Latest summary of the components of public employee dossiers in Vietnam

Latest summary of the components of public employee dossiers in Vietnam (Internet image)

Regarding this issue, LawNet would like to answer as follows:

1. Latest summary of the components of public employee dossiers in Vietnam

1.1. Components of dossiers of public employees recruited for the first time in Vietnam

The composition of the profile of the public employee with the officer recruited for the first time according to Clause 1, Article 10 of Circular 07/2019/TT-BNV is as follows:

Within 30 days starting from the date of issuance of the decision on employment, the unit employing a public employee (hereinafter referred to as “employing unit”) shall give instructions on how to declare information to the public employee, check and verify information declared by the public employee, and compare the information with the job application and police record provided by the competent authority.

Head of the unit shall confirm, put the seal on and submit the declared information to the management authority to have it added to the public employee dossier. This dossier shall be the original dossier of the public employee.

An original dossier includes:

- Public employee curriculum vitae book, which is made using form HS01-VC/BNV enclosed with Circular 07/2019/TT-BNV.

The public employee curriculum vitae book shall provide comprehensive information on the public employee and their family and social relationships, be formulated by the public employee, and checked, verified and confirmed by the employing unit;

- Summary of public employee curriculum vitae, which is made using form HS02-VC/BNV enclosed  with Circular 07/2019/TT-BNV.

This summary is an important document that summarizes information on the public employee and their family and social relationships, and shall be formulated by the public employee or a responsible person based on the public employee curriculum vitae book mentioned in Point a Clause 1 of Article 10 of Circular 07/2019/TT-BNV and other supplemental documents of the public employee.

The employing unit shall check, verify and confirm the summary;

- Copy of birth certificate notarized by the competent authority or unit according to regulations of law.

- Police record issued by the competent authority;

- Unexpired health certificate issued by healthcare establishment at district-level or higher according to regulations of law;

- Notarized copies of documents related to the public employee’s qualifications such as transcripts, degrees and certificates concerning professional, political, foreign language and computer science qualifications issued by competent authorities.

Degrees and training certificates issued by foreign training institutions outside of Vietnamese territory must be recognized by competent affiliates of the Ministry of Education and Training;

- Copies of decisions on employment or recruitment by consideration or receipt of the public employee notarized by competent authorities and units according to regulations of law.

In case a sign of violation or error concerning information in an original dossier is detected, the public service provider shall resolve it intra vires or report to the supervisory body for resolution as per the law.

1.2. Components of dossiers of employed public employees in Vietnam

Components of dossiers of employed public employees in Vietnam under Clause 2, Article 10 of Circular 07/2019/TT-BNV are as follows:

Besides the original dossier mentioned in Section 1.1, other components of a dossier on an employed public employee include:

- Public employee curriculum vitae supplementary sheet, which is made using form HS03-VC/BNV enclosed with Circular 07/2019/TT-BNV.

The public employee shall use this sheet to declare additional information on an annual basis or at the request of the management authority. The employing unit must check, verify and confirm this sheet;

- Copies of decisions on consideration of transfer, appointment, secondment, mobilization, transfer, promotion, wage raise, commendation and discipline of the public employee.

- Annual self-assessments and self-discipline letters of the public employee bearing confirmation of the employing unit; public employee assessments and classification by the regulatory body, organization or unit managing the public employee (prepared on an annual basis, at end of tenure, upon election or appointment, nomination, commendation or discipline, or after a business trip or learning course);

- Property declaration and additional property declaration for public employees required to declare their property per the law;

- Letters sent together with appraisal and verification documents, records and conclusions of competent authorities, organizations and units about matters concerning the public employee and their family mentioned in the letters. Anonymous letters or letters not yet considered and concluded by competent authorities shall not be included in the dossier.

- Other documents directly related to the public employee’s work and social relations;

- Public employees appointed to leadership and managerial posts must add all documents related to their appointment to their public employee dossiers.

2. Regulations on completing public employee dossiers in Vietnam

According to Clause 5, Article 10 of Circular 07/2019/TT-BNV, in case an original dossier lacks some components or a public employee has no original dossier, the original dossier shall be formulated or completed as follows:

- Within 30 days starting from the date upon which an original dossier is found to lack some components or a public employee is found to have no original dossier:

The employing unit shall request the public employee to complete the original dossier according to regulations in Clause 2 Article 12 of Circular 07/2019/TT-BNV.

- If an original dossier could not be completed, complete other dossier components or formulate a new dossier based on the original birth certificate of the public employee according to regulations in Section 1.1.

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