1. Purpose
This procedure standardizes the steps in the process of graduation review and degree conferral for students, ensuring consistency and quality in the degree-granting process and establishing a legal framework for diploma management and issuance according to regulations.
2. Scope and Application
- Scope: This procedure applies to full-time undergraduate students who have completed their academic program and meet graduation requirements; Colleges; Office of University Registrar, Graduation Review Board Committee.
- Application: This procedure applies to the entire process of graduation review and degree conferral for all full-time undergraduate programs at VinUni.
3. Legal Basis
- Decision No. 1824/QD-TTg dated December 17, 2019, by the Prime Minister regarding the establishment of VinUniversity;
- Higher Education Law dated June 18, 2012; Amendments to the Higher Education Law dated November 19, 2018, and Decree 99/2019/ND-CP dated December 30, 2019;
- Circular No. 08/2021/TT-BGDDT dated March 18, 2021, by the Ministry of Education and Training on Undergraduate Education Regulations;
- Circular No. 21/2019/TT-BGDDT dated November 29, 2019, by the Ministry of Education and Training on Management of Academic Credentials;
- VinUniversity’s Academic Credentials Management Regulations effective July 01, 2023;
- VinUniversity’s current Academic Regulations for Full-time Undergraduates.
4. Abbreviations
| FIN | : Finance and Accounting |
| MOET | : Ministry of Education and Training |
| NDE | : National Defense & Education |
| QD | : Decision |
| REG | : Office of University Registrar |
| SAM | : Student Affairs Management |
5. Procedures
5.1. Process Flow Diagram
5.2. Detailed Process Description
| No. | Detailed content | Responsibility | Timeline |
| 1 | Establish the Graduation Review Board of the academic year.
Committee members: – Provost – President – Vice Provost Academic Affairs – Vice Chair – Dean/ Vice Dean of Colleges – Program Directors – Head of Departments: Office of University Registrar, Student Affairs Management – Secretaries [Form 01. Decision on the Establishment of the Graduation Review Board] |
REG | January annually
Or upon personnel changes according to issued decisions |
| 2 | Develop the master plan for graduation review of the academic year.
– Work content – Individual and unit responsibilities – Implementation timeline The graduation review plan must be announced to students via email/website after approval. [Form 02. Graduation Review Master Plan] |
REG | January annually |
| 3 | Create a preliminary list of students for graduation review and conduct an initial automatic graduation review to identify students eligible for graduation within the academic year.
[Form 03. List of Students for Graduation Review] |
REG | February annually |
| 4 | Faculty/College complete academic results of prospective graduates and submit official grade books to Office of University Registrar. | Faculty/
REG |
As scheduled |
| 5 | Submit graduation application and verify personal information on degree and academic results, self-review graduation requirements according to Office of University Registrar guidelines.
[Form 04. Graduation Review Application Form] [Form 05. Degree Audit Checklist] Notes: – Students not on the list who have fulfilled graduation requirements and wish to graduate early, or students on the list who have fulfilled requirements but do not wish to graduate may register for or defer graduation review with the Office of University Registrar as instructed. – Students on the list who haven’t completed their capstone/graduation requirements do not need to register for graduation deferral. |
Students
REG |
March annually
(04 weeks) |
| 6 | Verify certificates and graduation requirements:
– Completion and accumulation of correct courses and credits as required by the program. – Ensure student has fulfilled financial obligations. – Ensure student is not under criminal investigation or academic suspension. – Ensure eligible students have returned all library books/materials/equipment. – Ensure student meets certificate and exit requirements according to MOET: + High school diploma + Foreign language requirements + IT certificate or equivalent + National Defense & Education certificate + Physical Education [Form 06. Exit Requirements Verification Minutes] |
REG
FIN SAM Library |
April annually
July update for special cases |
| 7 | Graduation review at College-level:
– Guide students and address related issues – Coordinate College-level graduation review – Review and compile a list of eligible graduates – Review degree classifications according to academic regulations [Form 07. College-level Graduation Committee Meeting Minutes] |
College-level Committee members
REG |
May annually (01 working week)
July update for special cases |
| 8 | Graduation review at University-level:
– University-level Graduation Committee meeting – Graduation review documentation as required [Form 08. University-level Graduation Committee Meeting Minutes (final session)] |
University-level Committee members
REG |
August annually |
| 9 | Announce graduation review results to students via email or website. Review, process and respond to any errors.
Note: Students who do not request correction of incorrect information must take responsibility for information printed on their degree. |
REG | August annually
(01 working week) |
| 10 | Submit proposal for graduation recognition and degree conferral.
Request approval for printing degrees and academic transcripts according to approved templates. [Form 09. Proposal for Graduation Recognition and Degree Conferral] |
REG | Immediately after finalizing graduation recognition results |
| 11 | Report to Leadership on graduating class overview.
[Form 10. Graduating Class Overview Report] |
REG | Immediately after finalizing graduation recognition results |
| 12 | Issue Decision on graduation recognition and degree conferral for eligible students.
[Form 11. Decision on Graduation Recognition and Degree Conferral] |
Provost
REG |
07 days after finalizing graduation recognition results |
| 13 | Issue temporary graduation certificates to students upon request. | REG | 07 days after Decision on graduation recognition and degree conferral |
| 14 | Print degrees and academic transcripts according to regulations | REG | Within 1 month after Decision on graduation recognition and degree conferral |
| 15 | Handover degrees and diploma supplements (transcripts) with signatures and seal at Office of University Registrar.
[Form 12. Degree Issuance Record Book] |
REG | As regulated |
| 16 | Archive graduation documentation and implement reporting requirements for monitoring and management:
– Decision establishing graduation review board – Graduation review master plan – List of students meeting graduation requirements – Exit requirements verification minutes – College-level and University-level committee meeting minutes – Proposal for degree issuance – Graduation recognition decisions and students list – Graduating class overview report – Degree issuance record book – Report on the number of used degree templates to Ministry of Education and Training |
REG | As regulated |
5.3. List of Associated Forms:
- Form 01. Decision on the Establishment of the Graduation Review Board
- Form 02. Graduation Review Master Plan
- Form 03. List of Students for Graduation Review
- Form 04. Graduation Review Application Form
- Form 05. Degree Audit Checklist
- Form 06. Exit Requirements Verification Minutes
- Form 07. College-level Graduation Committee Meeting Minutes
- Form 08. University-level Graduation Committee Meeting Minutes
- Form 09. Proposal for Graduation Recognition and Degree Conferral
- Form 10. Graduating Class Overview Report
- Form 11. Decision on Graduation Recognition and Degree Conferral
- Form 12. Degree Issuance Record Book
* These forms are for internal use only. Please contact Office of University Registrar for further guidance.
6. Implementation
This procedure takes effect from November 7th, 2024. During implementation, if there are any issues, departments should propose amendments to the Office of University Registrar for appropriate modifications based on practical situations./.