Establish regulations for the management and use of digital school records.

The Ministry of Education and Training has just released a draft Circular regulating the management and use of digital student records in general education and continuing education institutions to solicit feedback from agencies, organizations, and individuals.

Ninth-grade students at Ngo Si Lien Secondary School (Hoan Kiem District, Hanoi ) review their lessons together in the school library. (Photo credit: Thanh Tung/TTXVN)

The issuance of this Circular is an important basis for unifying the creation, digital signing, issuance, exploitation, sharing, storage, and protection of digital student transcripts throughout the education sector. At the same time, it contributes to promoting digital transformation in education management, reducing paperwork, facilitating learning and parent convenience, and improving the efficiency of state management.

According to the draft Circular, digital school records are legally valid electronic data that systematically record the learning process, academic results, training results, comments, evaluations, and related information of learners during their studies at educational institutions.

Digital school records, when created by the proper authority, following the correct procedures, adhering to data standards, containing all the required content, and being validly digitally signed, have the same legal validity as paper school records; they can be used in educational management, administrative procedures, and related legal transactions.

A notable point in the draft Circular is that once the digital transcript, electronic transcript, or electronic extract of the digital transcript meets the usage requirements, the receiving agency or organization is not allowed to request the student, parents, or guardian to submit additional paper transcripts, except in cases where the law stipulates otherwise. This helps to standardize and avoid duplication in the management and use of digital transcripts; and promotes digitalization in education management and for students.

The draft Circular stipulates that each student will be assigned a unique digital academic record linked to their lifelong learning record number. The data used to create the digital academic record must be verified, cross-referenced, and authenticated from the student's records, identification data, and educational management data of the educational institution.

Digital academic transcripts are officially used after the completion of data verification, authentication, and digital signing. Digital signing is performed by authorized individuals and educational institutions; this includes steps such as data completion, verification, comparison, confirmation, individual digital signature, institution digital signature, and updating the digital signing status on the system. Each time a digital academic transcript is issued, the electronic version or extract must be recorded on the system, ensuring that it can be verified, authenticated, and traced back to its origin.

According to the draft Circular, digital school records will be used in activities such as transferring schools, enrollment, confirming academic and training results, assessing program completion, assessing promotion to the next grade, issuing electronic copies, extracting and verifying academic information, carrying out administrative procedures, and serving educational management.

To facilitate students, parents, schools, and management agencies, students are allowed to access, search, and utilize their digital academic records; they can request educational institutions to check and correct data when errors are detected; and they can legally use their digital academic records in transactions, administrative procedures, and other activities as prescribed. Parents or guardians of minor students can view their child's digital academic record data, monitor academic and behavioral performance, and request data verification when deemed appropriate.

The draft Circular clearly states that digital student transcripts at educational institutions must be connected and synchronized with the National Database on Education and Training according to data and technical standards prescribed by the Ministry of Education and Training ; ensuring the ability to integrate and utilize them on the national digital education platform, the National Public Service Portal, the national identification application VNeID, and related information systems when meeting the conditions for connection, authentication, and information security.

The exploitation and sharing of digital school records must be within the proper authority, purpose, and target audience, and only within the scope of necessary data; it must be authenticated, access rights granted, and the sharing and exploitation history recorded.

Digital academic transcript data must be kept secure throughout the entire process of creation, updating, storage, transmission, exploitation, use, and sharing; unauthorized access, modification, deletion, or falsification of data, disclosure, sharing, sale, or unauthorized use of digital academic transcript data; forgery of digital signatures, authentication codes, electronic copies, or electronic extracts of digital academic transcripts are strictly prohibited.

According to the draft, the Ministry of Education and Training will regulate, update, and publish the digital student record data standards, forms, data structure, display standards, connection standards, and technical requirements; organize data connection and synchronization; and inspect and monitor implementation.

Source: https://baotintuc.vn/ban-tron-giao-duc/xay-dung-quy-dinh-ve-quan-ly-va-su-dung-hoc-ba-so-20260525185042150.htm