What are regulations on the preparation and the organization of conferences and meetings of the Ministry of Education and Training of Vietnam?

The preparation of conferences and meetings

Pursuant to Clause 3, Article 17 of the Working Regulation of the Ministry of Education and Training (issued together with Decision 355/QD-BGDDT in 2022) stipulating the preparation of conferences and meetings as follows:

a) Every year, the Ministry promulgates a plan to organize conferences to implement the Ministry's plan and tasks;

b) Based on the ministry's plan and tasks, the unit in charge of preparing the content is responsible for formulating the plan for organizing the conference or meeting, and submitting it to the Ministry's leadership for decision on: content of the meeting, preparation assignment; composition, time, place; budget estimates (expenditure content, expenditure sources); proposed establishment of the Organizing Committee (if necessary); tentative program; draft notice of conclusion; other necessary matters;

c) Prepare and approve the report for the conference

- The unit in charge of preparing the conference contents, agenda, main report and summary report to submit to the leader of the Ministry in charge of approving the report and other necessary documents. The head of the relevant unit, when assigned, is responsible for preparing thematic reports and must carefully check the content and form of the reports and documents before submitting them to the Ministry's leadership for approval;

- Deadline for submitting reports to the Ministry's leaders for approval: the main reports, summary reports, thematic reports, and the official program of the conference need to be submitted to the leaders of the Ministry in charge for approval before the date of the conference at least three (03) working days; the tasks that must be approved at the meeting of the leaders of the Ministry must be sent to the leaders of the Ministry two (02) working days before the meeting;

- For industry conferences with contents related to many units, the Office is responsible for urging the units to draft reports and submit them to the Ministry's leadership on time. The unit in charge must report to the leadership of the Ministry to deal with problems beyond the capacity and authority of the unit.

Meetings only mentioning a specialized content, the presiding unit prepares the content according to the plan.

d) Meeting invitation: The unit presiding over the preparation of the conference or meeting is responsible for drafting invitations and summons to all members according to the plan approved by the leadership of the Ministry. The head of the presiding unit shall sign the meeting invitation and send it to the agency, unit or person invited to attend at least three (03) working days before the date of the conference or meeting, except for unexpected meetings.

When the units under the Ministry invite leaders of the Departments of Education and Training to attend the meeting, they must agree with the Chief of the Office to report and obtain permission from the Ministry's leaders; coordinate to arrange the program, integrate the contents of the issues and work to be handled, combine and organize reasonable meetings to reduce meetings and avoid duplication and overlap, and request the leadership of the Ministry to maintain.

dd) Print documents and prepare conditions for conferences and meetings

- Units in charge of preparing content are proactive in printing conference and meeting documents; In case the leader of the Ministry presides over a conference or meeting, the chairing unit is responsible for sending documents to the leader of the Ministry at least two (02) working days before the date of the conference or meeting, except for unexpected meetings;

- In case a conference or meeting is held in a ministry agency, the presiding unit shall coordinate with the Office in arranging meeting rooms. The office is responsible for preparing the meeting room at the request of the host unit (reception work, sound, light, drinking water,...);

- In case of organizing a conference or meeting outside a ministerial agency, the Chief of the Office, the Director, the Chief Inspector shall sign a contract to rent the meeting hall and room; The office arranges a shared shuttle bus; The presiding unit shall be responsible for organizing accommodation and meals for delegates of the ministerial agency according to regulations, ensuring thrift practice;

- Funds for conferences and meetings shall be spent according to the State's regulations and approved plans.

The organization of conferences and meetings

Pursuant to Clause 4, Article 17 of the Working Regulation of the Ministry of Education and Training (issued together with Decision 355/QD-BGDDT in 2022) stipulating the organization of conferences and meetings as follows:

a) Deploy the organization of conferences and meetings

- The unit presiding over the preparation of the conference or meeting must arrange a reasonable and economical time for the conference or meeting (according to the Prime Minister's regulations on the meeting regime in management and administration activities of agencies under the State administrative system) and report to the leaders of the Ministry in charge of approving the program of conferences and meetings;

- After the program has been approved, the lead unit is responsible for implementing; registering delegates and discussion contents to report to the chairperson of the conference or meeting and handle other necessary situations;

- At the conference or meeting, the chairperson shall administer the conference or meeting according to the proposed agenda; depending on actual requirements, the program can be adjusted but must be notified to the participants of the meeting;

- The chairperson of the conference or meeting must make clear, concise and feasible conclusions on the contents and topics discussed in the conference or meeting; assign responsibility to agencies and units to issue written notices of meeting conclusions;

- The unit presiding over the conference or meeting is responsible for coordinating with the Office (Educational Communication Center) to well implement the communication work (if any).

For events that need communication, the units coordinate with the Education Media Center to organize communication before, during and after the conference or meeting. The units are responsible for estimating the budget for communication and providing information for the Media and Education Center to convey to the press. The Education Media Center is responsible for organizing communications for conferences, meetings, and events of the Ministry.

b) Record the minutes and announce the results of the conference or meeting

- The unit presiding over the content of the conference or meeting is responsible for appointing a secretary to record the minutes and draft a notice of conclusions of the ministry's leaders at the conference or meeting, and submit to the leadership of the Ministry for approval the content before sending it to the Chief of Office for signing and promulgation;

- The Office coordinates with relevant units to draft the announcement of conclusions of industry conferences, meetings chaired by the Minister, meetings of the Ministry's leaders with leaders of central and local agencies and industry units;

- Other cases as assigned by the leadership of the Ministry.

c) Report on the results of the conference or meeting

- The Deputy Minister shall report to the Minister the results of important conferences and meetings chaired by the Deputy Minister after the conference or meeting ends;

- For conferences or meetings authorized by leaders of the Ministry to chair, after the end, the authorized person must report to the Minister and the Deputy Minister in charge of the results of conferences, meetings and issues beyond the unit's handling authority to lead the Ministry to promptly resolve.

d) The work after the conference, meeting

The office and the assigned unit are responsible for organizing and implementing the contents concluded by the Ministry's leaders at conferences and meetings; inspect, urge and synthesize reports to the Ministry's leadership on the results of the implementation of the conclusions.

The unit presiding over the conference or meeting is responsible for completing the payment and settlement procedures in accordance with current regulations.

Best regards!