Regulations on Student Self-Government

Regulations on Student Self-Government
of the National Aerospace University
"Kharkiv Aviation Institute"

Approved by:
General Meeting of Students
of the National Aerospace University
"Kharkiv Aviation Institute"
dated March 1, 2023

1. General Provisions

1.1. Student self-government operates at the National Aerospace University "Kharkiv Aviation Institute" (hereinafter - University) and its structural units.

1.2. Student self-government is an integral part of the public self-government of the University and an important element in improving educational and upbringing work. Its activities are aimed at intensifying the processes of growing social activity in the student environment, initiative, and responsibility for assigned tasks, as well as promoting the harmonious development of students' personalities and their acquisition of the qualities and skills of a leader, organizer, and manager.

1.3. Student self-government expresses the interests of all University students regardless of race, political, religious, or other convictions, gender, ethnic or social origin, citizenship, financial status, place of residence, or linguistic characteristics.

1.4. Student self-government unites all students of the University. All students studying at the University have equal rights and can elect and be elected to working, advisory, elective, and other bodies of student self-government.

1.5. Student self-government bodies operate on the principles of:

1.5.1. voluntariness, collegiality, and openness;

1.5.2. electivity and accountability of student self-government bodies;

1.5.3. equality of students' rights to participate in student self-government;

1.5.4. independence from the influence of political parties and religious organizations.

1.6. In their activities, student self-government bodies are guided by the current legislation of Ukraine, including the Law of Ukraine "On Higher Education", the Law of Ukraine "On Public Associations", the regulatory framework of the University, these Regulations, and other regulatory acts adopted by the General Meeting of University Students or the University Student Council.

1.7. Student self-government is exercised at the level of an academic group, specialty, faculty, University, as well as a room, block, floor, or dormitory.

2. University Student Self-Government Bodies

2.1. The following student self-government bodies have the right to operate at the University: the University Student Council, Dormitory Student Councils, and, if necessary, the Faculty Student Council. The main structural unit of the student self-government system is: at the faculty level - the academic group; at the dormitory level - the room.

2.2. The University Rector ensures proper conditions for the activity of student self-government bodies (provides premises, furniture, office equipment, ensures telephone communication, constant internet access, allocates places for installing information boards, etc.), for which a corresponding agreement is concluded for a definite or indefinite term.

2.3. The University Administration has no right to interfere in the activities of student self-government bodies.

3. Functions, Rights, and Duties of University Student Self-Government Bodies

3.1. Functions and rights of student self-government bodies:

3.1.1. participate in the management of the University in the manner established by the Law of Ukraine "On Higher Education" and the University Statute;

3.1.2. participate in discussing and resolving issues of improving the educational process, scientific research work, assigning scholarships, and organizing leisure, recreation, living conditions, and nutrition;

3.1.3. protect the rights and interests of students studying at the University;

3.1.4. participate in resolving issues of ensuring proper living conditions for students in dormitories and organizing student catering;

3.1.5. submit proposals regarding quality control of the educational process;

3.1.6. participate in resolving conflict situations arising between students, and between students and representatives of the administration;

3.1.7. participate in resolving disputes related to the imposition of disciplinary measures on students;

3.1.8. organize the process of electing student representatives to the public self-government bodies of the University and its faculties;

3.1.9. organize the process of electing student representatives to the Academic Council of the University and its faculties, and to other working and advisory management bodies of the University and its faculties;

3.1.10. submit proposals regarding the allocation of University funds for the implementation of measures provided for by the activity program of student self-government bodies;

3.1.11. participate in the development of documents governing issues related to the activity of student self-government;

3.1.12. participate together with the student trade union in organizing the work of University recreation centers;

3.1.13. receive objective and complete information from the University administration on issues concerning students, and analyze it;

3.1.14. draft and approve the annual budget (estimate) of expenses for student self-government within the limits of the approved University budget;

3.1.15. approve the procedure for using the property and funds of student self-government;

3.1.16. approve the procedure for supporting student initiatives on a competitive basis;

3.1.17. submit proposals regarding curricula and educational programs;

3.1.18. declare protest actions;

3.1.19. participate in the work of scholarship commissions for the distribution of the scholarship fund and the social assistance fund for students;

3.1.20. perform other functions provided for by the Laws of Ukraine, the University Statute, and these Regulations.

3.2. Duties of student self-government bodies:

3.2.1. inform students on all issues of University life that affect them;

3.2.2. report to University students once a year at the General Student Meeting on the work performed;

3.2.3. carry out work aimed at maintaining a high level of the University's image;

3.2.4. conduct organizational, scientific, cultural, health-related, and sports events among students;

3.2.5. analyze and summarize students' comments and proposals regarding the organization of the educational process, social-living problems, and other issues of University activity, and submit these proposals to the administration.

3.3. Decisions in the University are made in coordination with student self-government bodies regarding:

3.3.1. expulsion of students from the University and their reinstatement;

3.3.2. transfer of persons studying at the University under a state-funded program to contract-based training at the expense of individuals (legal entities);

3.3.3. transfer of persons studying at the University at the expense of individuals (legal entities) to state-funded training;

3.3.4. appointment of the Deputy Dean of a faculty or the Vice-Rector for Academic and Educational Work of the University;

3.3.5. housing of persons studying at the University in a dormitory and their eviction from the dormitory;

3.3.6. approval of the University Internal Regulations in the part concerning students;

3.3.7. activities of student campuses and dormitories for the accommodation of persons studying at the University.

Decisions of the University student self-government bodies are advisory in nature, except for the authority to approve certain management decisions of the University.

4. Organizational Structure of University Student Self-Government Bodies

4.1. The highest body of student self-government at the University is the General Meeting of University Students. The General Meeting of University Students considers the most important issues of student life, defined by the main directions of student self-government activities.

4.2. The General Meeting of University Students:

4.2.1. adopts the Regulations on Student Self-Government of the University, makes amendments and additions to it, and defines the structure and powers of student self-government bodies;

4.2.2. hears reports from representative, executive, and control-audit bodies of student self-government and gives them an appropriate assessment;

4.2.3. approves the procedure for using the property and funds of student self-government bodies;

4.2.4. if necessary, approves the procedure for supporting student initiatives;

4.2.5. approves the annual budget (estimate) of student self-government, makes amendments and additions to it, and hears reports on its execution;

4.2.6. elects a control-audit commission from among students to exercise current control over the state of property use and budget execution of student self-government bodies;

4.2.7. empowers the University Student Council to create a Central Student Election Commission, which approves the procedure for direct secret voting for student self-government bodies, unless otherwise provided by these Regulations;

4.2.8. adopts the Regulations "On the Procedure for Electing Student Representatives to Participate in the Election of the Rector of the National Aerospace University "Kharkiv Aviation Institute", and makes amendments and additions to it;

4.2.9. if necessary, hears speeches and debates of candidates for the position of Head of the University Student Council.

4.3. Delegates to the General Meeting of University Students are elected at the General Meeting of Faculty Students by direct open vote, according to the representation quota determined by the University Student Council for a term of one year or until the next General Meeting of University Students or Faculty Students. The General Meeting of Faculty Students is considered competent if at least 10% of students studying at the faculty are present.

4.4. The number of delegates must be proportional to the number of students in the faculty.

4.5. The total number of delegates must be at least 2% of the number of University students.

4.6. A meeting of the General Meeting of University Students is competent if at least 2/3 of the total number of delegates are present.

4.7. The General Meeting of University Students is convened by the University Student Council on its own decision or at the request of at least 10% of the total number of University students.

4.8. The General Meeting of University Students is held at least once per academic year.

4.9. The date, time, place, and agenda of the meeting shall be announced no later than 5 working days before the date of the General Meeting of University Students.

4.10. Students from all structural educational units of the University must be represented in the highest body of student self-government. The General Meeting of University Students includes ex-officio members of the University Student Council, student representatives in the University Student Trade Union Committee, and elected student representatives from educational units of the University, who constitute at least 75 percent of the total members of this elective body. The number of elected representatives from educational units in the General Meeting of University Students is determined proportionally based on the number of full-time students in those educational units.

4.11. Decisions of the General Meeting of University Students are taken by direct open vote by a simple majority of the delegates present, except for cases provided for by the Law of Ukraine "On Higher Education" and the University Statute.

4.12. The General Meeting of University Students elects a chair, a secretary, and working bodies.

4.13. The minutes of the General Meeting of University Students are signed by the chair and the secretary of the General Meeting.

4.14. Decisions of the General Meeting of University Students are mandatory for all student self-government bodies of the University.

4.15. The highest executive and representative body of student self-government at the University is the University Student Council.

4.16. The University Student Council:

4.16.1. organizes the activity of student self-government at the University;

4.16.2. defines the position of student self-government in the University on topical issues of student life;

4.16.3. represents student self-government of the University in University management bodies, local and state authorities, and local, regional, national, and international public organizations on issues within its competence;

4.16.4. makes decisions within its powers;

4.16.5. convenes the General Meeting of University Students;

4.16.6. elects the secretary of the University Student Council and the First Deputy Head of the University Student Council;

4.16.7. resolves issues of participation in local, regional, national, and international youth student associations, unions, and federations and concludes relevant agreements with them;

4.16.8. approves the composition of the Central Student Election Commission of the University.

4.17. By the decision of the University Student Council, the University student self-government body may register as a public organization in accordance with current legislation.

4.18. The University Student Council includes: the Head of the University Student Council, one representative from each faculty elected by participants of the General Meeting of Faculty Students by direct secret ballot, and a Deputy Head of the University Student Council appointed at a meeting of the University Student Council from among its elected members. Faculty representatives may head commissions of the University Student Council.

4.19. Members of the University Student Council are obligated to attend meetings of the University Student Council.

4.20. Meetings of the University Student Council are held at least once a month. Extraordinary meetings are convened by the Head of the University Student Council on their own initiative or at the request of at least 1/3 of the members of the University Student Council.

4.21. A meeting of the University Student Council is competent if at least 2/3 of the members of the University Student Council are present.

4.22. Decisions of the University Student Council are taken by direct vote by a simple majority of the members of the University Student Council present.

4.23. Decisions of the University Student Council are signed by the Head of the University Student Council and the secretary of the University Student Council.

4.24. Decisions of the University Student Council are mandatory for all student self-government bodies of the University (except for the General Meeting of University Students).

4.25. The Head of the University Student Council:

4.25.1. organizes their activities and the activities of student self-government bodies in compliance with the current legislation of Ukraine, the regulatory framework of the University, and these Regulations;

4.25.2. organizes and controls the execution of decisions of the General Meeting of University Students;

4.25.3. organizes and controls the execution of decisions of the Student Council;

4.25.4. reports annually on funds used as a result of the activity of the University Student Council to the General Meeting of University Students;

4.25.5. provides leadership to the University student self-government bodies;

4.25.6. distributes duties among members of the University Student Council;

4.25.7. chairs meetings of the University Student Council;

4.25.8. exercises representative functions and signs agreements and documents on behalf of the University Student Council;

4.25.9. may delegate certain powers to members of the University Student Council;

4.26. Orders of the Head of the University Student Council within the scope of their competence are mandatory for members of the University student self-government bodies.

4.27. The Head of the University Student Council is elected by direct secret ballot, or by direct secret ballot using remote technologies, for a term of one year and no more than two terms.

4.28. Elections for the Head of the University Student Council are held every year.

4.29. Registration of candidates for the position of Head of the University Student Council is carried out by the Central Student Election Commission of the University, unless otherwise provided by instructions approved by the General Meeting of University Students.

4.30. The basis for registering a candidate for the position of Head of the University Student Council is a personal written application from the candidate, or an electronic application if the elections are held in a remote format, addressed to the Head of the Central Student Election Commission and a certificate confirming their enrollment as a full-time student at the University.

4.31. The application must be submitted no later than 3 working days before the day of the election.

4.32. The Head of the University Student Council performs their duties until the newly elected Head of the University Student Council takes office. Their powers are terminated early in the case of:

- submission of a personal statement;

- loss of contact for more than a month;

- residence in the temporarily occupied territory of Ukraine, which makes it impossible to perform duties in full;

- expulsion from the University (except for a short-term break in studies in connection with enrollment in the next educational-qualification level);

- removal from office in the manner provided by these Regulations.

4.33. In the event of early termination of the powers of the Head of the Student Council, their duties are performed by the deputy or a person elected by members of the University Student Council for a term that cannot exceed 2 months.

4.34. In situations that make it impossible to hold meetings in the usual mode (for student safety reasons in case of a pandemic, martial law, etc.), meetings of the University Student Council or the General Meeting of University Students may be held in a remote mode. The decision to hold a meeting in remote mode is made by the Head of the Student Council.

4.35. No later than 1 day before holding a remote General Meeting of University Students, the secretary sends delegates of the General Meeting of University Students a GoogleForm for registration to receive a ballot with a list of voting questions via their corporate email with the @khai.edu domain. Immediately after registration, the student receives a link to a GoogleForm with a list of questions for voting. The email address contained in the secretary's materials is considered the student's official email, and the student may be a member of the Student Council or a delegate to the General Meeting of University Students. Any messages and/or voting results sent from such an email address are considered the personal expression of the member of the Student Council or delegate to the General Meeting of University Students, provided no objections are filed regarding the voting results within the day of the meeting held in remote mode.

4.36. A member of the Student Council or a delegate to the General Meeting of University Students is considered present at a remote meeting of the Student Council or the General Meeting of University Students after their identity is verified by connecting to the meeting from their corporate email with the @khai.edu domain.

4.37. Approval of the agenda and discussion of issues at the General Meeting of University Students in remote mode is carried out using online communication technical means. During the meeting of the General Meeting of University Students, the chair or secretary informs the delegates of the General Meeting of University Students about the results of the remote voting and the decisions taken. The voting results are approved by members of the counting commission (at least 3 delegates of the General Meeting of University Students) and recorded in the minutes.

4.38. Decision-making on issues that do not require secret voting is carried out by direct open vote.

4.39. Decisions taken at a meeting of the Student Council or the General Meeting of University Students, conducted in remote mode, come into effect in the same manner as decisions taken in the usual mode.

5. Control and Audit Commission of the University Student Council

5.1. Control over the activities of all student self-government bodies of the University is exercised by the Control and Audit Commission of the University Student Council.

5.2. Members of the Control and Audit Commission may be students who do not hold executive positions in the University Student Council. The commission consists of at least 3 persons.

5.3. The Control and Audit Commission of the University Student Council reports on the results of its audits to the General Meeting of University Students.

6. Organizational Structure of Faculty Student Self-Government Bodies

6.1. The highest student self-government body of the faculty is the General Meeting of Faculty Students. The General Meeting of Faculty Students considers the most important issues of student life at the faculty, defined by the main directions of student self-government activities.

6.2. The General Meeting of Faculty Students:

6.2.1. hears the report of the Head of the Faculty Student Council;

6.2.2. determines the principle of forming the Faculty Student Council and the quota for student representation in the Faculty Student Council;

6.2.3. determines upcoming tasks, strategy, and directions for the activities of the faculty student self-government and its bodies;

6.2.4. elects delegates to the General Meeting of University Students for a term of one year, or until the next General Meeting of Faculty Students.

6.3. Delegates to the General Meeting of Faculty Students are students studying at that faculty.

6.4. The composition of delegates to the General Meeting of Faculty Students includes, by virtue of their position, members of the University Student Council from that faculty, student representatives from the faculty in the University Student Trade Union Committee, student representatives in the faculty student trade union bureau, as well as members of the Faculty Student Council, if one has been established.

6.5. The General Meeting of Faculty Students is convened by the Faculty Student Council on its own initiative, at the request of at least 25% of the total number of students in the faculty, or on the initiative of the University Student Council.

6.6. The General Meeting of Faculty Students is held at least once per academic year.

6.7. The date, time, place, and agenda of the meeting shall be announced no later than 5 days before the date of the meeting.

6.8. The General Meeting of Faculty Students is considered competent if at least 10% of the students studying at the faculty are present.

6.9. Decisions of the General Meeting of Faculty Students are taken by direct open vote by a simple majority of the delegates present, except for points provided for in the Law "On Higher Education" for which a direct secret vote is mandatory.

6.10. The General Meeting of Faculty Students elects a chair, a secretary, and working bodies.

6.11. Debates of candidates for the position of Head of the Faculty Student Council may take place at the General Meeting of Faculty Students.

6.12. The minutes of the General Meeting of Faculty Students are signed by the chair and the secretary of the General Meeting.

6.13. Decisions of the General Meeting of Faculty Students are mandatory for the Faculty Student Council.

6.14. The highest executive and representative body of student self-government of the faculty is the Faculty Student Council.

6.15. The Faculty Student Council:

6.15.1. organizes the activity of student self-government at the faculty;

6.15.2. defines the position of the faculty student self-government on topical issues of student life at the faculty;

6.15.3. represents student self-government in faculty management bodies;

6.15.4. makes decisions within its powers;

6.15.5. approves the composition of the Faculty Student Election Commission, which cooperates with the Central Student Election Commission of the University;

6.15.6. convenes the General Meeting of Faculty Students;

6.15.7. elects the secretary of the Faculty Student Council, the First Deputy Head of the Faculty Student Council, and deputies of the Head of the Faculty Student Council;

6.15.8. reports annually to the University Student Council;

6.15.9. reports on its work at the General Meeting of Faculty Students.

6.16. The Faculty Student Council includes: the Head of the Faculty Student Council, the secretary of the Faculty Student Council, the First Deputy Head of the Faculty Student Council, and deputies of the Head of the Faculty Student Council for various directions.

6.17. Meetings of the Faculty Student Council are held at least once a month. Extraordinary meetings are convened by the Head of the Faculty Student Council on their own initiative, at the request of at least 1/3 of the members of the Faculty Student Council, or on the initiative of the University Student Council.

6.18. A meeting of the Faculty Student Council is competent if at least 2/3 of the members of the Faculty Student Council are present.

6.19. Decisions of the Faculty Student Council are taken by direct open vote by a simple majority of the members of the Faculty Student Council present.

6.20. Decisions of the Faculty Student Council are signed by the Head of the Faculty Student Council and the secretary of the Faculty Student Council.

6.21. Decisions of the Faculty Student Council are mandatory for members of the Faculty Student Council.

6.22. The Head of the Faculty Student Council:

6.22.1. adheres to current legislation;

6.22.2. executes decisions of the General Meeting of Faculty Students;

6.22.3. executes decisions of the Faculty Student Council;

6.22.4. reports annually on the results of the activity of the Faculty Student Council;

6.22.5. exercises organizational leadership over the Faculty Student Council;

6.22.6. distributes duties;

6.22.7. chairs meetings of the Faculty Student Council;

6.22.8. performs representative functions;

6.22.9. signs all types of agreements and other regulatory documents on behalf of the Faculty Student Council;

6.22.10. may delegate certain powers to members of the Faculty Student Council.

6.23. The Head of the Faculty Student Council is elected by direct secret ballot, or by direct secret ballot using remote technologies, by students of the faculty for a term of one year and no more than two terms.

6.24. In situations that make it impossible to hold meetings in the usual mode (for student safety reasons in case of a pandemic, martial law, etc.), meetings of the Faculty Student Council or the General Meeting of Faculty Students may be held in a remote mode. The decision to hold a meeting in remote mode is made by the Head of the Student Council.

6.25. In case of holding a General Meeting of Faculty Students in remote mode and the need for direct secret voting using remote technologies, the procedure is carried out in accordance with points 4.35 - 4.39 of these Regulations.

6.26. Elections for the Head of the Faculty Student Council are held in accordance with the decision of the University Student Council.

6.27. Registration of candidates for the position of Head of the Faculty Student Council is carried out by the Central Student Election Commission of the University.

6.28. The basis for registering a candidate for the position of Head of the Faculty Student Council is a personal written application from the candidate, or an electronic application if the elections are held in a remote format, and a certificate confirming their enrollment as a full-time student at the faculty.

6.29. The application must be submitted no later than 5 working days before the day of the election of the Head of the Faculty Student Council.

7. Procedure for Electing Student Representatives to the Conference (General Meeting) of the Labor Collective, the Academic Council of the University (Faculty), and Student Self-Government Bodies

7.1. Election of candidates as delegates to the University Labor Collective Conference from among students studying at the University:

7.1.1. The election of delegates from among students studying at the University to work at the University Labor Collective Conference, in accordance with the Law of Ukraine "On Higher Education", the Statute, and the Regulations on the Conference of the Labor Collective of the National Aerospace University "Kharkiv Aviation Institute" (hereinafter - the Regulations), is conducted by direct secret ballot or by direct secret ballot using remote technologies at the General Meeting of Faculty Students (hereinafter - General Meeting) based on the principles indicated in points 4.35-4.36 of these Regulations.

7.1.2. The election of delegates to the University Labor Collective Conference from among students is organized and prepared by an organizational committee elected at the General Meeting of University Students. While exercising its powers, the organizational committee may involve other university officials, representatives of student self-government bodies of dormitories and faculties, and the primary trade union organization of university students. Student delegates to the conference must be elected no later than 2 working days before the date of the University Labor Collective Conference meeting.

7.1.3. The organizational committee ensures the implementation of measures for the organization and conduct of the election of delegates to the University Labor Collective Conference, namely:

7.1.3.1. Based on the proposal of the University Student Council, determining quotas for the election of delegates and drawing up a schedule for the General Meetings. The quota for electing student delegates is distributed among the university faculties proportionally to the total number of university students in accordance with point 7.1.8 of these Regulations. When forming the quota for each faculty, its quantitative composition must be determined in such a way as to allow for the election at the General Meeting of each faculty of one or more conference delegates, provided that the normal organization of the election procedure and proper proportional representation from different study groups, years, and specialties are ensured, taking into account the wishes of each student.

7.1.3.2. Informing students about the election of delegates to the University Labor Collective Conference, the terms and procedure for nominating candidates for election as a delegate, and the date and place where the election of delegates by each faculty will take place.

7.1.3.3. Determining the terms and procedure for submitting proposals regarding candidates for election as conference delegates, which must be submitted no later than 2 working days before the date of the General Meeting. Candidates for election as a delegate to the University Labor Collective Conference from among students may be proposed by the faculty and dormitory student self-government councils, the faculty bureau of the primary trade union organization of students, as well as by self-nomination by any student 1 day before the General Meeting. The number of candidates whose names are included in the ballot cannot be less than the established quota for each faculty. The number of ballots must be no less than the number of registered participants at the General Meeting.

7.1.3.4. Approval of the form and production of ballots with the indication of the study group, full name of each candidate for election as a conference delegate, formation of lists of students who have the right to vote in order to elect student delegates to the conference, and ensuring the availability (purchase or production) of ballot boxes for secret voting. Ballot boxes must be sealed with tape.

7.1.4. All full-time students studying at the faculty (as of the first day of the month in which the election of delegates is conducted) have the right to participate in the election of delegates to the University Labor Collective Conference.

7.1.5. Upon the termination of a person's studies at the University, their right to elect and be elected as a delegate to the University Labor Collective Conference ceases.

7.1.6. Any full-time student studying at that faculty of the University who has not expressed a desire to withdraw their candidacy may be elected as a delegate to the University Labor Collective Conference from among the faculty students.

7.1.7. The organizational committee, with the involvement of employees of the faculty dean's office and the University human resources department, forms lists of participants of the General Meeting who have the right to vote, which are signed by the head of the organizational committee and/or the dean of the faculty and certified by the faculty seal.

7.1.8. The determination of the quota of delegates from each faculty from among students is conducted in the following order:

7.1.8.1. The total quota of student delegates is 27 delegates, including the relevant officials who are delegates to the University Labor Collective Conference by virtue of their position.

7.1.8.2. From the 27 student delegates, the number of delegates who have the authority of a conference delegate by virtue of their position is excluded.

7.1.8.3. The number of mandates remaining in accordance with point 7.1.8.2 of these Regulations constitutes the total quota for the election of delegates from among students at the General Meeting of students of all faculties by direct secret ballot or by direct secret ballot using remote technologies.

7.1.8.4. The quota for the election of conference delegates from each faculty within the limits of the number of mandates determined in point 7.1.8.3 of these Regulations is determined based on the number of students who have the right to elect conference delegates from that faculty, proportionally to the total number of persons who have the right to participate in the election of student delegates to the University Conference.

7.1.9. Delegates to the University Labor Collective Conference from among University students, who must be elected according to the quota indicated in point 7.1.8.3 of these Regulations, are elected at the General Meeting of the faculty, provided that at least 10% of the listed number of faculty students are present at the time of the General Meeting, by direct secret elections or by direct secret elections using remote technologies. One or several members of the organizational committee responsible for the election of delegates may be present at the General Meeting of faculty students. A candidate who receives a majority of votes from the participants present at the General Meeting is considered an elected conference delegate.

7.1.10. The chair and secretary of the General Meeting are elected by open vote. The secretary keeps the minutes of the General Meeting.

7.1.11. The counting commission for counting votes is elected in the number of 3 or 5 persons from among the participants of the General Meeting by open vote. The head of the counting commission is elected from among its members.

7.1.12. The chair of the General Meeting ensures the conduct of the vote by direct secret elections or by direct secret elections using remote technologies.

7.1.13. Conduct of voting by direct secret elections:

7.1.13.1. Members of the counting commission, based on the list of persons who have the right to participate in the vote, issue ballots against a signature to each student upon presentation of an identity document, including a pass, record book, or student ID. It is not prohibited to issue a ballot to a student or postgraduate student from the specified list who does not have an identity document with them, if their identity is verified by at least 3 participants of the General Meeting who have the appropriate documents available.

7.1.13.2. The ballot for voting is filled out by the person participating in the vote personally. In the voting ballot, the person voting makes a mark ("+") or another mark that certifies their expression of will, after which they drop the completed ballot into the box.

7.1.13.3. The elected delegates are those candidates who received the largest number of votes within the limit of the quota. In the case where candidates received the same number of votes, a second round of elections is held among such candidates in the same room, immediately after the counting of votes.

7.1.13.4. The counting of votes begins immediately after the voting ends and is conducted without a break. The counting of votes is carried out openly and publicly by members of the counting commission in the same room where the voting took place. After checking the integrity of the seals, the ballot boxes are opened by the counting commission. Upon opening the box, its contents are laid out on the table where the members of the counting commission are seated. The counting commission counts the total number of ballots issued for voting and the number of ballots found in the ballot boxes, summarizes the voting results, and draws up a protocol.

7.1.14. A voting ballot may be declared invalid in the following cases:

7.1.14.1. If more marks than the established quota are made in the ballot.

7.1.14.2. If no mark is made.

7.1.14.3. If the content of the expression of will cannot be established for other reasons.

7.1.14.4. In disputed cases regarding the classification of a ballot as invalid, the issue is decided by a vote of the members of the counting commission.

7.1.15. The results of the vote count are entered into the protocol, which is drawn up in two copies, each of which is signed by the chair, the secretary, and members of the counting commission. One copy of the protocol is handed over to a member of the organizational committee, and the second copy is handed over for further storage in the established order together with other documentation regarding the election of delegates and the work of the current convocation of the labor collective conference.

7.1.16. After conducting the General Meeting at all faculties, the organizational committee forms a general list of student delegates to the University Labor Collective Conference and hands it over to the Rector no later than 2 days before the date of the University Labor Collective Conference of the current convocation.

7.2. Election of candidates to the Academic Council of the University and the University Student Council from among students studying at the University:

7.2.1. The election of delegates from among students studying at the University to the Academic Council of the University and the University Student Council, in accordance with the Law of Ukraine "On Higher Education" and the University Statute, is conducted by direct secret ballot or by direct secret ballot using remote technologies at the General Meeting of Faculty Students based on the principles indicated in points 4.35-4.36 of these Regulations.

7.2.2. The number of representatives from each faculty to the Academic Council of the University and the University Student Council is one person, unless otherwise provided by the decision of the General Meeting of University Students.

7.2.3. The Head of the University Student Council is a member of the Academic Council of the University by virtue of their position. If necessary, to maintain the quota of student representatives, individuals may be elected to the University Academic Council at the University Student Conference in accordance with current legislation.

7.3. The election of the Head of the University Student Council from among students studying at the University is carried out in accordance with Appendix No. 1 and Appendix No. 2.

8. Financial Basis of Student Self-Government

8.1. Funds determined by the University Academic Council in the amount of at least 0.5 percent of the University's own revenues obtained from its main activities.

8.2. Student membership fees, the amount of which is established by the General Meeting of University Students. The amount of the monthly membership fee per person cannot exceed 1 percent of the subsistence minimum established by law.

8.3. If funds are obtained by University student self-government bodies from entrepreneurial activities in accordance with legislation, they must be used according to an approved budget for current operations, projects, student events, etc.

8.4. Funds of student self-government bodies are directed toward the fulfillment of their tasks and the exercise of their powers in accordance with the budgets approved by them.

8.5. Student self-government bodies must publicly report on the use of funds and the execution of budgets at least once a year.

9. Additional Provisions

9.1. This Regulation and any changes and amendments to it become legitimate immediately upon their adoption by the General Meeting of University Students.

9.2. Proposals for changes and amendments to the Regulation on student self-government may be submitted by the University Student Council, Faculty Student Councils, and delegates of the General Meeting of University Students.

9.3. In order to promptly improve the organization of student self-government at the University, the University Student Council may adopt separate regulations and documents that do not exceed the scope of this Regulation. Such regulations and documents may be revoked by the General Meeting of University Students.

9.4. In the event that a student self-government body makes decisions requiring the participation of the administration or structural subdivisions of the University, the University student self-government body is obliged to notify the administration in writing no later than 2 days prior to the implementation of such decisions.

9.5. Provided that membership in the primary trade union organization of University students is at least 90 percent of the total number of all students studying at the University, the highest body of student self-government of the University—the General Meeting of University Students—may decide to transfer the rights and duties of the relevant student self-government bodies to the bodies of the primary trade union organization of University students for one year (or until the next General Meeting of University Students) at the level of a student (academic) group, year, specialty, faculty (institute), dormitory, student campus, or the University. When exercising delegated powers of student self-government bodies, the bodies of the primary trade union organization of University students are obliged to consider the proposals of students who are not members of the trade union.

9.6. The structure of the student self-government body must be brought into compliance with this Regulation within one month from the date of its approval by the General Meeting of University Students.

Appendix No. 1
to the Regulation on Student Self-Government
of the National Aerospace University
"Kharkiv Aviation Institute"

1. General Provisions

1.1. The procedure for electing the Head of the University Student Council from among the University students was developed in accordance with the Law of Ukraine "On Higher Education".

1.2. The Head of the University Student Council is elected by students through direct secret ballot or through direct secret ballot using remote technologies.

1.3. All students studying at the University on a full-time basis have equal rights and may vote and be elected.

1.4. Upon the termination of a person's studies at the University, their right to vote and to be elected as the Head of the University Student Council is terminated.

1.5. The Head of the University Student Council is elected for a term of one year. In the event that the elections are declared invalid, the incumbent head or their deputy shall perform their duties until the elections are declared valid, but for a period no longer than one year.

1.6. To organize the process, a Central Student Election Commission (hereinafter referred to as the "Commission") is formed. The Commission is formed from among students studying at the University. The quantitative and personal composition of the Commission is approved in accordance with this Regulation. At its first meeting, the Commission elects from among its members a Chairperson, a Deputy Chairperson, and a Secretary. Commission decisions are made by a majority vote of its members (50% + 1 vote) present at the meeting via open ballot.

1.7. The decision on the format of the elections (either in-person or remote) is made by the Commission.

1.8. The University administration has no right to interfere in the election process.

2. Delegation of Students for the Position of Head of the University Student Council

2.1. Every student has the right to be elected to the position of Head of the University Student Council, provided that they submit the entire list of required documents to the Commission within the time frame and in the manner specified by the Commission.

2.2. The Commission includes in the ballot all candidates who have submitted the entire list of required documents within the time frame and in the manner specified by the Commission.

2.3. The list of required documents, submission deadlines, and the procedure are determined by the Commission at its first meeting, which must take place no later than 5 working days before the start of the elections.

3. Elections

3.1. Elections are held by direct secret ballot or through direct secret ballot using remote technologies among students studying at the University.

3.2. All students studying at the University on a full-time basis have the right to participate in the secret ballot or the secret ballot using remote technologies.

3.3. The Commission shall compile and certify with the signature or digital signature of the Chairperson the list of persons eligible to participate in the elections no later than one day before the election date.

3.4. Ballots for the secret ballot shall be produced after the Commission has approved the list of candidates for the position of Head of the University Student Council, but no later than 10 hours before the start of the elections, in a quantity corresponding to the number of persons eligible to participate in the voting and included in the respective lists at the polling station.

3.5. On the back of each ballot, the faculty number may be placed if necessary, and on the front side, the University seal may be placed if necessary.

3.6. The date and place of the elections are determined by the Commission; the recommended time is from 11:30 to 18:00.

3.7. Information about the date, time, and place of voting must be published by the Commission no later than two days before the election day via University information resources (bulletin board, website, or social media pages).

3.8. Ballot boxes must be sealed with a ribbon signed by the Chairperson and the Secretary of the Commission.

3.9. During voting and the counting of votes, the following have the right to be present: a member of the organizing committee for the election of the Head of the University Student Council and observers from student self-government bodies of faculties and other University bodies and organizations, who must be accredited by the Commission no later than 24 hours before the election.

3.10. The polling station must be equipped with a sufficient number of booths for secret voting. The layout of equipment in the polling station shall be arranged so that the areas for issuing ballots, the entrance and exit of the secret voting booths, and the ballot boxes are within the field of vision of the Commission members and authorized observers. The secret voting booths must be adequately lit and provided with writing materials for marking the ballots.

3.11. Responsibility for organizing the voting, maintaining proper order in the polling station, and ensuring the secrecy of the vote lies with the Commission members.

3.12. On election day, the Commission Chairperson shall hand over the voter list to the Commission members issuing the ballots. The respective members are responsible for their safekeeping and ensuring proper use.

3.13. On election day, the Commission Chairperson shall hand over the required number of ballots to the Commission members who issue them to those eligible to vote.

3.14. A Commission member issues a ballot upon the presentation by the voter of an identity document (passport, student record book, or student ID card). The person receiving the ballot must sign next to their name on the list of eligible voters. It is permitted to issue a ballot to a student from the list who does not have an identity document with them, if their identity is verified by at least 3 participants who have valid documents.

3.15. The ballot must be completed by the voter personally in the secret voting booth. During ballot completion, it is prohibited for other persons to be present in the booth, or for any photo or video recording to be made in any way. A person who is unable to complete the ballot independently due to physical disabilities has the right, with the permission of the Commission Chairperson, to use the assistance of another person, excluding Commission members and observers.

3.16. On the ballot, the voter must make one mark ("+") or another mark that indicates their choice in the square opposite the option that corresponds to their preference.

3.17. The voter places the completed ballot into the ballot box. Any demands or requests for a voter to reveal their vote are prohibited.

3.18. After verifying the integrity of the ribbons signed by the Commission Chairperson, the ballot boxes are opened by the Commission one by one. Upon opening a ballot box, its contents are placed on the table where the Commission members are seated.

3.19. The counting of votes is conducted openly by Commission members in the same room where the voting took place. The counting begins immediately after the voting concludes, is conducted without interruption, and ends after the protocol on the election results is drawn up and signed.

3.20. The Commission counts the total number of issued ballots and the number of ballots found in the ballot boxes. When sorting the ballots, the designated Commission member displays each ballot to all members and observers, announcing the result. In case of doubt regarding the content of a ballot, the Commission resolves the issue by a vote (majority of present members). Each member has the right to examine the ballot personally. During examination, the processing of other ballots is suspended.

3.21. A ballot may be declared invalid if:

- the number of marks on the ballot is more than one;

- no marks are made;

- it is impossible to determine the voter's intent for other reasons.

3.22. After sorting the ballots, the designated Commission member counts the number of valid ballots indicating the results, as well as the number of invalid ballots. Upon the request of a Commission member or observer, a recount of the ballots may be conducted, only immediately. During the vote count, each Commission member has the right to verify or recount the respective ballots. The results are announced by the Chairperson and entered by the Secretary into the election results protocol.

3.23. During the counting, the Commission is obliged to verify whether the number of persons who participated in the voting equals the number of ballots in the boxes. If there is a discrepancy, an Act of Discrepancy is drawn up and signed by every Commission member.

3.24. A sample ballot form is provided in Appendix No. 1.

3.25. Based on the vote count, the Commission draws up a protocol.

3.26. The protocol on election results is drawn up by the Commission in one copy. Upon request, copies of the protocol may be provided to each Commission member and observer.

3.27. The protocol is signed by the Chairperson, Deputy Chairperson, Secretary, and present Commission members. In case of disagreement with the results recorded in the protocol, a member has the right to state their separate opinion in writing, which must be attached to the protocol. Refusal to sign the protocol is not permitted.

3.28. The protocol on election results is transferred to the elected Head of the University Student Council.

3.29. Elections are considered valid if at least 10 percent of the total number of University students participated.

3.30. Election results must be made public (bulletin board or website).

3.31. The Commission has the right by its decision to hold elections over several days, separating voters depending on the faculty.

Appendix No. 2
to the Regulation on Student Self-Government
of the National Aerospace University
"Kharkiv Aviation Institute"

Procedure for conducting secret voting
using remote technologies,
ensuring the anonymity and verifiability of such voting
when electing the Head of the University Student Council

1. General Provisions

1.1. The procedure for electing the Head of the University Student Council from among the University students was developed in accordance with the Law of Ukraine "On Higher Education".

1.2. The Head of the University Student Council is elected by students through direct secret ballot or through direct secret ballot using remote technologies.

1.3. All students studying at the University on a full-time basis have equal rights and may vote and be elected.

1.4. Upon the termination of a person's studies at the University, their right to vote and to be elected as the Head of the University Student Council is terminated.

1.7. The decision on the format of the elections (either in-person or remote) is made by the Commission.

1.8. The University administration has no right to interfere in the election process.

1.9. The Procedure for conducting secret voting using remote technologies, which ensures the anonymity and verifiability of such voting when electing the Head of the University Student Council in the event of using real-time video conferencing tools (hereinafter - Procedure), was developed in accordance with the Laws of Ukraine "On Higher Education", the Regulation on Student Self-Government of the National Aerospace University "Kharkiv Aviation Institute" (hereinafter - Regulation) and other local regulatory acts of the University that regulate the activities of the University Student Council (hereinafter - Student Council), as well as the Law of Ukraine "On the Legal Regime of Martial Law", Decree of the President of Ukraine dated February 24, 2022 No. 64/2022 "On the Introduction of Martial Law in Ukraine" (as amended), and the Resolution of the Cabinet of Ministers of Ukraine dated May 20, 2020, No. 392 "On Establishing Quarantine for the Purpose of Preventing the Spread of Acute Respiratory Disease COVID-19 Caused by Coronavirus SARS-CoV-2 on the Territory of Ukraine" (as amended).

1.10. The purpose of adopting and applying this Procedure is to organize and ensure the performance by the Student Council of all its tasks and functions as defined by the Law of Ukraine "On Higher Education", this Regulation, the Charter, and other local regulatory acts of the University regulating its activities, taking into account the actual state of danger in Kharkiv and the University, which can be achieved by holding elections for the Head of the KhAI Student Council in remote mode and by secret ballot using remote technologies that ensure the anonymity and verifiability of such voting.

2. Delegation of Students for the Position of Head of the University Student Council

2.2. The Secretary enters into the electronic Google Forms ballot all candidates who have submitted the entire list of required documents within the time frame and in the manner specified by the Commission.

3. Application of the Procedure

3.1. The Procedure establishes the recommended sequence of actions for the Secretary, members of the counting commission, and members of the Commission, outlining the main steps from the procedure of creating the electronic ballot for secret voting using Google Forms to the voting process and the creation, saving, and certification of the file containing the voting results by the Commission Secretary.

3.2. This Procedure may be used by the Student Council in cases of: martial law, a state of emergency declared in the established manner, relevant quarantine conditions, absence of transport connections, and other similar circumstances.

3.3. From the moment it enters into force, the provisions of this Procedure are an integral part of the University's local regulatory acts governing the activities of the Student Council and may be applied whenever a situation arises that poses a danger to students, making it impossible to hold secret voting in the traditional manner (via direct personal receipt of a ballot, filling it out, counting votes by members of the counting commission, and approving the voting results).

4. Technical Instruction for Conducting Secret Voting for the Election of the Head of the University Student Council via Google Forms

4.1. Voters receive an email at their corporate email address (@khai.edu) with a link to an electronic ballot to register for participation in the secret ballot. By following the link, the student is directed to the Form page where the registration of the secret ballot participant takes place.

4.2. Voting requires authorization via corporate email. In the event that a student eligible to vote does not have a corporate email, authorization takes place through the personal email address provided in the lists from the University faculties.

4.3. In the registration form, it is necessary to indicate the Surname, First Name, Patronymic (in full), and academic group number, then click the SUBMIT button.

4.4. After completing the registration, the voter receives a link to the electronic ballot for secret voting. The student then follows this link.

4.5. The voter selects one option for all questions and clicks the SUBMIT button to confirm the answers.

4.6. Upon completion of voting, the voter receives the following message: "Your response has been recorded."

4.7. After the time and registration deadlines have expired, submitting the form will be disabled. If someone attempts to respond, they will receive the message: "This form can only be filled out once. If you believe this is an error, please contact the form owner."

FOR VOTING, AUTHORIZATION IS REQUIRED ONLY VIA CORPORATE EMAIL!

5. Vote Counting

5.1. The counting of votes is conducted openly by the Commission members in real time using video conferencing tools.

5.2. The Commission counts the total number of submitted electronic ballots, the number of registered students who were provided with an electronic ballot, and the number of responses found in the Google Forms response sheet. The Secretary displays each ballot to all Commission members and persons present during the counting, announcing the result of the vote.

5.3. A ballot may be declared invalid if no mark is made.

5.4. After sorting the ballots, a Commission member designated by the Commission counts the number of ballots representing voter choices, as well as the number of invalid ballots. Upon the request of a Commission member or observer, a recount of the ballots may be conducted, only immediately. During the vote count, each Commission member has the right to verify or recount the respective ballots. The results of the vote count are announced by the Commission Chairperson and are to be included by the Secretary in the protocol on election results.

5.5. During the counting, the Commission is obliged to verify whether the number of persons who participated in the voting equals the number of responses to the provided electronic ballot. If there is a discrepancy, an Act of Discrepancy is drawn up and signed by every Commission member.

5.6. A sample ballot form is provided in Appendix No. 2.

5.7. Based on the vote count, the Commission draws up a protocol.

5.8. The protocol on election results is drawn up by the Commission in one copy.

5.9. The protocol is signed with a digital signature by the Chairperson, Deputy Chairperson, Secretary, and present Commission members. In case of disagreement with the results recorded in the protocol, a member has the right to state their separate opinion in writing, which must be attached to the protocol. Refusal to sign the protocol is not permitted.

5.10. The protocol on election results is transferred to the elected Head of the University Student Council in electronic format.

5.11. Elections are considered valid if at least 10 percent of the total number of University students participated.

5.12. Election results must be made public (bulletin board or website).

5.13. The Commission has the right by its decision to hold elections over several days, separating voters depending on the faculty.

6. Final Provisions

6.1. This Regulation, and any changes and amendments to it, become legitimate immediately upon their adoption by the General Meeting of University Students.

6.2. The Google Forms associated with the election of the Head of the University Student Council is stored on the Secretary's Google Drive for one year.