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Electronic school notes – ‘powerful everyone can’ app

As a modern solution, it helps simplify procedures and “reduce work” for teachers, but electronic school records are being distributed half-heartedly across the country.

For decades, the education industry has used paper school records to grade and comment on students – a form used by nearly 90% of readers, according to surveys on the Internet. vnexpress, rated as “outdated”add extra work and put pressure on teachers.

Many teachers and schools raise the issue of developing electronic school records – The form was set by the Ministry of Education and Training in the orientation of bringing technology into education and began to be implemented around 2019. Teacher Cao Duc Khoa, principal of Huynh Khuong Ninh Secondary School (HCMC), said the school was implementing an electronic scorebook according to the general system industry, but still keep paper school records.

The scores for the regular, midterm, and final exams are recorded in the personal grade book and entered into the system at the same time. This system will calculate the average result of the semester and school year. From there, the teacher records these results on a notepad, signing them for confirmation. The assessment process has a thorough post-examination process to avoid mistakes.

With such a workload, said Khoa, using electronic school archives as a unique form is the dream of schools and teachers. Since schools easily manage student grades, teachers also reduce their workload, allowing them to focus on their craft. For students, electronic school records make it easy to transfer schools and grades.

Nguyen Dinh Do, Principal of Thanh Nhan High School, Tan Phu District added that electronic school records help schools save money on buying books or printing. Report cards are only printed and stamped if students really need them. “If this electronic school archive system is unified, secure, it can link data for universities and colleges. This way, 12th graders don’t have to spend time scanning their transcripts when applying or withdrawing. out and in, like now,” said Mr. Do.

In 2019, the Ministry of Education and Training announced the construction of an entire education sector database, in which school records and paper grade books were omitted. Some areas such as Hai Phong, Nghe An, Khanh Hoa, Tien Giang … have used the electronic school record application and found it effective.

A representative from the Nghe An provincial Education and Training Department said that grade books and electronic school records are one of the solutions to promote administrative reform, increase publicity and transparency in student assessments and assessments. Currently, the provinces share a system of electronic grade books and school records. Transfer students in the province do not need to get paper records, because the results of their assessments and assessments are already stored in the system.

Regarding the process, schools assign tasks to enter grades, provide comments to teachers, submit lists with confirmation from the principal to the Education and Training Office. Based on that, the Department grants account and system access rights to teachers on the list.

At the end of each semester, the system is open for a certain period of time for the teacher to enter grades and comments. When the system is locked again, if there is an error, the teacher must go through the principal, explain the reason, the school confirms and reports it to the Department. “In this case, the teacher is allowed to correct the wrong part. The Department cannot interfere with the results on the electronic school record,” said a Department representative.

He said that electronic learning notes were convenient and “preferred by both teachers and students”. Previously, every student needed it, they had to go to school to take a photocopy of the academic certificate, then it was notarized. With electronic school records with the teacher’s digital signature already stored in the system, students only need to scan them.





Nguyen Du Middle School teacher, Ho Chi Minh City, training on online teaching methods and skills, February 2020. Photo: Nguyen Du High School

Nguyen Du Middle School teacher, Ho Chi Minh City, training on online teaching methods and skills, February 2020. Photo: Nguyen Du High School

But this “very popular” application launched across the country, according to the style, which province is strong, the province.

Middle school leaders in the Southwest province – where electronic school records have been used for three years – admit that the system operates asynchronously. Since there is no national manual, each province applies one style. Therefore, students from one province who move to another province still have to ask for traditional transcripts, because the two systems are not connected.

This is also the difficulty that happened with Nghe An. A representative from the Nghe An Education Office said that it is easy for students to change schools in the province because they have the same grades and grading system. However, if you move to another province or city, or accept students from another province, the school will still need to use paper transcripts for admission.

Because it has not been implemented in a mass and uniform manner, e-learning records have not fully provided benefits. Mr. Huynh Thanh Phu, principal of Nguyen Du High School (HCMC), believes that electronic school records will only succeed if they digitize all procedures in the education industry thoroughly. Therefore, grade books, academic records, and school year report cards must all be digitized and integrated in one system.

“Currently, a lot of data has been reported to the National Education Office regarding the electronic system, but it still has to be accompanied by a hard copy. If done half-heartedly, how can e-learning records be complete. deployed?” , said Mr. Phu.

Dr Quach Tuan Ngoc, former Director of the Department of Information Technology, Ministry of Education and Training, assessed that the application of electronic school archives and grade books took place mainly in schools or on a local scale. He believed that creating a national system was very important.

Assessing the current state of technology and infrastructure, Mr Ngoc said that “it is possible to establish a student data management system, including electronic school records”. However, according to him, to smoothly operate a system with a large amount of data, on a national scale it will take years to perfect it.

Representatives of schools and regions that use electronic school archives expressed their hope that the Ministry of Education and Training can synchronize data and overcome technological deficiencies to continue to publish guidelines on educational processes and methods, manage grade books, electronic school archives, in order to create convenience for students, simplify administrative procedures .

“When there is a national system, the guidelines will be unified, creating peace of mind for the locals when using them,” said Nghe An, a representative from the Ministry of Education and Training.

Thanh Hang – Manh Tung

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