Thông tư liên tịch 17/2016/TTLT-BGDDT-BTTTT

JOINT CIRCULAR

ON ADMINISTRATION OF TESTS AND ISSUANCE OF CERTIFICATES OF INFORMATION TECHNOLOGY APPLICATION

Pursuant to the Law on Education dated June 14, 2005; Law on amendments to the Law on Education dated November 25, 2009;

Pursuant to the Law on Information technology dated June 29, 2006;

Pursuant to the Government's Decree No. 75/2006/ND-CP dated August 02, 2006 providing guidance on the implementation of the Law on Education; the Government's Decree No. 31/2011/ND-CP dated May 11, 2011 on the amendments to the Government's Decree No. 75/2006/ND-CP dated August 02, 2006 providing guidance on the implementation of the Law on Education; the Government's Decree No. 07/2013/ND-CP dated January 9, 2013 on amendments to Point b Clause 13 Article 1 of the Government's Decree No. 31/2011/ND-CP dated May 11, 2011 of the Government on amendments to the Government's Decree No. 75/2006/ND-CP dated August 02, 2006 providing guidance on the implementation of the Law on Education;

Pursuant to the Government's Decree No. 32/2008/ND-CP dated March 19, 2008 defining the functions, tasks, powers and organizational structure of the Ministry of Education and Training;

Pursuant to the Government's Decree No. 132/2013/ND-CP dated October 16, 2013 defining the functions, tasks, entitlements and organizational structure of the Ministry of Information and Communications;

The Minister of Education and Training and the Minister of Information And Communications promulgates a Joint Circular on administration of tests and issuance of certificates of information technology application.

Article 1. Scope of regulation and regulated entities

1. This Joint Circular deals with administration of tests and issuance of certificates of information technology application .

2. This Joint Circular applies to organizations or individuals participating or involving in administration of tests and issuance of certificates of information technology application.

Article 2. Interpretation of terms

For the purposes of this Joint Circular, these terms below shall be construed as follows:

1. Certificate of information technology application (hereinafter referred to as Certificate) means a certificate of national education system certifying levels of ability and skills of individuals in using technology in conformity with IT skill standards prescribed in Circular No. 03/2014/TT-BTTTT dated March 11, 2014 of the Minister of Information and Communications (hereinafter referred to as Circular No. 03/2014/TT-BTTTT).

2. Superior bodies mean universities, institutions or colleges that control affiliated IT centers and foreign language-IT centers, and People’s Committees of provinces and central-affiliated cities or Services of Education and Training (in case of authorization) that control IT centers and foreign language-IT centers established under Circular No. 03/2011/TT-BGDDT dated January 28, 2011 of the Minister of Education and Training on promulgation of Regulations on organization and operation of foreign language and/or IT centers.

3. Testing center means general name of IT centers, foreign language-IT centers that involved in administration of tests and issuance of Certificates.

Article 3. Requirements pertaining to facilities and equipment of testing centers

1. Test rooms and functional rooms must be sufficient to serve at least 20 – 30 examinees per session, including both multiple-choice test and practice test.

a) Each test room must be provided with adequate lighting, desks, chairs, chalks or markers, board(s) or projector screen(s); a shared clock for all examinees to keep track of the test time; and a printer connected with a computer;

b) Security equipment must be provided, such as walk-through metal detectors or hand-held metal detectors to control the articles along with examinees into test rooms;

c) Working rooms for the Council of examiners (hereinafter referred to as the Council) must be provided with lockable trunks, cabinet or safes to protect testing records.

2. Information technology system with the following requirements must be available for computer-based tests:

a) A local area network (LAN) including high-configuration servers and clients having operating system installed and testing software operated stably meeting the testing requirements, consolidated security appliances for system, load balancing router, data backup devices, uninterruptible power supply (UPS) and backup power; and local-connected and Internet-connected speed that is assured for the computed-based tests;

b) The quantity of computers must ensure that each candidate has a separate computer and the quantity of standby computers accounts for at least 10% of total examinees;

c) Online surveillance cameras must be provided which allows cameras to monitor the full view and development of the entire testing during the testing time and to store images of the testing session to the database of the testing center.

3. The testing area must conform to requirements pertaining to security, safety and fire and exploration prevention; and suitable storage for examinees' belongings.

Article 4. Requirements pertaining to personnel of testing centers

1. Having a Director and at least one Deputy Director obtaining capability of management and direction and at least a bachelor’s degree.

2. Having at least 10 test developers and examiners obtaining at least bachelor’s degrees in IT and having experience in developing tests and scoring.

3. Having a staff of proctors and technicians meeting requirement of using equipment related to IT, sound and images serving the administration of tests and scoring.

Article 5. Requirements pertaining to multiple-choice question bank

1. Regarding a multiple-choice question bank for basic IT skills

a) A number of at least 700 questions is required;

b) There are sufficient representative questions of skill groups in all 6 modules prescribed in Appendix 01 of Circular No. 03/2014/TT-BTTTT.

2. Regarding a multiple-choice question bank for advanced IT skills

a) A number of at least 150 questions for each advanced module is required;

b) There are sufficient representative questions of skill groups in each advanced module prescribed in Appendix 02 of Circular No. 03/2014/TT-BTTTT.

Article 6. Requirements pertaining to multiple-choice test software

Each multiple-choice test software must satisfy the requirements below:

1. The interface is friendly, easily installed and used; the software may disconnect outside applications and devices not related to the test.

2. Examinees may log in the software themselves to do tests with their individual test codes.

3. The bank of questions are authorized suitably for update.

4. Algorithms are used to choose questions randomly and evenly in different parts of knowledge to create multiple-choice tests from the question bank.

5. Some auxiliary functions are provided, namely, timers, preview of the next question, statistics of answered questions, automation of logging out and store of examinees upon the end time of the test.

6. The score of the multiple-choice test shall be automatically given, stored and displayed on the screen or in printed paper upon the end time of the test or when the candidate clicks the "end" button.

Article 7. Requirements pertaining to tests of IT application

1. General requirements

a) A test consists of 2 small tests : a multiple-choice test and a practice test that are taken on computers connected to LAN (stored by a local server). Both tests are compulsory and continuous taken as specified by the testing center;

b) The multiple-choice test shall be made from the question bank and automatically scored;

c) The practice test shall be made in the form of file by the Board of test development; the result of practice test shall be provided by the Board of test scoring and stored in the server of LAN.

2. Tests of basic IT application shall be made on the basis of comprehensive knowledge and skills of all 6 base modules specified in IT skill standards prescribed in Clause 1 Article 2 of Circular No. 03/2014/TT-BTTTT.

3. Tests of advanced IT application shall be made on the basis of knowledge and skills of each advanced module specified in IT skill standards prescribed in Clause 2 Article 2 of Circular No. 03/2014/TT-BTTTT.

4. Provision of tests

a) Multiple-choice tests shall be made from the question bank;

b) Practice tests

- Practice tests shall be developed by the Board of test development, encoded and transferred to the Board of invigilation as prescribed;

- The President of the Council will receive a test from the Board of test development, make direct checking, encode and save to the storage device, make a seal as prescribed in regulations on confidentiality of tests and give a transfer note to the Chief Board of invigilation;

- The Chief Board of invigilation shall transfer the date of the test to the local server within 60 minutes before the test time; and directly decode the test for delivery to examinees in the beginning of the test time.

Article 8. Question banks and national test management software

1. The question banks and national test management software shall be developed to ensure the consistency of tests and scoring nationwide.

2. The Ministry of Education and Training shall take charge of development, management and operation of the national question bank and the national test management software.

3. The national question bank and national test management software shall be assessed and approved by a joint-Ministry assessment council set up by the Ministry of Education and Training and the Ministry of Information and Communications.

Article 9. Eligible examinees and requirements for taking tests

1. Eligible examinees: Any person wishing to have his/her IT skills assessed or to have a Certificate as prescribed by the Ministry of Education and Training.

2. Requirements for taking tests

a) Each examinee must have a valid application for the test and pay adequate test fees as prescribed by law in force;

b) Each examinee wishing to take an advanced Certificate must obtain a basic Certificate.

3. Application for test

a) Each examinee shall apply for a test, in person or through an organization, at a testing center;

b) An application for test includes:

- An application form for test using the form prescribed in Appendix issued herewith;

- Two (2) photos, in 4cmx6cm size, equivalent to photos in ID cards that are taken within 6 months before the date on which the application for test is submitted; the overleaf of the photo shall bear full name, date of birth and place of birth of the examinee;

- A copy of any of the following documents: ID card, passport or birth certificate enclosed with a document bearing fan stamping.

Article 10. The Council

1. A Council shall be established under a decision made by the head of the superior body of a testing center.

2. Composition of a Council:

a) A President, a Vice President (if necessary) taken charge by the Director or the Deputy Director of the testing center and Council members;

b) The Council consists of the following boards: a Board of secretary, a Board of test development, a Board of invigilation, and a Board of evaluation. Members of the Boards of the Council shall be selected among staff and teachers qualified and experienced in administration of tests.

3. The President, the Vice President and members of Boards of the Council are not relatives (natural father, mother, spouse, child, brother, sister; or father-, mother-, brother-, sister-in- law) of examinees taking the test at the Council.

4. The Council shall be dissolved automatically upon its accomplishment.

Article 11. Duties of the Council

1. The President

a) Manage tasks of the Council;

b) Approve lists of examinees;

c) Receive, manage and protect tests;

d) Approve lists of passed examinees; request the head of the superior body to approve the test results and request the competent authority to issue Certificates;

dd) Decide disciplinary actions against entities violating test regulations (if any).

2. The Vice President

a) Assist the President and manage tasks assigned by the President;

b) Manage tasks of the Council in the absence of the President.

3. Board of secretary

a) Assist the Council to check and collect applications for tests, make lists of examinees and draw up relevant documents which are presented to the President, and take meeting minutes of the Council;

b) Give notification of time and place of test to each examinee;

c) Receive test records and test data from the Board of invigilation; store and do physical count and transfer the test data to the Board of evaluation; and make a statistic table of examinees’ test scores. Two persons are required to make a list of examinees’ test scores, one person read the test scores and the other person will keep record, and then they change the roles; date, signatures and full names of the both persons must be borne at the end of the list;

d) Submit the list of passed examinees to be granted the Certificate.

4. Board of test development

a) Develop practice tests enclosed with keys and detailed score scale and present them to the President for decision;

b) Transfer tests to Board of invigilation;

c) Any staff member developing tests must be responsible for their contents, ensure the confidentiality and safety of tests in conformity with his/her authority and national secret protection.

5. Board of invigilation

a) Duties of Board of invigilation:

- Arrange supervision staff, including proctors and technicians for each test room, and security staff to ensure the safety of the test session and answer documents of examinees according to test schedule and regulations of test rooms;

- Receive, store and use tests following the prescribed guidelines;

- Collect answer documents, store answer documents and test records, and send a transfer note to the Board of Secretary.

b) Responsibilities of proctors and technicians:

- Proctors and technicians must present at least 30 minutes to check test rooms, arrange seats for examinees and receive data of test questions;

- Deliver data of tests to examinees;

- Follow the invigilation process as prescribed herewith;

- Request examinees to sign in the list of examinees taking tests upon their completion of tests.

6. Board of scoring

a) The Chief of Board of scoring and examiners must satisfy any of the two following requirements:

- Obtain at least a bachelor’s degree in IT pedagogy; have experience in teaching and administration of tests;

- Obtain at least a bachelor’s degree in IT and a certificate of training in pedagogy skills; and have experience in teaching and administration of tests;

b) Duties of Board of scoring:

- Receive all answer documents and test records transferred by the Board of Secretary and store them during the scoring time;

- Score all answer documents of examinees;

- Make a table of test scores of examinees according to answer document codes of examinees;

- Transfer data of answer documents and table of test scores according to the answer document codes to the Board of secretary for collection;

- Make general evaluation of tests, quality of examinees’ results; and offer opinions about tests, keys and score scales.

Article 12. Making lists of examinees and test rooms

1. A list of examinees shall be made according to alphabetical order for each test room to determine identification numbers and make seating arrangement for examinees in test rooms.

2. Arrange internal and external proctors of test rooms

a) Internal proctors: Each test room has at least 2 internal proctors; each internal proctor will monitor no more than 10 examinees;

b) External proctors: Each external proctor will monitor no more than 3 test rooms.

3. Test room arrangement

a) Each test room has a list of examinees' photos. Regulations of test room, a list of examinees and other regulations (if any) must be posted at the door of the test room; a online surveillance camera and a clock must be operated during the testing time;

b) Examinees are assigned to sit separately on each side by a minimum of 1.2 m (horizontal and vertical);

c) Each examinee is entitled to use a separate computer.

4. Computers in test rooms

a) There are sufficient computers in good operation as prescribed in Clause 2 Article 3 of this Joint Circular;

b) Each computer must be isolated and disconnected with any other internal and external equipment or devices (except for secured transmission used for receipt of tests and transfer of answer documents of examinees); each computer must have date and time in the system set up accurately and have viruses cleaned;

c) Each computer must have software providing the test installed before the test day as specified by the testing center; and no software or any of other materials is installed in the computer;

d) All computers in a test room must be arranged on each side by a minimum of 1.2m (horizontal and vertical) so as to each examinee is not able to look at a neighbor’s screen;

dd) A server or a sub-server (in case where the testing place is located differently from the place of server) must be available to store the examinees’ answer documents.

e) Each client located at testing place must be connected with the server or the sub-server (LAN) and disconnected with the Internet.

Article 13. Responsibilities of examinees

1. Present at the test site on the day and at the time as scheduled for testing. Any examinee who is 10 minutes late after the testing begins will not allowed to take the test.

2. Present ID cards or passports, Communist Party’s cards, driving licenses, or student cards that remain valid or other documents enclosed with photos bearing fan stamping before they are admitted to the test room.

3. Take seats as assigned by identification numbers; and bear their signatures in the list of examinees in test sessions.

4. Bring only identification documents and items serving the test as prescribed.

5. Do not bring in the test room any of the following items: weapons, explosives, flammables, alcoholic drinks, materials, communication devices or devices contain information that can take advantage of cheating during exams.

6. Do not discuss or share test contents or copy another person’s answers and keep order; any examinee wishing to raise opinion or leave the test room must ask a proctor for approval and do that in case where the proctor grant the approval; if any irregularities happens, instructions of proctors must be followed.

7. Receive tests and do the test on computer.

8. Sign in applications for tests.

9. Stop doing test when the test time is over and performs tasks as guided by the proctor.

10. When the test time is over, examinees may not leave the test room until the proctor grants approval.

11. Any examinee violating regulations on testing, depending on its extent, shall be liable for disciplinary actions from warnings to dismiss or void answer document.

Article 14. Test administration

1. At least 1 day before the test day, the President, the Vice President, secretary, and technician of the Council must present at the test site to do the following tasks:

a) Check the preparation of the test: suitable facilities and equipment serving the test administration;

b) Post the list of examinees, examinees’ identification numbers and test room regulations.

2. Before test time

a) Proctors check the test room; indicate identification numbers; verify identification documents and belongings of examinees; collate examinees and the photo identification; if there is any doubt of identification, the examinee may have his/her photo taken for further identification; admit examinees to the test room and direct them to specific and assigned seats;

b) The proctor receives drafts and individual accounts of each examinee from the Chief Board of invigilation or an authorized person by the Chief Board of supervision; internal proctors shall sign and deliver drafts to examinees; then check power source and the seal of computers;

c) Upon a signal of test begin, a proctor requests examinees to: start computers; check the stability of computers, keyboards, mice, headphones; access to their individual accounts provided by proctors; and then receive test questions from the server.

3. During the test

a) Internal proctors must closely monitor the test room and do not let examinees discuss or copy another person’s answer document;

b) In case it is necessary to permit examinee(s) to leave the test room, only one examinee is permitted to leave the room at a time by the internal proctor and the external proctor must be informed for monitoring;

c) If an examinee violates test regulations, the internal proctor must make a report and send it promptly to the Chief Board of invigilation for suitable handling measures;

d) External proctors shall monitor examinees and internal proctors, examiners, and technicians at the test site as assigned by the Chief Board of invigilation; and do not permit examinees to contact with any other persons.

4. End of test time

a) Proctors give examinees instructions on performing necessary tasks to finish their answer documents;

b) Proctors request each examinee to review their answer documents and bear their signatures for confirmation (with the support of technicians);

c) External proctors shall monitor and assist internal proctors to keep order in the test rooms of the test site assigned by the Chief Board of invigilation.

5. Packing and transferring answer documents

a) Proctors and technicians shall save answer documents in each test room following the regulated process in the test software;

b) After the saving of answer documents is firmly assured, proctors and technicians shall delete the entire data in each computer of the examinee who have just sat for test;

c) The entire data of the test session shall be saved into 2 files of 2 separate storage devices. They are sealed and transferred to the Board of Secretary.

Article 15. Scoring

1. General requirements for scoring

a) The scoring shall be performed by the Board of scoring;

b) Examiners and technicians shall be in charge of scoring with test software;

c) The scoring shall be performed at a safe and isolated area with online surveillance camera that record the whole scoring process.

2. Scoring process

a) Each answer document of practice test shall be scored by two dependent examiners; they shall mark the test scores dependently in the score paper according to the answer document code and give the scores to the Chief Board of scoring. In case the same score is given by both examiners, they shall bear that score and their signatures in such answer document. In case different scores are given by the examiners, they shall discuss and re-score that answer document. If no same score is given by both examiners after re-scoring, the examiners shall report the Chief Board of scoring for consideration;

b) Each examinee obtaining at least 50% of maximum score of each multiple-choice test or practice test shall be certified passed and issued a Certificate;

c) A table of test scores according to answer document codes which is sent to the Board of secretary must bear signatures of both examiners and the Chief Board of evaluation;

d) The Chief Board of scoring shall be responsible for the scoring results and request the President to approve such results.

Article 16. Certificates

1. Basic Certificates shall be issued to persons who pass the tests of base IT skill standards (including 6 base modules) prescribed in Circular No. 03/2014/TT-BTTTT.

2. Advanced Certificates shall be issued to persons who already have obtained base Certificate and pass the tests equivalent to 3 modules among the modules of advanced IT skill standards prescribed in Circular No. 03/2014/TT-BTTTT.

Article 17. Management and issuance of Certificates

1. The model and management of blank Certificates shall comply with regulations of the Ministry of Education and Training.

2. Competence to manage and issue Certificates: The Head of testing centers where examinees taking tests shall have competence to issue and revoke Certificates to qualified examinees mentioned in the lists that are approved.

3. The management, issuance and revocation of Certificates shall comply with regulations in force of the Ministry of Education and Training.

Article 18. Reporting

1. Upon the completion of a test session and issuance of Certificates, each testing center must send reports on results to its superior body as prescribed.

2. Biannually, no later than June 30 or December 31, each superior body shall make a final report and send it to the Ministry of Education and Training and the Ministry of Information and Communications, in particular:

a) Characteristics and development of testing centers;

b) Final figures of administration of tests and issuance of Certificates;

c) Plans for scheduled administration of tests and issuance of Certificates;

d) Proposals (if any).

Article 19. Storage of records

1. Lists of examinees, table of scores, decisions on approval for scoring results, lists of examinees granted Certificates, and records of issuance of Certificates shall be stored permanently.

2. Test questions, keys, and answer documents of examinees; records of the Council, records, decisions on establishment of the Council; final reports on test sessions enclosed with statistic tables of the Council; score review records (if any) shall be stored for at least 2 years. Answer documents of examinees may be stored in form of papers, files, screen shots or other forms.

3. Data of surveillance videos shall be stored for at least 6 months.

Article 20. Inspection

1. The Ministry of Education and Training shall take charge and cooperate with the Ministry of Information and Communications to carry out regular or irregular inspection of testing centers’ observance of regulations on administration of tests and issuance of Certificates as prescribed;

2. Superior bodies shall carry out inspection and supervision of operation of affiliated testing centers within their competence.

3. Testing centers shall carry out regular inspection to ensure the observance of regulations of this Joint Circular.

Article 21. Responsibilities of authorities and organizations

1. Responsibilities of the Ministry of Education and Training

a) Direct and provide guidance on administration of tests and issuance of Certificates for IT centers, foreign language-IT centers and relevant organizations and individuals;

b) Provide guidance on model of blank Certificates and management of issuance and revocation of Certificates;

c) Take charge and provide guidance on formulation, management and operation of the national question bank, national test management software and relevant contents; establish Joint-Ministry Council to assess the national question bank, national test management software; provide guidance on administration of tests and issuance of Certificates;

d) Monitor and collect information about the administration of tests and issuance of Certificates nationwide;

dd) Carry out inspection, supervision and take actions against violations committed by superior bodies and relevant organizations or individuals within its competence.

2. Responsibilities of the Ministry of Information and Communications

a) Cooperate with the Ministry of Education and Training in guidelines for IT-related matters prescribed in this Joint Circular;

b) Participate in the Joint-Ministry Council to assess the national question bank, national test management software;

c) Cooperate with the Ministry of Education and Training in formulation, management and operation of national question bank and national test management software;

d) Cooperate with the Ministry of Education and Training in inspection and supervision of administration of tests and issuance of Certificates as prescribed.

3. Responsibilities of superior bodies

a) Establish the Council to the national question bank, multiple-choice test software of affiliated testing centers as prescribed in this Joint Circular. Give notification of assessment results to testing center and send final reports to the Ministry of Education and Training;

b) Manage, inspect and take disciplinary actions against affiliated testing centers (upon their violations against regulations of this Joint Circular) within their competence.

4. Responsibilities of Services of Education and Training

a) Assign representatives to participate in the Council to assess the national question bank, multiple-choice test software of testing centers established by superior bodies as prescribed in this Joint Circular;

b) Carry out inspection of administration of tests and issuance of Certificates performed by affiliated testing centers within their competence.

5. Responsibilities of the Service of Information and Communications

a) Assign representatives to participate in the Council to assess the national question bank, multiple-choice test software of testing centers established by superior bodies as prescribed in this Joint Circular;

b) Cooperate with Services of Education and Training in inspection of administration of tests and issuance of Certificates performed by testing centers within their competence.

6. Responsibilities of testing centers

a) Provide sufficient facilities, equipment, and personnel for the administration of tests and issuance of Certificates as prescribed in this Joint Circular and send reports to superior bodies;

b) Take actions against individuals violating test regulations within their competence as prescribed;

c) Keep lists and records of examinees, records of actions against violations, statistics and data of surveillance videos as prescribed;

d) Provide materials, figures, images, or online surveillance videos to serve the regular or irregular inspection of competent authorities.

Article 22. Effect

1. This Joint Circular comes into force from August 10, 2016.

2. Pursuant to this Joint Circular, regulations on administration of tests and issuance of IT certificates prescribed in Clause 5 Article 3 of Circular No. 03/2011/TT-BGDDT dated January 28, 2011 of the Minister of Education and Training on Regulations on organization and operation of foreign language and/or IT centers shall be annulled; regulations on administration of tests and issuance of IT certificates prescribed in Decision No. 30/2008/QD-BGDDT dated June 6, 2008 of the Minister of Education and Training on training, administration of tests and issuance of foreign language and/or IT certificates in continuing education. Any regulations previously promulgated that is contrary to the regulations of this Joint Circular shall be annulled.

Article 23. Transitional provisions

1. Any course of training in IT application at A, B or C level and issuance of certificates thereof (prescribed in Decision No. 21/2000/QD-BGD&DT dated July 3, 2000 of the Minister of Education and Training on promulgation of programs of IT application at A, B and C levels) that are providing before the effective date of this Joint Circular shall continue to be initiated until completion.

2. Certificate at A, B or C have value equivalent to basic Certificate.

3. During the time in which the national question bank and national test management software, testing centers shall develop multiple-choice software, multiple-choice question bank and practice test questions itself; and administer tests and issue certificates as prescribed in this Joint Circular. Multiple-choice question banks and multiple-choice software developed by testing centers shall be assessed by an assessment council established by superior bodies. The assessment council must have representative(s) of the Service of Education and Training and representative(s) of the Service of Information and Communications.

4. Testing centers shall administer tests using the national question bank and national test management software upon the guidelines promulgated by the Ministry of Education and Training.

Article 24. Implementation

1. The Chief officers, Director of Department of continuing education, Director of Department of information technology of the Ministry of Education and Training; the Chief officers, Director of Department of information technology of the Ministry of Information and Communications; Heads of agencies affiliated to the Ministry of Education and Training and the Ministry of Information and Communications; Heads of higher education institutions, Directors of Services of Education and Training, Directors of Services of Information and Communications and relevant organizations and individuals shall implement this Joint Circular.

2. Difficulties that arise during the implementation of this Circular should be reported to the Ministry of Education and Training and the Ministry of Information and Communications for consideration./.