Vietnam: Are the homeroom teacher books of secondary school teachers included in the documents for management of education provision?

Are the homeroom teacher books of secondary school teachers included in the documents for management of education provision?

According to Article 21 of the lower secondary school, upper secondary school and multi-level school charter issued together with Circular 32/2020/TT-BGDDT of the Ministry of Education and Training of Vietnam:

Documents for management of education provision

Documents for management of education provision by secondary schools include:

1. For secondary schools:

a) Student records

b) School report books

c) Student progress monitoring and assessment books (by class)

d) Documents on education provided for students with disabilities (if any)

dd) Education plans of each school (by academic year).

e) Lesson start record books

g) Books for management of degree/certificate conferral

h) Books for management of documents and official dispatches sent and received, and archived documents and official dispatches sent and received

i) Documents on educational equipment and library management

k) Finance and property management documents

l) Documents on inspection and assessment of officials, teachers and staff

m) Student health monitoring documents

n) Student reward and discipline documents

o) Documents on universalization of education (for lower secondary level)

2. For specialized teams:

a) Education plan of each team (by academic year).

b) Meeting record books

3. For teachers:

a) Education plan of each teacher (by academic year).

b) Lesson plans

c) Student progress monitoring and assessment books

d) Homeroom teacher books (for homeroom teachers)

4. Electronic files of the documents mentioned in Clauses 1, 2 and 3 herein may be used instead of their physical version following a roadmap suitable for the capacity of each locality, school and teacher and in accordance with requirements for lawfulness of electronic documents. Departments of Education and Training shall stipulate electronic document management based on connectivity and data standards from the Ministry of Education and Training.

5. Preservation of documents for management of education provision is provided for by law.

In reference to the regulations above, for teachers, documents for management of education provision by secondary schools include:

(1) Education plan of each teacher (by academic year).

(2) Lesson plans

(3) Student progress monitoring and assessment books

(4) Homeroom teacher books (for homeroom teachers)

Therefore, the homeroom teacher books for lower secondary school is categorized under professional service records at a lower secondary school.

* Note: This book is only for teachers undertaking class homeroom duties.

Are the homeroom teacher books of secondary school teachers included in the documents for management of education provision? (Image from Internet)

Is the homeroom teacher book of secondary school teacher an education document or an education dossier?

According to Clause 2, Article 2 of Circular 27/2016/TT-BGDDT of the Ministry of Education and Training of Vietnam, regulations on education documents are as follows:

Education documents

1. An education document means an item that contains information and is created to serve education and training operations of an organization.

Education documents include physical documents, films, pictures, video or audio discs, electronic documents and other forms of information carriers.

2. Education dossier means a collection of education documents about an issue or subjects or that share common features.

Thus, the homeroom teacher book of secondary school teacher is an education dossier.

How many groups of education documents are there?

According to Clause 1, Article 3 of Circular 27/2016/TT-BGDDT, regulations categories of education documents and duration of retention thereof are as follows:

Categories of education documents and duration of retention thereof

1. Education documents are divided into the following categories:

Category I. General education documents

Category II. Preschool education documents

Category III. Compulsory education documents

Category IV. Continuing education documents

Category V. Documents about training programs of pedagogy colleges; postgraduate education, scientific research

Category VI. Documents about national defense education

Category VII. Documents about ethnicity education

Category VIII. Documents about education quality assessment

Category IX. Documents about qualifications

Category X. Documents about tuition fees, scholarships and assistance for students.

Category XI. Documents about student-related works

Category XII. Documents about association in training with foreign countries

Category XIII. Documents about works related to teachers and education managers

Category XIV. Documents about facilities, school equipment and children’s toys

Category XV. Documents about application information technology in education management, teaching and learning.

2. The mandatory duration of retention of an education document means the necessary period of time over which the document has to be retained from the year in which the work is finished. Two types of document retention:

a) Permanent retention: Documents are retained until they are so badly decompose that cannot be recovered;

b) Limited-term retention: Documents are retained for certain years or a certain period of time.

3. Mandatory durations of retention of various categories of education documents are specified in the Education Document Retention Table enclosed herewith.

Thus, there are 12 groups of education documents.