Regulations on the Academic Council
of the National Aerospace University
Approved by:
the Academic Council
of the National Aerospace University “Kharkiv Aviation Institute”
Protocol No. 3 dated October 23, 2024
Enforced by Order No. 414 dated October 23, 2024
СУЯ ХАІ-ВР-П/001:2015
Effective date: October 24, 2024
Revision No. 7
1. General Provisions
1.1. The Regulations on the Academic Council (hereinafter – the Regulations) of the National Aerospace University “Kharkiv Aviation Institute” (hereinafter – the University) have been developed in accordance with the Laws of Ukraine “On Education” dated 05.09.2017 No. 2145-VIII (as amended), “On Higher Education” dated 01.07.2014 No. 1556-VII (as amended), “On Scientific and Scientific-Technical Activity” dated 26.11.2015 No. 848-VIII (as amended), other normative legal acts of Ukraine, normative documents of the Ministry of Education and Science of Ukraine, and the University’s Charter (hereinafter – the Charter). They define and regulate the general managerial, economic, and legal principles of operation, the main tasks, powers, and the procedure for forming the Academic Council of the University (hereinafter – the Academic Council).
1.2. The Academic Council of the University is a collegial governing body. Its collegial function is implemented through democratic discussion and collective decision-making on matters relevant to the University’s activities.
1.3. The Academic Council of the University is established for a term of five years.
1.4. Changes to the personal composition of the Academic Council during its term (inclusion or exclusion of members) are made by approval of such changes through an order of the Rector of the University.
1.5. Upon expiration of the term of the Academic Council, the new composition must be approved by the Rector’s order within five working days from the date of expiration of the powers of the previous Academic Council.
1.6. The activities of the Academic Council are carried out based on an annual (or semester) work plan approved by the Rector of the University.
2. Main Tasks and Functions of the Academic Council of the University
2.1. The Academic Council of the University:
1. Defines the strategy and prospective directions for the development of the University’s educational, scientific, innovative, and international activities;
2. Develops and submits to the University’s Labor Collective Conference the draft Charter of the University, as well as decisions on amendments and additions to it;
3. Approves the financial plan and annual financial report of the University;
4. Determines the system and approves procedures for internal quality assurance in higher education;
5. Approves, based on the Rector’s submission, decisions on the placement of the University’s own revenues in territorial bodies of the central executive authority in the field of treasury servicing of budget funds or in banking institutions;
6. Approves, based on the Rector’s submission, decisions on the creation, reorganization, and liquidation of structural units of the University;
7. Approves educational programs and curricula for each level of higher education and specialty;
8. Makes decisions on the organization of the educational process, determining the duration of study at the relevant levels;
9. Approves the sample and procedure for issuing the University’s own higher education diploma, the regulations on the procedure and grounds for its issuance to graduates, as well as samples, procedures, and grounds for issuing joint and double diplomas to graduates;
10. Determines the main directions for scientific research and innovative activities;
11. Evaluates the scientific and pedagogical activities of structural units, considers proposals, and approves decisions on the organization of educational, scientific, and training processes in the University;
12. Confers academic titles of Professor, Associate Professor, and Senior Researcher and submits the corresponding decisions for approval to the Attestation Board of the Ministry of Education and Science of Ukraine;
13. Makes final decisions on the recognition of foreign higher education documents, academic degrees, and academic titles during the employment of teaching, research, scientific-pedagogical, and other staff, as well as during the enrollment of applicants;
14. Makes final decisions on recognizing higher education documents issued by institutions of higher spiritual education whose statutes (regulations) are registered in accordance with the established legislative procedure during enrollment of applicants;
15. Has the right to submit proposals for the dismissal of the Rector of the University on grounds provided by legislation, the University Charter, and the contract, which are considered by the University Labor Collective Conference;
16. Elects, through a competitive secret ballot, candidates for the positions of department heads and professors of the University;
17. Approves normative documents of the University regarding the organization of the educational process, amendments to them, and adoption of new versions, including standard regulations on faculties, departments, and specific provisions regarding the activities of structural units engaged in educational, scientific, and innovative activities, regulations on working and other University bodies, as well as standard job descriptions for scientific-pedagogical and research staff;
18. Reviews annual reports of the Academic Council Chair, Vice-Rectors, Director of the Scientific-Technical Library, and heads of University structural units on the results of their work;
19. Determines the powers of faculty academic councils according to the University Charter, delegates part of its powers to faculty academic councils (institutes), and cancels faculty academic council decisions regarding competitive selection for vacant positions of scientific-pedagogical staff if the competition procedure or conditions were violated;
20. Approves candidates for awards such as the honorary badge “For Merit,” the honorary distinction “KhAI Star,” the title “Professor of KAI,” the title “Honorary Doctor of the National Aerospace University "KhAI” DOCTOR HONORIS CAUSA, the title “HONORARY PROFESSOR OF KhAI,” and other University distinctions according to the relevant University regulations;
21. Approves submissions of scientific papers, textbooks, and monographs for participation in national and international competitions;
22. Approves submissions of University staff for state and regional honorary titles and awards;
23. Approves the Admission Rules to the University, including admission to postgraduate and doctoral studies, individual scientific work plans, recommendations for doctoral admission, and decisions on dismissal from postgraduate or doctoral studies in accordance with Ukrainian legislation;
24. Approves the Admission Rules for the Separate Structural Unit “Kharkiv Professional College of Information Technologies of the National Aerospace University "KhAI”;
25. Approves recommendations and supports candidates for election as corresponding members and academicians of the National Academy of Sciences of Ukraine, sectoral and departmental academies;
26. Establishes named University scholarships and approves candidates for state-named and special scholarships, including those funded by legal and natural persons from Ukraine and other countries;
27. Approves reports of postgraduate and doctoral students, extensions of study terms in postgraduate and doctoral programs according to the regulations “On Postgraduate and Doctoral Studies at the University”;
28. Grants consent for creative leaves to complete dissertations, write textbooks, monographs, etc.;
29. Creates permanent or temporary commissions and working groups of the Academic Council to study and prepare specific issues for consideration by the Academic Council;
30. Provides recommendations regarding the publication of manuscripts, monographs, textbooks, guides, etc.;
31. Decides on joining unions, associations, and other professional organizations, including international ones;
32. Approves proposals for candidates to participate in city, regional, and national competitions in the educational-scientific field;
33. Considers issues related to the training of scientific and scientific-pedagogical personnel and improving their professional qualifications, evaluating scientific-pedagogical and administrative management activities of the University’s structural units, including separate structural units;
34. Reviews and approves the content of scientific journals and conferences published and held at the University;
35. Considers issues related to cooperation with student self-government bodies, determines in the established manner the funding volumes for the student self-government body and the scientific society of students, postgraduates, doctoral students, and young scientists of the University;
36. Considers other issues submitted by the Rector, University structural units, faculty academic councils, public or student self-government bodies related to University activities in accordance with Ukrainian legislation and the University Charter.
2.2. Matters that, according to Ukrainian legislation and the University Charter, fall under the competence of the Rector, public or student self-government bodies, other University management bodies, and faculties shall not be included in the agenda of the Academic Council and shall not be considered.
2.3. The Academic Council may delegate part of its powers listed in clause 2.1 of these Regulations to faculty academic councils, as determined by separate regulations on such councils.
3. Rights and Duties of Members of the University Academic Council
4. Composition and Leadership of the Academic Council of the University
4.1. The Academic Council of the University shall include:
- Ex officio members – the Rector, Vice-Rectors, Deans of Faculties (Directors of Institutes), Academic Secretary, Director of the Scientific and Technical Library, Chief Accountant, Heads of student self-government bodies and elected bodies of the primary trade union organization of University employees, the primary trade union organization of students, postgraduate and doctoral students of the University;
- Elected representatives of academic and research staff, elected from among Heads of Departments, Professors, PhD (Candidates of Sciences), Doctors of Sciences – 40 representatives;
- Elected representatives of other University employees working on a permanent basis, according to quotas:
1. from Institutes – 1 representative;
2. from research staff – 2 representatives;
3. from administrative and management departments, Rectorate – no more than 15 representatives;
- Elected representatives from postgraduate and doctoral students of the University, as well as representatives of student self-government bodies of the University, according to quotas:
1. from student self-government bodies – at least 8 representatives;
2. from postgraduate and doctoral students – 1 representative.
4.2. By decision of the Academic Council of the University, representatives of employers’ organizations may be included in its composition.
4.3. Academic and research staff of the University must constitute at least 75 percent of the composition of the Academic Council. The category of academic and research staff includes persons who hold academic or research positions at the University and are members of the Academic Council either by virtue of their position or by election (subparagraphs 1–3 of paragraph 4.1 of this Regulation).
4.4. Elected representatives from among students must constitute at least 10 percent of the composition of the Academic Council. This category includes persons holding positions in student self-government bodies of the University, as well as duly elected representatives of student self-government bodies, who are University students.
4.5. The composition of the Academic Council is formed in accordance with the procedure defined by this Regulation.
4.6. Elections to the Academic Council must begin no later than 30 calendar days before the expiration of the current term, according to the following procedure:
4.6.1. The Rector, Vice-Rectors, Deans of Faculties (Directors of Institutes), Academic Secretary, Director of the Scientific and Technical Library, and Chief Accountant of the University are included in the Academic Council by virtue of holding their positions.
4.6.2. Heads of student self-government bodies and elected bodies of the primary trade union organization of University employees, the primary trade union organization of students, postgraduates and doctoral students are included in the Academic Council by virtue of being elected to their leadership position and holding it on the date when the new composition of the Academic Council begins its work.
4.6.3. Elected representatives of academic, research, and other University employees working on a permanent basis are elected by the nearest (prior to the expiration of powers of the previous Academic Council) University staff conference upon nomination from structural units (groups of units or working bodies of the University) where they are employed. The basis for their inclusion is the extract from the minutes of the University staff conference confirming the positive voting results.
4.6.4. Elected representatives from among postgraduate and doctoral students are elected by the Scientific Society of Students, Postgraduates, Doctoral Students and Young Scientists of the University in accordance with the relevant University regulations governing its activities. The basis for inclusion is the extract from the minutes of the general meeting of the Society with positive voting results.
4.6.5. Elected representatives from among students are elected by the nearest General Meeting of University Students (prior to the expiration of powers of the previous Academic Council) by secret ballot. The basis for inclusion is the extract from the minutes of the General Meeting of University Students with positive voting results.
4.7. The composition of the Academic Council is approved by the Rector’s order for a term of five years on the basis of a submission by the Academic Secretary within five (5) working days after the expiration of the powers of the previous Academic Council.
4.8. Grounds for early termination of powers of members of the Academic Council:
- ex officio or elected representatives of structural units (groups of units or working bodies of the University), or of academic/research staff or other permanent employees, who have terminated their employment with the University, are on long-term (over four months) assignment, leave (including unpaid), medical treatment, or ceased personal participation in the work of the Academic Council (absence from its meetings for four consecutive months without valid reasons);
- elected representatives from among students or postgraduate/doctoral students who ceased their studies;
- elected representatives of student self-government bodies, trade union bodies, or the Scientific Society of Students, Postgraduates, Doctoral Students and Young Scientists who ceased to hold office in the respective body.
Vacancies in the Academic Council may be filled in the established procedure by order of the Rector until the next University staff conference.
4.9. The Academic Council is chaired by the Chairperson, elected by secret ballot from among its members who hold an academic degree and/or academic (honorary) title, for the term of the Council’s activities.
4.10. The election of the Chairperson of the Academic Council is conducted as follows:
4.10.1. Stage one: Nomination of candidates.
Before the first meeting of the new Academic Council, candidates for Chairperson may be nominated by:
- Faculty Academic Councils;
- General meetings of the staff of other University units;
- Self-nomination.
4.10.2. Stage two: Election of the Chairperson.
At the first meeting of the new Academic Council, convened by the Rector, a list of all candidates is announced, and candidates may be allowed to present speeches.
If there are no objections or withdrawals, ballots are prepared in the number equal to the members of the Council for secret voting, which is then held.
4.11. The candidate who receives more than 50% of the votes of the Academic Council is considered elected. If no candidate receives more than 50%, a run-off vote is held between the two candidates with the highest number of votes.
4.12. In case of early termination of the Chairperson’s powers (while the Academic Council continues its work), the election of a new Chairperson shall take place at the nearest meeting under the same procedure as for the first meeting of a new Academic Council (this rule may not apply if less than six months remain until the expiration of the Council’s term). Until a new Chairperson is elected, their duties are performed by the Rector. Grounds for early termination of the Chairperson’s powers may include:
- voluntary resignation based on a written application;
- termination of Council membership by Rector’s order in accordance with paragraph 4.8 of this Regulation;
- adoption of a decision by more than 50% of the members of the Academic Council, by secret ballot, on early termination of the Chairperson’s powers based on a substantiated proposal from a Faculty Academic Council, General Staff Meeting of another University unit, or a written application signed by at least 30% of the Academic Council members.
4.13. The Chairperson of the Academic Council has two deputies, elected by secret ballot from among the Council members, upon nomination by the Chairperson, from persons holding an academic degree and/or academic (honorary) title, for the duration of the Council’s term.
4.14. The duties of Secretary of the Academic Council are performed by the University’s Academic Secretary, who reports directly to the Chairperson of the Academic Council.
4.15. The Chairperson and Secretary of the Academic Council in their work are guided by the University Charter, this Regulation, and the legislation of Ukraine on higher education, including relevant regulatory documents of the Ministry of Education and Science of Ukraine.
4.16. The Chairperson of the Academic Council shall annually (at the first meeting of the new academic year) report on the activities of the Academic Council during the previous academic year.
5. Organization of the Work of the Academic Council of the University
5.1. The organizational form of the work of the Academic Council of the University is meetings, which are held during the academic year at least once a month, usually on the penultimate Wednesday of each month.
5.2. To address urgent matters (including during vacation periods), an extraordinary meeting of the Academic Council may be convened at the initiative of its Chairperson, the Rector of the University, or at the initiative of not less than 30% of the members of the Academic Council.
5.3. Meetings of the Academic Council are chaired by its Chairperson. In the temporary absence of the Chairperson, meetings are conducted by one of the Deputy Chairpersons. In the event of early termination of the Chairperson’s powers, meetings are conducted by the Rector until a new Chairperson is elected.
5.4. A meeting of the Academic Council is considered valid if at least two-thirds of its members are present. Attendance of members is confirmed by their signatures on the attendance sheet of the established form.
In cases when meetings are held using information and telecommunication technologies (remote meetings), the presence of a member of the Academic Council is verified by the administrator (Head of the Department of Educational Technical Facilities) through the member’s email verification. In case of hybrid meetings, attendance is confirmed either by signature on the attendance sheet or by email verification by the administrator.
5.5. For secret voting, a counting commission of three members of the Academic Council present at the meeting is elected by open vote. The commission elects its Chairperson by open vote. The counting commission is fully responsible for the procedure and results of secret voting.
5.6. The draft agenda for each meeting of the Academic Council is prepared by the Secretary of the Academic Council, based on the instructions of the Chairperson and taking into account the annual (semester) work plan of the Academic Council.
5.7. At the instruction of the Chairperson, the preparation of materials for the consideration of specific issues at meetings of the Academic Council is ensured by Vice-Rectors and/or heads of relevant departments, together with the Secretary of the Academic Council.
5.8. Officials preparing materials for Academic Council meetings bear personal responsibility for the content and timely submission (no later than five (5) working days before the meeting) to the Secretary of the Academic Council of draft local regulations, draft resolutions of the Academic Council with specific measures, deadlines, responsible executors, and persons in charge of monitoring implementation.
5.9. The agenda and draft resolutions are finalized by the Secretary of the Academic Council no later than two (2) working days before the meeting.
5.10. The Secretary of the Academic Council informs members of the Council about the date, place, time, and agenda of the meeting no later than two (2) days before it is held.
5.11. The Chairperson of the meeting of the Academic Council:
- opens and closes the meeting;
- submits draft resolutions for discussion;
- grants the floor for reports, speeches, and announces the next speaker;
- organizes the consideration of issues;
- makes official announcements and other statements as deemed necessary.
5.12. Resolutions of the Academic Council on each agenda item are considered adopted by open vote, or if necessary, by secret ballot in the established manner, provided that more than half of the members of the Academic Council vote in favor.
5.13. Resolutions of the Academic Council are enacted by orders of the Rector. Resolutions of a managerial or directive nature may also be enacted by Rector’s instructions.
Resolutions of the Academic Council are binding for all employees and students of the University.
5.14. Implementation of resolutions of the Academic Council is entrusted to the heads of structural units of the University, unless otherwise specified in the resolutions.
5.15. Control over the implementation of the resolutions of the Academic Council is generally assigned to Vice-Rectors in accordance with their functional duties, the Chairperson of the Academic Council, and the Academic Secretary of the University. The Rector, as the Head of the University directly managing its activities (p. 5.2 of the Charter), may also exercise control over the implementation of the Academic Council’s resolutions by University officials.
5.16. The Academic Council of the University is obliged to monitor compliance with and enforcement of the current legislation in the field of higher education within the University.
5.17. The consideration of issues by the Academic Council and the adopted resolutions are recorded in minutes of the meetings, signed by the Chairperson and the Secretary of the Academic Council. If necessary, extracts from the minutes concerning specific issues may be prepared and signed by the Chairperson and/or Secretary.
5.18. Other procedural matters of the Academic Council’s activities are additionally regulated by the Rules of Procedure of the Academic Council (Appendix A to this Regulation).
6. Final Provisions
6.1. This Regulation is adopted by the Academic Council of the University and enters into force by order of the Rector of the University.
6.2. Amendments and/or additions to this Regulation shall be introduced in the manner prescribed for its adoption.
6.3. In the event of amendments to the normative acts regulating the relations defined in this Regulation, the provisions of the legislation of Ukraine shall apply until the corresponding amendments are introduced into this Regulation.