Rules of Procedure of the Academic Council
of the National Aerospace University
“Kharkiv Aviation Institute”

А1. General Provisions

A 1.1. The Rules of Procedure of the Academic Council of the National Aerospace University “Kharkiv Aviation Institute” (hereinafter – the Rules of Procedure) establish the procedure for preparing and holding meetings, define the procedure for considering issues related to the powers and the exercise of the oversight functions of the Academic Council of the University.

A 1.2. The procedure of work of the Academic Council of the University and the fundamentals of the organization of its activities are defined by the Laws of Ukraine “On Education”, “On Higher Education”, “On Scientific and Scientific-Technical Activity”, orders and directives of the Ministry of Education and Science of Ukraine, the Statute of the University, the Regulations on the Academic Council of the National Aerospace University “Kharkiv Aviation Institute” (hereinafter – the Regulations), and these Rules of Procedure.

A 1.3. Venue and language of the Academic Council meetings:

A 1.3.1. Meetings of the Academic Council of the University are held at the following address: Kharkiv, 17 Vadym Mankiv Street, Main Building of the University, 2nd floor, Academic Council Meeting Hall (room 231), except in cases when meetings are held remotely. By decision of the Chair of the Academic Council, a meeting of the Academic Council may be held at another location.

A 1.3.2. Meetings of the Academic Council are conducted in the state language. Individual reports, speeches, etc. may be delivered in English or another language, with the exception of the language of the aggressor state.

A 1.4. Meetings of the Academic Council are open and transparent.

A 1.4.1. Openness of Academic Council meetings is ensured by the possibility of attendance by members of the University’s staff and higher education students.

A 1.4.2. Transparency of Academic Council meetings is ensured by publishing the agenda and the decisions adopted by the Academic Council, including on the official University website and/or in the University’s internal information network.

A 1.4.3. Members of the Academic Council must be invited to its meetings, as well as, if necessary, heads of structural units and individuals directly concerned with the issues on the meeting agenda. Members of the University’s staff and higher education students may attend meetings of the Academic Council upon prior approval by the Secretary of the Academic Council, provided this does not interfere with the normal work of the Academic Council (taking into account the capacity of the meeting hall).

A 1.5. The provisions of this section are applied with regard to the specific features provided in Section A8 of these Rules of Procedure.

А2. Exercise of Powers by the Academic Council

A2.1. The powers of the Academic Council of the University are defined in Section 2 of the Regulations. The exercise of powers by the leadership and members of the Academic Council is also ensured by the procedures established in these Rules of Procedure.

A2.1.1. The Chair of the Academic Council of the University:

- on the basis of the Rector’s authorization, represents the Academic Council in relations with state authorities, external organizations, and public associations;

- leads and coordinates the work of the Academic Council, directs its activities toward ensuring the educational, scientific, research and teaching, and organizational activities of the University, and monitors the implementation of the Academic Council’s decisions;

- signs the minutes, extracts from the minutes of the Academic Council meetings;

- for the purpose of implementing the decisions adopted by the Academic Council at its meetings, initiates and organizes the issuance of relevant orders and directives;

- exercises other powers provided for by the Statute, the Regulations, and these Rules of Procedure.

A2.1.2. The Secretary of the Academic Council of the University:

- on the instructions of the Chair of the Academic Council, prepares a draft agenda of the Academic Council meeting and communicates it to all participants of the meeting;

- ensures the preparation of meetings, in particular compiles the materials necessary for implementing the meeting agenda, coordinates them with the Chair of the Academic Council, and publishes them for review in the University’s internal information network Ipietei;

- at the initiative of the Rector, the Chair of the Academic Council, or at the initiative of at least thirty percent of the members of the Academic Council, jointly with the Chair of the Academic Council, ensures the convening and preparation of an extraordinary meeting of the Academic Council;

- is responsible for forming attestation files of candidates for the conferment of academic titles;

- on the instructions of the Chair of the Academic Council, monitors the implementation of the Academic Council’s decisions;

- coordinates the prompt coverage of the Academic Council’s activities and publishes, in the prescribed manner, the decisions adopted on the official University website and in the University’s internal information network Internet.

In the absence of the Academic Secretary of the University, who performs the functions of Secretary of the Academic Council of the University, his/her duties are assigned to another member of the Academic Council by order of the Rector of the University.

A2.1.3. Members of the Academic Council of the University, in addition to the duties specified in the Regulations, shall also:

- ensure unity and collegiality in the work of the Academic Council, bear joint responsibility for the adoption and implementation of decisions, and for the state of affairs in the structural units of the University they head and whose interests they represent at the meetings of the Academic Council;

- make proposals regarding the formation of the work plan and agenda of Academic Council meetings in accordance with the procedures defined by these Rules of Procedure;

- prepare materials for Academic Council meetings in accordance with the work plan and in the manner established by these Rules of Procedure.

A2.2. The exercise of powers by the leadership and members of the Academic Council in the field of directing activities, coordinating, and monitoring the implementation of the decisions of the Academic Council of the University is carried out on principles that exclude duplication and substitution of the functions of the heads of the relevant structural units of the University.

A2.3. The provisions of this section are applied taking into account the specific features provided for in Section A8 of these Rules of Procedure.

А3. Forms of Work of the Academic Council

A3.1. The organizational form of work of the Academic Council of the University shall be meetings (regular and extraordinary). On the occasion of commemorative dates, important events, etc., extended meetings of the Academic Council may also be held.

A3.2. The Chair of the Academic Council of the University shall announce the opening of the meeting of the Academic Council at the beginning of the session, and the closing—after the consideration of the last item on the agenda and the approval of the reports of the counting commission.

A3.3. Regular meetings of the Academic Council of the University shall be held once a month during the academic year, in accordance with the work plan, usually on the penultimate Wednesday of each month.

A3.4. The Chair of the Academic Council or, in his/her absence, one of the Deputy Chairs of the Academic Council, if necessary, may decide to change the date and time of the meeting of the Academic Council of the University. Members of the Academic Council shall be informed of the rescheduling of a regular (planned) meeting and of the convening of an extraordinary meeting by means of telephone messages and/or electronic mailings, and may also be informed via the official website of the University, the internal university network “Ipietei”, the corporate chat “Academic Council of KhAI”, and email, no later than one working day before the meeting.

A3.5. The provisions of this section shall be applied taking into account the specific features stipulated in Section A8 of these Rules of Procedure.

А4. Work Plan of the Academic Council

A4.1. For the proper fulfillment of its tasks and powers, as set out in Section 2 of the Statute, the Academic Secretary shall prepare a draft plan of meetings of the Academic Council of the University for the academic year (semester), taking into account the proposals of the Rector, Vice-Rectors, the Chair of the Academic Council, as well as proposals of structural subdivisions and individual members of the Academic Council submitted no later than 20 calendar days before the start of the new academic year (semester).

A4.2. The work plan shall be approved by the Rector of the University. Amendments to the approved work plan, if necessary, shall be made in the manner provided for in paragraph A4.1 of these Rules of Procedure and shall be adopted in agreement with the Chair of the Academic Council of the University in accordance with the procedure for adopting the work plan of the Academic Council of the University.

A4.3. The work plan of the Academic Council of the University for the current academic year (semester) shall be published on the official website of the University.

А5. Preparation for Academic Council Meetings

A5.1. Materials for a regular meeting of the Academic Council of the University shall be submitted to the Academic Secretary of the University no later than five (5) working days prior to the meeting. The Academic Secretary, in agreement with the Chair of the Academic Council, shall form the agenda of the meeting and ensure that members of the Academic Council are acquainted with the documents no later than two (2) working days before the meeting.

A5.2. Responsibility for the timely and quality preparation of materials for the Academic Council meeting lies with the heads of subdivisions or other University staff designated in the agenda as presenters. Materials submitted after the established deadline may be included in the agenda of the meeting only by decision of the Chair of the Academic Council.

A5.3. Materials for a regular meeting containing draft local regulatory acts of the University, including draft regulations on specific types of University activities, structural subdivisions, etc., as well as standard job descriptions, must be preliminarily agreed with the Legal Department and discussed in advance by members of the Academic Council no later than five (5) working days before the meeting at which the document is planned to be reviewed and approved.

A5.4. Materials containing draft decisions of the Academic Council that establish, amend, or terminate the financial rights and obligations of the University must be preliminarily agreed with the Planning and Finance Department and the Chief Accountant.

A5.5. Materials submitted to the Academic Secretary for a regular meeting must include:

- Analytical (reporting) notes on each agenda item with justification for proposed measures (with attachments if necessary);

- Draft resolutions specifying tasks, deadlines, responsible structural subdivisions, and officials accountable for overseeing implementation, agreed with the executors;

- Draft orders and directives as required by Academic Council decisions;

- A list of invited participants indicating full name, academic degree, academic title, position, and place of work.

Draft resolutions and other materials for the meeting must be signed and approved in the prescribed manner.

A5.6. A protocol shall be kept at the Academic Council meeting, recording the course and outcomes of the session.

A5.7. Revisions of Academic Council decisions based on comments and proposals from members shall be carried out by the individuals who prepared the respective drafts within five (5) working days, unless the Academic Council sets a different deadline.

A5.8. Additional items may be added to the agenda of Academic Council meetings planned in the work plan by amending it. Informational and procedural items, as well as operational matters and notifications from Council members regarding University activities that do not require discussion or formal adoption, shall be included under the “Miscellaneous” section of the agenda. Protocol decisions shall be made on these items. Proposals on such matters must be submitted no later than two days before the meeting.

A5.9. Approval of the agenda of the Academic Council meeting shall be made by a majority vote of the members present.

A5.10. The provisions of this section shall be applied taking into account the specific features stipulated in Section A8 of these Rules of Procedure.

А6. Organization and Conduct of Academic Council Meetings

A6.1. Before the opening of each meeting, members of the Academic Council shall be registered based on confirmation of their presence by signing the registration sheet, except in cases of meetings conducted in remote or hybrid mode.

A6.2. At the beginning of the meeting, the Academic Secretary informs the Chair about the presence of a quorum.

A6.3. Valid reasons for a member’s absence from scheduled meetings include temporary incapacity, business trips, leave, etc., which must be communicated to the Academic Secretary personally and in advance.

A6.4. The Academic Council meeting may commence if a quorum is present, i.e., no less than 2/3 of the total members.

A6.5. Duties and powers of the Chair during the Academic Council meeting:

The Chair of the meeting:

- adheres to the norms of current Ukrainian legislation, the University Statute, the Regulations, and these Rules of Procedure, ensuring compliance by all participants;

- opens, conducts, and closes the meeting; announces breaks;

- gives the floor for reports (co-reports), questions, speeches, and announces the next speaker;

- announces the list of registered speakers and provides them the floor;

- ensures equal opportunities for Council members in discussing issues according to the Regulations;

- maintains order during the meeting;

- may combine discussions of several related agenda items if no Council member objects;

- asks clarifying questions to speakers;

- may extend the meeting beyond scheduled time if necessary;

- announces voting results and adopted decisions.

During a report, co-report, debate, consideration of a proposal submitted by the Chair, or discussion of an item personally related to the Chair, the conduct of the meeting is delegated to the Deputy Chair or another member of the Academic Council.

A6.6. Procedure for discussion of items at the Academic Council meeting:

A6.6.1. Full discussion procedure includes:

- report of the designated speaker or proposer of the item, questions to the speaker, and answers;

- co-report by a designated co-speaker, questions to the co-speaker, and answers;

- announcement of the draft decision;

- speeches by Council members;

- if necessary, concluding remarks by the speaker and co-speaker;

- clarification and announcement by the Chair of proposals submitted for voting;

- speeches by invited persons;

- adoption of the decision by the Academic Council.

A6.6.2. Shortened discussion procedure occurs by decision of the Academic Council and includes:

- speech by the speaker or proposer with the introductory part of the draft resolution;

- no more than two Council members discuss the item, highlighting positive aspects and drawbacks;

- clarification and announcement by the Chair of proposals submitted for voting;

- adoption of the decision by the Academic Council.

A6.6.3. By the Chair’s proposal, a decision may be adopted without discussion if no Council member raises objections.

A6.6.4. Invited persons may submit proposals, provide explanations, and comments. Discussion starts and ends by decision of the Chair.

A6.7. Preparation of materials:

The speaker and co-speaker whose reports are considered must submit documents and materials in paper and electronic form to the Academic Secretary no later than five (5) working days before the meeting.

Documents related to competitive appointments must be submitted within the terms and scope established by the competition conditions.

Documents prepared for consideration by the Academic Council are stored by the Academic Secretary and attached to the meeting protocol.

A6.8. Copying of documents and materials:

Documents and materials necessary for the work of the Academic Council are edited and reproduced by the relevant structural units and submitted to the Academic Secretary one (1) day before the meeting.

A6.9. The provisions of this section shall be applied taking into account the specific features stipulated in Section A8 of these Rules of Procedure.

А7. Preparation and Adoption of Decisions by the Academic Council and Control over Their Implementation

A7.1. A draft decision of the University Academic Council is the result of the joint work of all participants in the process of preparing a particular issue for consideration by the Council.

The draft decision includes an assessment of the activity of a specific unit, the state of affairs on the discussed issue, highlights shortcomings, sets specific tasks, establishes deadlines for their completion, and identifies responsible persons.

Members of the Academic Council who receive draft decisions and/or other documents for the meeting carefully review them and, if necessary, provide comments and proposals. Comments and proposals to draft decisions and/or other documents must be substantiated, submitted in writing or electronically, and timely forwarded to the drafter of the draft decision and/or other documents.

Direct control over timely informing the relevant structural units about the Council’s decisions is exercised by the Academic Secretary.

Decisions of the Academic Council are published on the official University website.

Direct control over the implementation of Council decisions is exercised by the University officials named in the Council’s decision.

A7.2. Adoption and cancellation of decisions by the Academic Council

The Academic Council adopts decisions exclusively at its meetings after discussion of issues by a majority of members present, except as provided by current Ukrainian legislation and the Regulations.

Voting is conducted personally by members of the Council by raising hands or at a designated place for secret voting in the meeting room. Each member has one vote per item and must vote “for,” “against,” or “abstain.” The Chair announces the results of open voting, while the results of secret voting are announced by the head of the counting commission. The Council may adopt a procedural decision to determine the type and method of voting if not established by law, the Statute, the Regulations, or these Rules of Procedure.

Council decisions are adopted only on items included in the agenda.

In the event of a tie, the Chair’s vote is decisive.

A7.3. Special assignments

Following discussion at a meeting, the Academic Council may decide to assign specific tasks to individual members or University officials.

Assignments made during the meeting are recorded in the meeting minutes. Implementation is monitored by the Academic Secretary.

A7.4. Counting Commission

A Counting Commission is elected at the Council meeting to organize voting and determine its results. It counts votes as instructed by the Council, verifies members’ presence if necessary, and considers complaints regarding voting violations or obstacles. The Commission consists of at least three members present at the meeting.

The Commission elects a Chair from among its members. Council members whose candidacies are included in the ballot or who belong to the same unit as candidates for secret voting may not participate in the Commission.

The time, place, and procedure of voting are determined by the Counting Commission, which informs members before voting begins. Objections from members are resolved after a brief discussion.

A7.5. Ballots for secret voting

Ballots are prepared in a number equal to the actual number of elected Council members, following approved forms. Ballots must be identical in material, color, size, and content, without any marks. They indicate the purpose of voting and, if necessary, bear signatures of the Chair and Secretary of the Counting Commission.

For personal elections, appointments, or consent to appointments, ballots list all candidates nominated according to the law and who agreed to run. Withdrawal of candidates is accepted without voting. Candidates may withdraw before a repeat vote. For questions on consent to dismissal, termination of authority, or expression of no confidence, the candidate’s name is included regardless of consent.

The Counting Commission seals ballot boxes and ensures secrecy and free personal expression of members’ votes.

A7.6. Organization of secret voting and determination of results

Before voting, the Chair of the Counting Commission presents the ballot form, explains its content and procedure.

Each member receives one ballot. Voting is done by marking the selected candidate or option. Completed ballots are placed in the ballot box.

Invalid ballots include non-standard ballots, ballots with votes for multiple candidates for the same position, and ballots where the member’s choice cannot be determined. Additional names written on the ballot are ignored.

A decision is adopted if it receives the required number of votes from members present, according to the law, the Statute, the Regulations, and these Rules.

Secret voting is invalid if insufficient ballots are received, in which case a repeat vote is held unless the law or Council decides otherwise.

If no candidate receives the required majority in the first vote, a second round is held between the top two candidates. If only one candidate remains, the vote is conducted for that candidate. If no candidate is elected, appointed, or given consent, the matter is reconsidered at subsequent meetings with new candidates. Repeat consideration is unlimited.

A7.7. Notification of secret voting results

The Chair of the Counting Commission reports the results, any voting violations, and answers members’ questions.

Results are recorded in the minutes signed by all Commission members. Dissenting members may submit a written opinion attached to the minutes.

If the vote concerns election, appointment, or consent, the Chair announces the decision based on the Commission’s report, and it is confirmed by open voting of Council members.

A7.8. Minutes of the Academic Council meeting

Meetings are recorded in minutes, prepared by the Council Secretary within five (5) days. Minutes are signed by the Chair and Secretary.

The minutes include protocol number, date, place, number of members present, names of the Chair and Academic Secretary, each agenda item with positions, names, and initials of speakers, co-speakers, and participating members; voting results on draft decisions, assignments, proposals, and adopted decisions, including procedural decisions.

Minutes may include transcripts, reports, references, and other documents. Signed minutes and materials are stored by the Academic Secretary.

Minutes are official documents confirming discussion and decisions and may be provided to members and staff concerned upon written request to the Chair. Excerpts on specific items may be issued, signed by the Chair and/or Secretary.

A7.9. The provisions of this section apply with regard to the specific features set out in Section A8 of these Rules of Procedure.

А8. Conducting Academic Council Meetings in Remote Mode

A8.1. If necessary (for the safety of Council members or other circumstances preventing a regular meeting), Academic Council meetings may be held remotely. The decision to hold a meeting in remote mode is made by the Chair of the Academic Council.

A8.2. No later than one day before a remote meeting, the Academic Secretary sends members the list of issues for voting (with response options: a) “Yes,” “No,” “Abstained”; b) “For,” “Against”) via corporate email (@khai.edu) or through the electronic document management system. The email address provided in the Academic Secretary’s materials is considered the official email of the Council member. Any messages and/or voting results sent from this email are considered the personal vote of the member unless the member raises objections within three days of the remote meeting.

A8.3. A Council member is considered present at a remote meeting after identity verification through their email by the administrator (head of the Technical Learning Tools Department).

A8.4. Approval of the agenda and discussion of issues during the remote meeting is conducted via online communication tools. During the meeting, the Chair or Academic Secretary informs members of the voting results and adopted decisions. Decisions adopted at the meeting are confirmed by the members of the Counting Commission (three Council members) and recorded in the minutes.

A8.5. Decisions on issues not requiring secret voting (open voting) are made by filling out an electronic survey form by the Council member.

A8.6. If a member is unable to participate (or continue participation) due to technical reasons (loss of connection, communication disruptions, equipment failure, etc.), the member completes the survey form containing all agenda items and sends it from their corporate email within the designated voting time.

A8.8. If it is impossible to conduct secret voting in compliance with the requirements of Sections A7 and A8 of the Regulations, secret voting is conducted according to the provisions of Section A9 of the Regulations.

A8.9. Decisions adopted during a remote Academic Council meeting come into force in the same manner as decisions adopted in a regular meeting.

А9. Procedure for Conducting Secret Voting Using Software That Ensures Anonymity and Verifiability During Academic Council Meetings via Real-Time Video Communication

A9.1. General Provisions

A9.1.1. The procedure for conducting secret voting using software (tools) that ensures anonymity and verifiability during Academic Council meetings in real-time video mode (hereinafter – the Procedure) is developed in accordance with the laws of Ukraine “On Education” (as amended), “On Higher Education” (as amended), the University Charter, and other local normative acts regulating the activities of the Academic Council, as well as the Resolution of the Cabinet of Ministers of Ukraine No. 392 of May 20, 2020, “On the Establishment of Quarantine to Prevent the Spread of Acute Respiratory Disease COVID-19 Caused by SARS-CoV-2 in Ukraine” (as amended).

A9.1.2. The purpose of adopting and applying this Procedure is to organize and ensure that the University’s collegial governing body – the Academic Council – performs all its tasks and functions as defined by the Law of Ukraine “On Higher Education,” the Charter, and other local normative acts, taking into account safety requirements. This may be achieved by holding the Academic Council meeting remotely and conducting secret voting using software that ensures anonymity and verifiability.

A9.2. Scope of Application

A9.2.1. The Procedure establishes the recommended sequence of actions for the Academic Secretary, members of the Counting Commission, and members of the Academic Council, outlining the main steps from creating a secret voting ballot using Google Forms, conducting the vote, to creating, storing, and certifying by the Academic Secretary a file with voting results.

A9.2.2. This Procedure may be used by the Academic Council in cases of martial law, officially declared emergency situations, relevant quarantine conditions, lack of transportation, and similar circumstances.

A9.2.3. From the moment this Procedure comes into force, its provisions are an integral part of the local normative acts regulating the activities of the Academic Council (Regulations on the Academic Council, Rules of Procedure of the Academic Council, etc.) and may be applied whenever conditions make traditional secret voting (in-person ballot distribution, completion, counting by the Counting Commission, approval of results) impossible.

A9.3. Procedure for Secret Voting Using Google Forms

A9.3.1. When conducting secret voting using Google Forms, it is recommended to ensure the following conditions:

- Use video communication tools that allow video recording and preservation of the meeting session;

- A Council member is considered present remotely after identity verification via email by the administrator (head of the Technical Learning Tools Department);

- If a member cannot continuously participate in the meeting for technical reasons (loss of connection, communication failure, equipment malfunction), that member is considered absent, and the Academic Secretary does not send a secret voting ballot to them;

- Council members participating remotely must keep their cameras on;

- The Academic Secretary creates the secret voting ballot using the khai.edu domain;

- The Academic Secretary demonstrates the ballot settings on screen to ensure anonymity and verifiability;

- After the voting procedure, the Academic Secretary informs the Council members of the results via Google Sheets, demonstrating the spreadsheet on screen for approval of voting results and the Counting Commission’s protocol by a simple majority of members present.

A9.3.2. The technical instructions for conducting secret voting via Google Forms are provided in Appendix 1 to this Procedure.

A9.4. Final Provisions

A9.4.1. This Procedure is approved by the Academic Council and enacted by the Rector’s order.

A9.4.2. Control over the implementation of this Procedure is carried out by the University officials within their authority as established in their job descriptions.

A9.4.3. Amendments and additions to the Procedure are considered and approved by the Academic Council and enacted by the Rector’s order.

Appendix 1
to the Procedure for Conducting Secret Voting Using Software (Tool)
Ensuring Anonymity and Verifiability of Such Voting

Technical Instructions for Conducting Secret Voting by the University Academic Council Using the GOOGLE FORMS Service 

Members of the Academic Council receive an email to their corporate address containing a link to the electronic ballot for secret voting.

By following the link, the respondent is directed to the Form page, where participant verification takes place. In the registration form, the participant must enter their corporate email address, select their surname from the list of voting participants, and click the NEXT button (see Figure NEXT).

Authorization for voting is required only via the corporate email address!

Figure D1.1 – Registration Form for Secret Voting

Figure D1.2 – Filling Out the Ballot for Secret Voting

To confirm your responses on all the questions under consideration, select one of the options and click the SUBMIT button (Figure D1.3).

Figure D1.3 – Confirming Responses and Completing the Vote

At the end of the voting process, the user receives a confirmation message (Figure D1.4).

Figure D1.4 – Successful Voting Notification

After the registration period ends, form submission will be disabled (Figure D1.5).

Figure D1.5 – Notification of Inability to Vote Due to Expired Registration Period

After a member of the Academic Council has voted and submitted their response, they can view the overall voting distribution via the link provided in the attached file sent to their corporate email (Figure D1.6).

Figure D1.6 – Example of Displaying the Results of the Secret Ballot