Decision No. 7176/QD-BGDĐT Issuing Regulations on the Procedures for Issuing Diploma and Certificate Blanks at the Ministry of Education and Training

Pursuant to …;

Issuing Regulations on the Process for Issuing Diploma and Certificate Blanks

at the Ministry of Education and Training

___________________________

THE MINISTER OF EDUCATION AND TRAINING

 

Pursuant to Decree No. 86/2002/ND-CP dated November 5, 2002 of the Government stipulating the functions, tasks, powers, and organizational structure of ministries and ministerial-level agencies;

Pursuant to Decree No. 85/2003/ND-CP dated July 18, 2003 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-BGDĐT dated June 20, 2007 of the Minister of Education and Training promulgating the Regulation on Diplomas and Certificates of the National Education System;

Upon the proposal of the Director of the Office and the Head of the Legal Department,

DECISION:

Article 1. These Regulations on the Process for Issuing Diploma and Certificate Blanks at the Ministry of Education and Training are hereby issued together with this Decision.

Article 2. This Decision takes effect from the date of signature, all previous regulations contrary to this Decision shall be abolished.

Article 3. The Director of the Office, the Head of the Legal Department, Heads of relevant units under the Ministry of Education and Training, Chairperson of the Diploma and Certificate Council; organizations and individuals concerned are responsible for implementing this Decision.

REGULATIONS

On the process for issuing diploma and certificate blanks

at the Ministry of Education and Training

(Issued together with Decision No. 7176/QD-BGDĐT

dated November 9, 2007 of the Minister of Education and Training)

___________________________

Article 1. Scope of Regulation

This document stipulates the process for issuing diploma and certificate blanks at the Ministry of Education and Training including: production, affixing security stamps, storage, destruction, record keeping, record processing, and issuance of diploma and certificate blanks (hereinafter referred to as VBCC).

Article 2. Production of VBCC Blanks

Based on annual enrollment quotas provided by the Planning and Finance Department, the University Department, the Vocational Education Department, the Secondary Education Department, the Continuing Education Department, and the National Defense Education Department, and the number of VBCC blanks registered by educational institutions and provincial education and training departments, the Office of the Ministry of Education and Training is responsible for planning the production of various types of VBCC blanks, reporting to the leadership of the Ministry for approval after review by the Diploma and Certificate Council; managing the production of VBCC blanks.

Article 3. Affixing Security Stamps on VBCC Blanks

1. Security stamps for VBCC blanks are designed according to a unified model and printed at a printing facility permitted by the state. The number of security stamps printed annually must correspond to the number of VBCC blanks approved in the plan for producing VBCC blanks.

2. The Office of the Ministry of Education and Training places orders for printing security stamps for VBCC blanks, affixes security stamps to each VBCC blank, and serializes the issuance of VBCC blanks.

Article 4. Storage of VBCC Blanks

1. Physical facilities and equipment for storing VBCC blanks

a) The storage area for VBCC blanks is where the VBCC blanks are stored. 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 mildew agents, and other substances harmful to living organisms.

2. Regular inspection and maintenance of VBCC blank storage

a) Weekly and monthly, the Office leadership inspects the hygiene and security of the storage area for VBCC blanks;

b) Quarterly, the Standing Committee of the Diploma and Certificate Council inspects the quality and storage conditions of VBCC blanks, reports to the Deputy Minister in charge about the storage of VBCC blanks;

c) Quarterly and annually, the Office is responsible for spraying pesticides to eliminate harmful organisms and maintaining the equipment provided for storing VBCC blanks.

Article 5. Destruction of Blank Forms VBCC

1. Blank forms of VBCC that contain errors during printing, are damaged, or are no longer to be used due to the issuance of new models or other reasons must be destroyed.

2. To destroy blank forms of VBCC, a Committee for Destroying Blank Forms of VBCC must be established. The members of the Committee for Destroying Blank Forms of VBCC shall include representatives from the Committee for VBCC, the Office, the Inspectorate, the Department of Legal Affairs, and the unit directly responsible for printing blank forms of VBCC.

3. The Chairman of the Committee for VBCC proposes the list of members of the Committee for Destroying Blank Forms of VBCC, which is submitted to the leadership of the Ministry for decision.

4. The destruction of blank forms of VBCC must be recorded in a minutes document detailing the composition of the Committee for Destroying Blank Forms of VBCC, the reasons for destruction, the quantity and type of blank forms of VBCC being destroyed, the date and location of destruction, the procedure, and the results of destruction. The minutes of destroying blank forms of VBCC must bear the signatures of all members of the Committee for Destroying Blank Forms of VBCC and be stored in the management file of blank forms of VBCC.

Article 6. Procedure for Receiving Requests for Issuance of Blank Forms of VBCC

1. Educational institutions and departments of education and training that require issuance of blank forms of VBCC shall submit the request for issuance of blank forms of VBCC directly or send it via postal service to the single-window department for receiving and processing issuance of blank forms of VBCC, the Administrative Department under the Office of the Ministry of Education and Training.

2. In cases where the request is submitted directly, the Office of the Ministry has the responsibility to check the file; if the file is complete with required documents as stipulated in Article 8 of this Regulation, it will be registered and a receipt form (according to Form 1 in the Appendix) will be issued to the person submitting the file. If the file is incomplete according to Article 8 of this Regulation, the Office will immediately notify and return the file to the person who submitted it.

3. In cases where the file is submitted via postal service or a single-window system, the single-window system under the Office has the responsibility to check the file; if the file is complete with required documents as stipulated in Article 8 of this Regulation, it will be registered for processing. If the file is incomplete according to the regulation, the single-window system will have the responsibility to transfer a notification form (according to Form 2 in the Appendix) along with the file to the Administrative Department under the Office to return to the submitting entity.

Article 7. Processing of Files

1. On the day of receiving the file, if the file is complete according to Article 8 of this Regulation, the single-window system under the Office has the responsibility to forward the file to the Secondary Education Department if it is a request for issuance of blank forms of secondary school graduation certificates, high school graduation certificates; the Vocational Education Department if it is a request for issuance of blank forms of vocational college graduation certificates; the University and Postgraduate Education Department if it is a request for issuance of blank forms of college graduation certificates, university graduation certificates, master's degrees, doctoral degrees; the Continuing Education Department if it is a request for issuance of blank forms of continuing education certificates; the National Defense Education Department if it is a request for issuance of blank forms of national defense education certificates.

2. Within two working days from the date of receiving the file transferred by the single-window system under the Office, the University and Postgraduate Education Department, the Vocational Education Department, the Secondary Education Department, the Continuing Education Department, and the National Defense Education Department must review the file, transfer the Opinion Form on Issuing Blank Forms of VBCC (according to Form 3 in the Appendix) and the entire file to the single-window system under the Office. In the Opinion Form on Issuing Blank Forms of VBCC, it must clearly state whether to agree or disagree with issuing blank forms of VBCC, and if not agreeing, the reasons or requirements for amending and supplementing the file must be specified.

3. On the day of receiving the Opinion Form on Issuing Blank Forms of VBCC sent by the University and Postgraduate Education Department, the Vocational Education Department, the Secondary Education Department, the Continuing Education Department, and the National Defense Education Department, the Office has the responsibility to organize the issuance of blank forms of certificates and diplomas according to the quantity and type of blank forms of VBCC recorded in the Opinion Form on Issuing Blank Forms of VBCC, or to notify the submitting entity about the non-issuance of blank forms of VBCC or the requirement to amend and supplement the file.

Article 8. Requirements for the Application to Issue Blank Diploma Forms

1. The application to issue blank diploma forms for junior secondary school graduation certificates and high school graduation certificates shall include: An introduction letter from the person submitting the application (if submitted directly); A letter requesting issuance of blank diploma forms, specifying the quantity and type of blank diploma forms requested; A decision on admission quotas; A record of successful candidates and a decision on the list of successful candidates; A report on the results of using previously issued junior secondary school graduation certificates and high school graduation certificates.

2. The application to issue blank diploma forms for vocational college graduation certificates, college diplomas, university degrees, and master's degrees shall include: An introduction letter from the person submitting the application (if submitted directly); A letter requesting issuance of blank diploma forms, specifying the quantity and type of blank diploma forms requested; A decision on admission quotas; A record of successful candidates and a decision on the list of successful candidates; A report on the results of using previously issued vocational college graduation certificates, college diplomas, university degrees, and master's degrees.

For the application to issue blank diploma forms for continuing education college and university graduation certificates, additional documents such as permission or approval for training issued by the Ministry of Education and Training; and a training contract according to the continuing education method must be supplemented.

3. The application to issue blank diploma forms for doctoral degrees shall include: An introduction letter from the person submitting the application (if submitted directly); A letter requesting issuance of blank diploma forms, specifying the quantity of blank diploma forms requested; A decision on admission quotas for doctoral candidates and a list of successful doctoral candidates; A doctoral dissertation defense file in accordance with the Doctoral Training Regulations; A report on the results of using previously issued doctoral degree blank diploma forms.

4. The application to issue blank certificate forms shall include: An introduction letter from the person submitting the application (if submitted directly); A letter requesting issuance of blank certificate forms, specifying the quantity and type of blank certificate forms requested; A decision recognizing examination results; A list of graduates; A report on the results of using previously issued certificate blank forms.

Article 9. Supplementing Blank Diploma Forms

1. Units that need to apply for supplementary blank diploma forms due to damage, writing errors, or incorrect writing shall submit an application for supplementary blank diploma forms directly or send it via postal service to the single-window unit at the Office. The application includes:

a) A letter requesting supplementary blank diploma forms. The letter must specify the quantity, type of blank diploma forms, and reasons for requesting supplementary issuance;

b) A record of destroyed blank diploma forms. The record of destroyed blank diploma forms must specify the quantity, serial number, type of blank diploma forms destroyed, reasons for destruction, and have confirmation from the unit’s leadership.

2. After receiving the application, the single-window unit at the Office is responsible for reviewing the application and coordinating with relevant units within the Ministry to issue supplementary blank diploma forms in accordance with the procedures stipulated in Article 7 of this Regulation.

3. If there are unusual signs in the request for supplementary blank diploma forms, such as loss of blank diploma forms or negative signs in the use of blank diploma forms, the Office will transfer the application to the Standing Committee of the Diploma Form Council for review or propose inspection and verification.

Article 10. Location for Receiving Blank Certificates and Diplomas (VBCC)

1. Educational institutions and departments of education and training from Thua Thien - Hue to the north shall receive blank certificates and diplomas (VBCC) at the headquarters of the Ministry of Education and Training, address: No. 49 Dai Co Viet Street, Hai Ba Trung District, Hanoi.

2. Educational institutions and departments of education and training from Da Nang to the south shall receive blank certificates and diplomas (VBCC) at the representative office of the Ministry of Education and Training, address: No. 3 International Square, District 3, Ho Chi Minh City.

Article 11. Costs for Issuing Blank Certificates and Diplomas (VBCC) and Management of Costs for Issuing Blank Certificates and Diplomas (VBCC)

1. The costs for issuing blank certificates and diplomas (VBCC) shall be implemented according to the provisions of financial laws to ensure activities related to issuing blank certificates and diplomas (VBCC), including: consulting, designing, reviewing and approving samples; production processes, printing security stamps; storage of blanks; destruction of blanks; reviewing files and organizing issuance of blank certificates and diplomas (VBCC); inspection and supervision.

2. Units receiving blank certificates and diplomas (VBCC) shall be responsible for paying the costs for issuing blank certificates and diplomas (VBCC) in cash, by check, or by bank transfer according to the following regulations:

a) For payment in cash: direct payment at the first counter of the Office, address: No. 49 Dai Co Viet Street, Hai Ba Trung District, Hanoi;

b) For payment by check or bank transfer: send to the address of the Office of the Ministry of Education and Training, account number: 140.120.640.1515, Agricultural Bank of Vietnam - Bach Khoa Branch, Hanoi.

3. The Director of the Office of the Ministry of Education and Training shall be responsible for managing the costs for issuing blank certificates and diplomas (VBCC), including: establishing revenue and expenditure standards for issuing blank certificates and diplomas (VBCC) and submitting them for approval by the leadership of the Ministry; recording revenues and expenditures for the production and issuance of blank certificates and diplomas (VBCC) in accordance with regulations, ensuring that the revenues and expenditures for issuing blank certificates and diplomas (VBCC) comply with financial principles; fulfilling tax obligations as prescribed by the State; reporting monthly, quarterly, and annually to the leadership of the Ministry and the Certificate and Diploma Council on financial revenues and expenditures in the production and issuance of blank certificates and diplomas (VBCC).

Article 12. Responsibilities of the Office

1. Submitting plans for producing blank certificates and diplomas (VBCC) for approval by the leadership of the Ministry before December 20 each year.

2. Managing the production of blanks, affixing stamps, and preparing management files for issuing blank certificates and diplomas (VBCC).

3. Organizing and directing units under the Office to cooperate with relevant units to issue blank certificates and diplomas (VBCC) in accordance with procedures and ensuring compliance with deadlines specified in Articles 6 and 7 of this Regulation.

4. Strictly controlling the quantity of printed blanks; blanks issued from the warehouse must have complete receipt and warehouse release forms signed by the accountant, warehouse manager, recipient, and the Office leader's approval signature.

5. Maintaining records of blank certificate and diploma (VBCC) issuance, which must be stamped and signed by the Office leader.

6. Monthly inventory and reconciliation of serial numbers and issuance forms for blank certificates and diplomas (VBCC), reporting to the Standing Committee of the Certificate and Diploma Council on the results of verification and reconciliation.

7. Closely monitoring the implementation of blank certificate and diploma (VBCC) issuance to promptly report to the Certificate and Diploma Council and seek guidance from the Ministry's leadership.

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

9. Retaining and preserving issuance files for blank certificates and diplomas (VBCC).

10. Taking the lead and coordinating with relevant units to report to the Ministry's leadership and the Certificate and Diploma Council on the situation of blank certificate and diploma (VBCC) production and issuance; the situation of blank certificate and diploma (VBCC) issuance by the representative office of the Ministry of Education and Training in Ho Chi Minh City; the usage situation of blank certificates and diplomas (VBCC) by educational institutions and departments of education and training.

Article 13. Responsibilities of units and individuals related to the Ministry

1. The Departments of Higher Education, Postgraduate Education, Secondary Education, Vocational Education, Continuing Education, and National Defense Education shall be responsible for:

a) Coordinating with the Office to develop annual plans for producing VBCC blanks;

b) Providing accurate opinions on the quantity and types of VBCC blanks in response to requests for VBCC blanks from educational institutions and departments of education and training, in accordance with approved admission quotas;

c) Reviewing applications for issuing VBCC blanks and applications for supplementary VBCC blanks within the prescribed time limit;

d) Coordinating with the Office to report to the Ministry's leadership and the VBCC Council on the issuance of VBCC blanks and the usage of VBCC blanks by educational institutions and departments of education and training.

2. The VBCC Council shall have the duty to advise and review matters concerning VBCCs, assist the Minister in establishing and implementing regulations regarding conditions, procedures, and processes for producing, affixing insurance labels, canceling, inspecting, and issuing VBCC blanks; the recovery and cancellation of VBCCs, and coordinating with the Office of the Ministry of Education and Training and relevant units to implement provisions in this document.

3. In accordance with their assigned functions and responsibilities, the Ministry Inspectorate, the People's Inspectorate Board, and the VBCC Council shall conduct regular or spot inspections of all stages of production, financial inflows and outflows, and issuance of VBCC blanks at the Ministry of Education and Training. Civil servants in the Ministry of Education and Training who discover errors in the distribution of VBCC blanks must promptly notify the Ministry of Education and Training Office and the Standing Committee of the VBCC Council to enable timely corrective action and handling by the Ministry leadership.