Document Number: No. 5 [2007] of the Ministry of Education 

Area of Law: Education Background, Academic Degree, and School Registration Information

Level of Authority: Departmental Regulatory Documents

Date issued: 11-22-2007 

Effective Date: 11-22-2007 

Issuing Authority: Ministry of Education

Status: Effective

Notice of the General Office of the Ministry of Education on the Trial Implementation of Electronic Registration of Enrollment of New Foreign Students and Academic Education Certificates of Foreign Students in Ordinary Institutions of Higher Learning

(No. 5 [2007] of the Ministry of Education)

The Education Departments (or Education Commissions) of all provinces, autonomous regions and municipalities directly under the central government, the Education Bureau of Xinjiang Production and Construction Corps, and the Institutions of Higher Learning of all ministries:

The electronic registration of enrollment of new foreign students in institutions of higher learning is a major work for improving the system of electronic registration of certificates of ordinary higher academic education. To meet the needs of the development of foreign student education in China and to strengthen the oversight and administration of admission of foreign students in ordinary institutions of higher learning, according to the Notice of the Ministry of Education on Printing and Issuing the Interim Measures for the Electronic Registration of Enrollment of New Students in Ordinary Institutions of Higher Learning (No. 3 [2007] of the Ministry of Education) and the work requirements of this Ministry for maintaining the overall stability of institutions of higher learning and tangibly strengthening the management of enrollment and higher academic education certificates, this Ministry has decided to implement uniform electronic registration of enrollment of new foreign students to receive academic education and of academic education certificates of foreign students in ordinary institutions of higher learning, and establish the complete information on foreign students from their enrollment to graduation, available to foreign students and relevant institutions for online inquiry.

The Trial Measures for the Implementation of Electronic Registration of Enrollment of New Foreign Students and Academic Education Certificates of Foreign Students in Ordinary Institutions of Higher Learning are hereby issued to you in print for your compliance and implementation. These Trial Measures shall be effective as of March 1, 2008.

The Secretariat of China Scholarship Council as authorized by this Ministry shall be responsible for the relevant specific work on the electronic registration.

Contacts for the Secretariat of China Scholarship Council:

Person to contact: Sun Xiaomeng, Division of Foreign Student's Affairs

Tel: (8610)66093924 or 66093925 Fax: (8610)66093915

Address: 13/F., Building A3, 9 Chegongzhuang Ave., Xicheng District, Beijing.

Postal Code: 100044

E-mail: xmsun@csc.edu.cn

General Office of the Ministry of Education

November 22, 2007

Annex:

Trial Measures for the Implementation of Electronic Registration of Enrollment of New Foreign Students and Academic Education Certificates of Foreign Students in Ordinary Institutions of Higher Learning

Article 1 The electronic registration of enrollment of new foreign students and academic education certificates of foreign students in ordinary institutions of higher learning shall be a way of administration in which the government oversees and administers the admission of foreign students by modern technical means to ensure the quality of student education. These Measures have been made in accordance with the spirit of the Notice of the Ministry of Education on Printing and Issuing the Interim Measure for the Electronic Registration of Enrollment of New Students in Ordinary Institutions of Higher Learning (No. 3 [2007] of the Ministry of Education).

Article 2 The objects of the electronic registration of enrollment of foreign students in ordinary institutions of higher learning ("schools" or "school" hereafter) shall be the new foreign students ("new students" hereafter) to receive the academic education provided by the schools.

Article 3 The competent foreign student departments of the schools shall be responsible for the work on the electronic registration of enrollment of new students and academic education certificates of foreign students in the schools.

Article 4 Methods for the electronic registration of enrollment of new students:

1. The schools must admit new students strictly in accordance with the relevant provisions of the state, and the competent foreign student departments of the schools shall upload the data of electronic registration information on the enrollment of new students (in the DBF format and see Affiliated Table 1 for the data structure) onto the enrollment and academic education information management platform of the Ministry of Education within one month after the end of the work of registration of new students. The login names of the schools for entering the enrollment and academic education information management platform of the Ministry of Education shall be sent to the competent foreign student departments of the schools by the Secretariat of China Scholarship Council ("CSC" hereafter).

2. The electronic registration of enrollment is not required at the stages of Chinese language training and preparatory education for foreign students to receive junior college, undergraduate and postgraduate academic education, but the electronic registration must be made after the start of formal study of their majors.

3. The deadline for handling the electronic registration information on new students enrolled in spring shall be April 15 of the year; and the deadline for handling the electronic registration information on new students enrolled in fall shall be October 15 of the year. All schools shall submit the electronic registration information on new students within the prescribed time limits to ensure the orderly work of electronic registration of enrollment of new students and the timely provision of inquiry services for the public.

4. In the information data submitted, each student shall have only one enrollment electronic registration code at the stage of academic education. No repetitive coding shall be allowed, and please see Affiliated Table 2 for the coding rules for the registration codes.

5. Please fill in the column "Nationality" in the information data with the standard names of countries and regions (See Affiliated Table 6), and if the entered information does not conform to the requirements, the enrollment and academic education information management system of the Ministry of Education will not accept it.

6. Where, during the schooling period of a student, any academic education change takes place, such as change of major or educational system or suspension of education, the competent foreign student department of the school must timely log in the enrollment and academic education information management platform of the Ministry of Education to update the change so as to ensure the real-time and correct data of the electronic registration information.

7. After this work is implemented, the academic education of new students who lack the electronic registration information on enrollment shall not be recognized by the Ministry of Education. The foreign students enrolled before 2008 to receive academic education shall still be managed under the original new student registration rules of the schools.

Article 5 Methods for the electronic registration of academic education certificates of foreign students:

1. According to the provisions of the Ministry of Education, formulated in 2001, on reforming the measures for the management of academic education certificates of foreign students in 2001, within 60 days after the graduation certificates (including self-printed certificates) are issued to the foreign students, the school shall enter the relevant information in a compact disk as per the "database structure of the electronic registration of academic education certificates of foreign students" (See Affiliated Table 3) with an official letter of the school attached, and submit them to the CSC for registration declaration. 

2. See Affiliated Table 4 for the coding rules for the graduation certificate codes.

3. After submitting the collected data of information on the academic education certificates of foreign students in all schools to the Ministry of Education for examination and archiving, the CSC shall be responsible for releasing such data to the public on the enrollment and academic education information management platform of the Ministry of Education and providing the inquiry services. 

Article 6 Methods for the issuance of academic education certificates:

The methods for the issuance of academic education certificates shall still be subject to the relevant provisions of the Ministry of Education on reforming the measures for the management of academic education certificates of foreign students. Any school in need of the higher academic education certificates of foreign students printed by the Ministry of Education shall fully complete the Advance Report Form for Graduation of Foreign Students (See Affiliated Table 5) with the official seal of the school affixed thereon, and submit it to the local competent provincial department for foreign student work for examination with the official seal of the provincial department affixed thereon. The school shall submit the examined Advance Report Form for Graduation of Foreign Students to the CSC no later than 60 days before the graduation of foreign students. After checking with the school's electronic registration information on enrollment, the CSC shall send the graduation certificates to the school.

Article 7 These Measures shall be effective as of March 1, 2008.

(All information in this document is authentic in Chinese. English is provided for reference only. In case of any discrepancy, the Chinese version shall prevail.)