The Student Affairs Department

INTRODUCTION TO THE STUDENT AFFAIRS DEPARTMENT

1. FUNCTIONS AND DUTIES

a. Functions:

To implement the policies of the Party, the laws of the State, and the regulations of the Ministry of Labour, Invalids and Social Affairs (MOLISA) and local authorities concerning student affairs. The department ensures fairness, transparency, democracy, and discipline in student management, enabling students to fully exercise their rights and responsibilities.
To manage students in terms of academic performance and personal development, focusing on the education of political ideology, ethics, and lifestyle. To provide students with essential information, grasp their thoughts and concerns, and promptly address their issues.
To cooperate effectively with the Ho Chi Minh Communist Youth Union in managing student-related matters.

b. Duties:

1. Administrative tasks:

Cooperate with academic faculties, departments, and the Youth Union to welcome and process new student admissions in accordance with the regulations of MOLISA and the school. Arrange class structures and appoint temporary class monitors at the beginning of each course. Transfer class information to relevant faculties. Issue student ID cards, health insurance, accident insurance, and manage card replacement in specific cases.
Maintain student records and data as per regulations issued by MOLISA.
Handle administrative procedures such as student confirmation letters for education loans and social policy benefits, introduce students to local police for residency registration, and collect feedback on off-campus student behavior.
Receive and resolve student-related complaints or submit them to the Board of Rectors for handling.
Coordinate with the Training Department to organize graduation ceremonies, mid-term and year-end reviews, and admission processes. Assign student codes and IDs. Monitor and address issues related to student conduct and internship placement. Track post-graduation employment rates.

2. Organization and management of student study and conduct:

Monitor classroom activities, attendance, and coordinate with lecturers to ensure proper class management.
Approve student leave requests: 1–3 days require subject lecturer's approval; 4 days or more require approval from the Board of Rectors. Inspect student adherence to academic regulations.
Implement student conduct evaluation as per MOLISA regulations (Decision 54/2008/QĐ-BLĐTBXH) and school guidelines.
Organize student emulation, commendation, and disciplinary actions according to Decision 26/2007/QĐ-BLĐTBXH and the school’s rules.
Conduct “Orientation sessions” at the start of each course/year. Organize regular flag-raising ceremonies and thematic meetings for students.
Encourage participation in academic competitions, scientific research, and innovation contests.
Promote ideological, moral, and lifestyle education for students.
Support Party membership development among students and facilitate student involvement in political and social organizations.
Ensure security and order in the school’s dormitories.

3. Health care, sports, and cultural activities:

Cooperate with the Administration and Human Resources Department to provide health care services, organize medical examinations upon enrollment, conduct routine health checkups, and handle cases unfit for study.
Organize student participation in cultural, artistic, and sports activities in collaboration with the Physical Education unit and Youth Union.

4. Security, order, and crime prevention:

Collaborate with local authorities and police to ensure political security and social order at the school and student accommodations.
Promote legal education on traffic safety, crime, drug, prostitution, and HIV/AIDS prevention. Guide students to comply with laws and school regulations.
Offer legal and psychological counseling to students.
Implement tracking measures (“lần vết”) as prescribed by MOLISA.
Prepare disciplinary files, advise the School’s Disciplinary Council, and issue relevant decisions (warnings, suspensions, re-admissions).
Oversee the evaluation of student conduct each semester and academic year.

5. Implementation of student policies and benefits:

Execute policies on scholarships, social allowances, insurance, student loans, and other benefits.
Manage internal school support for disadvantaged, disabled, and policy-eligible students.
Periodically organize job fairs and employer-student engagement events.
Propose tuition reductions and scholarship awards.
Carry out additional tasks as assigned by the Rector and Vice-Rectors.
The Head (or authorized Deputy Head) of the Student Affairs Department is delegated to sign specific documents on behalf of the Rector, such as student invitations, parental notifications, loan letters, and other documents defined in the school’s archival regulations. They are also responsible for preliminary signing of department-originated administrative documents prior to final approval.
Act as the standing member of the School’s Student Commendation and Disciplinary Council and other advisory councils related to student affairs.

2. HUMAN RESOURCES