What documentation must be prepared by recruited civil servants?

What documents do appointed civil servants need to prepare? (Illustration)

According to Article 9 of Circular 11/2012/TT-BNV on policies for statistical reporting and managing civil servant records, the components of a civil servant record when first appointed and during their tenure are specified as follows:

For newly recruited civil servants

Within 30 days from the date of the recruitment decision, the agency managing the civil servant's records is responsible for guiding the civil servant to declare, organize the verification, and verify the truthfulness of the information declared by the civil servant. This information is compared with the recruitment file and the Judicial Record from the Department of Justice at the place of permanent residence, and reported to the head of the civil servant management agency for confirmation, stamping, and inclusion in the management record. At the same time, guide the civil servant to complete the original document components, including:

1. "Civil Servants' Personal History" Book

This is the primary mandatory document in the civil servant's record component, reflecting comprehensively on the individual, family relationships, and social relations of the civil servant. The "Civil Servants' Personal History" book is self-declared by the civil servant and verified, verified, and certified by the competent authority managing civil servants.

2. "Civil Servants' Summary Curriculum Vitae" Form

This is an important document summarizing the civil servant, family relationships, and social relations. The summary curriculum vitae is self-declared by the civil servant or filled out by the responsible person from the "Civil Servants' Personal History" book and other supplementary documents of the civil servant, verified and certified by the competent authority managing civil servants.

The "Civil Servants' Summary Curriculum Vitae" form follows the 2C-BNV/2008 template issued with Decision 02/2008/QD-BNV dated October 06, 2008, by the Minister of Home Affairs on the issuance of management forms for civil servant records.

3. "Brief Biography" Form.

This document is extracted from the "Civil Servants' Personal History" book and summarized, certified, and stamped by the competent agency, organization, or unit managing the civil servant to serve the management needs when required.

4. Certified copy of the original birth certificate by the competent authority.

5. Health certificate issued by a medical unit from the district level or higher.

6. Documents related to the civil servant's training qualifications such as transcript, diploma, certificates of professional training, political theory, foreign languages, informatics, professional training must be certified by the competent authority. In the case of diplomas or certificates issued in a foreign language, they must be translated into Vietnamese in accordance with the law and certified by the competent authority.

7. Recruitment or admission decision of the civil servant.

For civil servants currently working

The original document components are the same as for newly recruited civil servants, and additional components required for currently working civil servants include:

1. "Civil Servants' Supplemental Biography" Form.

This document is periodically updated annually by the civil servant or whenever requested by the competent authority managing civil servants. The "Civil Servants' Supplemental Biography" form must be verified and certified by the civil servant's management agency.

2. Decisions on transfer examination, appointment, assignment, secondment, rank promotion, salary raise, reward, discipline of the civil servant.

3. Self-assessment, evaluation report of the civil servant's annual performance by the employing agency.

4. Evaluation report by the competent agency, organization, unit managing the civil servant (annually, at the end of the term, election, appointment, nomination, rotation, commendation, discipline, or after assignments, learning summaries).

5. Property declaration form for civil servants required to declare assets under current regulations.

6. Petitions, letters accompanied by verification documents, records, and conclusions from competent agencies, organizations, units regarding issues related to the civil servant and their family as reflected in the petitions. Anonymous or unsubstantiated petitions are not included in the record components unless reviewed and concluded by the competent authority.

7. Other documents directly related to the civil servant's work process and social relations.

8. For civil servants appointed to leadership or management positions, fully supplement related documents into their records.

Le Vy

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