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Regulations on one-stop service for students
I. PURPOSE, REQUIREMENTS
1.1 Purpose
Create conditions to quickly and clearly resolve all student questions, avoiding students having to travel many times and go to many "doors" at the school's two training facilities.
Clarify and correctly define the responsibilities of each unit, individual, and each processing stage in the School's management apparatus.
2.1 Requirements:
The one-stop department is under the Student Affairs Department. The one-stop staff are people with good moral qualities, professional competence, dedication to work, high sense of responsibility, polite and gentle attitude towards students.
Procedures, processes, and processing times must be publicly posted, clearly and fully available for students to know.
Ensure work is resolved quickly and conveniently without causing inconvenience to students.
Ensure synchronous coordination in solving work between departments and units in the School with the highest spirit of service.
II. CONTENT
Training work
Student affairs
Union, association, club work
Life, living, tuition
Political and social work….
III. IMPLEMENTATION ORGANIZATION PROCESS
3.1. Coordination regulations
- The Student Affairs Office is the focal point for receiving and handling all information and administrative procedures for full-time students of the School.
- Professional units, depending on the content of the work, are responsible for providing complete, accurate and timely student information to the one-stop department to respond to students.
- The time from when the units receive the requested information from the one-stop department until the response depends on the content of the requested information and must be implemented according to the time specified in Clause 2 of Section IV.
- Response can be by phone; email; text (depending on the content of the requested information)
- Staff (one-stop department) can directly deal with relevant units to get information and respond promptly to students.
3.2. Main implementation steps
Process flow chart
a) Receiving requests:
Students who need to resolve work related to the one-stop department, the staff at the one-stop department is responsible for collecting documents and guiding students through the steps.
- The one-stop department classifies documents and requests from students that need to be resolved. Cases that can be resolved are resolved immediately and saved in the "Resolution Tracking Book".
- In cases beyond authority, contact relevant units for coordination in resolution (according to section 3.1. Coordination regulations).
b) Implementation:
- The one-stop department sends the request information in hard copy (soft copy) to the relevant professional unit (clearly stating the required response time) and enters it into the "Resolution Tracking Book".
- The one-stop department is responsible for monitoring the progress of the request to discuss with students when necessary. In case the results cannot be returned on time, the one-stop department must notify the student and reschedule the result return time (only 1 reschedule is allowed).
c) Respond to results and save records:
- After receiving the response from the relevant unit, the one-stop department returns the results to the student and saves the information in the "Resolution Tracking Book".
- Before returning results to students, the one-stop department is responsible for requiring students to fulfill their obligations regarding fees (if any) and return results in accordance with regulations.
IV. SPECIFIC WORK CONTENT
4.1 The one-stop department's work directly receives and returns results
TT | Job Description | Maximum time for units to respond to a door | Procedure | Forms and accompanying documents | Coordinating unit |
1 | Borrowing of classrooms and auditoriums | 2 days | Students submit a request form at one stop (with confirmation from the head of the faculty in charge) → International Affairs Office checks the usage schedule of the classroom and hall → one stop informs the student of the result | International Affairs Department | |
2 | REGISTER IN DORMITORY | 1 day | Students go to one door to make a request → Dormitory Management Board checks → One door notifies students of the results and students go to the dormitory to pay and check in. | - Photocopy of student card | Dormitory Management Board |
3 | UNION WORK | 2 days | Students submit request form at one stop shop → School Union implements request → one stop shop notifies and returns results to students | School Union | |
4 | CONSIDERATION OF SCHOOL EXEMPTION, RESERVATION | 3 days | Students submit relevant documents at the one-stop office → Head of the Faculty → Training Department makes a decision and submits it to the Principal → One-stop office notifies the student of the results | - Transcript - Document confirming the reason | Department in charge; Training department |
5 | CONSIDER RETURN TO SCHOOL | 3 days | Students submit relevant documents at the one-stop office → Training Department makes a decision and submits it to the Principal → one-stop office notifies students of the results | - Decision to drop out of school (reserve) | Training Department |
6 | CHANGE MASTER/MASTERY | 3 days | Students submit relevant documents at one stop → The parent department → The Training Department makes a decision and submits it to the Principal → One stop transfer and the department notifies the student of the result. | - Personal application | Department in charge; Training Department |
7 | REGISTER FOR TUITION PAYMENT | 3 days | Students submit relevant documents at the one-stop office → transfer to the home department to arrange classes based on the schedule → one-stop office responds to students | Department in charge | |
9 | RE-STUDYING NATIONAL DEFENSE EDUCATION & PHYSICAL EDUCATION | 2 days | Students submit relevant documents at the one-stop office → transfer to the Faculty of Political Theory → Contact the placement center → One-stop office notifies students | - Receipt of payment | Department of Political Theory |
10 | IMPROVE YOUR SCORE | Students submit relevant documents at the one-stop office → transfer to the Examination Office to schedule the exam → Students check their names on the Training bulletin board | - Receipt of payment | Testing & Quality Assurance Department | |
11 | VERIFYING DOCUMENTS FOR STUDENTS | 2 days | Students present their student card and register their request with one-stop shop → one-stop shop checks and confirms, then returns the result to the student. | - Student confirmation form, loan, bus ticket purchase... | Student Affairs Department |
12 | CONFIRMING STUDENT PARTICIPATION OR ACHIEVEMENTS IN ACADEMICS & ACTIVITIES. . | 2 days | Students present their student card and register their request with one-stop shop → transfer to specialized units for confirmation, submit to the Board of Directors for signature → one-stop shop returns results to students | Faculty, Scientific Research Department or School Union | |
13 | STUDENT INTRODUCTION FORM FOR INTERNSHIP | 2 days | Students present their student card and register their request with one-stop shop → transfer to the specialized department to issue an internship recommendation letter - the International Affairs Department stamps it → one-stop shop returns the result to the student | Professional Department, International Affairs Department | |
14 | LETTER OF REFERENCE, FINAL INTERNSHIP TRANSCRIPT | 2 days | Students present their student card and register their request with one-stop shop → transfer to the specialized department to issue a letter of introduction and internship transcript → International Affairs Department stamps → one-stop shop returns the result to the student | Professional Department, International Affairs Department | |
15 | REISSUANCE OF STUDENT CARD | 5 days | Students submit a copy of their ID card (present the original for comparison), application for reissuing a student card, fee, 2 3x4 photos at one door → transfer to IT department → one door returns the card to the student | - Receipt of payment - 2 3x4 photos - Copy of ID card | IT Department - HCQT |
16 | MOTORCYCLE REGISTRATION INTRODUCTION FORM | 1 day | Students present their student cards to the one-stop department → The one-stop staff checks and issues an introduction letter to the student. | One-stop shop | |
18 | ANSWERS, ADJUSTMENT OF HEALTH INSURANCE CARD | 3 days | Students submit application form at one stop shop → Finance Department checks and adjusts as required → One stop shop returns results to students | Finance Department | |
19 | REFUNDS DUE TO CHANGING COURSES, RE-TAKING EXAMS | 3 days | Students submit application form at one stop → The host department confirms → One stop returns results, students receive money directly at the Finance Department | - Payment receipt | Finance Department, Faculty in charge |
20 | REDUCED TUITION FEE BY SEMESTER DUE TO COURSE RESERVATION | 3 days | Students submit application form at one stop shop → The faculty in charge confirms the reserved subject scores → The Training Department prints and confirms the transcript → One stop shop returns the results, students receive money directly at the Finance Department | Finance Department, Faculty in charge, Training Department |
4.2 The one-stop department guides the work of meeting the units directly to resolve
TT | Job Description | Resolution Unit | Procedure | Forms and accompanying documents |
1 | CERTIFIED DIPLOMAS, CERTIFICATES, TRANSCRIPTS | International Relations Department | Students bring their diplomas, certificates, and transcripts to the International Student Affairs Office → Administrative staff will check and notarize the originals → Students will pay the notarization fee and receive back the originals and copies. | |
2 | ADMISSION NOT ON THE DATE AS SUBMITTED ON THE NOTIFICATION | Training Department | Students submit relevant documents to the Training Department → pay money to the Finance Department | - Documents as required (details in the admission notice) |
3 | TRANSFER SCHOOL (TO OR FROM) | Training Department | Students submit relevant documents to the Training Department → Training Department reviews and responds to students → Makes a decision and submits it to the Principal → Notifies students of the results | - Transcript (transfer school) |
4 | CONSIDERATION FOR TRANSFER OF CREDITS OR EXEMPTION FROM SCHOOL | Training Department | Students submit relevant documents to the Training Department → Review conclusions, confirm scores → Enter software. | - Transcript |
5 | ISSUANCE OF GRADUATION CERTIFICATES, TEMPORARY TRANSCRIPTS | Training Department | Students go to the Training Department to request a certificate and temporary transcript → Students get their stamp at the Administration Department | |
6 | GRADUATION DIPLOMA, TRANSCRIPTS, CERTIFICATES OF VOCATIONAL EDUCATION, NATIONAL DEFENSE EDUCATION | Training Department | Students go to the Finance Department to pay money → go to the Training Department to receive diplomas, transcripts, and certificates. | - Receipt of payment |
7 | SUBMIT AND SAVE STUDENT PROFILES | Training Department | Students submit relevant documents to the Training Department → Training Department checks → Enter software | - Documents according to admission notice |
8 | SUBMIT AND CHECK HIGH SCHOOL DIPLOMA AND REPORT | Training Department | Students submit relevant documents to the Training Department → Training Department checks → Enter software | - Submit notarized copy, with original for comparison |
9 | REPRINT RECEIPT | Finance Department | Students come to the Finance Department at 56VTP or the tuition collection point in the Finance Department at Phu Lam to make direct transactions. | Students study at which location and make transactions at that location. |
10 | RECEIVE SCHOLARSHIPS, AWARDS | Finance Department | Students come to the Finance Department at 56VTP or the tuition collection point of the Finance Department in Phu Lam to present their student card and receive the scholarship (or bonus). | |
11 | PAYMENT OF STUDENT SUPPORT | Finance Department | Students come directly to the Finance Department for detailed instructions. | |
12 | TUITION REFUND DUE TO SCHOOL RESERVATION, SUSPENSION, AND WITHDRAWAL | Finance Department | Students submit relevant documents to the Finance Department → the examination department will refund the money or make a reservation procedure for the next semester for the student. | - Photocopy of decision to reserve, stop studying, or drop out of school - Student card |
13 | STUDENT'S FAMILY REQUESTS TO WITHDRAW TUITION FEE ACCORDING TO THE DECISION TO WITHDRAW SCHOOL | Finance Department, Training Department | - Student's family submits documents to the Training Department (56 Vu Trong Phung) - Student families receive money directly at the Finance Department. | - Photocopy of decision to drop out of school - Photocopy of parent's ID card. - Student's birth certificate |
14 | REFUND DORMITORY FEE | Finance Department, Dormitory | Students go to the dormitory to fill out the form → The dormitory confirms that they have paid the electricity and water bills and clearly states the amount to be refunded to the student → The student receives the money at the Finance Department | |
15 | QUESTIONS ABOUT EXAM LIST, EXAM SESSIONS, EXAM ROOMS | Testing and Quality Assurance Department | Students come to the Examination and Quality Assurance room → the room answers students promptly | |
16 | QUESTIONS ABOUT POINTS | Department in charge | Students go to the home department → The department promptly answers students → The department transfers form 08 DT/QTMC to the Training Department | |
17 | TOEIC CERTIFICATE | Faculty of Foreign Languages | Students (who have taken the TOEIC graduation exam) submit relevant documents to the Foreign Language Department → The Department checks the scores, prints the certificate and presents it to the Principal → The Department returns the certificate to the student. | - 2 3x4 photos - Funding according to regulations |
V. CONDITIONS FOR IMPLEMENTATION
5.1. Facilities
- Student management software
- Necessary equipment for one-stop model (desk, computer, printer...)
5.2. Human resources
Use current Student Affairs staff at two campuses.
5.3. Location and time
a) Location:
- 56 Vu Trong Phung, Thanh Xuan District
- No. 1 Pho Xom, Phu Lam, Ha Dong District
b) Time: Every Monday & Friday, receive requests and return results
- Morning from 8:00 to 11:00
- Afternoon 14:00 to 17:00
* The schedule for receiving and returning , phone number and email of the one-stop staff are publicly announced at the two facilities.
** In special cases, one-stop staff will contact relevant departments to promptly resolve the issue for students.
5.4. Implementation organization
Assigned to Student Affairs Department to implement from December 5, 2013.
The Board of Directors is responsible for monitoring and inspecting the implementation process. After 3 months of implementation, a report must be submitted to the Chairman of the Board of Directors.
During the implementation process, if there are any difficulties or problems, units and individuals are requested to report in writing (through the HCQT Department) so that the School Board of Directors can review, adjust and supplement accordingly.
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