Circular No. 63/2022/TT-BQP stipulates on training certificates, refresher courses, and training certificates in Military Schools

CIRCULAR

Regulations on training, upgrading, and refresher course certificates in military schools

in military schools

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Pursuant to the Education Law dated June 14, 2019;

Pursuant to Decree No. 164/2017/NĐ-CP dated December 30, 2017 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of National Defense;topursuant to Government Decree No. 30 of December 30, 2017 stipulating functions and tasks, ON The Minister of National Defense promulgates this Circular regulating training, upgrading, and refresher course certificates in military schools.

Pursuant to Decree No. 127/2018/NĐ-CP dated September 21, 2018 of the Government stipulating responsibilities for state management of education;

At the proposal of the Chief of General Staff;

This Circular stipulates the certificate format; principles for managing, issuing, and using certificates; reissuing, amending, recalling, and invalidating certificates; making copies of certificates from original books; responsibilities of organizations and individuals involved in managing and using training, upgrading, and refresher course certificates in military schools.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

Article 1. This Circular applies to academies, officer schools, universities, colleges, secondary vocational schools, other educational institutions, and agencies and units within the Military that have been assigned tasks for training, upgrading, and refresher courses by competent authorities (hereinafter referred to as military schools); organizations and individuals related to management, training, upgrading, and refresher courses in the Military.

Article 2. Applicability

Article 2. Training, upgrading, and refresher courses according to cadre positions, sub-officer command training, and initial technical staff training in military schools shall be for a duration of three months or more.

Article 3. This Circular does not apply to those with training, upgrading, and refresher courses lasting less than three months and those whose training is linked to graduation qualifications as prescribed by law.

Article 3. Principles for Managing, Issuing, and Using Certificates

Clause 1. Certificates must be managed, issued, and used openly and transparently in accordance with the provisions of the law.

Clause 2. Certificates are issued once, except in cases provided for in Article 11 of this Circular.

Clause 3. All fraudulent acts in managing, issuing, and using certificates are strictly prohibited.

Article 4. Hierarchical Management of Certificates

Clause 1. The Ministry of National Defense uniformly manages the certificate format, anti-counterfeiting stamps, issuance of certificate blanks, recall, and invalidation of certificates.

Clause 2. Within the scope of their assigned tasks and powers, military school management agencies are responsible for managing the use of certificate blanks, issuing, amending, recalling, and invalidating certificates for military schools under their jurisdiction.

Clause 3. Military schools are directly responsible for managing certificate blanks; issuing, amending, recalling, and invalidating certificates in accordance with this Circular and relevant laws.

MODEL CERTIFICATES, MANAGEMENT OF BLANKS, AND ISSUANCE OF CERTIFICATES

Chapter II

SAMPLE CERTIFICATE, MANAGEMENT OF BLANKS AND ISSUANCE OF CERTIFICATES

Article 5. Certificate Model, Content Recorded on Certificates, Anti-Counterfeiting Stamps, and Recording Methods

Clause 1. The certificate model is implemented in accordance with Appendix I attached to this Circular; including:

Point a) Written in Vietnamese and English.

Point b) Composed of four pages, each page measuring 21cm x 14.5cm.

Point c) Pages 1 and 4 have a red-brown background; Page 1 has the State Emblem, with characters printed on Page 1 in gold color. Pages 2 and 3 have a yellow background with golden-yellow border patterns; the bronze drum image is embossed in the center of Page 2, and the Khuê Văn Các image is embossed in the center of Page 3; the certificate name is in red, while other characters are in black.

Point 2. Content recorded on certificates includes:

Point a) National emblem and motto:

SOCIALIST REPUBLIC OF VIET NAM

Independence - Freedom - Happiness

___________

Point b) Title of the director or principal of the military school issuing the certificate.

Point c) Name of the military school issuing the certificate.

Point d) Name of the certificate.

Point đ) Field and specialty of training.

Point e) Surname, middle name, and given name of the certificate holder.

Point g) Date of birth of the certificate holder.

Point h) Duration of training.

Point i) Graduation rank.

Point k) Place, date, and year of certificate issuance.

Point l) Title, signature, surname, middle name, and given name of the person signing the certificate and stamping it in accordance with regulations.

Point m) Code, number, and entry number in the original book for certificate issuance.

Point 3. Recording methods on certificates are specified in Appendix II attached to this Circular.

Point 4. Anti-counterfeiting stamp

Point a) Round shape, diameter 15mm.

Point b) Printing material: PET film coated with aluminum, thickness 20 microns.

Point c) Printing technology and color: Hologram printing. Different colors and details appear when viewed from different angles.

Point d) Security: Detailed images are designed using secure software to prevent counterfeiting and an additional invisible ink is printed that glows under UV light.

Article 6. Printing of Certificate Blanks

1. Military schools are responsible for printing and managing certificate blanks; in cases where military schools lack the capability to print certificate blanks, they shall report in writing to request the Department of Schools under the General Staff to organize centralized printing to ensure uniformity of certificate models used in the Military.

2. Based on the certificate model prescribed in Appendix I attached to this Circular, the directors and principals of military schools shall approve their school's certificate model and submit it to the General Staff (through the Department of Schools) for reporting and shall be responsible for the content printed on the certificates.

3. The printing of certificate blanks must ensure strictness, safety, confidentiality, and registration and management in accordance with regulations.

Article 7. Management and Use of Certificate Blanks

1. The management and use of certificate blanks must ensure strictness, safety, confidentiality, and registration and management in accordance with regulations.

2. Certificate blanks must have symbols and serial numbers for management. Symbols are uppercase letters, serial numbers are established continuously in numerical order from small to large since the implementation of printing certificate blanks; ensuring differentiation between symbols for various types of diploma and certificate blanks. Each serial number is recorded uniquely on one certificate blank.

3. Certificate blanks that are damaged, incorrectly written, of poor quality, unused due to changes in the certificate blank model, the head of the authority issuing the certificate must establish a committee to handle them. The committee meets, examines, and records the cancellation, specifying the quantity, serial numbers, reasons for cancellation, condition of the certificate blank before cancellation, and the method of cancellation. The cancellation record must be stored in the file for monitoring and management.

4. Certificates that are incorrectly written but signed and stamped by the authorized certificate issuer must be canceled according to the provisions of Clause 3 of this Article.

5. In cases where military school certificate blanks being managed are lost or destroyed, a record must be made, responsibility handled according to the law, and reported in writing to the Department of Military Security under the Political General Department and the Department of Schools under the General Staff for consolidation and reporting to the competent authority as stipulated by the State and the Ministry of Defense.

Article 8. Management of Certificate Issuance

1. Military schools shall establish a primary issuance register for certificates according to the model prescribed in Appendix III attached to this Circular.

2. Serial numbers in the primary issuance register for certificates are established continuously in numerical order from small to large each calendar year from January 1 to December 31; ensuring differentiation between serial numbers for each type of certificate and the year of issuance. Each serial number in the primary issuance register for certificates is recorded uniquely on one certificate.

3. In cases where certificates have been signed and stamped by the authorized person but are lost before issuance, the military school causing the loss of the certificate must make a record, handle responsibility, and report in writing to the Department of Military Security under the Political General Department and the Department of Schools under the General Staff for consolidation and reporting to the competent authority as stipulated by the State and the Ministry of Defense.

Chapter III

ISSUANCE, REISSUANCE, CORRECTION, REVOCATION, AND CANCELLATION OF CERTIFICATES

Article 9. Conditions for Issuing Certificates

Certificates are issued after trainees have completed training, upgrading, and refresher courses as prescribed and received a graduation recognition decision from the competent authority.

Article 10. Time limit for issuing certificates

The Director or Principal of Military Schools shall be responsible for issuing certificates to the subjects specified in Article 9 of this Circular within thirty days from the date of completion of the training course, refresher course, or workshop.

Article 11. Reissuing Certificates

1. In cases where certificates have been issued but errors due to the Military School's mistake are discovered, the school that issued the certificate shall be responsible for reissuing the original certificate.

2. Procedures for reissuing certificates

a) The person requesting the reissue of the certificate shall submit directly or through postal service to the Military School a complete set of documents including: A request for reissuing the certificate with confirmation from the management agency, unit, or local authority seeking the reissue of the certificate; the certificate being requested to be reissued; proof of the Military School's error when issuing the certificate.

b) Within five working days from the date of receiving a complete and valid set of documents, the Military School shall examine and decide on the issuance of the reissued certificate; if not granted, a written response must be provided along with the specific reasons.

c) If the certificate template has changed at the time of reissuing the certificate, the current template shall be used to issue the certificate to the person entitled to the reissued certificate.

Article 12. Original Certificate Issuance Register

1. The original certificate issuance register must record all contents in Vietnamese as detailed in the original certificate issued by the Military School. In cases where the certificate is amended or reissued, an annex to the original register must be created to record the amended or changed contents of the certificate.

2. The original certificate issuance register must be recorded accurately, numbered, stamped, and not erased or altered; it must be strictly managed and permanently stored.

Article 13. Signing and Stamping Certificates

1. When signing certificates, the authorized person must sign according to the model signature already notified to the agency, unit, and competent authority; fully record the position, full name, rank, academic title, and degree in the certificate.

2. Stamping over the signature of the person signing the certificate shall be carried out in accordance with the regulations on archival work.

Article 14. Cases of Amending Certificate Contents

1. The certificate contains incorrect information.

2. There is a change in personal identification information as stipulated by law for the person receiving the certificate.

Article 15. Procedures for Amending Certificate Contents

1. Documents for requesting amendment of the information recorded on the certificate:

a) A request for amending the certificate content according to the model attached as Appendix IV to this Circular, confirmed by the management agency, unit, or local authority seeking the amendment of the certificate.

b) A copy from the original register or a certified copy of the following documents: The certificate being amended; a transcript or decision to change or correct personal identification information for cases specified in Clause 2 of Article 14 of this Circular; birth certificate for cases of amending certificate content due to re-registration of birth or delayed registration; officer identity card or professional military personnel identity card or citizen identity card or resident identity card or passport or other lawful identity document with photograph of the person receiving the certificate. Information on these documents must correspond with the request for amending the certificate content.

2. In cases where the documents in the application for amending the certificate content as stipulated in Point b, Clause 1 of this Article are unverified copies, the person requesting the amendment of the certificate must present the original for direct comparison by the person receiving the documents. The recipient of the documents shall sign and confirm their name on the copy and bear responsibility for the accuracy of the copy compared to the original.

3. Procedure for amending the certificate

a) The person requesting the amendment of the certificate content shall submit directly or send via postal service one complete set of documents as prescribed in Clause 1 of this Article to the Military School authorized to amend the certificate content.

b) Within five working days from the date of receiving a complete and valid set of documents, the authorized body to amend the certificate content shall examine and decide on the amendment; if not amended, a written response must be provided along with the specific reasons.

c) The amendment of the certificate content shall be carried out by a decision to amend; the certificate itself shall not be directly amended. The decision to amend must be kept in the certificate issuance file of the Military School and sent one copy to the person requesting the amendment.

d) Based on the decision to amend, the competent authority issuing the certificate shall record all information about the certificate and the amended contents of the certificate in the annex to the original certificate issuance register.

Article 16. Content of the decision to amend the certificate

The format and presentation technique of the decision to amend the certificate shall be carried out according to the regulations on administrative documents of the State, including the following contents:

1. Surname, middle name, given name; date of birth of the person holding the certificate (recorded according to the issued certificate).

2. Certificate number, date of issuance of the certificate.

3. Content of amendment.

4. Reason for amendment.

5. Effectiveness and responsibility for implementing the decision.

Article 17. Revocation and cancellation of certificates

1. Certificates shall be revoked and cancelled in the following cases:

a) Engaging in fraudulent behavior in enrollment, study, graduation examination, or in preparing documents to obtain the certificate.

b) Issued to persons who do not meet the conditions.

c) Issued by persons without authority to issue.

d) Altered or tampered with.

đ) Used by another person.

e) Due to errors by the issuing authority.

2. The revocation and cancellation of certificates must be carried out by a decision to revoke and cancel the certificate. The content of the decision clearly states the reasons for revocation and cancellation. The decision shall be sent to the person whose certificate is being revoked, the inspection agency that discovered the violation (if any), the agency where the person whose certificate is being revoked is working (if any), and other relevant agencies and organizations.

Chapter IV

CERTIFIED COPY FROM THE ORIGINAL REGISTER

Article 18. Issuance of certified copies from the original register

1. Issuing a certified copy from the original register is the act of the agency managing the original register issuing a copy based on the information recorded in the original register.

2. In case the model of the certified copy at the time of issuance has changed, the agency managing the original register shall use the current model of the certified copy to issue the copy.

3. The content recorded in the certified copy from the original register must be accurate compared to the original register.

Article 19. Legal effect of the certified copy from the original register

1. The certified copy from the original register has the same legal effect as the original, except where otherwise provided by law.

2. In case there is evidence of a forged or illegal certified copy, the agency or organization receiving the certified copy may require the holder of the certified copy to present the original for comparison or verification.

Article 20. Authority and responsibility for issuing certified copies from the original register

1. Military schools managing the original register have the authority and responsibility to issue certified copies from the original register.

2. The issuance of certified copies from the original register can be carried out simultaneously with the issuance of the original or after the issuance of the original.

Article 21. Persons entitled to request issuance of certified copies from the original register

1. The person who received the original certificate.

2. The legal representative or authorized representative of the person who received the original certificate.

3. Father, mother, child, spouse, brother, sister, half-brother, half-sister, or other heir of the person who received the original certificate if that person has died.

Article 22. Procedures for issuing certified copies from the original register

1. Application dossier for issuing certified copies from the original register

a) An application form for issuing a certified copy according to the model prescribed in Appendix IV attached to this Circular, containing information about the issued certificate.

b) Original or certified true copy of officer identification card, professional military personnel identification card, citizen identification card, public service card, passport, or other valid identity document with photograph of the certificate holder for the dossier receiver to check.

c) In case the persons specified in Clause 2 and Clause 3 of Article 21 of this Circular request a certified copy from the original register, they must present a power of attorney (for the authorized person) or proof of relationship with the person who received the original certificate.

d) In case the person requesting a certified copy from the original register sends the request through postal mail, they must send a certified true copy of the documents specified in points a, b, and c of this clause along with one envelope with postage paid, clearly stating the recipient's name and address to the competent authority issuing the certified copy from the original register.

2. Procedure for issuing certified copies from the original register

a) The person requesting a certified copy submits directly or sends via postal mail one set of the dossier as stipulated in Clause 1 of this Article to the competent authority issuing the certified copy from the original register.

b) On the day of receipt of the request for a certified copy or on the next working day, the competent authority issuing the certified copy from the original register must issue the certified copy to the requester. In case the request for a certified copy from the original register is sent through postal mail, the deadline will be calculated from the date when the competent authority receives the complete and valid dossier according to the postmark.

c) For cases where the content of the certificate is complex and difficult to verify and compare, and the agency receiving the request cannot meet the deadline stipulated in point b of this clause, the deadline for issuing the certified copy may be extended by no more than three working days.

3. The competent authority issuing the certified copy bases it on the original register of the certificate. The content of the certified copy must be recorded accurately according to the content already recorded in the original register. In case the original register cannot be stored or does not contain information about the requested content or does not issue the certified copy to the requester, the agency receiving the request for the certified copy has the responsibility to reply in writing to the requester within the deadline stipulated in point b of Clause 2 of this Article and clearly state the reason.

Article 23. Register for Issuing Copies of Certificates from Original Registers and Management of Issuing Copies of Certificates from Original Registers

1. The register for issuing copies of certificates from original registers is a document established by the Military School authorized under Article 20 of this Circular when implementing the issuance of copies of certificates from original registers, recording all contents as the Military School has issued.

2. The register for issuing copies of certificates from original registers must be recorded accurately, numbered, stamped with a cross-stitch seal, not erased, ensuring strict management and permanent storage.

3. The Military School authorized under Article 20 of this Circular must record each time it issues a copy of a certificate from an original register in the register for issuing copies of certificates from original registers, assign a number in the register for issuing copies, ensuring that each number assigned to the register for issuing copies is recorded uniquely on one copy of the certificate issued to the student.

4. The number assigned to the register for issuing copies of certificates from original registers must be continuously assigned in numerical order from small to large according to each calendar year, from January 1st to December 31st; ensuring differentiation between the numbers assigned to the register for issuing copies of each type of diploma, certificate and the year of issuing copies of certificates from original registers.

Chapter V

RESPONSIBILITIES OF ORGANIZATIONS AND INDIVIDUALS

Article 24. General Staff Department

1. Assist the Minister of Defense in managing certificate templates, anti-counterfeiting stamps, issuance of certificate blanks, recall and cancellation of certificates in the Military.

2. Direct the Education Bureau

a) Advise and propose the construction and improvement of policies and laws on certificate management in the Military.

b) Be responsible for printing anti-counterfeiting stamps according to the model prescribed in this Circular; manage, review and distribute anti-counterfeiting stamps to Military Schools.

c) Take the lead and coordinate with relevant agencies, units, both within and outside the Military, to inspect the management and use of anti-counterfeiting stamps, certificate blanks, printing and issuing certificates at Military Schools.

Article 25. Political General Department

Direct the Security Protection Bureau to cooperate with agencies, units, and Military Schools both within and outside the Military in managing anti-counterfeiting stamp models, certificate blank models, and investigate and verify when there are signs of violations in the use of certificates as prescribed by law.

Article 26. Military School Management Agency

1. Direct and guide Military Schools under its management to use anti-counterfeiting stamps, certificate blanks, printing and issuing certificates as prescribed.

2. Inspect and check the implementation of regulations on the management and use of certificate blanks at Military Schools in accordance with the law.

3. Coordinate with functional agencies of the Ministry of Defense to handle issues arising during the management and use of certificate blanks and distribution of certificates.

Article 27. Director, Principal of Military School

1. Has the authority to sign certificates; in cases where the Military School has not been appointed a director or principal by the competent authority, the person granted the right or responsible for the Military School has the authority to sign certificates. A copy of the decision granting the right or responsibility for the Military School of the person signing the certificate must be kept in the certificate issuance file.

2. Issue regulations on printing certificate blanks, preserving, securing, using certificate blanks, anti-counterfeiting stamps, distributing certificates, clearly defining the responsibilities of each unit and individual and penalties for violations.

3. Issue copies of certificates from original registers; reissue certificates; amend the content of certificates; issue, recall and cancel certificates as prescribed in this Circular.

In cases where a Military School that has merged, split, or undergone changes in authority issues certificates, the person authorized to amend the content of certificates is the director, principal of the Military School or the head of the agency currently tasked with managing the original register for issuing certificates.

4. Bear responsibility before superior management agencies and state law regarding the management and use of certificate blanks, anti-counterfeiting stamps, printing and issuing certificates.

5. Ensure accuracy, bear responsibility for information in files and in the original register for issuing certificates.

6. Ensure material resources, equipment, fire prevention measures to preserve certificate blanks and files for issuing and managing certificates.

7. Check the management and use of certificate blanks and issuing certificates in schools under its management.

8. Verify the authenticity of certificates upon request from agencies, organizations, or individuals.

9. Report the number of certificates used and issued annually to the General Staff Department (through the Education Bureau) before December 31 each year.

Article 28. Persons granted certificates

1. Rights

a) Request the Military School to issue the certificate within the prescribed time limit.

b) Request the Military School to accurately and fully record all information on the certificate.

c) Request the Military School to reissue the certificate or amend the recorded content on the certificate in accordance with this Circular.

d) Request the Military School to provide a copy of the certificate from the original register when there is a valid reason.

2. Obligations

a) Provide accurate and complete information necessary for the Military School to record on the certificate.

b) Verify the accuracy of the information recorded on the certificate immediately upon receipt.

c) In cases where the certificate is not collected directly, a power of attorney must be provided to the person collecting the certificate.

d) Safeguard and preserve the certificate; do not erase, alter the content on the certificate; do not allow others to use the certificate.

đ) When using an amended certificate, a decision amending the certificate must accompany it.

e) Report promptly to the competent authority or unit if the certificate is lost.

g) Return the certificate to the authorized Military School within the time limit specified in the decision to revoke the certificate. In case the certificate is lost, a written commitment regarding the loss of the certificate must be made, confirmed by the authority or unit where the person works (if applicable), and bear legal responsibility for the content of the commitment.

Chapter VI

IMPLEMENTING PROVISIONS

Article 29. Effective Date

This Circular takes effect from November 15, 2022, and replaces Circular No. 28/2012/TT-BQP dated April 6, 2012, issued by the Minister of National Defense, stipulating the model of graduation certification for international students; Circular No. 29/2012/TT-BQP dated April 6, 2012, issued by the Minister of National Defense, stipulating the model of graduation diploma; and Circular No. 31/2012/TT-BQP dated April 6, 2012, issued by the Minister of National Defense, stipulating the model of graduation certification.

Article 30. Responsibility for Implementation

The Chief of General Staff and heads of relevant agencies, units, and individuals are responsible for implementing this Circular./.