Digital school records - Meeting the digital transformation needs of the education sector.

Currently, the provincial Department of Education and Training has implemented electronic gradebooks in all general education schools and is piloting the implementation of digital student records at the primary school level. This is one of the important solutions to implement the digital transformation plan for the education sector in the 2024-2025 period, with a vision to 2030, set by the Central Government and the province, creating a breakthrough in innovation and international integration of the education sector.

Teachers at Dinh Trung Secondary School in Vinh Yen City review student information on the electronic gradebook. Photo: Duong Chung

Instead of using paper gradebooks, for many years now, teachers at Dinh Trung Secondary School in Vinh Yen City have been entering grades and student assessments and comments into the industry's database system (SMAS software).

Ms. Nguyen Cam My, the school principal, said: “Currently, paper gradebooks have been replaced with electronic gradebooks. Implementing the electronic gradebook has been very convenient for the school because we have two computer labs with 70 computers; two IT teachers; and 100% of the subject teachers have the required qualifications and are capable of applying information technology (IT) effectively.”

During the implementation of the electronic gradebook, the school selected two network providers , Viettel and VNPT, to ensure smooth software and network connectivity. IT teachers were assigned to participate in training on the electronic gradebook system provided by the Department of Education and Training, and then mass training was organized at the school. Through practical implementation, all school staff and teachers have found the electronic gradebook to have many benefits, being very convenient and time-saving.

For the school administration, since the implementation of the electronic gradebook, the management of student information has been significantly improved. In particular, the electronic gradebook facilitates the synchronization of data, information, and scores for 9th-grade students, enabling them to register online for the 10th-grade high school entrance exam. Next school year, when the education sector implements digital student records nationwide, the school is ready to meet all requirements.”

Electronic gradebooks offer numerous advantages and serve as a foundation for implementing digital student records. Therefore, not only Dinh Trung Secondary School but 100% of all secondary schools in the province have implemented electronic gradebooks to replace paper gradebooks.

On the electronic gradebook, homeroom teachers update the list and personal information of students, take attendance, average test scores for all subjects, academic performance and conduct ratings, and student achievements; subject teachers update test scores and comments on the progress of students in the classes they teach.

In case of errors or the need to adjust scores or student information entered into the system, teachers must propose and obtain the approval of the school's software administrator. Therefore, security and legal compliance are of a high standard.

Lang Cong Primary School in Song Lo District held a training session for teachers on the implementation of digital student records. Photo: Duong Chung

Continuing to promote digital transformation, at the end of the 2023-2024 school year, the provincial Department of Education and Training piloted the implementation of digital school records for primary schools. The Department of Education and Training established a Steering Committee for the pilot implementation of digital school records at the primary level and assigned specific tasks to each member; coordinated with Viettel Vinh Phuc to conduct training on supporting the synchronization and review of the digital school record database for primary schools in the 2023-2024 school year for officials and teachers of primary schools; and issued directives and guidelines to educational units and schools for implementation.

Based on that, the Departments of Education and Training in districts and cities are actively guiding and urging primary schools and combined primary and secondary schools to pilot the digital student record system at the primary school level.

Located in the mountainous and disadvantaged Song Lo district, Lang Cong Primary School has been very proactive in implementing digital student records. The school sent teachers to training courses organized by the Department of Education and Training; subsequently, it organized mass training sessions at the school; and assigned the IT officer to support staff and teachers in completing the updating of 100% of digital signatures on the education sector's data system.

Regarding IT infrastructure, the school has a computer lab with over 30 well-functioning computers; internet access with multiple connection ports to each classroom; and two modern smart classrooms that provide excellent support for teachers in implementing electronic gradebook entry and digital student records. The school has qualified IT teachers who can provide IT support to the school's staff and teachers.

To date, Lang Cong Primary School has completed student assessment; reviewed student test and assessment data; and completed the entry of information and application of digital signatures on the SMAS management system and the industry database to ensure the issuance of digital student report cards in accordance with regulations and on schedule.

Comrade Pham Khuong Duy, Deputy Director and Head of the Steering Committee for the pilot implementation of digital school records at the primary school level of the Provincial Department of Education and Training, stated: "Implementing electronic gradebooks in general schools and piloting the implementation of digital school records at the primary school level contributes to improving the efficiency of education management in the direction of digitalization, helping teachers have more time to focus on professional work. This is also the foundation for implementing digital school records throughout the entire education sector of the province in the next school year, thereby developing the provincial education sector in the direction of innovation and meeting the roadmap of the national digital transformation program."

Minh Huong

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