Regulation on undergraduate training

REGULATION ON UNDERGRADUATE TRAINING

(Issued pursuant to Decision No:508/QĐ–HVNG dated 10/08/2021 by the President of the Diplomatic Academy of Vietnam)

Chapter I

GENERAL REGULATIONS

Article 1. Scope of regulation and applicable subjects

1. This regulation regulates the organization and management of undergraduate education & training in the regular/full-time training system at the Diplomatic Academy of Viet Nam, including: Training programs; study duration; forms and methods of training; setting up plans and implementation of teaching; assessment of study results and issuance of graduation diplomas; and other regulations applicable to students.
2. This regulation is applicable from 2021-2022 academic year for students starting from Batch 48 of the regular full-time undergraduate program, trained under the credit-based system.
3. In this regulation, the term ‘'the Academy'’ is used to refer to the Diplomatic Academy of Viet Nam.

Article 2. Training Program and Study duration

1. A training program is a system of educational and training activities designed and organized to achieve training objectives, aiming to confer a university education degree to learners. A training program includes objectives, knowledge volume, structure, content, methods, and forms of assessment for subjects, majors, educational levels, and learning outcomes aligned with the National Qualifications Framework of Vietnam.
2. The training program is constructed based on credit units, structured from courses or modules (hereinafter referred to collectively as modules), which must include enough mandatory modules and meet the curriculum standards as per the current regulations of the Ministry of Education and Training of Viet Nam.
3. The content and out-come standards of the training program apply universally to different forms, methods of training, and diverse learners. For individuals who have graduated from a different level or major, the actual study volume is determined based on recognition, credit transfer, and exemptions from modules in the previous training program.
4. The training program must be publicly disclosed to learners before admission and at the beginning of the course; any changes or adjustments related to the training program are to be implemented in accordance with current regulations and to be announced before application.
5. The undergraduate training programs for each major are developed by the faculties, approved by the Academy's Scientific and Training Council, and endorsed by the Academy’s President. The Academy is currently implementing the following training programs:

• International Relations program (major code: 7310206)
• International Economics program (major code: 7310106)
• International Business program (major code: 7340120)
• International Law program (major code: 7380108)
• English Language program (major code: 7220201)
• International Communication program (major code: 7320107

1. Throughout the course, students must accumulate a minimum number of credits as required by the training program and obtain certificates in National Defense Education, complete the module of Physical Education, and the module of Computer Science to be eligible for graduation recognition.
2. The standardized study plan for the entire course of the training program
3. a) A course is the period according to the standardized study plan provided in the training program. The period for the entire course under the standardized study plan of the regular undergraduate training form at the Academy is designed for 04 academic years (08 semesters).
4. b) Students can shorten or extend the duration of the course, but must meet the conditions specified in Section 6 of this Article.
5. The maximum study period for students to complete the course.
6. a) The maximum study period for a student to complete the course shall not exceed two times the duration stated in the standardized study plan for the entire course (08 academic years)
7. b) Beneficiaries of preferential policies as stipulated in the current Regulations on Undergraduate and College Admissions are allowed to extend the maximum study period to complete the program, but not exceeding 02 years compared to students who are not eligible for preferential policies.

Điều 3. Training Methods

The academy applies a credit-based training method uniformly for all full-time regular training courses. Specifically:

1. Training is organized by each course/module, allowing students to accumulate credits of each module and follow an individualized study plan that is in line with the Academy's teaching schedule/plan. At the same time, students are encouraged to demonstrate their activeness, proactiveness, and creativness in their study and scientific research.
2. Students who do not pass a mandatory course must retake that course, or study an equivalent course as specified in the training program, or study a replacement course if the original course is no longer offered.
3. Students who do not pass an elective course must retake that course, or they may choose to study another elective course as specified in the training program.

Điều 4. Educational Credits

1. Educational Credits (abbreviated as credits) are the units used to determine the academic workload of a student, thereby evaluating the student's academic performance based on the accumulated credits. One credit is defined as 15 hours of theoretical lectures or 30-45 hours of practical work, discussions, or 45-90 hours of internships; 45-60 hours for essays, major assignments, or graduation theses.

For theoretical or practical courses, to comprehend and accumulate one credit, each student must spend at least or a minimum of 30 hours in preparation.

1. Credit hours are the units used to measure the duration of students' learning and practical activities. Credit hours are divided into 03 types based on the structure of teaching and learning methods, quantification of time, and are determined as follows:
2. a) Classroom credit hour: consisting of 1 period (tiết) in class and 2 self-study periods.
3. b) Practical credit hour: consisting of 2 practical periods and 1 self-study period.
4. c) Self-study credit hour: consisting of 3 self-study periods.

One period (tiết học) is equivalent to 50 minutes.

1. Method for implementing credit hours

The method for implementing credit hours includes activities of both lecturers and students as specified in the course outline, placing emphasis on the self-study, research capabilities, internships, practical experience to accumulate the required knowledge volume for the course. The methods for implementing credit hours include the following forms.

1. a) In-class: Students learn in the classroom through lectures and guidance from the instructor.
2. b) Practice: Students learn through hands-on practical activities, internships, completing assignments, reading, and researching materials… under the direct assistance of the instructor/lecturer.
3. c) Self-studies: Students engage in independent study and research or in groups at home, in the library, etc., in accordance with the plan, tasks, and content assigned by the instructor/lecturer. This is assessed and accumulated into the final academic results for the course.

Điều 5.  Course and Course Syllabus

1. A course is a relatively complete unit of knowledge, convenient for students to accumulate during the learning process. Each course has a minimum duration of 02 credits and a maximum of 04 credits. Each course must be evenly taught throughout one semester. Each course is identified by a unique code assigned by the Department of Undergraduate Training in collaboration with the faculties and other units of the Academy, as regulated and uniformly used throughout the entire Academy.

Each course/module may include various components such as theory (LT), discussion (THL), exercises (BT), practice (TH), essays (TL), etc. These components are clearly specified in the course syllabus/outline.

The graduation thesis (KLTN) is a special module with an equivalent knowledge weight of 10 - 12 credits

          2.Types of courses/modules

1. a) In terms of the characteristics of courses, there are three types as follows:

-Theoretical courses: These are courses where lecturers and students work in the classroom, including presentations, solving exercises, discussions, and group work under the guidance of the lecturer

- Practical courses: These are courses where students engage in practical activities, conduct experiments, research, and write essays…

- Combined Theory and Practice Course: This type of course involves a portion of theoretical instruction by the lecturer, and a portion where students engage in practical activities, conduct research, and write essays…

1. b) According to the requirements for accumulating knowledge, there are the following types of courses:

- Compulsory Course: This is a course that contains essential core content within the training program, and all students are required to take this course.

- Elective Course: This is a course that encompasses necessary knowledge content, but students have the flexibility to choose under the guidance of the instructor, either to diversify their specialization or to choose freely to accumulate the required number of courses specified for each program.

- Prerequisite Course: This is a mandatory course that students must complete and pass before being allowed to continue to the subsequent course.

- Accumulative Course: This is a course for which the final grade is a Passed one in accordance to the regulations specified in Article 2, Section 16 of this Regulation.

1. Course Syllabus/ Detailed Course Outline

A course syllabus must provide essential information about the content and methods of the teaching and learning for the course, approved by the Academy's Council of Science and Education, and posted on the electronic information page of the Academy.

A course syllabus consists of the following:

- Information about the training unit (faculty’s name, Discipline...):

- Information about the course (course’s name, mandatory or elective, number of credits, prerequisite courses...):

- Information about teaching and learning methods;

- Objectives, basic content, and teaching methods of the course;

- Textbooks and a list of reference materials used;

- Requirements and regulations for assessment and evaluation of learning outcomes;

- Some other relevant information as per the regulations and guidance of the Academy.

1. At least once every 5 years, the course syllabus is revised, supplemented, updated, and modernized to align with the practical requirements. The adjustment and supplementation of the fundamental content of the course must be approved by the dean of the faculty and documented, stored in the faculty, and the Undergraduate Training Department.

Chapter II

PLANNING AND IMPLEMENTING THE TEACHING & LEARNING

Article 6. Teaching and Learning Plan

1. The detailed teaching and learning plan provides details of implementing the training program by academic year, semester, aligning with the forms and methods of training.
2. A teaching and learning plan is developed based on the academic year (Gregorian calendar year). An academic year consists of two or three main semesters with a minimum total of 30 weeks of classroom instruction, and may include additional supplementary semester(s).
3. A semester is the period of time during which students complete a set of courses within the training program.

The main semester is a semester with a duration of 15 weeks to 20 weeks of actual instruction and 3 weeks for examinations. Multiple courses within the training program are scheduled for teaching during each main semester. In special cases, the President has the authority to decide on the timing of the main semester.

          The supplementary semester has a minimum of 6 weeks of actual instruction and 2 weeks for examinations. This semester is designed for students who:

• Did not pass the exam(s) of course(s) in the main semesters and are to retake them;
• Enrolled in a dual degree program;
• Have a need to improve their grades;
• Want to finish their training program early;
• Want to take additional course(s) outside the curriculum.

Students register to participate in the supplementary semester on voluntary basis. The Department of Undergraduate Academic Affairs and the faculties of the Academy collaborate to organize the supplementary semester depending on the number of registered students and the teaching capacity of the faculties.

Article 7. Implementing teaching and learning

1. Class organization
2. a) Classes are organized for students who share the same course group or are in the same academic program, allowing them to exchange knowledge, engage in scientific research, and participate in extracurricular activities (Student Union, Youth Union, Clubs, etc.);
3. b) Two types of classes:

- Cohort Class: a class organized for students admitted to study the same major in the same academic year, maintaining stability throughout each academic term. The purpose is to sustain organizational activities, political and social events, cultural and sports activities, while managing students throughout their academic journey. The cohort class is identified by a specific code determined by the Academy.

- Course Class: a class organized for students who register for the same course based on the semester timetable. The course class has a class leader appointed by the responsible lecturer, and students in the class elect the class leader. Each course class is identified by a specific code determined by the Department of Undergraduate Academic Affairs in collaboration with the faculties.

1. Timetable and Teaching Assignment

According to the academic training plan for the school year, the Department of Undergraduate Academic Affairs constructs the timetable for each semester, while the faculties/course teaching team work to assign lecturers to teach specific course classes according to the given timetable.

The formal study time is from 7:00 AM to 5:55 PM every day, and it can also be arranged on Saturdays and Sundays.

There are 4 study sessions each day, and the time is arranged as follows:

Depending on the number of students registered, the number of classes to be organized, and the facilities available at the Academy, the Department of Undergraduate Academic Affairs arranges the timetable within the aforementioned time frames.

1. Notification of Training Plan
2. a) At the beginning of the academic term, the Department of Undergraduate Academic Affairs and the Department of Political Affairs and Student Management announce the following information to the Academy’s students:

• Training program(s) for each major.
• Training regulation and related regulations regarding students' learning, training, and activities.

1. b) About 2 weeks before the start of the new semester, the Department of Undergraduate Academic Affairs informs students of the following:

- The tentative schedule for course classes in the semester includes the following information: Course code, course name, number of credits, course class name, class schedule, classroom, maximum number of students in the course class, and any additional notes regarding course registration. The timetable for regular course classes is evenly arranged throughout the weeks of the semester. In cases where it is necessary to concentrate the study schedule, the weekly teaching hours for any course do not exceed 15 hours, and the daily hours do not exceed 4 hours.

- In cases where certain courses need to be taught in the other academic year on the irregular basis, due to the absence of the lecturer or other reasons, the Department of Undergraduate Academic Affairs will provide specific notifications for students to consider before registering for those courses. The registration for these courses must adhere to the regulations regarding course registration conditions.

Article 8. The organization of course registration, re-registration, and withdrawal of registered courses

1. Two weeks before the official start of the main semester, students are required to study and understand the training program/curriclum. They must register for the courses they intend to take during that semester, following the guidelines provided by Department of Undergraduate Academic Affairs. To ensure progress and the quality of learning, each student is allowed to register for a study load within the framework for each semester as follows:
2. a) The minimum workload should not be less than the average workload for one semester according to the standard study plan.
3. b) The maximum workload should not exceed 3/2 of the average workload for one semester according to the standard study plan.
4. There is no specified minimum study load for students during the supplementary semester.
5. The registration of courses for each semester must adhere to the prerequisite conditions for each course and the sequence of study for each program.
6. Students who receive an F grade in a compulsory course must re-register for that course in one of the subsequent semesters until they achieve a grade of A, B, C, or D. In cases where the course is no longer part of the curriculum/training program (due to changes in the curriculum), students must re-register and accumulate sufficient credits through replacement courses as required by the Dean of the faculty or the Head of the Department of Undergraduate Academic Affairs.
7. Students who receive an F grade in an elective course must re-register for the same course or choose an alternative elective course from the available options within the elective courses offered in each academic program.
8. The registration for withdrawing from registered courses within the study load is only accepted by the Department of Undergraduate Academic Affairs no later than 2 weeks after the start of the main semester and no later than 1 week after the start of the supplementary semester. Withdrawal registrations must have valid reasons to avoid disruption to the overall teaching schedule.

Students who register for course withdrawal beyond the mentioned deadline will not be accepted. Students must continue studying and complete the registered course. In cases where students do not to continue with the course, they will receive a grade of 0 (zero), except in cases of unavoidable circumstances (requiring a formal letter explaining their exceptional reason(s)).

1. The conditions for withdrawing from registered courses

• Students must write a letter to be submitted to the Department of Undergraduate Academic Affairs.
• Approval from the academic advisor is required.

The student is only allowed to withdraw from a course after the responsible lecturer receives the withdrawal request form from the Department of Undergraduate Academic Affairs.

Article 9. Teaching and Learning Methods

The teaching and learning methods are mentioned in the detailed syllabus for each course, where theoretical, discussion, and practical methods are applied to all courses in the training program. In the first class of the semester, the instructors/lecturers are responsible of providing students of the detailed course syllabus and other related regulations.

Article 10. Online Teaching and Learning

1. Online teaching is an instructional activity organized and conducted through the online learning system. The Department of Undergraduate Academic Affairs may organize online classes complying with current regulations regarding the use of information technology in management and organization of online training, ensuring that the quality of online classes is not inferior to that of in-person classes.
2. The online learning system is a software system for online education and information technology infrastructure that enables the management and organization of teaching through the internet environment.
3. The total duration of online teaching does not exceed 30% of the total program curriculum.
4. Online teaching activities are carried out in line with the semester timetable, with the content following the approved detailed course syllabus.
5. In the event of natural disasters, complex disease outbreaks, and other unavoidable circumstances, the Academy follows the guidelines provided by the Ministry of Education and Training.
6. The responsibilities of the Academy’s units and individuals in online teaching and learning:

- The Department of Undergraduate Academic Affairs: opens online classes on the online learning management system according to the timetable; organizes the management of online teaching and learning; manages and stores data related to online teaching and learning.

- The Center for Information & Documentation (IT Department): collaborates with the Department of Undergraduate Academic Affairs and Faculties in opening online classes, providing guidance on usage, and addressing technical issues that arise during the online teaching and learning process.

- Online teaching instructors/lecturers: organize online classes in accordance with the timetable; start classes on time, ensuring the correct duration; proactively manage devices and internet connection during online teaching; assign learning tasks, conduct assessments, and evaluate students' learning outcomes; assist students in accessing online learning materials; provide guidance, support, and address students' inquiries.

- Online learning students: attend all online classes according to the timetable, complete learning activities, assessments, and evaluations as required by the instructor; participate in discussions during online classes; explore and utilize online learning materials.

Article 11. Collecting feedback from learners

At the end of each main semester, before releasing examination results to students, the Department for Examination and Quality Assurance sets up a plan to gather feedback from students on the conditions ensuring quality and the effectiveness of learning across all classes.

The Department for Examination and Quality Assurance conducts surveys through software or distribute survey forms to each student, providing guidance to ensure that students complete the surveys in accordance with the specified regulations.

Students are responsible for responding seriously and thoroughly, addressing all contents in the survey forms, including direct contributions and feedback.

Instructors/lecturers will receive a summary of students' opinions for each course they taught. They have the right to access the original feedback from students.

The Department for Examination and Quality Assurance relies on the survey results and feedback from relevant parties to develop improvement plans and implement measures to address existing issues, aiming to enhance the quality of education & training.

Chapter III

ASSESSMENT OF ADEMIC RESULTS AND GRANTING DEGREE

Article 12. Assessment of Academic Results.

The academic performance of students is evaluated after each main semester based on the following criteria:

1. Academic workload: the total number of credits for the courses that a student registers for in a semester.
2. Accumulated knowledge workload: the total number of credits for courses that have been assessed with a passing grade since the beginning of the academic program.
3. Semester GPA: the weighted average grade based on the credits of the courses that a student registers for in that semester (including both passing and non-passing courses).
4. Cumulative GPA: the weighted average grade based on the credits of the courses that a student has been assessed with a passing grade, calculated from the beginning of the academic program up to time of the review/assessment.

Article 13. Assessment of the academic results of a course

1. The assessment of students' academic results in a course involves two forms:
2. a) Continuous assessment: It is the activity of instructors/lecturers using various evaluation methods in different forms of credit hours (theory, discussion, practical work, experiments, group activities, self-study, research, etc.) to assess students' mastery of knowledge and skill development as defined in the course objectives.
3. b) Periodic assessment: It is the activity of instructors/lecturers at designated times specified in the course syllabus to assess the extent to which students achieve the course objectives at the corresponding stage.
4. The selection of forms for continuous and periodic assessment, as well as the weighting of assessment scores, is proposed by the instructor in charge of the course, approved by the Head of the faculty, and must be specified in the detailed course syllabus.
5. The final exam for a course is conducted in the following forms:

- Written exam (multiple-choice or essay, or a combination of both) with a duration ranging from 60 minutes to 120 minutes;

- Interview;

- Essay writing;

- Practical exam (simulated negotiation, simulated international conference, mock trial, etc);

- Combination of the afore mentioned forms.

The appropriate exam format for each course is determined by the instructor/lecturer in charge, approved by the Head of the faculty, and must be specified in the detailed course syllabus.

1. The assessment score for a course (referred to as the course grade)

The course grade is evaluated based on a minimum of 03 components. The component scores are assessed on a scale of 10. The evaluation method, assessment form, and weight of each component are specified in the detailed syllabus for each course. These include:

- The continuous assessment score has a weight not exceeding 20% of the total course grade;

- The periodic assessment score has a weight not less than 20% of the total course grade;

- The final exam score has a weight not less than 60% of the total course grade.

Each type of score has its own weight, determined by the instructor in charge of the course, approved by the Head of the faculty, and specified in the detailed syllabus for the course. The course grade will be the average score calculated based on the coefficients of the final exam score and component scores, rounded to one decimal place.

- The continuous assessment score and periodic assessment score need to be announced by the instructor in charge of the course to the students no later than 01 week after the completion of the course.

- The final exam score needs to be announced by the Department of Undergraduate Academic Affairs to the students no later than 03 weeks after the exam.

1. The online assessment method is applied while ensuring honesty, fairness, and objectivity similar to direct assessment, contributing not more than 50% of the course grade. Specifically, organizing the defense and evaluation of the thesis online is carried out with a higher weight when meeting the following additional conditions:
2. a) The assessment is conducted through a specialized council consisting of at least 03 members;
3. b) The online defense and assessment method must have the consensus of the council members and students;
4. c) The proceedings of the online defense are recorded through video and audio, and the full recording is stored.
5. In case there are changes to the forms of regular assessment, periodic evaluation, and final exams compared to the regulations in the detailed course syllabus, the responsible lecturer needs to report and obtain the approval of the Head of faculty. The faculty is responsible for reporting to the Department of Undergraduate Academic Affairs and informing students no later than 5 weeks after the start of the course.

Article 14. Conditions for taking the final exam

1. Students are eligible to take the final exam if they meet the following conditions:
2. a) Attend classes as guided in the Detailed Syllabus of the course (minimum 80% of the class time). In cases where a student cannot attend enough classes for a valid reason, the course instructor will review and decide whether to allow the student to take the final exam;
3. b) Complete regular assessments and meet other specific requirements of the course as detailed in the course syllabus provided by the instructor at the beginning of the course. In cases where students skip periodic assessments by themselves or receive a score of 0 (zero) in regular assessments, they will not be allowed to take the final exam;
4. c) Pay the full tuition fees and accommodation fees (applicable to students live in the Academy’s dormitary) on time according to the regulations of the Academy.
5. The lecturer in charge of the course decides the list of students eligible to take the final exam and notifies the students immediately after the completion of the course. Students who do not meet the requirements to take the final exam must register to retake the course.

Article 15. The organization of end-of-semester exams

1. In each semester, the Academy organizes a main exam right after the completion of the courses. The time allocated for exam preparation for each course is proportional to the number of credits of that course, at least 2/3 days for one credit. Students absent from the end-of-semester exam, without a valid reason, will be considered as having participated in the exam once/one time and must receive a score of 0 (zero) for the main exam.
2. The supplementary exam is for students who did not attend the main exam for a valid reason. In cases where there is no supplementary exam, these students will have to take the end-of-semester exams in subsequent main or supplementary semesters.
3. In each exam season, each course exam is conducted separately, and there is no arrangement to combine exams for different courses (except for language courses) in the same exam session for a student.
4. Students who do not attend the final exams due to incomplete payment of tuition fees or dormitory fees (applicable to dormitory resident students) or quit the exam without a valid reason will receive a grade of 0 (zero).
5. The final exam is constructed with the content appropriate to the detailed course syllabus that has been published and approved by the Head of the faculty. The construction/creation of exam questions or selection exam questions from the question bank is done in accordance with the regulations of the Academy.
6. The grading of final exams for each course must be conducted by 02 instructors. The retention period for written exams, essays, assignments, etc., should be at least 02 years, counted from the exam date or the date of submission of essays and assignments. The Examination and Quality Assurance Department is responsible for preserving the exams according to the regulations.Top of Form
7. The final oral exam must be conducted by 02 instructors. The grades for the oral exam are publicly announced after each exam session. In case the 02 examiners do not reach a consensus on the grading, they will present the exam results to the Head of the facultyfor a decision.
8. The score sheets for the final exams must follow the institute's common template, bear the signatures of the examiners, and receive the approval of the Department Head. Two copies should be made, with one copy retained at the Department and the other submitted to the Undergraduate Academic Affairs Office no later than 15 days after the completion of the exams.

Article 16. How to calculate section evaluation scores, course grades

1. Grading scale: Student academic performance is processed and evaluated based on both grading scales: a 10-point scale and a 4-point scale.
2. a) The 10-point scale is a convenient grading scale used to assess module test scores, component evaluation scores, final module (course) examination scores, and overall module grades. The module grade is the sum of all component evaluation scores for the module multiplied by their respective weights, rounded to one decimal place, and then converted into letter grades A+, A, B+, B, C+, C, D+, D, F.
3. b) The 4-point scale is the official grading scale, converted from letter grades, used when calculating the semester GPA and cumulative GPA.
4. Types of grading scales and conversion methods.

Table 1. The grading scale for academic assessment 

Some special cases use letter grades for classification, not included in the cumulative grade point average

I: Incomplete grades due to permitted postponement of exam, test;

X: Incomplete grades due to insufficient data;

R: Course grades for exempted coursework and crdit recognition.

1. The classification at the F grade level, besides the cases mentioned in Table 1 of this Article, also applies to cases where students violate exam regulations, resulting in a decision to receive an F grade.
2. The classification based on the I grade is applied to the following cases:
3. a) During the study period or at the end of the semester examination, if a student is ill or has an accident and is unable to attend the assessment or examination, they must obtain permission from the course instructor and the Head of the faculty;
4. b) A student who is unable to participate in a section assessment or examination due to objective reasons must obtain approval from the course instructor and the Head of the faculty.

When receiving an 'I' grade, except in special cases regulated by the President, before the start of the next academic semester, students must register for an examination to complete the pending coursework. After the examination, the 'I' grade will be replaced with the actual grade achieved by the student. In cases where the student has not fulfilled the requirements, has not transferred the grades but does not fall into the category of being forced to withdraw from the program, they can still continue studying in the subsequent semesters.

1. The classification based on the X grade is applied to courses for which the Department of Undergraduate Academic Affairs has not yet received the report on student's academic results from the faculty.
2. The symbol R is applied in the following cases:

1. a) The course grades are assessed at the levels of A+, A, B+, B, C+, C, D+, D during the early evaluation at the start of a semester (if any) for some courses allowed for early exams to help students advance in their studies.
2. b) Courses with recognized results when students transfer from another institution or switch between programs.
3. Courses with a pass or higher grade are preserved. When a student takes up a new major, the preserved grades are included in the cumulative GPA of that major.
4. The results of exams for IT, Physical Education, and National Defense Education courses are not included in the grade point average or cumulative grade point average. The assessment and certification requirements for these courses are determined by the regulations of the Ministry of Education and Training.

Article 17. How to calculate the grade point average (GPA)

The semester grade point average and cumulative grade point average are calculated after the following formula and rounded to two decimal places:

In which:

A is either the semester grade point average or the cumulative grade point average

a_i is the grade of the ith course

n_i is the number of credits of the Ith course.

n is the total number of courses

The semester grade point average is used for scholarship consideration, rewards after each semester, concurrent enrollment in two programs, academic warning, handling dismissal, and temporary leaves of absence after each semester.

The cumulative grade point average used for academic warning, handling dismissals, academic ranking, and graduation ranking is calculated based on the highest scores obtained in the various times of exam.

Article 18. Academic classification/ranking.

1. Students are classified academically based on the semester grade point average, annual grade point average, or cumulative grade point average on a 4-point scale as follows:

• From 3.6 to 4.0: Excellent
• From 3.2 to below 3.6: Good
• From 2.5 to below 3.2: Fairly good
• From 2.0 to below 2.5: Average
• From 1.0 to below 2.0: Weak
• Below 1.0: Poor

1. Students are classified by academic level based on the accumulated credit hours since the beginning of the course (referred to as N) and the average credit hours per academic year according to the standard study plan (referred to as M), as follows:

- First-year level: N < M;

- Second-year level: M ≤ N < 2M;

- Third-year level: 2M ≤ N < 3M;

- Fourth-year level: 3M ≤ N < 4M;

- Fifth-year level: 4M ≤ N < 5M.

Article 19.  Exam result review

Students have the right to request an exam result review. The application for an exam result review should be submitted to the Department of Undergraduate Academic Affairs within 7 days from the date of result announcement.

After the exam result review, if the score is higher than the initial result, the Head of the faculty or the Head of the Department of Undergraduate Academic Affairs must request a third-party lecturer/officer with the same expertise to re-grade. The final result must be confirmed and signed by the Head of the faculty before being officially announced by the Department of Undergraduate Academic Affairs. The deadline for announcing the result of the review is 7 days after the expiration of the exam result review application submission period.

Article 20. Retaking and Improving Grades

Students who receive a failing grade (F) in a course after the main examination must register to retake that specific course, or an equivalent course, or a substitute course in one of the subsequent semesters until they achieve a grade of D or higher. The final attempt's grade is considered the official grade for the course.

Students who have already obtained a passing grade (from D and above) are allowed to register for retaking a course to improve their grade. The highest result among the attempts will be chosen to calculate the cumulative grade point average. Students may choose to switch to another course if it is a conditional elective course aimed at improving the grade.

Article 21. National Defense Education and Physical Education courses

1. The regular full-time undergraduate training program includes courses on National Defense Education and Physical Education
2. Individuals exempted from taking the National Defense Education course
3. a) Individuals exempted from taking the National Defense Education course:

- Students who were military officers;

- Students have fulfilled military service obligations (with discharge decision);

- Students are foreigners;

- The students are government-salaried employees and have been sent for education at the Academy by their institutions;

- Students hold National Defense Education certificates appropriate to their level of education;

- Students have physical or congenital disability that restricts movement function (with a Certificate issued by a district-level hospital or equivalent);

1. b) Individuals granted a temporary deferment from the National Defense Education module/course

- The students who are currently studying, but their health is not fit.

- The students who are pregnant, and taking care of a child under 24 months.

Individuals who are granted a temporary deferment from the National Defense Education module, upon the expiration of the deferment period, must fulfill the requirements of the module to be eligible for the certificate as regulated.

1. Individuals exempted or granted a temporary deferment from the Physical Education module
2. a) Individuals exempted from the Physical Education module:

- Students have achieved awards or holds a certificate for physical and sports achievements;

- Student have completed the physical education modules appropriate for their level of education;

- Student have a disability or congenital anomaly that limits movement function (with a certificate from a district-level hospital or equivalent).

1. b) Individuals granted a temporary deferment from the Physical Education module:

• Students are currently studying, but their health is not guaranteed.
• Students are pregnant and taking care of a child under 24 months old.

The individuals who are granted a temporary deferment from the Physical Education module must, upon the expiration of the deferment period, fulfill the requirements of the module as stipulated.

Article 22. Academic warning, mandatory termination of study

1. Academic warning

The warning of academic results is conducted at the end of each main semester to help students with poor academic performance become aware of their situation. This enables them to set up their suitable study plans to graduate within the maximum allowed timeframe of the program. The warning is based on the following conditions:

1. a) The total credits of courses with an F grade (not passing) in the semester exceed 50% of the registered credit load for the semester, or the total outstanding credits accumulated from the beginning of the academic term until the evaluation point exceed 24 credits;
2. b) The cumulative grade point average is below 0.80 for the first semester of the course and below 1.00 for subsequent semesters;
3. c) The cumulative grade point average is below 1.20 for first-year students, below 1.40 for second-year students, below 1.60 for third-year students, and below 1.80 for students in subsequent years.

Depending on the academic situation, the President may apply one or two of the three conditions mentioned above to issue a warning about the student's academic performance, ensuring not to exceed two consecutive warnings. The Department of Political Affairs and Student Management is responsible for notifying students who are subject to warnings and their families in writing immediately after the warning decision is made.

1. Mandatory termination of study

After each main semester, the Academy makes a decision to suspend/terminate study and remove students’ names from the student list if the students fall into any of the following cases:

1. a) Exceeding the specified limit of academic warnings set by the Academy;
2. b) Exceeding the maximum allowed duration of study as stipulated in Article 8, Clause 2 of this Regulation at the Academy;
3. c) being disciplined for the second time for reasons such as taking exams on behalf of others or having someone else take exams on their behalf, or being disciplined at the level of removal from the Academy's student list.
4. Based on their individual circumstances, students can submit a request to withdraw from studies. The Academy will make a decision to allow the student to withdraw if the request is clear and valid. This situation includes cases such as requesting to study abroad, being allowed to transfer to another institution for justified reasons, or when a student applies to retake an entrance exam.
5. Students who are subject to mandatory withdrawal, if they wish to transfer to another institution, must submit a request to the President to review each case specifically. In such cases, students are allowed to retain a portion of their academic results from the current program. The President will assess and decide on the retention of academic results for each specific case.
6. Students who request to withdraw from studies for personal reasons, excluding cases under consideration for mandatory withdrawal or disciplinary review, must participate in the entrance examination like other applicants if they wish to return to their studies.
7. The Department of Political Affairs and Student Management is responsible for notifying the local authorities at the student's permanent residence and the family of the student who is subject to mandatory withdrawal, no later than one month after the decision to withdraw/dismiss is made.

Article 23. Accumulation of Knowledge for Graduation.

1. Students are allowed to register for the accumulation of graduation knowledge by choosing one of the following options:

- Writing a graduation thesis: This applies to students who meet all the conditions under the regulations on graduation theses set by the Academy. The graduation thesis is an equivalent course worth 10 - 12 credits for regular full-time undergraduate programs.Top of Form

- Studying and taking exams for certain specialized courses: This applies to students who do not meet the requirements for writing a graduation thesis. In this case, students must register for additional specialized courses as substitutes if they have not accumulated enough credits as stipulated for the program.

1. Issues related to the Graduation Thesis are carried out in accordance with the Regulation on Graduation Theses issued by the President of the Academy.

Article 24. Evaluation of the graduation thesis

1. Depending on each program, the President specifies the evaluation methods for the graduation thesis. The evaluation of each graduation thesis must be conducted by at least 02 assigned faculty members/lecturers.
2. The grade for the graduation thesis is included in the cumulative grade point average for the entire course of study.
3. A student who receives an F grade for the graduation thesis must register to redo the thesis or enroll in additional specialized courses as substitutes to ensure that the total credits for the additional specialized courses are equivalent to the creditsfor the graduation thesis.

Article 25. Conditions for graduation evaluation and recognition of graduation

1. At the end of each course, students who meet the following conditions will be evaluated and officially recognized as graduates:

• No criminal liability or disciplinary actions from the level of suspension from studies or up by the time of graduation assessment.
• Accumulation of the required courses/modules, credits, and completion of other mandatory components as per the program's requirements.
• The cumulative grade point average for the entire course of study must be at or above the specified average.
• Possession of a Foreign Language Certificate meeting the standards set for each major by the President of the Academy.
• Possession of a National Defense Education certificate, completion of Physical Education and Computer Science modules.
• Achievement of the required Community Service Points as specified by the Academy.
• Submission of a request to the Department of Undergraduate Academic Affairs for consideration of early graduation if meeting the graduation criteria or graduation delay, ahead of or beyond the scheduled timeframe for the course.

1. After each semester, the President of the Academy issues a decision to establish the Graduation Examination Council. The Graduation Examination Council relies on the graduation recognition conditions stipulated in Clause 1 of this Article to create a list of students who meet the graduation requirements. The Graduation Examination Council is chaired by the President or a person authorized by the President, with the Head of the Department of Undergraduate Academic Affairs serving as the Secretary and members including the Head of the Department of Political Affairs and Student Management, the Head of the Financial Administration Department, the Heads of the faculties, and other relevant units.
2. Based on the minutes and recommendations of the Graduation Examination Council, the President signs the decision to recognize graduation and issues the graduation certificate (B.A Degree) within a period of 3 months from the moment the student fully meets the graduation requirements.

Article 26. Granting graduation degree (B.A Degree)

1. The university diploma is awarded based on the major of study. The transcript includes the specialization’s name.
2. The graduation rank is determined based on the cumulative grade point average (on a 4-point scale) for the entire course of study. The ranking method is defined as follows:

Table 2: Graduation rank

1. For students who have achieved an excellent or evry good overall academic performance throughout the course, the graduation rank will be lowered by one level if they fall into one of the following cases:

• The volume of courses to be retaken exceeds 5% of the total credit hours stipulated for the entire program.
• Has been disciplined during the study period from a warning level and above.

1. A student who has exceeded the maximum study period as per regulations but has not met the graduation requirements due to incomplete National Defense Education or Physical Education modules or has not achieved the language and computer proficiency standards, within a period of 3 years from the end time of the course of study, may request a graduation assessment.
2. If a student's academic results meet the regulations outlined in Clause 1, Article 25 of these regulations, applicable to certain training programs corresponding to different fields of study (majors), then the student will be awarded different graduation certificates (BA Degree) corresponding to those fields of study.

Article 27. Retention, recognition of accumulated academic results

1. Students who do not meet the graduation requirements but have not exceeded the maximum allowable study time at the university level may retain the courses with grades of 4.0 or above. Within the maximum allowed study period specified in Clause 8, Article 2 of these regulations, students are allowed to register for and retake exams for courses with grades below 4.0.
2. Students who have exceeded the maximum allowed study time but do not meet the graduation requirements will be issued a certificate of academic results for the accumulated courses within the training program.

Chapter IV

OTHER REGULATIONS FOR STUDENTS

Article 28.  Registration for Admission/Retention of Admission Results

1. After being admitted to the regular undergraduate program at the Academy, students must come to the Academy to complete the enrollment procedures within the specified deadline.
2. To enroll, students must submit all required documents as specified by the annual Admissions Council. All documents submitted by students upon enrollment must be organized into individual folders for each person and managed by the Department of Political Affairs and Student Management. All enrollment procedures must be completed within the deadline specified in the Academy's Admission Plan.

After reviewing the admission documents and confirming that all requirements are met, the Department of Political Affairs and Student Management submits a decision to the President for approval, recognizing the individual as an official student of the Academy.

1. If there is a valid reason according to the regulations in the current Regulation on Admission for Regular/Full-time University and College programs, successful candidates may request to retain their admission results. In this case, the successful candidate must submit a retention request to the Department of Political Affairs and Student Management and must obtain the Decision for retention signed by the President.

The period for retaining admission results should not exceed two regular semesters. To re-enroll, candidates must submit a re-enrollment application along with the Decision on retention to the Department of Political Affairs and Student Management before the start of the new semester, at least one month in advance.

          Article 29. Concurrent Enrollment in Two Programs

1. Students are allowed to register for the second program at the earliest when they have been placed in the second-year level of the first program. At the time of registration, students must meet one of the following two conditions:
2. a) Academic performance is assessed based on the cumulative average grade, and students must achieve a classification of 'Good' or higher, meeting the quality assurance threshold of the second program in the enrollment year;
3. b) Academic performance is assessed based on the cumulative average grade, and students must achieve a classification of 'Average' and meet the admission requirements of the second program in the enrollment year.
4. During the concurrent enrollment in two programs, if the cumulative average grade of the first program falls below the average or is in the warning category, the student must discontinue the second program in the following semester; The student will be removed from the registered list of the second program.
5. The maximum allowed duration for concurrently enrolling in two programs is the maximum duration specified for the first program, as regulated in Article 8, Section 2 of this Regulation. While enrolled in the second program, the students’ results of equivalent courses in content and knowledge volume that are present in the first program are recognized.
6. Students are only eligible for graduation review/assessment in the second program if they meet the graduation requirements of the first program and registered no later than 02 years before the graduation review of the second program.
7. The Academy has detailed regulations on the procedures, formalities, and conditions for enrollment and graduation certification in the second program, which are informed students of through official information channels of the Academy

Article 30.  Change of major, change of study location and transfer to another institution.

1. Students are considered for transfering to another program, a different academic major, or another branch of the Academy, or from a branch to the main headquarters when they meet the required conditions
2. a) Not being a first-year or final-year student, not being under consideration for compulsory termination of study, and having enough remaining study time as stipulated in Clause 8, Article 2 of this Regulation;
3. b) Students meet the admission criteria of the program, major, or the main headquarters (or branch) in the same admission cohort;
4. c) Meet the requirements for quality assurance conditions, without exceeding the training capacity for that program or major, as stipulated by the current regulations of the Ministry of Education and Training;
5. d) Obtain the approval of the Heads of specialized units responsible for the program, major, and the responsible authority of the branch (from and to), as well as the President of the Academy.
6. Students are considered for transfer to another training institution when they meet the following conditions:
7. a) Not currently a first-year or final-year student, not subject to being reviewed for forced termination of study, and still has enough time for study as stipulated in Section 8, Article 2 of this Regulation;
8. b) Students meet the admission requirements of the program, major of the same enrollment year at the transfer destination;
9. c) The transfer destination meets all quality assurance requirements and does not exceed the training capacity for that program, major, as stipulated by the current regulations of the Ministry of Education and Training;
10. d) Obtaining the approval of the head of the transferring institution and the head of the receiving institution.

Article 31. Sickness absence/leave and temporary suspension of study

1. Sickness absence/leave

Students who are sick during their studies or examination period must submit a written leave request to the Department of Undergraduate Academic Affairs, the lecturer in charge of the course, and the Head of the Faculty within one week from the date of illness (in case of prolonged illness, a medical certificate from a healthcare facility is required).

1. Temporary suspension/leave of study

Students have the right to write a temporary study suspension request and to preserve the results they have studied in the following cases:

1. a) Being mobilized into the armed forces
2. b) Being mobilized by the authorized authorities to represent the nation in international exams and competitions;
3. c) Being sick, or being unwell during pregnancy, or being sick due to an accident requiring long-term treatment, with a certificate from the authorized medical agency;
4. d) For personal needs: In this case, students must study for at least one semester and should not fall into cases of forced withdrawal or disciplinary review. The temporary suspension from studies for personal needs should not exceed 24 months and will be counted towards the officially prescribed study period specified in Article 8, Section 2 of these regulations.
5. Students who wish to be granted temporary leave from studies must submit an application to the Department of Political Affairs and Student Management and must have the President's approval decision of the Academy.
6. Students who temporarily suspend their studies and wish to resume their studies at the Academy must submit a written request to the Department of Political Affairs and Student Management at least one month before the start of the new semester. The President of the Academy will then issue a decision to allow the students to resume their study at the Academy.

Article 32. Student exchange and cooperation in education

1. Based on the regulations regarding mutual recognition of training processes, training content, and credit values, the Academy allows students to take some courses/modules at other training institutions and vice versa (referred to as student exchange).
2. If both Heads of the two training institutions agree, students may register to undertake some courses/modules at another training institution with the number of credits accumulated at the other training institution not exceeding 25% of the total weight of the training program (excluding the weight of National Defense Education and Physical Education courses).
3. In the training cooperation between the Academy and another training institution, the evaluation and mutual recognition of the number of credits accumulated by exchange students at the partner training instution shall not exceed 25% of the total weight of the training program (excluding the weight of National Defense Education and Physical Education courses).
4. The conditions for student exchange, training cooperation, the recognition of academic results, and credit transfer for exchange students shall be implemented in line with the regulations of the Academy.

Article 33. The disciplinary handling for students who violate the regulations

1. A student found cheating in exams, tests, the assessment of academic results will face disciplinary actions for each violated module/course in accordance with the regulations of the current High School Graduation Examination Regulation issued by the Ministry of Education and Training, except for cases specified in Article 2 of this article.
2. Students who take exams on behalf of others or let others take exams on their behalf will face disciplinary actions, with a one-year suspension for the first offense and forced termination for the second offense.
3. Students who use fake documents, diplomas, or certificates to meet admission or graduation requirements will be expelled; issued diplomas will be revoked and canceled if already granted.

CHAPTER V 

IMPLEMENTATION

Article 34. Reporting, Storage, and Public Disclosure

1. Before December 31 each year, the Academy reports to the Ministry of Education and Training and the Ministry of Foreign Affairs on the statistics of newly enrolled students, graduates, dropouts, and current students during the year, as well as those expected to graduate in the following year, and those who have found employment within the last 12 months. The report includes classifications based on input criteria, training disciplines/majors, cohorts, and forms of training.
2. The academy organizes the storage and safekeeping of documents related to training activities in accordance with the regulations issued by the Ministry of Education and Training.
3. a) Permanently archive the Admission Decision, original academic transcripts, graduation recognition decision, and the original diploma issuance book;
4. b) Other documents related to admission and training are stored and preserved throughout the training process;
5. c) The destruction of documents related to admission and training after the storage period is over, is carried out in accordance with the current regulations of the state.
6. The academy publicly announces on its electronic information page no later than 45 days before implementing the training:
7. a) Training regulations and related training management provisions;
8. b) The decision to open a field of study (a major) and decisions on organizing regular full-time training, specifying the program's name, training format, target candidates, enrollment quotas, admission methods, and other relevant information;
9. c) Quality assurance conditions under the current regulations of the Ministry of Education and Training;
10. d) Evidence to justify that the programs meet the training program standards issued by the Ministry of Education and Training;
11. e) Admissions announcement under the current admissions regulations

Article 35. Enforcement provisions

The Department of Undergraduate Academic Affairs, the Political and Student Affairs Department, Heads of fculties, and functional units are responsible for implementing and providing detailed guidance on the content of this Regulation to all regular students of the Academy.

During the implementation process, if any issues arise that require adjustment or supplementation, units or individuals should report to the Department of Undergraduate Academic Affairs for consolidation. The issues will be reported and proposed to the Academy's Council of Science and Training for review and decision-making.

Any modifications or additions to the provisions of the regulations must be approved by the Academy's Council of Science and Training.

In case the Academy's Council of Science and Training approves amendments or additions to the regulations, those amendments or additions will be stipulated in an Appendix to these regulations. The appendices issued are an integral part of the Regulations.