Ho Chi Minh City: Proposal for guidance on procedures for issuing electronic copies of diplomas and certificates.

According to the Ho Chi Minh City People's Committee, there are currently no specific guidelines on issuing electronic copies of diplomas and certificates, therefore digitization of academic output is not yet possible. Photo: Quang Phuong

The People's Committee of Ho Chi Minh City has recently sent Document No. 4543/UBND-VX to the Government Office and the Ministry of Education and Training (MOET) requesting guidance on digitizing output for the procedure of issuing copies of diplomas and certificates.

According to the Ho Chi Minh City People's Committee, the issuance of copies of diplomas and certificates from the original register is currently carried out in accordance with the provisions of Clause 2, Article 27, Chapter IV of Circular No. 21/2019/TT-BGDĐT dated November 29, 2019, of the Ministry of Education and Training on the promulgation of the Regulations on the management of diplomas and certificates of the national education system.

According to regulations, copies of diplomas and certificates are issued using a unified template issued by the Ministry of Education and Training. The Ministry of Education and Training only prescribes and uses one single template for copies in paper form (Circular 21/2019/TT-BGDĐT does not yet provide guidance on issuing copies of diplomas and certificates in electronic form).

According to the Ho Chi Minh City People's Committee, currently, copies of diplomas and certificates are only issued using standardized templates issued by the Ministry of Education and Training, and digital signatures are not yet applied. (Illustrative image)

Due to the lack of specific legal regulations and technical guidelines on the format of electronic copies, in Ho Chi Minh City, specifically the Department of Education and Training, there is no legal basis to implement digital signing on copies of diplomas and certificates.

Meanwhile, Decree No. 45/2025/ND-CP allows for the issuance of electronic copies from original records. However, for diplomas and certificates, the Departments of Education and Training and education management agencies currently lack a legal basis or a unified procedure for implementation.

However, in the administrative reform scoring system, the digitization rate of document output is mandatory for administrative procedures, leading to the situation where the procedure "issuing copies of diplomas and certificates from original records" cannot generate "electronic output" as currently stipulated. This affects the digitization rate of administrative procedures of the Ho Chi Minh City People's Committee, impacting the city's year-end administrative reform score.

Furthermore, the technical regulations regarding the format, templates, and mandatory information on electronic copies of diplomas and certificates have not yet been issued, making it impossible to implement them on the city's administrative procedures information system.

The Ho Chi Minh City People's Committee has proposed guidelines on "digitizing" the issuance of copies of diplomas and certificates to ensure the administrative reform process is synchronized. (Illustrative image)

Based on the above situation, the People's Committee of Ho Chi Minh City reports and proposes that the Government Office and the Ministry of Education and Training issue or provide specific guidance on the issuance of electronic copies of diplomas and certificates from original records in accordance with the provisions of Decree No. 45/2020/ND-CP.

Define and standardize regulations on "digital output" for the procedure of issuing copies of diplomas and certificates, including: Electronic diploma and certificate copy templates; standards on security, identification codes, and authentication codes; and the responsibilities of the issuing unit for storage and digital signing.

At the same time, temporary guidance is provided to localities while awaiting new regulations, in order to avoid receiving low scores for document digitization in the administrative reform assessment.

In addition, coordination with the Ministry of Justice is needed to standardize the process for issuing electronic copies of diplomas and certificates from original documents, ensuring legal validity in electronic transactions.

Source: https://daibieunhandan.vn/tp-ho-chi-minh-kien-nghi-huong-dan-thu-tuc-cap-ban-sao-van-bang-chung-chi-dien-tu-10400218.html