The Ministry of Education of China has recently updated the enrollment regulations for primary and secondary schools, which apply also to students from Hong Kong SAR, Macau SAR, Taiwan province, and overseas. The revised guidelines clarify how schools in China should manage admissions and student records.
These new rules streamline and clarify the enrollment process. In this Pacific Prime article, we look at some of the new rules which we believe are of particular interest to parents.
Some Highlights from the Updated Regulations
The new rules have 5 chapters. In the following, we discuss them one by one.
Chapter 1 General Principles
This chapter outlines the regulations in China for managing student enrollment records in China, which aim to enhance the quality and efficiency of this process. It emphasizes that a robust and standardized student registration system protects the educational rights of children and teenagers.
The chapter also states that:
- “Students” refer to those attending various educational institutions, including primary schools, junior high schools, high schools, special education schools, and vocational schools, all legally established by different organizations or individuals.
- Every student must have a registration record, which serves as their official identification while in school. This record consists of essential information, such as the student’s resident status and enrollment details, as well as additional data managed at the provincial level.
- The management of student records involves keeping track of students’ admission eligibility, academic performance, and graduation qualifications. While the preferred method for managing these records is digital, traditional methods are permissible in certain circumstances.
- The system operates under a tiered management structure: the central government provides overarching guidelines, provincial authorities oversee local implementations, and schools handle day-to-day record-keeping.
- Schools are responsible for accurately collecting and reporting student information, ensuring that all data is complete and truthful. They must also assist parents in accessing and updating their children’s enrollment records.
Chapter 2 Establishment and Update of Enrollment Records
This chapter stipulates that after a student registers for the first time, the school must collect and record their information based on valid identification. This information must be compiled into a student record file within two months.
Generally, these records exist in electronic form, with paper files being created only when necessary.
Furthermore, it is stated in this chapter that:
- Schools must update student records at the beginning of each semester and after any transfers. A national system will automatically update basic enrollment information; the school should address significant changes, such as promotions or transfers, within a month.
- To ensure that records are accurate and consistent, each student will have a unique identification number that stays the same throughout their life.
- Schools in China are prohibited from using false information to create student records or from duplicating records. There are measures in place for higher authorities to verify the authenticity of student information and to address any discrepancies.
- Foreign students or children of foreign nationals must present valid IDs to register their information and enroll in school. Additionally, students in international cooperative programs must have their records managed by regional education departments.
- For children reaching school age, parents or guardians must ensure they enroll in school for compulsory education, with some flexibility for those in more remote areas. If a child needs to defer their enrollment, they must provide documentation for approval from local education authorities.
- Special provisions apply to students with disabilities, who are either in regular classes or receive home education services, depending on their specific needs and circumstances.
Chapter 3 Management of Enrollment Changes
This chapter focuses on the management of student enrollment changes. It establishes that in China each student should have a unique enrollment record throughout their educational journey.
The specific conditions for any changes in enrollment are determined by provincial education authorities based on national laws and local circumstances.
This chapter further specifies that:
- When schools merge, the new institution will have the student records. If a school closes, the student records are sent to the local education authority or another designated organization.
- Any changes in student enrollment information must be promptly updated in the national enrollment system, with the school responsible for confirming these updates through parental or guardian approval.
- Students transitioning to a new school must have their records transferred through the national system, with both the sending and receiving schools required to finalize this process within 10 working days. The sending school must retain backup copies of student records.
- Students who take a leave of absence must have their request approved by their parents or guardians and the school. This leave can last up to one year, and if the student needs more time, a new application becomes necessary. During this period, the school must keep the student’s enrollment record active.
- Student attendance must be monitored to prevent dropouts. Local education authorities and schools are required to actively track and support students at risk of leaving school.
- Withdrawal is not permitted for students in compulsory education. High school students can withdraw with their guardian’s approval, which must then be reported to the relevant educational authority.
- After graduation or completion of studies, the national system will keep students’ information, and schools must issue appropriate certificates, including electronic versions that are equally valid as paper ones.
- If a student studies abroad, they must inform their school and transfer their records to the local education authority. Upon returning, they must enroll in the appropriate grade based on their previous education.
- If a student passes away, the school must submit the necessary paperwork to cancel their enrollment within 60 days.
Chapter 4 Safeguards
This chapter outlines measures in China to ensure effective student enrollment management in schools. It emphasizes the need for educational authorities and schools to strengthen their systems for managing student records.
This includes hiring qualified staff, particularly those with a strong sense of responsibility and good technical skills. Schools should have a designated person responsible for managing student records, and larger educational centers may oversee this role.
The chapter also:
- Establishes a requirement for educational authorities to maintain a registry of student record managers, ensuring that their basic information is present and up-to-date in a national database. These managers must undergo training before they start their roles.
- Focuses on the centralized management of student records across different levels of government—from the central authority down to local schools. This system supports the collection and management of comprehensive student data, ensuring that any irregularities are promptly addressed.
- Tasks local educational authorities with implementing measures to secure student data and prevent unauthorized access or breaches.
- Requires schools to regularly verify student records at least once each semester to ensure that the data is accurate and that there are no discrepancies between students’ identities and their records. Any issues found during these checks must be addressed quickly and effectively.
- Outlines consequences for educational authorities and schools that fail to comply with these regulations. Violations can lead to corrective orders from higher authorities, and in serious cases, responsible individuals may face legal repercussions.
Specific infractions include failing to maintain proper student records, using false information, or mishandling sensitive student data. These measures aim to create a secure and efficient system for managing student information throughout their educational journey.
Chapter 5 Supplementary Provisions
This final chapter outlines various regulations in China regarding student registration and management in China, particularly focusing on students from overseas Chinese schools and schools in Hong Kong SAR and Macau SAR.
It states that institutions must register these students in a separate national system, ensuring that their records satisfy specific guidelines to become available later.
Additionally, for high schools that offer combined vocational and academic programs, the management of student records will follow the local regulations set by the relevant provincial or regional education authorities.
Lastly, provincial education departments are responsible for creating detailed implementation rules based on these overarching guidelines.
This new set of regulations will take effect immediately upon publication, rendering an earlier set of student management guidelines from 2013 obsolete.
Important Notice
The information here is for general guidance only and you should NOT consider it legal or professional advice. We disclaim any responsibility for the interpretation or application of the rules discussed. For the authoritative rules, please refer to the official page of the updated rules.
About Pacific Prime
To enjoy your time in China, the peace of mind that comes from knowing your health needs are in good hands is important. For that reason, it is good to have the right travel insurance, expat health insurance, or international health insurance for you and your family.
For your insurance needs, Pacific Prime is your trustworthy partner! We are an insurance intermediary working with numerous insurance companies, and we can present options that fit your budget and meet the needs of you and your family.
Contact us today and let us help you secure the plans you need!
Disclaimer: Pacific Prime solely represents, operates and manages locally regulated insurance products and services in the territory of PR China. Any references to Pacific Prime Global Company or Group, the international services, insurance products or otherwise stated written or verbally, is for introduction purposes about our overseas network only as each entity is fully independent.