels on VBCC Blanks

Clause 1. VBCC blanks within the national education system must be affixed with security labels before issuance. Each blank must bear a unique security label.

Clause 2. Security labels for VBCC blanks are designed uniformly and printed at a printing facility authorized by the state. The annual quantity of security labels printed must correspond to the approved number of VBCC blanks in the production plan.

Clause 2. The Office of the Ministry of Education and Training shall design, manage, and print security labels for VBCC blanks. Security labels for VBCC blanks must contain security features. The security features on the security labels for VBCC blanks shall be held by the Director of the Office of the Ministry of Education and Training and one (1) person designated by him/her.

Clause 3. The Office of the Ministry of Education and Training shall organize the affixing of security labels on each VBCC blank.

Article 4. Serial Numbers of VBCC Blanks

Clause 1. VBCC blanks within the national education system must be serially numbered before issuance. Each VBCC blank must bear a unique serial number.

Clause 2. The Office of the Ministry of Education and Training shall be responsible for managing and numbering VBCC blanks for issuance.

Article 5. Storage of VBCC Blanks

Clause 1. Physical facilities and equipment for storing VBCC blanks

a) The storage area for VBCC blanks is where the blanks are stored and kept. The storage area for VBCC blanks must have sufficient space and meet environmental and security requirements.

b) Equipment and means for storing VBCC blanks include: cabinets, safes, shelves, racks, tables and chairs, air conditioners, dehumidifiers, vacuum cleaners, exhaust fans, fire alarm devices, fire extinguishers, anti-mold and moisture-proof chemicals, and other substances to prevent harmful organisms.

Clause 2. Regular inspection and maintenance of VBCC blank storage

a) Weekly and monthly, inspect the hygiene and security of the storage area for VBCC blanks.

b) Quarterly, inspect the quality of the VBCC blanks and their storage conditions.

c) Quarterly and annually, spray chemicals to eliminate harmful organisms and maintain the equipment provided for storing VBCC blanks.

Article 6. Destruction of Blank Certificates

1. Blank certificates that are defective during printing, damaged, obsolete due to the issuance of new models, or for other reasons and are no longer in use must be destroyed.

2. To destroy blank certificates, a Committee for Blank Certificate Destruction must be established. The Committee for Blank Certificate Destruction shall be proposed by the Office and decided upon by the Ministry's leadership. The Committee for Blank Certificate Destruction includes representatives from the Certificate Committee, the Office, the Inspectorate, the Legal Department, and the unit directly responsible for printing blank certificates.

3. The destruction of blank certificates must be recorded in a protocol detailing the composition of the Committee for Blank Certificate Destruction, the reason for destruction, the quantity and type of blank certificates being destroyed, the date and location of destruction, the procedure, form of destruction, and the outcome of destruction. The protocol for destroying blank certificates must contain the signatures of all members of the Committee for Blank Certificate Destruction and be stored in the management file for blank certificates.

Article 7. Application Documents for Issuance of Blank Certificates

1. Application documents for the issuance of blank certificates for secondary school graduation and high school graduation include the following procedures:

a) An introduction letter for the person submitting the application documents (if submitted directly).

b) A letter requesting the issuance of blank certificates, clearly stating: the need for blank certificates; the number of blank certificates requested; the training quota assigned and its implementation status; the number of blank certificates issued in previous rounds, the number of blank certificates used to issue to students; the number of blank certificates used but had to be destroyed due to incorrect content; the number of blank certificates damaged or lost during storage; the number of unused blank certificates remaining from previous rounds up to the time of submitting the application for issuance of blank certificates.

2. Application documents for the issuance of blank certificates for vocational secondary, college, university diplomas; master's, doctoral degrees, include the following procedures:

a) An introduction letter for the person submitting the application documents (if submitted directly).

b) A letter requesting the issuance of blank certificates, clearly stating: the need for blank certificates; the number of blank certificates requested; the training quota assigned and its implementation status; the number of blank certificates issued in previous rounds, the number of blank certificates used to issue to students; the number of blank certificates used but had to be destroyed due to incorrect content; the number of blank certificates damaged or lost during storage; the number of unused blank certificates remaining from previous rounds up to the time of submitting the application for issuance of blank certificates.

c. For application documents for the issuance of blank certificates for vocational secondary, college, and university diplomas obtained through regular education (working while studying, distance learning, self-study with guidance), joint training, and cooperative training, additional documents are required:

- A report on the training process requesting the issuance of blank certificates for the course.

- The decision approving the admission quota (photocopy).

- The decision approving the list of successful candidates (without detailed lists of individual student names).

- The estimated number of blank certificates to be issued to graduating students.

- The approval document for training from the competent authority and the training contract.

3. Application documents for the issuance of blank certificates for certificates, including the following procedures:

a) An introduction letter for the person submitting the application documents (if submitted directly).

b) A letter requesting the issuance of blank certificates for certificates, clearly stating: the need for blank certificates for certificates; the number of blank certificates requested; the implementation status of the training tasks; the number of blank certificates issued in previous rounds, the number of blank certificates used to issue to students; the number of blank certificates used but had to be destroyed due to incorrect content; the number of blank certificates damaged or lost during storage; the number of unused blank certificates remaining from previous rounds up to the time of submitting the application for issuance of blank certificates for certificates.

Article 8. Methods of Submitting Application Documents for Issuance of Blank Certificates

The methods of submitting application documents for the issuance of blank certificates (hereinafter referred to as the application documents) at the Ministry of Education and Training are carried out in the following ways:

1. Submitting the application documents directly to the department managing and issuing certificates within the Administrative Division of the Ministry's Office.

2. Submitting the application documents via postal service to the address of the Ministry of Education and Training at No. 49 Dai Co Viet, Hai Ba Trung District, Hanoi City.

3. Submitting the application documents via fax at 04 3869 4085.

4. Submitting the application documents via email at [email protected]. Application documents for the issuance of blank certificates received via email must be sent from email addresses with the domain @moet.edu.vn provided by the Information Technology Agency under the Ministry of Education and Training. Application documents sent from email addresses with other domains will not be accepted.

Article 9. Procedures for receiving and processing files

The Office of the Ministry shall carry out the tasks of receiving, processing files, and issuing VBCC forms as follows:

1. Directly received files.

a) Check all information according to the provisions of Article 7 of this Regulation.

b) Register incoming documents according to the prescribed procedures.

c) Write a file receipt form and set a date for returning the result (Annex I).

d) Establish the procedure for issuing VBCC forms (fill out the VBCC issuance form, receipt form, and warehouse dispatch form).

In cases where the submitted documents are unclear or incomplete according to the regulations, the person receiving the file shall immediately return the file and provide specific written guidance to the person submitting the file to complete the file in accordance with the regulations.

2. Files received via postal service, after implementing the provisions recorded in point a, b, Clause 1 of this Article, the Office shall establish the procedure for issuing VBCC forms and send the Result Notification Form to the unit that submitted the file to inform about the completion of the file and agree on the method of delivery, receipt, and payment (Annex II). If the file does not meet the required procedures, the Office shall immediately respond in writing to the unit that submitted the file, clearly stating the reasons and providing instructions to complete the file for VBCC issuance.

3. Files received via email or fax, the Office of the Ministry shall apply current regulations on electronic document transactions to receive files. After checking the file and implementing the provisions recorded in point a, b, Clause 1 of this Article, the Office shall establish the procedure for issuing VBCC forms and send either a paper document or an electronic document (Result Notification Form - Annex II) along with a response notification sent back to the address from which the file was submitted to agree on the method of delivery, receipt, and payment. When handling the issuance and receipt of VBCC forms, the unit receiving the VBCC forms must submit the original document requesting the issuance of VBCC forms.

If the file is incomplete according to current regulations, the Office of the Ministry shall send an electronic document (response notification) or a fax document to the address from which the file was submitted to notify the reasons and provide instructions to complete the file.

Article 10. Regulations on receiving and processing files for applying for VBCC form issuance for various training formats

1. Files requesting VBCC form issuance for regular education shall be reviewed by the Office of the Ministry and carried out according to the provisions of Articles 8 and 9 of this document.

2. Files requesting VBCC form issuance for continuing education (working while studying, distance learning, self-study with guidance), joint training, and cooperative training shall be applied as follows:

a) The method of registering (submitting) files for VBCC form issuance shall be conducted according to the methods stipulated in Article 8 of this document.

b) Procedure for receiving and processing files:

- After receiving the file, the Office shall issue a transfer form along with the entire application file for VBCC form issuance to relevant units for review. The transfer form shall be filled out according to "Annex III" attached to this document.

- The reviewing unit shall return the review opinion form for VBCC form issuance and the entire file to the Office of the Ministry. The review opinion form for VBCC form issuance must clearly state the type (name) of VBCC form and the quantity of VBCC forms issued. If there is disagreement, the reasons and requirements for amending and supplementing the file must be clearly stated. The review opinion form shall be filled out according to "Annex IV" attached to this document.

- Upon receiving the review opinion form from the units regarding the issuance of VBCC forms, the Office shall be responsible for issuing the VBCC forms. For files that have not been approved, the Office shall notify the submitting unit in writing, clearly stating the reasons and providing instructions and requirements for amending and supplementing the file.

3. When signs of irregularities are found in the files requesting VBCC form issuance, such as loss of VBCC forms or negative signs in the use of VBCC forms, the Office shall transfer the entire file along with the transfer form to the Standing Committee of the VBCC for review or propose inspection and verification.

Article 11. Time limit for processing files

1. For files requesting issuance of educational regular VBCC blanks: within two working days from the date of receipt of the file.

2. For files requesting issuance of educational continuous VBCC blanks (study while working, distance learning, self-study with guidance), inter-level training, joint training: within five working days from the date of receipt of the file.

Article 12. Location to receive VBCC blanks

1. The Ministry of Education and Training agency, located at No. 49 Dai Co Viet Street, Hai Ba Trung District, Hanoi City, issues VBCC blanks to educational institutions and departments of education and training from Thua Thien Hue Province northward.

2. The Ministry of Education and Training representative office in Ho Chi Minh City, located at No. 3 International Square, District 3, Ho Chi Minh City, issues VBCC blanks to educational institutions and departments of education and training from Da Nang southward.

Article 13. Costs for issuing VBCC blanks and management of costs for issuing VBCC blanks

1. Costs for issuing VBCC blanks shall be implemented in accordance with financial laws to ensure activities related to issuing VBCC blanks including: consulting, designing, reviewing and approving samples; production stages of VBCC blanks, printing insurance stamps; storing VBCC blanks; destroying VBCC blanks; reviewing files and organizing issuance of VBCC blanks; inspection and supervision.

2. Payment of costs for issuing VBCC blanks shall be made in cash, by check, or by bank transfer according to the following provisions:

a) For payment in cash: direct payment at the Finance Department of the Ministry's Office, located at No. 49 Dai Co Viet Street, Hai Ba Trung District, Hanoi City.

b) For payment by check or bank transfer: received at the address of the Ministry of Education and Training Office, account number: 140.120.600.1515 Agricultural Bank of Vietnam - Bach Khoa Branch, Hanoi.

3. The Director of the Ministry of Education and Training Office is responsible for managing costs for issuing VBCC blanks including: establishing revenue and expenditure standards for issuing VBCC blanks and submitting them for approval by the Ministry leadership; maintaining records of production and issuance of VBCC blanks in accordance with regulations, ensuring compliance with current financial regulations in revenue and expenditure for issuing VBCC blanks; fulfilling tax obligations as prescribed by the State; periodically reporting monthly, quarterly, and annually to the Ministry leadership and the VBCC Council on financial revenues and expenditures in the production and issuance of VBCC blanks.

Article 14. Responsibilities of the Office

1. Responsible for organizing the implementation of the process for issuing VBCC blanks at the Ministry of Education and Training agency.

2. Recruiting and assigning competent and qualified staff to manage and issue VBCC blanks.

3. Submitting plans for producing VBCC blanks for approval by the Ministry leadership before December 31 each year and organizing the production of VBCC blanks.

4. Establishing management files for issuing VBCC blanks. Implementing periodic inspection regulations and storage of VBCC blanks.

5. Organizing and directing units under the Office to issue VBCC blanks in accordance with the specified procedures and time limits.

6. Strictly controlling the quantity of printed VBCC blanks; VBCC blanks removed from the warehouse must have complete receipts, warehouse removal forms signed by the accountant, warehouse keeper, recipient, and Office leader's approval signature.

7. Applying Information Technology; Establishing management and issuance data for VBCC blanks.

8. Maintaining ledgers to track the issuance of VBCC blanks, which must bear the stamp and signature of the Office leader.

9. Monthly inventory and verification of serial numbers and issuance receipts for VBCC blanks.

10. Fully informing the name of the unit, quantity, and type of VBCC blanks permitted to be issued and providing sufficient VBCC blanks to the Ministry of Education and Training representative office in Ho Chi Minh City so that the representative office can issue VBCC blanks to educational institutions and departments of education and training from Da Nang southward.

11. Retaining and preserving files related to the issuance of VBCC blanks.

12. Sending results of VBCC blank issuance to relevant units and the Standing Committee of the VBCC Council after completing the issuance process.

13. Taking the lead and coordinating with relevant units to report periodically annually, monthly, or urgently on the printing, management, and issuance of VBCC blanks; the situation of VBCC blank issuance by the Ministry of Education and Training representative office in Ho Chi Minh City; the situation of receiving VBCC blanks and issuing certificates by educational institutions and departments of education and training to the Ministry leadership and the Standing Committee of the VBCC Council.

Article 15. Responsibilities of units and individuals related to the Ministry's agency

1. Departments: Secondary Education, Higher Education, Vocational Education, Continuing Education, National Defense Education, Ethnic Education and related units under the Ministry shall be responsible for:

a) Coordinating with the Office to develop annual production plan for VBCC blanks.

b) Reviewing application files for VBCC blank issuance to ensure all procedures as stipulated in point c, Clause 2, Article 7 are complete, and providing the results and review opinions to the VBCC Issuance Unit within 4 (four) working days from the date of receiving the file transferred by the Ministry's Office.

c) Regularly inspecting management and issuance of VBCC at educational institutions and departments of education and training.

d) Coordinating with the Office to report to the leadership of the Ministry and the VBCC Council on the situation of VBCC blank issuance and usage at educational institutions and departments of education and training.

2. The VBCC Council shall be tasked with advising, reviewing, and inspecting VBCC blank issuance, assisting the Minister in formulating and implementing regulations on conditions, procedures, and processes for production, affixing insurance labels, cancellation, inspection, and issuance of VBCC blanks; recovery and cancellation of VBCCs, coordinating with the Office and related units to implement provisions in this document.

3. In accordance with their assigned functions and responsibilities, the Ministry Inspectorate, People's Inspectorate Board, and the VBCC Council shall conduct regular or surprise inspections of all stages of production, financial inflows and outflows, and VBCC blank issuance at the Ministry of Education and Training. Units and civil servants within the Ministry of Education and Training must promptly notify the Ministry's Office and the Standing Committee of the VBCC Council if they discover any errors in VBCC blank issuance so that timely corrections and actions can be taken.