Circular 42/2021/TT-BGDDT prescribing education and training database

CIRCULAR

Prescribing education and training database

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Pursuant to the Government’s Decree No. 69/2017/ND-CP dated May 25, 2017, defining the functions, tasks, powers and organizational structure of the Ministry of Education and Training;

Pursuant to the Government’s Decree No. 64/2007/ND-CP dated April 10, 2007, on information technology application in state agencies' operations;

Pursuant to the Government’s Decree No. 47/2020/ND-CP dated April 9, 2020, prescribing the management, connection and sharing of digital data of state agencies;

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

The Minister of Education and Training promulgates the Circular prescribing educational and training database.

Chapter I

GENERAL PROVISIONS

‎‎Article 1. Scope of regulation and subjects of application

1. This Circular prescribes:

a) Contents of the education and training database; the management and exploitation and use of the education and training database;

b) Responsibilities and powers of relevant agencies, organizations and individuals.

2. This Circular applies to:

a) The provincial-level departments of education and training or provincial-level departments with the function of advising the state management of education under the People's Committees of province and centrally-run cities (hereinafter referred to as the Provincial-level Departments of Education and Training); the divisions of education and training or divisions with the function of advising the state management of education under the People's Committees of districts, towns and provincial cities and centrally-run cities (hereinafter referred to as the Divisions of Education and Training);

b) Educational institutions include: non-public early childhood education institutions, general education institutions, continuing education institutions, higher education institutions, colleges with training in non-public early childhood education (hereinafter referred to as colleges of education);

c) Other relevant agencies, organizations, and individuals.

‎‎Article 2. Interpretation of terms

In this Circular, the following terms are construed as follows:

1. Education and training database is a collection of data digitizing management information on education and training (including data on schools, classroom data, data on educational institution managers, teachers, lecturers, and staff, data on learners, data on educational programs, data on school facilities, and other relevant data) developed and managed by the Ministry of Education and Training.

2. An identifier for an object managed on the education and training database is a string of characters used to uniquely identify that object on the education and training database.

3. The account on the education and training database consists of two main information: username and password issued by the competent authority to log in, report and exploit the use of the database. There are two types of accounts: administrative accounts used to administer education and training databases by authority and mining accounts using data on education and training databases.

‎‎Article 3. Purpose of the education and training database

1. To improve the effectiveness and efficiency of education and training management such as reporting, statistics, monitoring, supervise, warning, forecasting and inspection and examination in the education sector based on big data and digital technology.

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

Chapter II

CONTENTS OF THE EDUCATION AND TRAINING DATABASE

‎‎Article 4. List of education and training database

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

1. Database on non-public early childhood education.

2. Database on general education.

3. Database on continuing education.

4. Database on higher education (applicable to higher education institutions and colleges of education).

Article 5. Contents of the database on non-public early childhood education

The contents of the database on non-public early childhood education include:

1. Information on the network of non-public early childhood education includes: Information on educational institutions, types of education, information on main school sites, school sites (if any) and other information as prescribed.

2. Information on kindergartens, groups of children/kindergarten classes (referred to as classes) includes: List of classes, classes by age group, multigrade classes, 2-session classes/day, semi-boarding classes, educational programs and other information as prescribed.

3. Team information includes: Basic information of educational institution managers, teachers and staff on general information, professional qualifications, training and fostering process, commendation, discipline, computer literacy, foreign languages, professional standard assessment and other information as prescribed.

4. Learner information includes: curriculum vitae, results of the learning and nurturing process, health of the child and other information as prescribed.

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

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

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

‎‎Article 6. Contents of the general education database

The contents of the database on general education (including primary, lower secondary and upper secondary levels) include:

1. Information on the network of general education institutions includes: Information on educational institutions, types of education, information on main school sites, school sites (if any) and other information as prescribed.

2. Classroom system information includes: Basic information about the list of classes, multigrade classes, 2-session classes/day, semi-boarding classes, foreign language classes, classes with inclusive students and other information as prescribed.

3. Personnel information includes: Basic information of educational institution managers, teachers and staff on general information, professional qualifications, training and fostering process, commendation, discipline, computer literacy, foreign languages, professional standard assessment and other information as prescribed.

4. Learner information includes: Information on curriculum vitae, learning process, learning outcomes, results of capacity - quality assessment, training, health and other information as prescribed.

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

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

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

‎‎Article 7. Contents of the continuing education database                 

The contents of the Database on Continuing Education include:

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

2. Class system information includes: Basic information about the class list, class type, learning form, study program, vocational education, job training, boarding and other information as prescribed.

3. Personnel information includes: Basic information of educational institution managers, teachers and staff on general information, professional qualifications, training and fostering process, commendation, discipline, computer literacy, foreign languages, professional standard assessment and other information as prescribed.

4. Learner information includes: Information on curriculum vitae, learning process, learning outcomes, training, health and other information as prescribed.

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

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

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

‎‎Article 8. Contents of the database on higher education

The contents of the Database on Higher Education include:

1. Information on the network of higher education institutions includes: Information on educational institutions, types of education, information on the head office, other head offices (if any), branches (if any), organizational structure, School Council, School boards, Scientific Council and other information as prescribed.

2. Information on the list of training majors include: Fields, groups of majors and branches of training each training institution is allowed to train and other information as prescribed.

3. Training program information includes: Basic information about the training program, type of program, training course, type of training, learning outcomes and other information as prescribed.

4. Personnel information includes: Basic information of educational institution managers, lecturers, staff, researchers on general information, professional qualifications, training and retraining process, programs and disciplines involved in teaching, commendation, discipline, computer literacy, foreign languages, scientific background and other information as prescribed.

5. Learner information includes: Information on curriculum vitae, enrollment, learning process, learning outcomes, training, diplomas, graduates with jobs and other information as prescribed.

6. Scientific and technological information includes: Network of scientific and technological organizations, scientists, scientific and technological activities, scientific and technological products.

7. Information on facilities and equipment in higher education institutions includes: Basic information on the conditions for ensuring facilities, teaching equipment and other information as prescribed.

8. Financial information includes: Basic information on provided financial resources (revenue sources), expenditures, budget payment, fund appropriation and other information as prescribed.

9. International cooperation information and cooperation with enterprises include: International cooperation programs and projects; foreign staff and students; cooperation programs and projects with enterprises in mobilizing training and scientific research resources.

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

Chapter III

MANAGEMENT AND EXPLOITATION AND USE OF EDUCATIONAL AND TRAINING DATABASES

Article 9. Accounts on education and training database

Accounts on the education and training database shall be granted to organizations and individuals used to administer, report data, exploit and use information from the education and training database.

1. The education and training database administration account shall be managed by the Ministry of Education and Training (Department of Information Technology).

2. Administrative accounts of higher education institutions and colleges of education shall be granted by the Ministry of Education and Training and assigned to schools for management and use.

3. The administrative accounts of the provincial-level department of education and training shall be granted by the Ministry of Education and Training and assigned to the education and training departments for management and use. Exploitation and use accounts of units and individuals under the provincial-level departments of education and training shall be granted and assigned to units and individuals for management and use by the provincial-level departments of education and training.

4. Administrative accounts of divisions of education and training shall be granted by the provincial-level departments of education and training and assigned to the divisions of education and training for management and use. Exploitation and use accounts of units and individuals under the provincial-level departments of education and training shall be granted and assigned to units and individuals for management and use by the divisions of education and training.

5. Administrative accounts of educational institutions shall be directly managed by the provincial-level departments of education and training or the divisions of education and training and assigned to educational institutions for management and use. Exploitation and use accounts of departments and individuals in educational institutions are granted by educational institutions and assigned to departments and individuals for management and use.

6. Organizations and individuals assigned accounts are responsible for account security, data security and management and use of accounts in accordance with the prescribed purposes and functions.

‎‎Article 10. Identifiers on education and training database

1. The Ministry of Education and Training shall regulate the identifiers of subjects managed on education and training database for uniformly using in the education sector, including: the provincial-level departments of education and training, divisions of education and training, higher education institutions, colleges of education, teachers, lecturers, education managers, staff and learners. The identifier of the educational institution shall be granted by the provincial-level department of education and training or directly managed by the division of education and training from the first creation of information about the educational institution on the basis of the education and training database.

2. The identifier of each object managed on the education and training database is unique, formed from the first data entry and immutable (not changed or deleted from the time the code is generated), used uniformly and throughout all levels of education. Identifiers for management, reporting, data connection on education and training databases and other purposes are specified by the Ministry of Education and Training.

3. In case the educational institution is no longer in operation, the provincial-level department of education and training or division of education and training directly shall manage only to change the status information of the educational institution, without deleting the identifier and dossiers on the education and training database.

4. In case teachers, lecturers, managers and employees transfer, stop working or resign, educational institutions shall update status and electronic dossier information, without deleting dossiers and identifiers on the education and training databases.

5. In case learners temporarily stop studying, drop out, transfer, educational institutions and related agencies shall only update the status of learners' electronic dossiers, without deleting dossiers on the education and training database.

‎‎Article 11. Reporting data on education and training database

1. The content of the report, the reporting period and the time limit for reporting data on the education and training database shall comply with the regulations on the statistical reporting regime of the education sector and at the request of the Ministry of Education and Training.

2. The reporting of data on education and training database shall be implemented through the account provided or through the data integration axis under the guidance of the Ministry of Education and Training.

3. The provincial-level Department of Education and Training shall be responsible for guiding and urging the implementation of reporting and management of data under its management on the education and training database; responsible for ensuring complete and accurate data and reporting on time at the request of the Ministry of Education and Training.

4. The division of education and training shall be responsible for guiding and urging the implementation of reporting and management of data under its management on the education and training database; ensuring complete and accurate data and timely reporting at the request of the Ministry of Education and Training and competent authority.

5. Preschool, general and continuing education institutions shall be responsible for managing and updating data reports to education and training databases; ensuring complete and accurate data and reporting on time at the request of the Ministry of Education and Training and competent authority.

6. Higher education institutions and colleges of education shall be responsible for managing and organizing the update of data on the education and training database; be responsible for ensuring complete and accurate data and reporting on time at the request of the Ministry of Education and Training.

‎‎Article 12. Exploitation and use of information in education and training databases

1. The information in the education and training database shall be used uniformly nationwide and has legal value in education and training management.

2. The form of exploitation and use of information in the education and training database shall be carried out through the granted account, through the axis of data exchange or text.

3. The use of information in education and training databases must comply with the law on data ownership and personal information protection.

4. Educational management agencies and educational institutions shall exploit and use information within the scope of management; promulgate internal regulations on data management, use and exploitation, including specific responsibilities for management and exploitation of information from user accounts; receive and handle comments and complaints about data within the management authority.

5. Agencies, organizations and individuals outside the education sector wishing to use information from the education and training database shall comply with the law on access to information.

6. For information related to higher education institutions under the Ministry of Public Security and the Ministry of National Defense, the reporting, exploitation and use of information shall comply with the provisions on security and defense information confidentiality as prescribed by law.

‎‎Article 13. Providing guidance and technical assistance in the use of education and training databases

1. The Ministry of Education and Training (Department of Information Technology) shall provide electronic documents on user manuals and related documents to serve the training needs, guidance on the use of educational and training databases of users; receive information on requesting technical assistance and user manuals via email address [email protected].

2. The organization of technical guidance and assistance for the use of education and training databases in localities shall be implemented by localities and educational institutions according to conditions and needs.

3. In the course of use, if technical problems related to the education and training database are detected, educational institutions, provincial-level departments of education and training, and divisions of education and training shall synthesize and report to the Ministry of Education and Training (through the Department of Information Technology) for timely handling measures.

‎‎Article 14. Technical regulations on data and connection to education and training database

1. Technical regulations on data, technical regulations on connection and guidance on data connection and exchange with the education and training database shall be issued by the Ministry of Education and Training according to versions and publicly published on the Portal of the Ministry of Education and Training.

2. Management software at educational institutions, local educational databases shall be supported to connect and exchange data with educational and training databases. Agencies managing such management software and local educational database shall contact and coordinate with the Ministry of Education and Training (via the Department of Information Technology) for guidance and support in connecting and exchanging data with the educational and training database.

3. The list of educational management software at educational institutions and local databases on education that meet the technical regulations on data and data exchange connection with the education and training database shall be publicly published on the web portal of the Ministry of Education and Training.

Chapter IV

ORGANIZATION OF IMPLEMENTATION

‎‎Article 15. Responsibilities of provincial-level departments of education and training,  divisions of education and training

1. To organize the direction, guidance, urge, inspection and supervision of affiliated units implementing the management, reporting and exploitation and use of local education and training databases in accordance with this Circular.

2. To direct and assign the department in charge of information technology to act as a technical focal point in charge of managing educational and training database software in the locality; organize instructions for use, support the use, management and grant user accounts to units and individuals within the scope of management.

3. To direct and assign specialized departments/divisions in charge of managing, censoring, reporting and exploiting the use of data in accordance with regulations.

4. To report on the management and exploitation and use of the education and training database at the request of the management agency.

5. In case localities develop databases on education to serve their own management, the following minimum requirements must be met:

a) Specific needs and actual conditions shall be based on to determine the need to invest in developing a database on education in the locality.

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

c) Regulations on management, operation and exploitation and use of databases shall be promulgated in accordance with applicable regulations, including at least the following contents: Regulations on the subjects, forms and powers (scope) of database use of each participant to ensure the right purpose, ensure the safety of the information system and comply with the responsibilities of management, data ownership and security of personal information.

‎‎Article 16. Responsibilities of higher education institutions and colleges of education

1. To organize the digitization, development and use of management software systems in educational institutions to meet the needs of management, administration and connection, report and share data with educational and training database.

2. To organize the collection, update and reporting of the unit's data on the education and training database to ensure full, accurate and timely reporting of statistics and other reports at the request of the Ministry of Education and Training.

‎‎Article 17. Responsibilities of preschool, general and continuing education institutions

1. To implement school management software to meet the management and administration needs of educational institutions and connect, report and share data with education and training databases.

2. To organize the collection, update and reporting of the unit's data on the education and training data base to ensure full, accurate and timely reporting of statistics and other reports at the request of the Ministry of Education and Training and competent authority.

‎‎Article 18. Responsibilities of other organizations and individuals

Organizations and individuals, when exploiting and using data from education and training databases, shall be responsible for using education and training information and data for the right purposes within the decentralized scope; and take responsibility for protecting information and granted accounts to the education and training database.

Article 19. Effect

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

2. This Circular replaces the Minister of Education and Training’s Circular No. 26/2019/TT-BGDDT dated December 30, 2019, regulating the management, operation and use of the industry database system on non-public early childhood education, general education and continuing education.

Article 20. Responsibilities for implementation

The Chief of Office, the Director of the Information Technology Department, Heads of Units under the Ministry of Education and Training, Directors of provincial-level departments of education and training, Directors of Universities, Academies, Rectors of Universities, Rectors of Colleges with Early Childhood Education, Heads of divisions of education and training, Heads of Educational Institutions and related organizations and individuals shall implement this Circular./.