Training regulations

Article 1. Scope of Adjustment and Applicable Subjects

1. This Guidance stipulates the organization and implementation of Intermediate and College level training programs according to the academic year system (niên chế) or the credit system (tín chỉ); regulations on examination, testing, and recognition of graduation.

2. This Guidance on Regulations applies to full-time students at the Intermediate and College levels at Hue Industrial College, effective from the academic year 2017-2018.​​​​​​​​​​​​​

<<Top>><<Chapter I>><<Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 2. Interpretation of Terms

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

1. Training under the Academic Year System (**Đào tạo theo niên chế**) is training based on academic years. Each training program (hereinafter referred to as program) of a major or profession is conducted over a specific number of months or academic years. Students and learners (hereinafter collectively referred to as learners) must complete the volume of knowledge and skills prescribed within that specific number of months or academic years. An academic year is usually organized into two semesters.

2. Training under the Credit System (**Đào tạo theo tín chỉ**) is organized by semester, and is a training method in which the learner proactively chooses, according to the school’s regulations, to study and accumulate credits for each subject until the entire program is completed. Learners who accumulate the sufficient number of credits stipulated in the program of the major or profession will be considered for graduation. [Image of Credit System vs Academic Year System Flowchart]​​​​​​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 3. Course Duration and Teaching Activities Time

1. The training duration is the time designed for the learner to complete a specific program and meet the conditions to receive the corresponding diploma for that program, specifically:

a) The training duration for the intermediate level under the academic year system for individuals with a lower secondary school diploma or higher is **from one to two academic years** depending on the major or profession;

b) The training duration for the intermediate level under the credit system is the time needed to accumulate the sufficient number of credits stipulated for each program;

c) Individuals with a lower secondary school diploma, if they wish to continue studying up to the college level, must accumulate additional high school cultural content;

d) The training duration for the college level under the credit system is the time needed to accumulate the sufficient number of credits for each program for individuals with a high school diploma or who have studied and successfully passed the required volume of high school cultural knowledge.

2. The maximum time for a learner to complete the program includes the maximum time to complete the subjects in the program, calculated from the start of the subject until the completion of the last subject in the program, and the maximum time to complete graduation exams or the final project/thesis;

The maximum time for a learner to complete the program is decided by the rector, ensuring that it **does not exceed twice the designed duration** for programs lasting two to three academic years, and **does not exceed three times the designed duration** for programs lasting one to under two academic years;

In addition, the Rector shall consider and decide to extend the maximum duration for learners belonging to one of the following cases: Being mobilized for national security or defense duty, and continuing their studies at the school after completing the duty; having a certificate of disability as prescribed by the Law on Persons with Disabilities; having to stop studying for a long time due to health reasons requiring treatment; being criminally prosecuted, having a conclusion from the competent authority but not falling under the disciplinary action of forced withdrawal from studies;

The maximum duration for training programs in majors/professions belonging to the fields of culture, arts, physical education, and sports with specific characteristics shall be jointly regulated by the Ministry of Labour, Invalids and Social Affairs and the Ministry of Culture, Sports and Tourism;

For learners simultaneously enrolled in two programs, the maximum time to complete both programs is equal to the greatest maximum time to complete one of the two programs, calculated from the start of the first program.

3. The time for organizing teaching activities at the school is specifically regulated by the rector, ensuring the following requirements:

a) The time for organizing teaching activities at the school is **from 6:00 AM to 10:00 PM** daily, except for mandatory content that must be taught outside this specified time to meet the conditions for implementation;

b) The total scheduled learning time for a learner in a day **shall not exceed 8 hours**, except for mandatory content that requires more than 8 hours to meet the conditions for implementation. Specifically, a study week shall not include more than 30 hours of theory; in a single day, not more than 6 hours of theory.​​​​​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 4. Training Location

1. The training location shall be at the school or a branch campus of the school. Within this, the school may organize teaching activities outside the school premises for cultural knowledge, national security – defense, physical education, and practical/internship content, provided that the quality of training is ensured.
2. Exams for theoretical subjects and theoretical graduation exams must be held at the school; exams for subjects/modules with both theory and practice, specialized internships, graduation internships, and practical graduation exams may only be held outside the school if the school cannot ensure the necessary facilities for implementation on campus.​​​​​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 5. Training Plan

1. Based on the volume of knowledge and skill requirements specified in the program, the rector shall allocate the subjects for each academic year and semester.

2. Before the start of a course, academic year, or semester, the school must publicly announce the training plan for that course, academic year, or semester. The training plan for each course and academic year must include at least the following details: number of semesters, start and end dates of each semester, academic year, course, and time off for summer/Lunar New Year for classes in the same enrollment batch; the curriculum of each subject; the implementation location; the teachers/lecturers (hereinafter collectively referred to as teachers) teaching the theory and practical content of each subject for each specific class.​​​​​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 6. Enrollment Registration

1. Upon enrollment registration, the learner must submit the required documents according to current regulations. All documents submitted by the learner upon enrollment must be placed in an individual file folder and managed by the unit specified by the rector.

2. After reviewing and confirming the eligibility for enrollment, the rector shall sign a decision recognizing the applicant as an official student of the school and issue them:

a) Student ID card;

b) Study registration book, academic advisor assignment form (in case of credit system training).

3. The school must provide the learners with full information regarding the objectives, content, and learning plan of the programs, training regulations, and the obligations and rights of the learners.​​​​​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 7. Change of Major or Profession

1. Learners are permitted to switch from their current major or profession to another major or profession offered by the school.
2. The rector shall specify and decide to allow the learner to change their major or profession, ensuring the following requirements:
a) The learner submits an application form requesting the change of major/profession;
b) The major/profession intended for transfer must have the same admission method and admission criteria equal to or lower than the admission criteria of the current major/profession;
c) Once a learner has switched to another major/profession, they must stop studying the previous major/profession;
d) The change of major/profession must be completed before the beginning of the **second semester** for the Intermediate level program, and before the beginning of the **third semester** for the College level program;
e) The learner must not be in the period of: temporary suspension of the current program, adjustment of study progress, disciplinary action from the school at the level of reprimand or higher, or criminal prosecution.

3. The maximum study time for a learner changing majors/professions to complete the program is regulated in Clause 2, Article 3 of this Guidance and is calculated from the time of initial enrollment in the major/profession before the change.​​​​​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 8. Simultaneous Enrollment in Two Programs

1. Simultaneous enrollment in two programs is for learners who meet the conditions specified in Clause 2 of this Article and wish to register for an additional second program at the school or an affiliated training unit, in order to be awarded two diplomas upon meeting the graduation requirements.
2. Conditions for simultaneous enrollment in two programs:
a) The learner submits an application form requesting to study two programs simultaneously;
b) The major/profession of the second program must be different from the major/profession of the first program;
c) The learner must have completed the **first semester** for programs with a duration of one to two academic years, or have completed the **second semester** for programs with a duration of over two academic years. In which, the academic result classification for every completed semester in the first program up to the point of considering simultaneous enrollment must be rated **’Fairly good’ (Khá) or higher**;
d) The learner must not be in the period of: temporary suspension of the current program, disciplinary action at the level of reprimand or higher, or criminal prosecution.

3. A learner subject to study progress adjustment or forced withdrawal from the first program shall also be forced to withdraw from the second program.

4. A learner shall only be considered for graduation from the second program if they meet the graduation requirements of the first program.

5. The time for a learner to complete both programs is regulated in Clause 2, Article 3 of this Guidance.

6. The Rector shall specifically regulate the simultaneous enrollment in two programs.​​​​​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 9. Temporary Leave of Absence, Sick Leave

1. Learners may temporarily suspend their current program and reserve their academic scores if they fall under one of the following cases:
a) Being mobilized by a competent state agency to perform national security or defense duty;
b) Having to stop studying for a long time for health reasons requiring treatment, which must be confirmed by a medical facility where the learner was examined or treated, or having a certificate of disability as prescribed by the Law on Persons with Disabilities;
c) During a period of disciplinary suspension from study for a definite term;
d) Being criminally prosecuted but not yet having a conclusion from the competent authority, or having a conclusion from the competent authority but not falling under the disciplinary action of forced withdrawal from studies;
e) Due to other reasons not specified in points a, b, c, d of this clause: the learner must have completed at least the first semester at the school; and must not be subject to forced withdrawal.

2. Learners are allowed to temporarily postpone a subject according to the school’s training plan and must complete the postponed subject within the maximum time limit for completing the program if they fall under one or more of the following cases:
a) Due to health reasons that prevent them from studying the subject, and this must be confirmed by a medical facility where the learner was examined or treated;
b) Having other justifiable reasons for being unable to complete the subject, accompanied by specific evidence, and must be approved by the rector.

3. Learners not falling under the cases specified in clauses 1 and 2 of this Article, but having a legitimate reason, may take emergency leave according to the school’s regulations and must complete the required academic assignments according to regulations, while also meeting the conditions to take the end-of-subject exam.

4. The period of temporary leave of absence shall be included in the maximum time limit for the learner to complete the program as specified in Clause 2, Article 3 of this Guidance.

5. The Rector shall specifically regulate the temporary leave of absence of learners.​​​​​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 10. Exemption and Reservation of Study Results

1. Exemption, reduction, and temporary postponement of the National Defense and Security Education subject shall be carried out in accordance with the regulations on organizing the teaching, learning, and evaluation of results for the National Defense and Security Education subject issued by the Ministry of Labour, Invalids and Social Affairs.

2. Learners are exempt from studying and taking the end-of-subject exam or the graduation exam for subjects/modules in the school’s program if they have already graduated from a program of an equivalent level, in which the subject or graduation exam was passed and recognized as equivalent to the subject or graduation exam in the school’s program.

3. Learners are exempt from studying and taking the end-of-subject exam for the Politics subject among the general subjects if they have graduated from a program of an equivalent level or hold a diploma/certificate of graduation from an intermediate or advanced political theory program or equivalent.

4. Learners are exempt from studying and taking the end-of-subject exam for the Foreign Language subject among the general subjects if they have a foreign language certificate equivalent to **Level 3** according to the 6-Level Foreign Language Proficiency Framework for Vietnam issued by the Ministry of Education and Training.

5. Learners are exempt from studying and taking the end-of-subject exam for the Informatics subject among the general subjects if their entrance examination results at the school meet the basic information technology skills standards prescribed by the Ministry of Information and Communications.

6. Learners are exempt from studying and taking the end-of-subject exam for the Physical Education subject among the general subjects if they are disabled veterans, have injuries or chronic illnesses that limit motor function; or if they achieve first, second, or third place or win a medal in inter-sectoral or provincial-level sports competitions or higher during their study at the school.

7. Learners who have a certificate of disability as prescribed by the Law on Persons with Disabilities shall be considered by the rector for exemption or reduction in certain subjects, or exemption or reduction in certain educational content and activities that their individual capacity cannot meet.

8. Reservation of scores, recognition of study results

a) Learners may reserve their scores and have the study results of required subjects recognized from the school’s training program, from the transferring school’s program (in case of transferring schools), or from one of the two schools involved in joint training (in case of simultaneous enrollment in two programs);

b) The maximum time limit for reserving study results is **5 years**.

9. Learners who request exemption or reservation of study results must submit an application form to the rector for consideration and decision upon enrollment and before each examination period.​​​​​​​​​​​​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 11. Transferring Schools

1. If a learner transfers schools by decision of a competent state management agency, the transfer shall be carried out according to the decision of the issuing agency. In which, the decision to transfer must have the written consent of the learner.

2. If a learner transfers schools based on individual needs, the transfer shall be carried out according to the regulations of the transferring school and the receiving school. The rector shall only consider accepting or allowing the learner to transfer to another school if the learner meets the following requirements:

a) Submits an application form for school transfer;

b) Not in the period of: study progress adjustment, disciplinary action at the level of reprimand or higher, or criminal prosecution;

c) Has completed at least **one semester** at the transferring school but is not entering the final semester of the course;

d) Upon transferring to the receiving school, the learner must study the same major/profession as they were studying at the transferring school and maintain the same training format.

3. The rector of the receiving school shall decide whether to accept the transfer and whether to recognize the learner’s academic results from the transferring school.

4. The maximum time for a learner transferring schools to complete the program is calculated from the time of initial enrollment at the transferring school.​​​​​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 12. Organization of Regular Testing, Periodic Testing, and End-of-Subject Exams

1. Organization of regular testing, periodic testing

a) Regular testing is conducted by the subject teacher at any time during the course of study for each subject through oral checks during class, written tests lasting equal to or less than 30 minutes, checking some practical content/internship tasks, grading assignments, and other forms of testing/evaluation;

b) Periodic testing is stipulated in the subject curriculum; periodic testing may take the form of written exams lasting 45 to 60 minutes, grading major assignments, essays, practical performance, internships, and other forms of testing/evaluation;

c) Testing procedures, number of tests for each subject: see Clause 1, Article 15 for details.

2. Organization of end-of-subject exams

a) At the end of each semester, the rector organizes a main exam period and a supplementary exam period for end-of-subject exams; the supplementary exam period is organized for learners who did not take the end-of-subject exam, or whose subject score was unsatisfactory in the main exam; additionally, the rector may organize end-of-subject exams at other times for learners eligible to take the exam;

b) The format for end-of-subject exams may be written exam, oral exam, multiple-choice test, practical exam, major assignment, essay, defense of internship report, or a combination of these forms;

c) The time allowed for a written end-of-subject exam is **60 to 120 minutes** for each paper; the time for other forms of examination or for subjects/modules with specific characteristics of the major/profession shall be decided by the rector;

d) The schedule for the main exam period must be announced at least **04 weeks** before the exam, and the schedule for the supplementary exam period must be announced at least **01 week** before the exam; during the exam period, each subject shall be examined separately, and no two subjects shall be combined into one session for a single learner;

e) The time allocated for exam review for each subject is proportional to the number of hours of that subject and must ensure at least **1/2 day of review for every 15 hours of theoretical classes** or **30 hours of practical/internship learning**; teachers must be assigned to guide review sessions for all subjects, and the review outline must be announced to the learners upon the start of the review sessions;

f) The list of learners eligible/ineligible to take the exam, clearly stating the reasons for ineligibility, must be publicly announced at least **05 working days** before the exam date; the list of exam rooms and locations must be publicly announced **1-2 working days** before the end-of-subject exam date;

g) For written exams, each exam room must have at least **two proctors** and shall not accommodate more than **50 learners**; learners must be seated according to their candidate numbers; for other exam formats, the rector shall decide on the arrangement of exam rooms or locations and other relevant contents;

h) All individuals participating in the exam must be informed of their rights, duties, and obligations during the exam; all meetings related to the exam, the drawing of exam papers, and the handover of exam papers, answer sheets, and scores must be recorded in minutes;

i) The exam format, time allowed, and conditions for the end-of-subject exam must be stipulated in the subject curriculum.

3. The Rector shall specifically regulate the organization of testing and end-of-subject exams.​​​​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 13. Conditions and Number of Attempts for End-of-Subject Exams, Retaking Courses and Exams

1. Conditions for taking the end-of-subject exam

a) Learners are eligible to take the end-of-subject exam/module when they meet the following conditions:

– Attending at least **70% of the theoretical learning time** and fully attending the integrated lessons, practical lessons, internships, and other subject requirements stipulated in the subject curriculum;

– The continuous assessment score (Điểm quá trình) is **5.0 points or higher** on a 10-point scale;

– The number of remaining attempts for the end-of-subject exam is within the limit specified in Clause 2 of this Article.

– Learners with a disability certificate as prescribed by the Law on Persons with Disabilities shall be prioritized by the rector for exam eligibility, provided that the learner meets the requirement for the average of the test scores.

2. Number of attempts for end-of-subject exams

a) Learners are permitted to take the end-of-subject exam a first time; if the subject score is unsatisfactory, they are allowed **one additional re-examination** in another exam period organized by the school;

b) Learners absent from any exam attempt without a justifiable reason shall still have that attempt counted and shall receive a score of **0** for that attempt. If the absence is for a justifiable reason, the attempt is not counted, and the rector shall arrange for the learner to take the exam in another period.

3. Retaking courses and exams

a) Learners must retake the course and exam for an unsatisfactory subject if they fall under one of the following cases:

– Not meeting the eligibility conditions for the exam;

– Having exhausted the number of exam attempts, but the subject score remains unsatisfactory;

b) Learners required to retake the course and exam shall not reserve the score or study time from the previous attempt, and must meet the exam eligibility conditions stipulated in Clause 1 of this Article to be allowed to take the end-of-subject exam.

c) If the subject is no longer offered due to curriculum adjustment, the rector shall decide to choose another substitute subject based on its relevance to the objectives of the major/profession.​​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 14. Exam Paper Preparation and Grading for End-of-Subject Exams

1. Exam Paper Content

a) Exam papers must align with the content of the subject/module stipulated in the curriculum;

b) It must be ensured that there is an **exam bank** for end-of-subject exams/modules for all subjects/modules in the school’s program; exam papers must be drawn randomly from the school’s exam bank and approved by the rector before the exam;

c) Exam papers for learners with a disability certificate as prescribed by the Law on Persons with Disabilities shall be decided by the rector.

2. Grading

a) Each end-of-subject exam paper/module must be graded and scored independently by at least **02 teachers**, who must fully sign the exam paper, grading sheet, and the overall score sheet of the candidate; in which, essay exam papers must be coded before grading, and oral/practical exams must be graded using grading sheets specified by the rector;

b) The exam score is the average of the scores given by the teachers; if the scores given by the teachers for a single paper differ by **1.0 point or more** on a 10-point scale, a review or regrading must be organized; if the scores remain unconsolidated after regrading, the Head of the Faculty or Head of the Department shall review, resolve, and make the final decision on the exam score;

c) Exams may be graded using specialized machines or software, and the appeal grading (phúc khảo) process shall be specifically regulated and implemented by the rector.

3. If a learner is ineligible to take the exam, they shall receive a score of **0** for that attempt.

4. Score Announcement

a) Scores for oral exams, practical exams, internships, or defense of internship reports must be announced to the learners immediately after grading;

b) For other forms of examination or testing, scores must be announced to the learners no later than **10 working days** from the exam date.​​​​​​​​​

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 15. Method for Calculating Subject Grade, Semester/Academic Year/Course Cumulative Grade Point Average and Accumulated GPA

1. Subject Grade

a) The subject grade is evaluated as follows:

Evaluation Method for Theoretical Modules:

• Continuous assessment score (Điểm đánh giá quá trình) has a weighting of 0.4, including the following scores:

+ Attendance score (Điểm chuyên cần): coefficient 2                         

  + Regular assessment score (Điểm đánh giá thường xuyên): coefficient 3 (1 score column is the average of regular test scores)

 + Periodic test score (Điểm Kiểm tra định kỳ) coefficient 5  

– End-of-module exam score (Điểm thi kết thúc học phần) has a weighting of 0.6                   

Evaluation Method for Practical/Integrated Modules: Students must attend all practical exercises. The average of the scores from all practical exercises in the semester, rounded to one decimal place, is the score for the practical module. General regulation for the number of component scores: equal to the number of credits of the practical module plus 2.

b) The subject grade is satisfactory when the score on a 10-point scale is **5.0 or higher** (in the academic year system), or **4.0 or higher** (in the credit system).

2. Semester/Academic Year/Course Cumulative Grade Point Average and Accumulated GPA

a) Formula for calculating Semester/Academic Year/Course Cumulative Grade Point Average and Accumulated GPA: [Image of GPA Calculation Formula]

In which:

+ A: is the Semester/Academic Year/Course Cumulative Grade Point Average or Accumulated GPA;

+ i: is the sequence number of the subject;

+ a_i: is the grade of the i^th subject;

+ n_i: is the number of credits for the i^th subject;

+ n: is the total number of subjects in the semester/academic year/course or the number of accumulated subjects.

b) The Accumulated GPA (**Điểm trung bình chung tích lũy**) is the average grade of the subjects the learner has accumulated, calculated from the beginning of the course up to the time of review at the end of each semester;

c) The Semester/Academic Year/Course Cumulative Grade Point Average, and Accumulated GPA include reserved subject grades but do not include exempted or conditional subject grades;

d) If a learner is granted a temporary postponement from studying a subject, the volume of study for that subject is not counted during the postponement period.

3. The Semester GPA, Academic Year GPA, and Accumulated GPA used for considering scholarships and awards after each semester, academic year, or course are calculated based on the results of the **first end-of-subject exam**; for considering study progress adjustment or forced withdrawal, they are calculated based on the results of the end-of-subject exam with the **highest score**.

4. Physical Education and National Defense and Security Education are two **conditional subjects** (môn học điều kiện); the evaluation results of these two subjects are not included in the Semester GPA, Academic Year GPA, Accumulated GPA, or graduation classification, but they are among the conditions for considering completion of the study volume, eligibility for graduation exams, or defense of the final project/thesis, and are recorded on the transcript accompanying the diploma.

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 16. Handling of Learner Violations in Exams and Tests

1. A learner who takes an exam for another person (thi hộ) or uses another person to take an exam for them (nhờ người thi hộ) shall be **suspended from study for one year** for the first violation and **forced to withdraw** for the second violation; in the case of organizing an exam/test for another person, the penalty shall be **forced withdrawal** for the first violation.

2. Except for the case specified in Clause 1 of this Article, the disciplinary action against learners violating regulations during regular testing, end-of-subject exams/modules, or graduation exams is as follows:

a) Reprimand and **deduction of 25% of the test/exam score**: applies to learners who are caught once looking at another’s paper or discussing the paper with another learner during the test/exam;

b) Warning and **deduction of 50% of the test/exam score**: applies to learners who commit one of the following violations:

– Having been reprimanded once during the test/exam but continuing to violate the regulations during that same test/exam;

– Exchanging papers or scratch paper with others;

– Copying another person’s test/exam paper; papers concluded to be identical shall be treated the same. If the penalized learner provides sufficient evidence proving they were copied before submitting their paper, the rector may consider reducing the disciplinary level from a Warning to a Reprimand; if the copying occurred after submission, no penalty is applied to the copied learner.

c) Suspension from taking the test/exam and receiving a score of **0** for the test/exam: applies to learners who commit one of the following violations:

– Having been warned once but continuing to violate the regulations during that same test/exam;

– Bringing unauthorized materials or items into the exam room;

– Taking the test/exam paper out of the room or receiving answers from outside the room;

– Engaging in aggressive behavior or threatening personnel responsible for the exam or threatening other learners;

– Writing or drawing obscenities on the test/exam paper;

– Writing the test/exam on paper not specified by the school;

– Submitting another person’s test/exam paper;

– Having actions aimed at requesting scores, increasing scores, or falsifying test/exam results;

If a learner is found to have violated regulations after taking the test/exam, they shall be subject to the same disciplinary action as if the violation occurred during the test/exam.

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 17. Issuance of Temporary Graduation Certificate, Transcript, Certificate of Learning Results, Diploma

1. Issuance of temporary graduation certificate, transcript, certificate of learning results

a) Learners who are recognized for graduation shall be issued a temporary graduation certificate by the rector before the diploma is issued;

b) Learners who are recognized for graduation shall be issued a transcript by the rector listing all subjects for the entire course. The transcript must clearly state the major/profession, training format; results and reasons for subject exemption/score reservation; graduation exam score or final project/thesis score (in academic year system training), overall cumulative GPA, graduation classification, awards and disciplinary actions, reason for graduation classification reduction (if any);

c) The transcript shall be issued after the learner receives the graduation recognition decision, no later than the date the diploma is awarded;

d) Learners who are not recognized for graduation shall be issued a certificate of learning results for the subjects they have studied in the school’s program, which must clearly state the training format and the reason for the learner’s non-recognition of graduation.

2. The Rector is responsible for organizing the diploma award ceremony for learners eligible to be awarded the diploma within **30 working days** from the date the learner finishes the last graduation exam (for academic year system training) or finishes the last subject in the program (for credit system training).

<<Top>><<Chapter I>><&lt>Chapter II>><<Chapter III>><&lt>Chapter IV>>

Article 18. Management of Training Records and Documents

The Rector is responsible for establishing and managing records and documents; preserving, using, and destroying records and documents related to training in accordance with current legal regulations. In the event of the school’s dissolution, the training records must be handed over as required by the competent authority. Some records and documents and their retention periods must ensure the following requirements:

1. Permanently archived records and documents

a) Records of vocational education activities registration; school documents approving, issuing, amending, or supplementing the program; records of compiling, selecting, evaluating, and issuing textbooks or teaching materials; documents stipulating training management;

b) Documents approving the list of admitted learners, documents approving the list of enrolled learners or class assignment;

c) Consolidated transcripts of learners’ academic results by semester, academic year, and course;

d) Records of graduation recognition for learners of all classes and courses: decision on establishing the graduation examination council; list of candidates and results of each exam, submission form signed by the learner; meeting minutes of the councils; rector’s decision on recognizing and awarding diplomas to learners;

e) Diploma issuance ledger;

f) Training plan for the course, academic year, and semester; summary reports for the academic year, course, and retained copies of reports related to training sent to competent state management agencies;

g) Records of learner awards and disciplinary actions;

h) Records of joint training, both domestic and international, and contract-based training;

i) Records of the school’s inspection and guidance on training expertise and methods; records and documents related to monitoring and ensuring training quality;

k) Records and documents of the school’s training councils’ activities.

2. Records and documents archived for at least **10 years** from the date the rector signs the decision recognizing the graduation of the learner

a) Teachers’ teaching records;

b) The school’s records and documents related to organizing end-of-subject exams: exam plan and schedule, minutes of meetings regarding end-of-subject exams, list of candidates and results of each exam, submission forms signed by the learner and the proctor, and end-of-subject exam results;

c) Transcript for each subject of the learner, including test scores, exam scores, and subject grades signed by the teacher and the management officer;

d) Records and official correspondence exchanged regarding training work.

3. Records and documents archived for at least **05 years** from the date the rector signs the decision recognizing the graduation of the learner:

a) Records of organizing appeal grading for end-of-subject exams and graduation exams;

b) Class ledgers/lesson tracking books for each specific class.

4. Records and documents archived for at least **01 year** from the date the rector signs the decision recognizing the graduation of the learner:

a) Review outline for graduation exams; minutes regarding the selection of exam papers, handover of exam papers, handover of graduation exam answer sheets; used exam papers, answer sheets, and graduation grading sheets (in academic year system training);

b) Timetable and documents assigning teachers to teach subjects.

5. Records and documents archived at least until the end of the course: review outline for end-of-subject exams, minutes regarding the drawing of exam papers, handover of exam papers, handover of end-of-subject exam papers; used exam papers, answer sheets, and grading sheets for end-of-subject exams.