VYING Communications

Employee Handbook

If I was down to my last dollar, I would spend it on Public Relations.

Bill Gates

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Table of Contents
INTRODUCTION About VYING Communications Vietnam Values Vision Mission Board of Directors and Management 4 7 8 8 8 9

EMPLOYMENT AT VYING COMMUNICATIONS Grounds of Employment New Employees Policies Background Check Employee Orientation Employee Probation Period Expatriates Policies Employment Evaluation Program

8 10 10 10 10 11 11 11

STANDARDS OF CONDUCT Ethical Standards Commitment towards Environmental Sustainability Work Schedule, Attendance and Punctuality Fully Paid Leaves Fully Paid Annual Leave National Holidays Overtime Make-up Leave -3-

11 12 13 14 15 15 15 16

Nuptial Leave Maternity Leave Paternity leave Bereavement Leave Unpaid Leaves Sick Leave Leave of Absence and Extended Disability Leaves Use of Equipment Dress Code Client Service Mindset Harassment & Violence Policy Smoking and Alcohol and Substance Abuse Workplace Communication Open Communication Intranet System Email Staff Meetings Social Media Policy Complaints and Recommendation Procedure Progression, Promotion, Transfer Policy Employee Suspension Employment Termination/Resignation

16 16 17 17 17 17 18 18 19 19 20 21 21 21 22 22 22 23 23 23 24 25

WORKPLACE POLICIES Building security and Visitors Policy Personal Property -4-

27 26 26

Personnel Records COMPENSATION AND BENEFITS POLICIES Compensation Policies Base Compensation Performance Bonuses Allowances Overtime Pay Performance Evaluation and Salary Reviews Employee Benefits Assistance for Expatriate Employees Insurance Policy Training and Professional Development Recreational Activities

27 29 29 28 28 28 29 29 30 30 30 31 32

ACKNOWLEDGMENT REFERENCES

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First and foremost, we are happy people. And were more than happy to have you here. Welcome to VYING Communications Vietnam! This document is the guide to the company policies, working procedures, code of conduct, requirements, and benefits of working at VYING Communications. Keep it, read it, and make sure to thank Human Resource.

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INTRODUCTION

About VYING Communications

VYING Communications is a pan-Asia PR agency founded in 1991. Our PR expertise ranges from consumer PR, corporate PR, media relations, issue & crisis management, CSR, event management to corporate internal communication. VYING Communications came to Vietnam in 2001. For our commitment to integrity and a client-centric approach, VYING Communications Vietnam, now a major local agency in HCMC, has built up an enviable clientele base of some of the biggest, most respectable brands such as Unilever, Vinamilk, Kinh Do, HTC, Adidas, HP, Levis, Pho 24, Pizza Hut, and Starbucks. No kidding. VYING Communications Vietnam is proud to be the winner of several national and regional awards including the Golden Amplifier Awards for Best PR Practice for five consecutive years from 2008 to 2012 and several Communication Matters Awards for Inspirational PR Campaign and Interactive PR Campaign. We do swoop many awards and we intend to widen our collection. We attribute our success to our two assets: our employees and our values. With offices spanning 13 countries around Asia and more than 1000 employees working for us, VYING Communications ensures the cooperation, rapport, and work quality of our employees by promoting common values. -7-

Values
Vibrant: We dont exist. We live! We seek to
deliver inspiring, empowering and enlivened conversations and relationships.

Young:

We grow up but dont grow old.

Fresh ideas form our passion. Experience form our expertise.

Innovative:

We are tech snobs. The media

frenzy is not something to follow but to lead. We stride forward and find cutting-edge, clutter-breaking digital values.

No-nonsense:

We deliver credibility. Our

work enhances the relationship between corporations and publics with clearly defined ethical values, fair dealing, honesty, and transparency.

Giving Back: Life has treated us well, it is our

responsibility to give back to the society and pay attention to the environmental implications of our daily activities.

PR should be practiced to serve the public interest.

James E. Grunig, author of The Four

Vision
To be the leading PR agency in HCMC in the next 5 years.

Mission
To deliver inspiring, interactive PR counsel and strategic communication services that help fostering relationships between
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Models of Public Relations

organizations and publics and influencing attitudes and behaviors. To develop a strong, well-rounded workforce that is committed to making an impact on current media landscape To better the lives of the people that work for us and with us and are around us.

Board of Directors and Management

Mr. Doan Minh Quan Chairman of Board of Directors

Mrs. Bui Thi Thanh Tinh Vice Chairwoman of Board of Directors Mr. Doan Thien Quan Member of Board of Directors

Mr. Tran Quoc Minh Member of Board of Directors

Mrs. Ho Thi Thanh Tra Member of Board of Directors

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EMPLOYMENT AT VYING COMMUNICATIONS

Grounds of Employment
VYING Communications loves fair play. We provide equal employment opportunities for all. If youre good (and we have staffing need), you may get on board. At VYING Communications, there is no such thing as the difference between races, ethnic identities, citizenships, genders, sexual orientations, religions, marital status, physical or mental disabilities, and political views. We dont know what these are. The only thing we know is that diversity is strength. Its OK if you want to work for us but one of your relatives is also here. Were more than pleased to take you in. But of course you have to be good. And be a right fit for the company. And you cannot work directly with your family member, sorry.

New Employees Policies Background Check

Before youre in for the official ride, youre in for a background check. This may include verification of prior employment, professional references, and education background. Got no skeleton in the closet, have you?

Employee Orientation
You got in! Congrats! Go on our Employee Orientation tour to learn more about us and - 10 -

gradually make your moves to fit in. A friendly Human Resource representative is here to help.

Employee Probation Period

Three months. And then an official contract. Perform well. Prove yourself youre the Chosen One. We will monitor and evaluate your performance and attitude and decide whether we should keep you or sweep you.

Expatriates Policies
In keeping with Vietnams Labor Code (2013c), we ask that our foreign employees obtaining a Labor Permit issued by the Vietnamese Ministry of Labor, War Invalids and Social Welfare.

Employment Evaluation Program

Whats the first word in our companys name? VYING! All employees are under our Employment Evaluation Program. Do your best; this program measures your performance and efforts. Do your best; youll get rewards and praises. Competitions are fun, especially healthy ones. Fellas get your head in the game!

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STANDARDS OF CONDUCT

Breach of correct conduct may get you disciplined. Or thrown off this ship. Behave yourself.

Ethical Standards
Ethics come first in VYING Communications. We make great work and deliver great services with utmost integrity. Below are the most basic ethics and compliance guidelines. The full Ethics and Compliance booklet can be read in one toilet seating.

BASIC ETHICS AND COMPLIANCE GUIDELINES

We dont know what spin is. We have never heard of bribery and we dont want to hear of it. My lips are sealed: Confidential information of the agency or the client is not to be let out under any circumstances. Client Service Mindset: VYING Communications avoids conflicts of interests. We dont support competitors of the client. When working with a specific client, we pay heed to that clients own ethics and compliance policies (Le 2013).

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Client-Agency relationship: If you leave VYING Communications and choose to work for one of our clients? Badly played, mate. Or when you leave, you dont bring our clients with you (Edelman 2013). Thats a gracious goodbye. Should there be a conflict of ethics between the client and agency (or between VYING Communications main office and us), employees should discuss the matter to people in higher positions (Le 2013). Outside employment: We demand your full attention and awesomeness. You are not to take up an outside job with either a client or competitor of VYING Communications nor take up work that interferes with the viability of VYING Communications. Thank you.

PR is extremely important, and being able to use it in the right way means everything.
Ivy Lee, founder of modern Public Relations

Commitment towards Environmental Sustainability

Yes, VYING Communications is a viable commercial entity. Yes, we care about the betterment of society and environmental sustainability. And yes, we expect you to do the same. - 13 -

Minimize energy consumption by turning off the lights, the air-conditioners, and other electrical devices or use energy-efficient products. Save papers, print on both sides. And think before you print!

Work Schedule, Attendance and Punctuality

At VYING Communications, daily work starts at 8am and ends at 5pm. Employees are expected to work at least 5 days (from Monday to Friday), eight hours per day or forty-eight hours per week at most (Labor Code 2013b). Everyone is granted a one-hour lunch break from 11:30am to 12:30pm. Come to work bright and early at 8am sharp and leave with all work completed by 5pm. We love seeing you here! We encourage employees finishing their work during office hours. As the work we do here is task-based, we provide no overtime payment. We allow employees absence or tardiness from work because of (real!) emergencies, illness, or other inevitable personal matters. In such cases, please contact all parties involved. Frequent absence or tardiness with no good reasons means disciplinary actions from management.

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Fully Paid Leaves Fully Paid Annual Leave

You like taking leave. We do too. Especially when you have to do nothing but could still be rolling in money. Each VYING Communications employee is entitled to a leave for personal reasons (outside of working at other place or being self-employed) for at least 12 days per year. Woohoo! To order this nice little dessert, write to management and the Human Resource Department.

National Holidays
Remember how happy we all felt during holidays when we were kids? Luckily, we get to relive that experience, not go to work, and still get paid. New Years Day: January 1st, one day off Lunar New Year Festival: 10 days off Hung Kings Death Anniversary: March 3rd (lunar calendar), one day off Victory Day - The Liberation of Saigon & Labor Day: April 30th and May 1st, two days off Independence Day: September 2nd, one day off (Labor Code 2013b)

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Overtime Make-up Leave

As specified in section Work Schedule, Attendance and Punctuality, overtime work for failure of completing daily tasks will not be paid for. However, the extra time employees spend completing the required extra tasks outside of daily tasks will be compensated with an Overtime Make-up Leave. See Compensation and Benefits Policies for more information.

Nuptial Leave
Get married. Young people! Get married to enjoy a blissful three-day fully paid leave. Or get your son or daughter married to enjoy an atrociously hectic one-day fully paid leave (Labor Code 2013b).

Maternity Leave
For all female employees bearing the good news, first, congrats! Second, we announce your epic time off work: a four-to-six-month fully paid leave before and after childbirth. If the precious little life inside you is a twin (or more!), then you get another 30 days of leave for each additional kid (Labor Code 2013d). You may return to work before the end of your maternity leave if your doctor sees fit. However, it should not be sooner than two months after childbirth (Labor Code 2013d). Hope your child (or children) will work for VYING Communications, too. - 16 -

Paternity leave
Male employees get a one-day paternity leave for the delivery of his legitimate child or children. Note that this leave will not be fully paid unless the lucky daddy shows us pictures of the newborn cutie.

Bereavement Leave
Upon the death of a spouse, son, daughter, stepson, stepdaughter, parent, stepmother, stepfather, brother, sister, stepbrother, stepsister, grandson, granddaughter, grandparent, mother-in-law, father-in-law, son-in-law, or daughter-in-law, any VYING Communications employee will get a Bereavement Leave for three days (Labor Code 2013b).

Unpaid Leaves
Apart from taking unpaid leaves for reasons specified below, the employee may arrange other unpaid leaves with VYING Communications (Labor Code 2013b). Of course, we expect those leaves be taken on justifiable reasons.

Sick Leave
When you or an immediate family member falls sick, you can get a sick leave. Six days per year is the maximum amount of precious sick leave you can get. - 17 -

Bad news for the newbies: no sick leave for those on probation period. Please try to stay alive for at least three months.

Leave of Absence and Extended Disability Leaves

You can obtain a temporary release from your job assignments for medical, personal, or other reasons for as long as 12 weeks. To do so, please apply for a Leave of Absence in written form to management and the Human Resource Department. In case during the Leave of Absence you have not been able to sort out your personal business, (1) our condolences go to you, (2) make a written request for an Extended Disability Leave, (3) we hope you are fine enough to remember these rules. But really, get well soon and resume work as soon as possible! You have been sorely missed.

Use of Equipment
Everything on earth, everything that could help you work best has been provided: computers, computer softwares, phones, and Internet access. These resources are to serve work purposes only.

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And you are to keep them in good shape. We understand that you have doodling needs but please be considerate of others. Only authorized employees can purchase necessary supplies for VYING Communications. But if you know some delicious deals, let us know!

Dress Code
Its not like we need to remind you not to follow any exact dress code to bring your individuality and creativity. One thing we ask of you: be presentable when meeting clients. We have a reputation to keep. Besides that, we recommend fun bright colorful clothes!

Client Service Mindset

As a PR agency, we work in the client servicing industry. It is mandatory all employees be in a clear client service mindset. When meeting and/or doing business with clients or any individuals outside the company, proper clothes, grooming, respect, and correct manners must be exercised. Proper and professional conduct is the first and foremost. Attention should be paid to communication as well. All employees should - 19 -

Dont let high-tech replace high touch. Customers appreciate both.

Ron Kaufman, founder of UP! Your Service

follow the Return Rule. We return the clients missed call at least half a day later and reply their email at least after one days time. If the matter calls for a face-to-face talk, go ahead with it. Telephone communication, presentations, and other forms of written communication must follow VYING Communications rules and guidelines or formats.

Harassment & Violence Policy

VYING Communications has absolutely zero tolerance towards any incidence of harassment here. Any individuals displaying misdemeanors attempting to disrupt VYING Communications productive, safe environment are subject to discipline. Such misdemeanors include, and are not limited to, words, signs, offensive jokes, cartoons, pictures, posters, email jokes or statements, pranks, intimidation, physical assaults, or violence. If you find such behaviors exist, contact management or Human Resource Department immediately. If you do not feel comfortable doing this, submit your concern anonymously through the companys feedback system. Similarly, VYING Communications does not tolerate workplace violence either in physical or verbal forms. - 20 -

Smoking and Alcohol and Substance Abuse

Smoking of any kind is not allowed inside the office. Please smoke at smokers area outside of the office. Illicit drugs and alcoholic beverages of any kind are banned from VYING Communications workplace. Use of such drugs and alcohol will result in poor work performance. And smoking isnt cool

Workplace Communication
Communication is key. Were not saying this because we all are in communication industry. Good communication brings good working conditions and relationships for us all. Just a few guidelines to let everyone know of the ways they can interact with others, stay aware of the companys development and policies, and communicate their ideas.

Open Communication
Verbal, face-to-face discussions between employees are encouraged. In a high-tech world, such low-tech activity is essential. Should problems arise, they shall be directed to Human Resource Department.

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Intranet System
VYING Communications Intranet system is open for use by all employees. Make sure you wander on it frequently to know whats up, whats hot, and whatnot.

Email
Its important to have the right conduct online and offline. Any negative or disruptive email message can be traced back on the companys Internet system. Content of email messages are the companys property and therefore must be crafted carefully under such knowledge.

Staff Meetings
If going to work is like going to school, then a meeting is like recess time since you get to talk with people. Okay, that was a lame comparison. Our point is all employees should attend meetings as required to keep updated on companys latest developments, report their contributions and present their work. Meetings are also a way for you to put forward new ideas and get recognized for them. All employees are expected to be well prepared and bring their own recording instruments (pens, papers, laptops) for each meeting.

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Social Media Policy

We are all cool. We are all proud PR practitioners. We all need to socialize. ;-) However, all VYING Communications employees are to keep a good image of the agency in the content they post on their social media profiles, blogs, microblogs, online comments, video sharing websites, photo sharing websites, podcasts, etc.

Complaints and Recommendation Procedure

VYING Communications encourages employees to raise any job-related issue or comments as the company cares for the employees development, benefits, and welfare. Employees can take matters to their immediate supervisor or the Human Resource Department or submit an anonymous feedback form. Please spill your guts out to us. All your feedback will be considered. We value your time and effort and we look forward to bettering ourselves, our workplace, and our work.

Progression, Promotion, Transfer Policy

Again, whats the first word in our name? VYING! Yes, vie for better performance as - 23 -

VYING Communications provides ample opportunities for employees to advance to higher positions. Employees experience, work record, expertise and our own business needs are key determinants for promotions and transfer opportunities to other branches of VYING Communications in the Asian Pacific region. Employees with good qualifications and capability will be considered for transfer to another department to create space for their talent growth. But when, when will your performance be assessed for promotion? Its an annual occasion in June. So hold your breath, uphold excellence and hold out for June.

Employee Suspension
Employees committing unacceptable behavior of relative seriousness may be dealt with in one of the disciplinary manners which include reprimand, transfer to other job with lower pay for six months at maximum or dismissal (Labor Code 2013c). Serious violators will be subject to grave measures such as dismissal without pay. Sorry.

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Employment Termination/Resignation
In case there is no improvement in the oncesuspended employees performance or there is a repetition of offence, the employees employment will be terminated. For employees wishing to end their employment voluntarily, were sad to see you go. The last thing we ask of you is to join an (optional) exit interview by management to share valuable information regarding what prompted their decision to leave and their experience at VYING Communications.

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WORKPLACE POLICIES

VYING Communications loves you. VYING Communications makes sure all workplace productivity and safety requirements and rules are met to ensure you can work in a safe and productive environment. In reply to our love, could you please follow our procedures at all time, in all places?

Building security and Visitors Policy

Employee Cards are part of the companys safety measures. Keep your Employee Card by your side or enjoy being locked out. In case you lost it, please report immediately to Human Resource Department. On grounds of safety, insurance, and other business considerations, only authorized visitors are permitted entrance into the workplace. The receptionists will make sure these authorized visitors get to meet the employees they wanted to see.

Personal Property
Employees are solely responsible for their personal belongings. VYING Communications will not be accountable for any loss or damage of the employees personal property.

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Personnel Records
The Human Resource Department is in charge of handling personnel records and related administrative tasks. All personnel files are kept in complete confidentiality. Medical records are kept in a separate file with the same degree of confidentiality. Our lips are sealed. It is of utmost importance that you report any changes in your personal data such as name, address, telephone number, marital status, and insurance numbers to the Human Resource Department. Someday we might want to announce your promotion directly through a personal phone call.

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COMPENSATION AND BENEFITS POLICIES

Time to talk about money. Dont get overexcited. First of all, learn this by heart: Your Regular Work-based pay = Base Compensation + Performance Bonuses + Allowance + Overtime Pay All VYING Communications employees are paid monthly on or by the last working day of the month.

Compensation Policies Base Compensation

VYING Communications payment to all employees is made on a fair, motivational, and equitable basis. The variance between different compensation packages are because of the different roles, responsibilities, individuals, company performance, and applicable laws. All in all, the company makes sure you get what you deserve.

Performance Bonuses
Performance bonuses are granted on basis of your personal performance and company performance. Go you!

Allowances
No more concerns for lunch, gas, and travel expenses (including expenses for transportation, hotel bookings, meals, and telephone fees for business trips) as you all - 28 -

have allowances Communications.

from

VYING

Overtime Pay
Sometimes required by the work assignment, employees will have to work at the office beyond the designated office work days. We are aware youre frustrated, so, heres the overtime pay policy: 150% usual wage for overtime work on working days 200% usual wage for overtime work on Saturdays and Sundays 300% usual wage for overtime work on holidays (Labor Code 2013a)

Performance Evaluation and Salary Reviews

VYING Communications has an annual performance evaluation process to examine employees progress and efforts. The salary review occurs along with the annual performance evaluation process (go back and take a look at section 2 Employee Evaluation Program for more details).

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Employee Benefits Assistance for Expatriate Employees

VYING Communications is an agency with a multinational workforce. Employees from a foreign countries currently working for VYING Communications in Vietnam will get assistance regarding place of residence, means of transport, working permit, visa, driving license, medical services, childrens education, sports and wellness.

Insurance Policy
VYING Communications provides three types of insurance to employees: Social Insurance, Medical Insurance, and Unemployment Insurance. SOCIAL INSURANCE Social insurance is funded by VYING Communications (15% of the total wage fund), the employee (5% of his/her wage), the State (as their way of making sure employers providing social insurance policy for employees), and other sources (Labor Code 2013f). As a VYING Communications employee having social insurance, you will get a sickness allowance in case you become sick and are allowed home treatment or hospitalization (Labor Code 2013f). Lucky you. - 30 -

Pregnant female VYING Communications employees who are on maternity leave and have paid their social insurance premium shall get a social insurance benefit equalling her monthly base compensation, including her allowance for one month for her first or second childbirth (Labor Code 2013f). MEDICAL INSURANCE If you fall sick, you get medical examinations and treatment at medical facilities as specified by the medical insurance package provided by VYING Communications (Labor Code 2013f) UNEMPLOYMENT INSURANCE VYING Communications comply with national laws on retirement pension. Provided a retired employee has been paying the insurance fee for 15 years, he or she is entitled to a monthly pension of 45% of the average monthly salary (Vietnam Online 2011).

Training and Professional Development

TRAINING PROGRAM As a part of our mission which is to centralize on human resources, develop and foster our workforce, VYING Communications establishes its own training program for each quarter in order to propel our employees expertise and standard of work

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The periodical trainings typically involve workshops, lab trainings, and guest speaker sessions. Our coaches may come from neighboring countries or from VYING Communications regional headquarter. After these sessions, participants get a small assignment. But dont yawn just yet. Whoever has the best submission gets Performance Bonus and various in-kind prizes. VYING COMMUNICATIONS RESOURCE CENTER All VYING Communications employees have access to VYING Communications Resource Center which houses hundreds of books, journals, magazines, and DVDs communication-related materials galore catering to the need to catch up with this crazy world. The Resource Center opens from 8 am to 6 pm from Monday to Friday and 9 am to 12 pm on Saturday and Sunday, perfect for a nice cup of coffee and a quest for knowledge.

Recreational Activities
All work and no play make us a dull company. Come join VYING Communications weekly sports activities (badminton games, tennis matches & soccer matches) and our triquarterly team-building activities at nearby District 10 Sports Center (380 Le Van Tho District 10). The timetable for these activities is updated every Tuesday on VYING Communications Intranet system. - 32 -

ACKNOWLEDGMENT

I have received VYING Communications Employee Handbook with the understanding that this handbook serves to provide critical information regarding VYING Communications policies and my responsibilities and benefits as an employee. I commit to read and follow the companys policies. I am aware that should I have any questions and recommendations about these policies, I am to direct them to management or the Human Resource Department. I am also aware that VYING Communications reserves the right to make modifications, amendments, or additions to existing workplace policies, benefits and regulations on reasonable notice.

Employees Printed Name

Position

Employees Signature

Date

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REFERENCES

Edelman 2013, 'Code of Ethics and Business Conduct', Edelman, viewed 6 May 2013, <http://www.edelman.com/who-weare/about-edelman/code-of-ethics-andbusiness-conduct/>. Labor Code 2013a, 'Chapter VI - Salary', Labor Code, viewed 6 May 2013, <http://www.boluatlaodong.com/laborcode/chapter-vi-salary.nd5-dt.91.014.html>. Labor Code 2013b, 'Chapter VII - Work and break time', Labor Code, viewed 6 May 2013, <http://www.boluatlaodong.com/laborcode/chapter-vii-work-and-break-time.nd5dt.90.014.html>. Labor Code 2013c, 'Chapter VIII - Labor discipline, material liability', Labor Code, viewed 6 May 2013, <http://www.boluatlaodong.com/laborcode/chapter-viii-labor-discipline-materialliability.nd5-dt.89.014.html>. Labor Code 2013d, 'Chapter X - Specific provisions on women's labor', Labor Code, - 34 -

viewed 6 May 2013, <http://www.boluatlaodong.com/laborcode/chapter-x-specific-provisions-onwomens-labor.nd5-dt.87.014.html>. Labor Code 2013e, 'Chapter XI - Some specific regulations concerning minors and other types of laborers', Labor Code, viewed 6 May 2013, <http://www.boluatlaodong.com/laborcode/chapter-xi-some-specific-regulationsconcerning-minors-and-other-types-oflaborers.nd5-dt.86.014.html>. Labor Code 2013f, 'Chapter XII - Social insurance', Labor Code, viewed 6 May 2013, <http://www.boluatlaodong.com/laborcode/chapter-xii-social-insurance.nd5dt.85.014.html>. Vietnam Online 2011, 'Vietnam Social Insurance: Compulsory, Voluntary and Unemployment', Vietnam Online, viewed 6 May 2013, <http://www.vietnamonline.com/az/vietnamsocial-insurance-system.html>.

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VYING Communications Vietnam

Address Web Email 230 Ngo Thoi Nhiem, 11, District 2, HCMC, Vietnam www.VYINGCommunications.vn enquiries@vyingcommunications.vn Ward

Telephone (848) 399 65 120 Fax (84) 42 25 443

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