Guidance on additional documentation for officials and public employees in December 2020 in Vietnam

Guidance on additional documentation for officials and public employees in December 2020 in Vietnam​ (Illustrative image)

According to Official Dispatch 4547/LD-TBXH-TCCB in 2020, it is mandated that every December, officials and public employees and employees in Vietnam must declare the Supplementary Information Form for any personal, family, or social relationship changes throughout the year. Officials, public employees, and employees must submit authenticated copies of certain documents to the personnel department within 03 months of the submission deadline, including diplomas, certificates, and other documents as required. The Supplementary Information Form for officials and public employees and employees can be downloaded from the attachments below:

- Supplementary Information Form for Officials (Form 4a-BNV/2007 issued under Decision 06/2007/QD-BNV)

- Supplementary Information Form for Public Employees (Form HS03-VC/BNV issued under Circular 07/2019/TT-BNV)

Note: Heads of units must sign and confirm the Supplementary Information Form for officials and public employees within their unit.

Furthermore, Heads of units should direct the personnel department to review, supplement documents in paper files, and update data into electronic records as per the following guidelines:

For electronic records:

- Update and supplement data for cases with incomplete data (new recruitments, new acceptances, etc.), add data for cases with new updates (appointments, salary increases, grades, etc.), transfer electronic records when officials and public employees change jobs, retire, resign, ensuring data is updated regularly and continuously.

- Units should review and check from the 27th to the 30th of each month and update any new information for the month, then send the data file to the Ministry’s software system (at the Personnel Department) by following these steps: Log into the Ministry’s software system => synchronize data => execute.

Note: If there are any difficulties during implementation, please contact the Application Development Department, Information Center (Phone: 098 398 6078 - 0243 62703619; Email: VietNQ@molisa.gov.vn) and the Personnel Department (Phone: 0986 097 798 - 0243 9363337; Email: Champn@molisa.gov.vn).

For paper records:

- Review, notify within the unit and supplement the original records under the management’s authority as per regulations: For officials, follow the regulations in Article 9 of Circular 11/2012/TT-BNV; for public employees, follow the regulations in Article 10 of Circular 07/2019/TT-BNV.

- Distribute the Supplementary Information Form (as per the attached template) to each official and public employee within the unit and guide them in filling out the form.

- Based on the dossier components and the authority of managing the dossiers of officials and public employees, report to the Head of the unit with a written document and transfer the original record, the annually updated Supplementary Information Form, and any arising documents (if any) to the Ministry (through the Personnel Department) by December 31, 2020, for the following cases:

• All officials under the Departments, Office of the Ministry, Inspectorate of the Ministry, Party Office
• Political Organizations, National Office on Poverty Reduction, Office of the Party Committee;
• Officials holding leadership positions at Department level and equivalents or higher, and Senior Specialists of General Department of Vocational Education;
• Officials holding Head of Department positions and equivalents, Principal Specialists and equivalents or higher under the Departments;
• Heads and Deputy Heads of public service providers; public employees holding professional titles of Grade I.

Here are the complete guidelines for supplementary dossiers for officials and public employees in December 2020. Units must comply to complete the supplementary process for officials and public employees by December 31, 2020.

Ty Na

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