Serveral Key Notes on Obligations to Be Fulfilled by Foreign Language Centers During Operation

During the course of operation, a foreign language center is required to strictly comply with regulations under specialized education laws in order to ensure training quality, protect learners’ rights and interests, and maintain the legality of its teaching activities. These obligations are not only undertaken at the licensing stage but must also be continuously fulfilled throughout the operation of the center. Below are several key notes on the obligations that a foreign language center is required to implement during its operation in accordance with current regulations and the practical management requirements of competent state authorities, particularly in Ho Chi Minh City.

1. Implementation of Training Programs and Teaching Materials

Regarding teaching contents:

Based on the Establishment Scheme, Training Programs, Teaching Plans and Teaching Materials that have been appraised and approved for operation by the Department of Education and Training (“DOET”), the Director of the Center must organize teaching activities strictly in accordance with the approved contents under the Decision issued by the Director of the DOET. The implementation of training programs and teaching materials must comply with Article 13 of Circular No. 21/2018/TT-BGDĐT. The Center is not permitted to organize extra teaching and learning activities, childcare, child supervision, or boarding services unless it has obtained specific approval from the DOET.

In addition, the foreign language center must ensure that teaching activities are conducted in accordance with the approved Training Programs, Plans and Materials applicable to the 6-level Foreign Language Proficiency Framework for Vietnam, as well as practical English and practical Japanese programs. The Center must instruct teachers to prepare lesson plans, ensure that class sessions and course durations are implemented in line with information publicly disclosed to learners’ parents, and regularly inspect and supervise teaching activities to ensure compliance with curriculum contents and proper evaluation of teaching quality.

Regarding teaching materials:

The foreign language center must manage the use of textbooks and teaching materials by teachers and learners in accordance with applicable regulations. Specifically, for foreign language centers located in Ho Chi Minh City, where there is a need to amend or supplement training programs or teaching and learning materials during operation, the Director of the Center must prepare an application dossier for amendment or supplementation and submit it to the Ho Chi Minh City DOET via https://vanthu.hcm.edu.vn (through the Division of Continuing Education, Vocational Education and Higher Education). For entities using the Ho Chi Minh City Electronic Office Interconnection System, such dossiers must be submitted via the interconnection software.

2. Recruitment, Employment Policies, and Development of Management Staff and Teachers

The Director of the Center is responsible for recruiting and assigning management staff and teachers who fully satisfy the conditions stipulated in Clauses 2, 3, 4, 5 and 6, Article 18 of Circular No. 21/2018/TT-BGDĐT.

In addition, the Center must fully implement applicable employment policies, including execution of labor contracts and guest lecturer contracts, payment of compulsory social insurance, etc. For foreign teachers, a valid work permit issued by a competent authority is required, and the permitted working duration must remain valid throughout the employment period.

3. Facilities, Equipment and Teaching Aids

The Director of the Center must ensure that facilities and equipment meet the requirements stipulated in Clause 1, Article 43 of Decree No. 125/2024/NĐ-CP dated October 5, 2024 of the Government on investment and operational conditions in the education sector. The Center must display its signboard in accordance with the licensed name and conduct operations at the location approved under the Decision issued by the DOET.

Furthermore, the Center is encouraged to develop a library, reading spaces, and provide computers with internet access for learners to read books and search for materials, as well as to establish a digital learning resource repository. Investment in equipment serving information technology applications and digital transformation in teaching; development of campus landscaping, pedagogical environment and sanitary facilities; and ensuring compliance with fire prevention and firefighting regulations as well as safety requirements for staff, teachers and learners should also be comprehensively addressed.

4. Organization of Examinations, Tests and Assessments

For foreign language training and refresher programs leading to the issuance of certificates under the national education system, the Director of the Center may organize examinations and issue certificates only when all conditions for examination organization and certificate issuance are satisfied in accordance with decisions of the Ministry of Education and Training (where such authorization has been granted).

For other foreign language training and refresher programs, the Director of the Center shall conduct examinations, assessments and issue certificates of program completion.

In addition, competent state authorities in Vietnam strongly encourage centers to cooperate with reputable international foreign language teaching and testing organizations in developing programs, organizing training, and issuing diplomas and certificates in compliance with quality standards and applicable regulations.

5. Recordkeeping and File Retention

The Director of the Center shall direct the establishment, retention and preservation of educational operation records in accordance with applicable regulations. In practice in Ho Chi Minh City, records required to be retained pursuant to guidance of the DOET include, but are not limited to:

Records on establishment, operation licensing, suspension of operation, merger, division or separation of the center;

Records on issuance of regulations on organization and operation of continuing education institutions;

Registers and files of incoming and outgoing official documents and correspondence;

Records on asset and financial management;

Records on management of educational equipment and library;

Records on professional training for teachers and management staff;

Annual periodic operation reports of the center;

Registers for issuance of certificates of program completion;

Plans for organization of educational activities: enrollment plans, teaching plans, timetables, teaching and class management assignments, learner lists, and records of learner surveys, examinations and assessments;

Learner monitoring and assessment registers;

Teaching logbooks;

Records on professional performance evaluation of teachers;

Lesson plans;

Records on training cooperation (if any);

Records on international cooperation (if any);

Registers for issuance of certificates (if any).

6. Reporting on Operational Results

The Director of the Center must submit ad hoc reports upon request of the DOET and periodic operational reports in accordance with Clause 4, Article 30 of Circular No. 21/2018/TT-BGDĐT. In practice, reporting in Ho Chi Minh City is implemented as follows:

For private foreign language centers and short-term training institutions with foreign investment capital: using assigned IDs and passwords to submit reports and update institutional information on https://ift.tt/jH29o6t, and conducting self-assessment of professional operation criteria for foreign language centers at the end of each academic year.

For public foreign language centers established by higher education institutions, whether located on-campus or off-campus: submitting reports via https://forms.gle/RShkKbEGzXTxjcK29.

Reporting frequency: twice per year, prior to June 5 and December 25 of each year.

Full and proper compliance with the above obligations constitutes a critical basis for foreign language centers to maintain stable operations, mitigate legal risks, and meet inspection and examination requirements of education authorities. At the same time, such compliance contributes to enhancing training quality, credibility and the overall image of the center in the education market. Accordingly, the Center and its personnel should regularly review, update and strictly implement these legal obligations throughout the entire course of operation.

Date written: 20/1/2026

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Disclaimers:

This article is for general information purposes only and is not intended to provide any legal advice for any particular case. The legal provisions referenced in the content are in effect at the time of publication but may have expired at the time you read the content. We therefore advise that you always consult a professional consultant before applying any content.

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Apolat Legal is a law firm in Vietnam with experience and capacity to provide consulting services related to Business and Investment and contact our team of lawyers in Vietnam via email info@apolatlegal.com.

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