Regulations on the Distance Learning Form
at the National Aerospace University
"Kharkiv Aviation Institute"
Approved by:
The Academic Council of the
National Aerospace University
"Kharkiv Aviation Institute"
Minutes No. 2 dated September 23, 2020
SUYa KhAI-VDOT-P/001:2020
Date of introduction: September 24, 2020
Revision No. 1
1. General Provisions
1.1. The Regulations on the distance form of higher education (hereinafter referred to as the "Regulations") were developed in accordance with the Law of Ukraine "On Higher Education" No. 1556-VII dated 01.07.2014; the Decree of the President of Ukraine "On the National Strategy for the Development of Education in Ukraine for the period until 2021" No. 344/2013 dated 25.06.2013; the Order of the Ministry of Education and Science of Ukraine No. 903 dated 02.12.2004 "On Approval of the Rules for the Use of Computer Programs in Educational Institutions"; the Order of the Ministry of Education and Science of Ukraine No. 369 dated 15.05.2006 "On Approval of Temporary Requirements for Pedagogical Software"; the Order of the Ministry of Education and Science of Ukraine No. 466 dated 25.04.2013 "On Approval of the Regulations on Distance Learning" (as amended by Orders of the Ministry of Education and Science of Ukraine No. 660 dated 01.06.2013, No. 761 dated 14.07.2015); the Order of the Ministry of Education and Science of Ukraine No. 910/23442 dated 07.06.2013 "On Amendments to the Regulations on Distance Learning"; the Order of the Ministry of Education and Science of Ukraine No. 1518 dated 30.10.2013 "On Approval of Requirements for Higher Education Institutions and Postgraduate Education Institutions, Scientific and Educational-Scientific Institutions providing educational services in the distance learning form for the training and professional development of specialists in accredited areas and specialties"; and the Regulations on the Distance Learning Course at the National Aerospace University "Kharkiv Aviation Institute" (hereinafter referred to as the "University").
1.2. The Regulations define the fundamental principles for organizing and implementing the distance form of education (hereinafter referred to as "DFE") at the University.
1.3. The requirements of these Regulations are mandatory for all structural units of the University that provide and deliver educational services through the distance form of higher education (HE).
1.4. The purpose of DFE is to provide educational services using psychological-pedagogical and information-communication technologies (ICT) in the educational process to higher education students according to relevant educational or scientific programs at all levels of higher education, as well as for conducting classes via the Internet during quarantine; studying additional (elective) subjects; training HE students during illness; conducting research work; participating in distance Olympiads and competitions; and receiving consultations for the preparation and retraining of scientific-pedagogical staff from the University and other educational institutions and third-party organizations.
Distance learning (DL) is implemented at the University by organizing a separate special form of education (distance/correspondence-distance) based on the use of distance educational technologies (DET). DL involves organizing the educational process via the automated DL system "Mentor".
1.5. The main objectives of DFE are:
- ensuring the constitutional right of citizens to obtain HE regardless of gender, social and financial status, type and nature of occupation, state of health, and place of residence (temporary stay);
- ensuring the quality and efficiency of the educational process when using the distance form as a separate form of study or when using DFE in the educational process for full-time HE students during periods determined by the University's Academic Council;
- expanding access for HE students and trainees to high-quality education according to relevant programs;
- ensuring the individualization of the educational process according to the needs, characteristics, and capabilities of the learners;
- creating additional opportunities for communication between scientific-pedagogical/pedagogical staff and HE students (trainees), and between HE students (trainees) themselves within the framework of active creative mastery of the curriculum;
- ensuring quality control of education.
1.6. In these Regulations, terms and concepts are used in the following meanings:
- distance form of education – an individualized process of obtaining HE, which occurs mainly through mediated interaction of participants in the educational process who are remote from each other in a specialized environment functioning on the basis of modern psychological-pedagogical and ICT, providing HE students the opportunity to receive documents on the relevant educational or educational-qualification level;
- distance learning technologies – a complex of educational technologies, including psychological-pedagogical and information-communication ones, that make it possible to implement the DFE process;
- psychological-pedagogical distance learning technologies – a system of means and techniques, the consistent implementation of which ensures the fulfillment of the tasks of education, upbringing, and personality development;
- information-communication distance learning technologies – technologies for creating, accumulating, storing, and accessing web-resources (electronic resources) of academic disciplines, as well as ensuring the organization and support of the educational process using specialized software and information-communication links, including the Internet;
- distance learning web-environment – a systematically organized collection of web-resources for educational purposes, software for their management, and management of DL;
- web-resources of an academic discipline – a collection of electronic educational information and instructional-methodological materials necessary for mastering the discipline, accessible to HE students (trainees) via the Internet (local network) using a web browser and/or other software;
- Mentor distance learning system – a set of software tools for creating, storing, accumulating, and transmitting web-resources to HE students (trainees), as well as ensuring access for DL subjects (lecturers, administrators, web-resource developers) to these web-resources;
- distance course – web-resources of an academic discipline, combined by a single pedagogical scenario, intended for organizing individual and group training of HE students (trainees) using DL technologies;
- asynchronous distance learning mode – interaction of HE students (trainees) with lecturers (methodologists, administrators) and instructional-methodological materials with a time delay using the Mentor DL system, e-mail, forums, messengers, social networks, etc.;
- synchronous DL mode – remote interaction of HE students (trainees) with lecturers and instructional-methodological materials, during which all participants are simultaneously present in the Mentor DL system (audio/video conferences, messengers, social networks, etc.).
1.7. Subjects of distance learning are: HE student, assistant, lecturer, lecturer-organizer, methodologist, administrator.
Higher education students – persons from among Ukrainian citizens, foreign citizens, and stateless persons residing (temporarily staying) in any place in Ukraine or abroad, who are studying at the University at the relevant educational or educational-qualification level.
HE students and trainees undergoing training using DL must:
- be able to use a computer and modern information and communication technologies at a level that enables the HE student to perform all necessary elements of learning using DL technologies (which may be verified by testing before the start of training using DL technologies);
- have access to the Internet and web services that ensure participation in the educational process in synchronous and asynchronous modes.
Assistant – a scientific-pedagogical staff member (can work in the position of assistant or senior lecturer), who, with the consent of the University, may provide the educational process in terms of their functional duties while located in any place in Ukraine or abroad, provided there is a telecommunication connection with the University and HE students.
An assistant, according to their pedagogical workload, is responsible for conducting practical or laboratory classes.
An assistant, as a participant in the educational process using DL technologies, does not have the right to teach or edit a DC (distance course), but must evaluate the knowledge of HE students based on the results of performed practical and laboratory classes, tasks, and tests.
Lecturer – a scientific-pedagogical staff member (can work in the position of senior lecturer, associate professor, or professor), who, with the consent of the University, must ensure the educational process in terms of their functional duties while located in any place in Ukraine or abroad, provided there is a telecommunication connection with the University and HE students (trainees). The lecturer is responsible for conducting lecture, practical, or laboratory classes in accordance with their pedagogical workload, and is also a supervisor of coursework and qualification projects or papers.
A lecturer, as a participant in DL, has the right to create, edit, and teach a DC, and to evaluate HE students based on the results of performed practical and laboratory classes, tasks, and tests.
Lecturer-organizer – a person responsible for DL at the department, appointed by the head of the department. In cooperation with lecturers, they monitor the preparation of distance materials by the department's faculty, edit course elements in the Mentor DL system if necessary in accordance with a specific educational or educational-qualification level, specialty, and study plan for the specialty, and assign lecturers to course study groups. If necessary, the lecturer-organizer provides consultations to lecturers of the departments regarding the specifics of creating, editing, and filling a DC in the Mentor DL system.
A staff member of the Distance Educational Technologies Department performs the following functions: registers users upon agreement with the Mentor DL system administrator. Creates groups of HE students and forms group lists. If necessary, edits a course element in the Mentor DL system according to the study plan of a specific specialty and assigns lecturers for this course.
Guided by semester study plans of disciplines and their appendices, they create categories of DCs for relevant educational programs and assign groups of HE students, lecturers, assistants, and lecturer-organizers to them, or remove them from courses if necessary.
Provides consultative assistance to lecturers in developing and placing components of electronic educational-methodological complexes and courses for the Mentor DL system. Develops instructional-methodological recommendations for users of the Mentor DL system, in particular, methodological support for DC development by lecturers, places them in authorized access, and distributes them among users.
Administrator – a member of the teaching-support staff who performs the following functions: carries out a complex of works on the development, implementation, support, and updating of the software and information support of the Mentor DL system. Assigns authorized access for users to the Mentor DL system within the University's computer networks and the Internet.
Maintains uninterrupted operation of the software and information support of the Mentor DL system.
Performs administration of databases and software, namely: data backup, protection against unauthorized access and computer viruses. Monitors development trends, international and domestic experience in the use of ICT in the educational environment of HE.
Provides consultative services to all users of the Mentor DL system. Performs administration and moderation of messages from users of the Mentor DL system, summarizes user experience, and places additional informational materials on the Mentor DL system website.
In case of changes in the operation of the Mentor DL system (due to software updates, etc.), informs users within 24 hours in the news block on the Mentor DL system website.
Conducts seminars on issues of modernizing the structure and content of DCs, round tables, and master classes for sharing experience on solving problems related to the use of DL technologies in the educational process.
Systematically reports on the state of DC development and the use of the Mentor DL system in the educational process to the University administration.
2. Implementation of the Educational Process via the Distance Form of Education
2.1. The distance form of education (DFE) at the University is implemented in accordance with Article 49 of the Law of Ukraine "On Higher Education".
2.2. DFE at the University can be used:
- as a separate form of study for citizens of Ukraine and foreign citizens, which provides HE students with the opportunity to receive documents on the relevant educational level;
- as a blended form of study in the educational process for full-time and part-time HE students for independent mastery of instructional-methodological materials according to the working curriculum of an academic discipline; during the conduct of classes via the Internet during quarantine; for studying additional (elective) subjects; training HE students during illness; conducting research work; participating in distance Olympiads and competitions; receiving consultations, etc.;
- for persons with special needs; persons wishing to obtain additional knowledge in parallel with their studies at the University; persons temporarily or permanently residing abroad;
- for the preparation and retraining of scientific-pedagogical staff from the University and other educational institutions and third-party organizations.
2.3. DFE at the University is carried out at all levels of education and for educational programs in a specific specialty for which the University provides educational services.
2.4. The procedure for enrollment in DFE studies is determined by the University's Admission Rules.
2.5. The curriculum for a specific educational program for DFE corresponds in content and structure to the curriculum for the full-time form of HE. The list of mandatory educational components, their volume in ECTS credits, the sequence of teaching, and the forms of final assessment must coincide with the curriculum for the full-time form of HE.
2.6. The duration of study for HE students (trainees) in the DFE educational process is determined by the University's Academic Council and must not be shorter than that for the full-time form for the relevant educational-qualification levels in a specific specialty.
2.7. The schedule of classes for DFE is approved according to the procedure adopted at the University and is brought to the attention of all subjects of the distance educational process.
2.8. The number of HE students (trainees) studying via DFE is determined by the graduating department within the licensed volume of training (retraining, advanced training, specialization) and/or within the licensed volume of pre-university training for foreign nationals. At the same time, the standard number of HE students and trainees studying at the University via the distance form must be no less than one lecturer per eighteen students (trainees), in accordance with the Order of the Ministry of Education and Science No. 466 dated 25.04.2013 "On Approval of the Regulations on Distance Learning".
2.9. The autonomy of the lecturer must be ensured by academic freedom, including the freedom of free choice of forms, methods, and means of teaching that correspond to the educational program, with the aim of implementing authorial methodologies using DL technologies.
2.10. The teaching workload of a lecturer providing DFE for HE students (trainees) is calculated in accordance with the curriculum and the class schedule at the University, but no less than that for the full-time form of study.
2.11. The list of content for web-resources of academic disciplines required to ensure DFE is determined by the lecturer in accordance with the content of the working curriculum of the academic discipline. The University Mentor DL system is used to ensure DFE for HE students (trainees).
2.12. The list of distance courses (DC) for academic disciplines required to ensure DFE is determined by the University's graduating department depending on the profile of the academic discipline.
2.13. The organization and implementation of DL at the University are carried out by the Distance Educational Technologies Department.
2.14. The verification of web content is carried out by the relevant Scientific-Methodological Commission of the University.
2.15. All property rights of intellectual property to DCs developed by University employees, in accordance with the Collective Agreement and the Law of Ukraine "On Copyright and Related Rights", belong to the University.
3. Specifics of Organizing the Educational Process via the Distance Form of Education
3.1. The basis for organizing DFE is the curricula for specific specialties and the working programs of academic disciplines.
3.2. Training via DFE begins in accordance with the calendar schedule of the educational process at the University and the DFE class schedule.
3.3. Developed distance courses (DC) for academic disciplines are posted in the Mentor DL system no later than one month before the start of the educational process.
3.4. The educational process via DFE is carried out in the following forms: independent work; academic classes; practical training; control measures.
3.5. All types of academic classes via DFE are conducted with HE students (trainees) remotely in synchronous (video conferencing, chat) and asynchronous modes, in accordance with the class schedule.
3.6. The receipt of instructional materials and communication between DL subjects during academic classes are ensured by the transmission of video, audio, graphic, and text information in synchronous or asynchronous mode.
3.7. Independent work is one of the main forms of organizing the educational process via DFE. Requirements for the independent study of the material of a specific discipline are determined by the working program, methodological guidelines, instructions, and tasks contained in the DC of the academic discipline.
3.8. Independent work of HE students includes the study of basic and additional instructional-methodological materials in various formats:
- completion of individual, control, calculation-practical, test, and other tasks;
- completion of coursework projects, writing coursework papers, and thematic essays;
- work with interactive textbooks and instructional-methodological materials, including network-based or standalone multimedia electronic textbooks and practical guides.
3.9. The main types of academic classes via DFE are: lectures; seminars; practical classes; internships; completion of individual work (control tasks); qualification papers; consultations, and other types of academic classes.
3.10. Lectures using DL technologies are usually conducted in synchronous mode, in a group mode, or individually, according to the needs of the educational process. In certain cases, conducting lectures in asynchronous mode is permitted. Lectures can be implemented in two main variants: computer video conferencing and video recording of the lecture with synchronous or asynchronous transmission via the Mentor DL system.
3.11. Practical classes, which involve the completion of practical (control) tasks, take place remotely in synchronous mode. Certain practical tasks may be performed in asynchronous mode, as determined by the working program of the academic discipline.
3.12. Laboratory classes are conducted in-person in specially equipped educational laboratories.
3.13. Individual tasks (coursework projects and papers, calculation, graphic, and calculation-graphic tasks, essays) are performed in accordance with the calendar schedule of studying the DC for a specific academic discipline.
3.14. Reports on the results of completed practical work and individual tasks are sent by HE students according to the calendar schedule of studying the DC for a specific academic discipline and uploaded to the "Tasks" resource of the Mentor DL system, no later than the final submission deadline set by the lecturer of the respective course. All student reports for a specific task that have been uploaded must be peer-reviewed (checked) by lecturers. The results of the review (comments, information about the need for reworking, revision of materials, etc.) must be provided by the lecturers of the respective disciplines to the HE students via the Mentor DL system before the start of the final control week, in accordance with the educational process schedule.
3.15. Consultations under DFE conditions are conducted synchronously (video conferencing, chat) or asynchronously via the Mentor DL system in accordance with the calendar schedule of studying the DC for a specific academic discipline. During consultations, HE students receive answers from the lecturer to specific questions or explanations of certain theoretical points or aspects of their practical application, as well as assistance with individual tasks. Consultations can be individual or group-based.
3.16. Other types of academic classes during the educational process include business games, group project work, etc. These types of classes can be conducted in-person or remotely in synchronous or asynchronous mode, as determined by the working program of the academic discipline.
3.17. When organizing the educational process using DFE, the main tool that allows for the evaluation of the process and learning outcomes is the grading criteria defined by the working program, which is regulated by the regulation "On Rating Assessment of Student Achievements" SUYa KhAI-NAV-P/003:2018.
3.18. Control measures (format and schedule) for an academic discipline when training specialists via DFE at the University include modular, semester, and other types of control defined in the working program of the academic discipline.
3.19. Modular control.
3.19.1. At the beginning of studying the respective discipline, HE students (trainees) are informed about the existence of the working program of the academic discipline, which contains the grading criteria and the distribution of points that students receive.
3.19.2. Modular control using DET ensures the determination of modular learning outcomes by the lecturer and the implementation of self-control of learning quality by students.
3.19.3. When assigning points for modular control, the following are evaluated: the level of mastery of theoretical knowledge and practical skills and abilities related to topics included in the content modules:
- independent study of topics;
- performance of calculations, laboratory, and control work;
- completion of interactive tasks for in-depth study or control testing of knowledge;
- completion of individual or group tasks of a specific reporting form with the provision of feedback;
- formation of the conceptual apparatus of the academic discipline;
- discussion of controversial issues in asynchronous mode (forum, chat);
- preparation of encyclopedic or abstract articles on given or arbitrary topics;
- formation of a database for the academic discipline based on the principles of hierarchical systematization of the conceptual apparatus;
- evaluation of the quality of the academic discipline.
3.19.4. Conducting modular control under DFE conditions can be carried out by the following means (synchronously or asynchronously):
- automated tests for control and self-control of student learning results;
- multi-level individual and group tasks of a specific reporting form (report, presentation, project, video recording, etc.) with the provision of feedback regarding the verification of student learning achievements in the studied material;
- evaluation by the lecturer of interaction and communication between DFE subjects in asynchronous and synchronous modes using chat, forum, polls, surveys, etc.;
- mutual peer-assessment tasks carried out by DFE subjects regarding each other;
- evaluation by the lecturer of the results of collective cooperation between DFE subjects using glossaries, wikis, academic discipline databases, etc.
3.19.5. All intermediate results of modular evaluation under the conditions of using DET for each control measure are evaluated by the lecturer. Grades are recorded automatically or directly by the lecturer in the electronic gradebook of the Mentor DL system and integrated into the Pilot system.
3.20. Semester control.
3.20.1. Semester control for an academic discipline under DFE conditions can be carried out in the form of a pass/fail (credit) or an exam, as determined by the curriculum for the specific specialty.
3.20.2. Final control of academic success in a specific discipline (exam, credit) can be carried out via distance technologies in video conferencing mode or in-person.
3.20.3. The final total of points for student achievement results is determined as the sum (simple sum) of points according to the quantitative grading criteria in the working program of the academic discipline, or semester control (credit, exam) is conducted in case the student declines the points of current control and has obtained admission to the credit/exam. During the taking of the semester credit/exam, the HE student has the opportunity to receive a maximum of 100 points.
3.20.4. Before semester control, the lecturer conducts a consultation via video conferencing systems according to the approved examination session consultation schedule.
3.20.5. Final semester control of HE student learning under DFE conditions is conducted exclusively via video conferencing systems according to the approved examination session schedule.
3.20.6. The exam includes test questions of varying difficulty, typical and complex open-ended tasks that require a creative response and the ability to systematize obtained knowledge and apply it in solving practical problems.
3.20.7. The list of examination questions and tasks and their grading criteria are determined and approved by the guarantor or the Scientific-Methodological Commission. Examination questions and tasks must be specific, understandable to HE students, and must necessarily correspond to the competencies being checked.
3.20.8. Final semester control must be created as a complex task in the form of a separate section of the respective DC in the Mentor DL system, which contains brief instructions for HE students regarding the specifics of taking the online exam, grading criteria for the semester control, and a link to the video conference.
3.20.9. Before the start of semester control, HE students are required to undergo personal identification in video conferencing mode using a passport or student ID card; the link for this is located in the corresponding section of the DC for the academic discipline.
3.20.10. The tasks in the examination ticket are generated randomly and include diagnostic (computer tests) and open-ended tasks, which involve solving typical professional tasks of a specialist in the workplace and allow for diagnosing the level of theoretical and practical preparation of HE students and the results of their learning in the academic discipline.
3.20.11. The complexity of the examination task using DET means is recommended to be determined in such a way that the average time for its completion is equal to one astronomical hour. For example, an examination task can contain 20 stereotypical test questions of varying difficulty (estimated completion time for each task is 1 minute), two diagnostic open-ended tasks (10 minutes each), and one open-ended heuristic task (20 minutes).
3.20.12. The recommended total duration for completing the exam via DET means is 1.5 astronomical hours, which provides a 30-minute reserve in case of unforeseen technical problems.
3.20.13. In case of insurmountable problems, the HE student must immediately notify the lecturer using a specific channel of communication (phone, Viber, etc.), with mandatory photo or video verification of the status of the completed tasks and objective factors hindering its completion. The possibility and time for re-taking the exam are determined by the lecturer on an individual basis.
3.20.14. Results of HE students' responses to test questions are evaluated automatically in the Mentor DL system and are automatically entered into the group's electronic gradebook.
3.20.15. Open-ended questions are evaluated directly by the lecturer. After checking the open-ended task, the lecturer must provide comments to the HE student regarding the assigned grade via the Mentor DL system.
3.20.16. The exam result for HE students is evaluated in points, which are recorded in the group's electronic gradebook and fixed in the paper examination record sheet. The exam results are the basis for making a decision regarding the student's fulfillment of their individual plan.
3.20.17. Retaking of control tasks, verification tasks, test assignments, and others is carried out at specific times, which are determined by the lecturers and recorded in the Mentor DL system. Retaking of exams and credits is carried out on an individual basis according to the schedule for clearing academic arrears.
3.21. Attestation.
3.21.1. The attestation of HE students aims to establish the correspondence of their learning outcomes to the requirements of the educational (scientific, educational-creative) program and/or the requirements of the qualification exam program for the specialty. The attestation concludes with the announcement of the decision of the Examination Commission (EC), on the basis of which the University awards the student, who has successfully completed the educational program at a certain level of HE, the corresponding HE degree and assigns the corresponding qualification.
3.21.2. Attestation of HE students under DFE conditions is carried out by DET means in video conferencing mode.
3.21.3. For the attestation of HE students in the form of an attestation exam, a DC must be created in the Mentor DL system with the name of the exam, for example, "Bachelor's Attestation Exam, Specialty 035 'Philology'".
3.21.4. The course with the name of the attestation exam must contain:
- working programs of academic disciplines included in the attestation exams for the specialties;
- grading criteria for HE student responses;
- reference materials intended for use by students during preparation for the attestation exam;
- a link to a video conference for personal identification;
- complete examination tasks provided with variability, using the means of the Mentor DL system.
3.21.5. Pre-attestation consultation under conditions of using DL technologies is mandatorily conducted via video conferencing systems according to the approved consultation schedule.
3.21.6. Thirty minutes before the start of the attestation exam, personal identification of HE students is conducted via video conferencing using a passport or student ID card; the link for this is located in the course category.
3.21.7. Results of HE students' responses to test questions in the attestation exam are evaluated automatically in the Mentor DL system and are entered into the group's electronic gradebook. Checking of open-ended attestation exam questions is carried out by lecturers of the graduating department after the exam ends. After checking the open-ended task, the lecturer must provide comments to the HE student regarding the assigned grade via the Mentor DL system.
3.21.8. For the theoretical and practical parts of the exam, a grade is assigned on a 100-point grading scale, which is recorded in the group's electronic gradebook and fixed in the paper examination record sheet.
3.21.9. All examination tasks of the attestation exam for a specific specialty are equivalent in their contribution to the overall exam grade. The final attestation exam grade is the sum of points for each component of the examination task.
3.21.10. Re-taking (re-examination) of the attestation exam for the purpose of improving the grade is not permitted.
3.22. Attestation in the form of a qualification paper.
3.22.1. Attestation of persons in the form of a qualification paper under conditions of using DL technologies is carried out strictly in synchronous mode (video conferencing). It is recommended to record the attestation.
3.22.2. Evaluation of the results of the qualification paper defense is carried out according to the 100-point system for evaluating learning outcomes adopted at the University.
3.22.3. Re-defense of a qualification paper for the purpose of improving the grade is not permitted.
3.22.4. Attestation of HE students in the form of a qualification paper under conditions of using DL technologies is carried out in accordance with Article 6 of the Law of Ukraine "On Higher Education" according to the requirements presented in Appendix A.
3.23. Control measures of the educational process under DFE conditions must ensure the following requirements:
- authorized access to the DL system or other DL ICTs;
- the possibility of determining availability by time and completion time;
- objectivity of the criteria for checking the results of completion with active use of automated means for assessing knowledge and skills;
- the possibility of storing learning results;
- variability of forming control measures using random choice algorithms for knowledge.
3.24. If necessary, all control measures regarding DFE can be carried out in accordance with the curriculum and working programs of academic disciplines remotely using the capabilities of the Mentor DL system or other ICTs, including video conferencing, provided that the identification of the learner is ensured.
4. Providing for the Distance Form of Higher Education
4.1. The quality of learning using DL (Distance Learning) technologies is ensured by an appropriate level of staffing, regulatory, organizational-managerial, scientific-methodological, system-technical, material-technical, and financial support.
4.2. Scientific-pedagogical and pedagogical staff, administrators, methodologists, and other employees supporting DFE must have specialized training in the field, for which they must undergo training (in-person or remotely) at the University’s Department of Postgraduate Education at least once every 5 years (not less than 108 academic hours) and receive a professional development certificate.
4.3. Organizational-managerial support involves the use of DL for all disciplines and types of student learning activities in accordance with specialist training curricula and academic discipline working programs.
4.4. The educational process using DFE is organized in accordance with the current University regulations and the requirements listed below:
4.4.1. The provision of each academic discipline with appropriate web-resources recommended by the department responsible for teaching the discipline, for use in the educational process.
4.4.2. Modular control is conducted by lecturers after the completion of content module(s) (according to the working program) using DET (Distance Educational Technologies) in accordance with the approved schedule through such control methods as: written tests, oral examination, testing, completion of control tasks, etc. The results of current distance monitoring of HE students and their performance of practical individual tasks are also taken into account.
4.4.3. Time norms for recording academic and methodological work of scientific-pedagogical and pedagogical staff when organizing the DFE educational process at the University are outlined in the Regulation "Time Norms for Planning and Recording the Work of Scientific-Pedagogical Staff when Organizing the Educational Process via the Distance Form of Education".
4.4.4. Organization of learning using DL ICT must necessarily provide HE students with the possibility of feedback from the lecturer, which is ensured through the use of various forms of consultations, forums, chats, messaging, etc.
4.4.5. Scientific-methodological support for DL includes:
1) Methodological (theoretical and practical) recommendations for the development and use of pedagogical-psychological and information-communication DL technologies. Methodological recommendations for using web-resources must contain the following information:
- how, in what sequence, and within what timeframes to study a specific DC (Distance Course);
- conditions for passing current and final testing, completion of practical and laboratory work in disciplines, and grading criteria;
2) Criteria, tools, and systems for DL quality control;
3) Substantive, didactic, and methodological content of web-resources (DC), training curriculum, and educational process planning documents;
4) Lecture material:
- in text format, not less than 40,000 characters (1 printed sheet) per 1 ECTS credit of the academic discipline;
- in the form of video materials (with appropriate duration: one academic hour = 35 minutes);
- in the form of presentations (with or without audio accompaniment).
5) Tests for all types of knowledge level control (self-control, current, and final control), not less than 25 test tasks for each topic;
6) Practical tasks with recommendations for their completion in full compliance with the curriculum;
8) A glossary of terms for the learning material;
9) Bibliography and links to electronic libraries;
10) A DC that unites the aforementioned web-resources of the academic discipline (program) into a single pedagogical scenario;
11) Other educational resources.
The list of academic discipline web-resources required to support DL is determined by departments depending on the profile of the academic discipline and in accordance with the curriculum and working programs of the academic disciplines.
4.6. System-technical DL support includes:
1) Hardware (personal computers, network equipment, uninterruptible power supplies, servers, equipment for video conferencing, etc.) that ensures the development and use of educational web-resources, management of the educational process, and necessary types of educational interaction between DL subjects in synchronous and asynchronous modes;
2) Information-communication support with channel bandwidth that provides all DL subjects of the University with round-the-clock access to web-resources and web-services for the realization of the educational process in synchronous and asynchronous modes;
3) General and specialized software (including for persons with special needs), which must be licensed or built on open-source software products;
4) The Mentor DL system, which contains the web-resources of the academic disciplines.
4.7. Material-technical support for DFE, necessary for the creation and maintenance of the web-environment, is carried out through the University's acquisition, installation, and maintenance of computer equipment and communication facilities.
4.8. Under DFE conditions, the material-technical base of the University and its structural divisions is used, as well as the personal hardware of HE students. The acquisition and maintenance of hardware, information-communication support for access to the Internet and web-services that provide DL in synchronous or asynchronous mode, is carried out at the expense of the owner of these facilities, namely: the University, its structural divisions, and HE students. The development of web-resources takes place at the expense of the University.
5. Final Provisions
5.1. The Regulation is approved by the University's Academic Council and enacted by an order of the University Rector.
5.2. Control over the implementation of the Regulation is exercised by University officials within the scope of their powers defined in their job descriptions.
5.3. Amendments and supplements to the Regulation are considered and approved by the University's Academic Council and enacted by an order of the University Rector.
Appendix A
Procedure for Conducting the Defense of a Qualification Paper in the Mentor DL System
1. The defense of a qualification paper (QP) is conducted orally with mandatory personal identification of the learner and continuous monitoring by the Examination Commission (EC) regarding compliance with the procedure and order of the QP defense.
2. The organization and order of the EC’s work are carried out in accordance with the University Regulation "On the Creation and Organization of the Work of the Examination (Attestation) Commission" SUYa KhAI-NAV-P/001:2020.
3. No later than six months before the start of the defense, the staff responsible for DL at the graduating department create a "Qualification Paper" course in the department's category, where they upload all instructional-methodological materials necessary for writing the QP: methodological recommendations for completing the QP, requirements for formatting the text of the explanatory note, title pages for the QP explanatory note, samples of abstract text, samples of QP reviews, a blank form for the QP originality statement, and other documents.
4. No later than 30 calendar days before the day of the QP defense, the department must approve the schedule for pre-defenses and defenses and post it in the "Qualification Paper" course, notifying HE students at their personal email addresses and via messaging tools in the Mentor DL system.
5. No later than 30 calendar days before the day of the QP defense, a responsible department employee creates the following as "Assignment" course elements in the "Qualification Paper" course:
- A "Pre-defense" resource;
- A "QP Explanatory Note and Presentation" resource, into which the file with the QP explanatory note, the presentation file for the note, the review, the supervisor's feedback, the admission to the QP defense from the head of the department, the blank form for the QP originality statement, the academic performance certificate from the dean's office, and the submission from the dean's office are uploaded;
- A "Video Conference" resource (BigBlueButton, link to Meet or Zoom) for conducting the online QP pre-defense and defense.
6. A QP pre-defense is conducted with the participation of a pre-defense commission no later than two weeks before the start of the EC's work on the QP defense.
7. One day before the QP pre-defense, HE students are notified of the exact time of the QP pre-defense and provided with instructions on working in the video conference and the rules for working in the video conference via the Mentor DL system; this is also duplicated to the personal email addresses of the HE students.
8. To undergo the QP pre-defense, the HE student must: prepare a presentation and a report, and upload the QP explanatory note, presentation, and report to the "Pre-defense" resource no later than two calendar days before the pre-defense.
9. Members of the QP pre-defense commission check the QP explanatory note and presentation, and write comments and remarks in the Mentor DL system.
10. On the day of the QP pre-defense:
- The HE student logs into their personal account in the Mentor DL system and follows the link to the video conference platform to maintain contact with the members of the QP pre-defense commission;
- One of the members of the QP commission monitors the HE students' connection to the conference and, in the absence of a connection for individual students, contacts them by phone using the numbers they provided in advance; provides consulting assistance to students to resolve connection problems that arise.
11. On the day of the QP pre-defense, the students and members of the QP commission register for the conference half an hour before it begins and check the technical connection of all HE students and commission members. One of the commission members announces the rules for the pre-defense and invites one HE student at a time for the pre-defense.
12. The HE student identifies their person using a passport or student ID card, demonstrates the presentation for the QP, accompanies it with an oral report, answers questions from commission members, and records the remarks for subsequent problem resolution before the QP defense.
13. After finishing the survey of all HE students, the pre-defense commission records the results and announces to the HE students whether they are admitted/not admitted to the QP defense.
14. HE students who are admitted to the QP defense:
- Make changes to their work according to the commission members' remarks and upload the final version of the QP explanatory note and presentation in their personal account in the "QP Explanatory Note and Presentation" task;
- Send the QP explanatory note to the reviewer's email address for the reviewer to write the QP review.
15. The person responsible for plagiarism at the department checks the text of the QP explanatory note in the "Anti-Plagiarism" system, signs the "On Plagiarism" certificate, scans it, and uploads it to the "QP Explanatory Note and Presentation" resource in the Mentor DL system or notifies the HE student about the need for further revision of the explanatory note.
16. After checking the QP note, the reviewer writes a QP review, scans it, and sends it to the HE student's email address.
17. The HE student uploads the following files to the "QP Explanatory Note and Presentation" task resource:
- The file of the explanatory note;
- The file of the presentation for the note;
- The file of the review;
- The file with the supervisor's feedback;
- The file with the admission from the head of the department;
- The file with the blank form for the QP originality statement;
- The file containing the academic performance certificate from the dean's office;
- The file containing the submission from the dean's office.
A complete package of uploaded documentation is the basis for the HE student's admission to the QP defense.
18. 48 hours before the QP defense, the department secretary forms a list of HE students admitted to the QP defense, uploads it to the "Announcements" section of the "Qualification Paper" course, and notifies the students and EC members by email about the time of the QP defense.
19. On the day of the QP defense, half an hour before the defense begins:
- HE students log into their personal account in the Mentor DL system and follow the link to the video conference to maintain contact with the EC members;
- The EC secretary monitors the HE students' connection to the video conference and, in the absence of a connection for individual students, contacts them by phone using the numbers provided in advance; provides consulting assistance to HE students to resolve connection problems that arise.
If the connection problem is not resolved within 15 minutes, the student is informed by phone that the QP defense is postponed to a later date. Upon confirmation of a stable connection with all students, the EC chair introduces all EC members and informs everyone present of the EC's work regulations.
20. In the event of technical equipment failures caused by the HE student more than twice and lasting longer than 15 minutes, the EC reserves the right to cancel the meeting for that particular HE student, regarding which an act is drawn up by all commission members. The drawn-up act confirms the fact of non-appearance at the QP defense for a valid reason and serves as the basis for postponing the defense to a later date.
21. The EC chair invites the student to the QP defense. The HE student identifies their person using a passport or student ID card, demonstrates the presentation for the QP, accompanies it with an oral report, and answers questions from EC members.
22. After finishing the survey of all HE students, the EC holds a discussion of the defense and announces all grades.
23. The secretary records the course of the QP defense in the EC meeting protocols. The EC meeting is formalized by a protocol in the established form, which must reflect the results of the QP defense (grade on a traditional scale and points), the EC's decision on awarding the HE student a qualification in the corresponding specialty (educational program) and an educational degree, and on issuing them a diploma of the established form (with or without honors), as well as recommendations regarding the participation of the QP in competitions or the implementation of its materials into production. The EC may provide a recommendation to the HE student regarding obtaining a Doctor of Philosophy degree at the third level of higher education.
24. The QP supervisors of the HE students enter the grades according to the EC meeting protocols into the Mentor DL system in the "QP Explanatory Note and Presentation" task.
25. After a successful QP defense, the HE student submits the following to the responsible secretary at the department in paper form: the explanatory note, presentation, review, supervisor's feedback, admission to the QP defense from the head of the department, blank form for the QP originality statement, academic performance certificate from the dean's office, and the submission from the dean's office.
The QP explanatory note is transferred to the University library for storage. The storage of the QP explanatory note is carried out in accordance with the requirements of the University instruction "Records Management Instruction".
Appendix B
Clarifications and amendments to the provisions of the Regulations "On Distance Education at the National Aerospace University 'Kharkiv Aviation Institute'"
regarding the conduct of training sessions using distance technologies for students of all forms of education
during a quarantine period or the effect of other restrictions on attending classes on the University territory
Approved by:
The Academic Council of the National Aerospace University
"Kharkiv Aviation Institute"
Protocol No. 5 of December 23, 2020
These clarifications and amendments have been developed in accordance with the Law of Ukraine "On Higher Education" and the Regulations of the National Aerospace University "Kharkiv Aviation Institute" "On Distance Education," and further emphasize the mandatory nature of the procedures for organizing training sessions using distance learning technologies. The specified procedures apply during the period of restrictions on attending classes on the University territory for students of all forms of education and include the following:
1. The entire complex of instructional and methodological support for each discipline of the relevant educational programs must be placed in the Mentor automated distance learning system no later than three days before the start of the semester.
2. Training is carried out according to the schedule and in accordance with the approved educational process schedule.
3. Lectures and practical classes are conducted in synchronous mode according to the schedule. Conducting classes in synchronous mode involves them being held exclusively via video conferencing. Additional material may be studied by the student independently in asynchronous mode.
4. In order to monitor the organization of the educational process and assess its quality, as well as to organize a clear system of interaction between instructors and students, each instructor is required to post in the Mentor system for each discipline they teach an electronic link to each class that will be conducted in video conferencing mode, or to compile a class schedule using such links.
5. All students must have a corporate email box, the address of which simultaneously serves as the account for their personal profile in the Mentor system and the profile in the PILOT educational process support system.
6. Students are required to log into their personal accounts in the Mentor system every day according to the schedule, participate in online classes, and complete assignments for independent work.
7. Provided that the instructor complies with paragraphs 1 and 4 of this procedure, students are considered to be acquainted with the schedule and the requirements of the specific instructor.
8. In case of inability to be present at online classes, students are required to notify the instructor about this in advance, in any convenient way.
9. Instructors record the class using tools provided by the relevant video communication system. The instructor is obliged to notify all participants of the video conference about the recording by posting a corresponding notice in the Mentor system and verbally before starting the recording.
10. The instructor must enter the point distribution into the Mentor system and, if necessary, adapt the appropriate control methods and assessment criteria to ensure the automated operation of the electronic journal, which is a component of the system. Data on students' attendance at training sessions and their progress must also be entered into the PILOT system electronic journal (in manual or automated mode).
11. No later than two days before conducting online classes (lectures, seminars, practical classes), the instructor must check for the presence of all necessary core and supplementary materials in the Mentor system.
12. In accordance with paragraph 7 of Article 35 of the Law of Ukraine "On Higher Education," the Department Head ensures the organization of the educational process (including the use of distance learning technologies), the implementation of curricula and discipline syllabi, and exercises control over the quality of instruction, as well as the instructional-methodological and scientific activity of the instructors.
13. Deans organize daily monitoring of the fulfillment of teaching duties by instructors and form a report on instances of failure to perform or improper performance of such duties. The report based on the monitoring results is submitted to the Educational-Analytical Department weekly, on Fridays by 4:00 PM.
14. Deputy Deans organize the monitoring of student attendance at online events (lectures, practical classes, seminars, etc.).
These measures are also applied to international students. The attendance of Ukrainian-speaking students is checked by the respective dean's offices of faculties 1–7, and for English-speaking students, by the staff of the dean's office of Faculty No. 8.
Reports are provided to the deans of the respective faculties for prompt reaction to instances of students missing training sessions.