Regulations on the Electronic Academic Record Log
of the Academic Group Students of
National Aerospace University
«Kharkiv Aviation Institute»
Approved:
by the Academic Council of
National Aerospace University
«Kharkiv Aviation Institute»
Minutes No. 9 dated February 20, 2020
QMS KhAI-AMD-R/001:2020
Date of Introduction February 27, 2020
Revision No. 1
1. General Provisions
1.1 The Regulations on the Electronic Academic Record Log of Academic Group Students (hereinafter - the Regulations) at National Aerospace University «Kharkiv Aviation Institute» (hereinafter - the University) have been developed in accordance with the Laws of Ukraine «On Education» No. 2145-VIII dated 05.09.2017, «On Higher Education» No. 1556-VII dated 01.07.2014, the Order of the Ministry of Education and Science of Ukraine «On the Implementation of the European Credit Transfer and Accumulation System in Higher Educational Institutions of Ukraine» No. 943 dated 16.10.2009, and the Regulations on the Organization of the Educational Process at the University QMS KhAI-ED-R/005:2016.
1.2 The Regulations set forth the basic requirements and procedure for maintaining the electronic academic record log of academic group students, as well as the functions of the lecturer, head of the department, and the dean's office.
1.3 The electronic log is a component of the university management automation system in the field of academic activity organization and represents a modern and advanced form of keeping records of students' academic activities. The electronic log is an automated system for tracking student attendance, learning outcomes, their academic performance, as well as the instructional activities of lecturers. The system ensures the collection of relevant information and its analytical processing, the results of which can be used as a basis for making managerial decisions aimed at improving the quality of education. The system also provides for the generation of paper forms to ensure reporting.
1.4 The electronic log is introduced for the purpose of monitoring the educational process, operational management of the student learning process, increasing their motivation, identifying problematic issues and corresponding corrective actions, and improving the quality of educational services provided.
1.5 Maintaining the electronic log is aimed at:
- ensuring openness and transparency of the educational process;
- creating a centralized electronic information resource specializing in the tasks of monitoring class attendance and student performance;
- forming feedback between students, lecturers, and the University administration;
- reflecting the personal and professional growth of each student;
- ensuring control over the fulfillment of duties by all participants in the educational process.
2. Objects of Monitoring the Academic Work of Academic Group Students
2.1 Monitoring the academic work of academic group students is aimed at controlling the implementation of the following regulatory documents governing the educational process at the University:
- Regulations on the Organization of the Educational Process at the University;
- Regulations on the Rating Assessment of Student Achievements;
- relevant educational programs;
- relevant curricula;
- individual study plans;
- work programs of academic disciplines (syllabi);
- schedule of the educational process.
2.2 The objects of monitoring are:
- class attendance;
- results of current assessment;
- results of modular assessment;
- activity and interest of students in classes and, as a result, the relevance of educational content;
- results of final modular and semester assessment;
- results of students' academic activities;
- results of lecturers' educational activities.
2.3 The electronic log displays:
- compliance with the class schedule approved in accordance with the established procedure;
- results of current student performance in each academic discipline;
- student attendance of classes, indicating the reasons for absences;
- accumulated points for all types of work provided for by the work program of the academic discipline.
2.4 Through the electronic log software, the following are additionally carried out:
- analysis of class attendance by students and automated control of the critical number of absences;
- analysis of current performance;
- analysis of the results of modular assessments by disciplines;
- analysis of the overall academic performance of each student;
- forecasting the results of final modular and semester assessments;
- generation of lists of students who require additional attention from lecturers, curators (tutors), heads of graduating departments (guarantors of educational programs), deputy deans, deans, parents, etc.;
- analysis of the need to review educational content, teaching quality, etc.
3. Procedure for Maintaining the Electronic Academic Record Log of Academic Group Students
3.1 Initial registration of lecturers, and if necessary, changing registration data in the electronic log system, as well as providing them with methodical assistance, is carried out by the staff of the educational and analytical department.
3.2 Before the start of the academic year, the dean's offices create a register of student users, for whom the system automatically generates logins and passwords for access to the electronic log. The dean's offices inform students about their authorization details within a two-week period from the beginning of the academic year.
3.3 The electronic log is maintained for each discipline of the curriculum.
3.4 The assignment of lecturers to disciplines in the electronic log is carried out before the beginning of each semester in accordance with the department staffing table and appendices to the semester plans.
3.5 The formation of joint groups for elective academic disciplines is carried out in accordance with the regulations «On Ensuring the Right of Students to Choose Academic Disciplines».
3.6 The development of the thematic plan for an academic discipline, as well as the entry of the corresponding assessment criteria, is carried out by the lecturer personally or by a person responsible at the department from among the educational support staff.
3.7 The electronic log is filled out by the lecturer personally and/or by the group monitor (starosta). It is expected that the electronic log is filled out online, but it is permitted to fill out the academic group log during the week in which the class was held, but no later than 17:30 on Friday. For entering grades for classes that require verification (laboratory work, homework, modular work), a period of two weeks from the day the class was held is granted.
3.8 Responsibility for the timely completion and accuracy of the information entered into the log lies with the lecturer of the corresponding academic discipline.
3.9 Current grades mistakenly entered in the electronic log may only be corrected by the lecturer assigned to the discipline.
3.10 The procedure for filling out the electronic log is regulated by the «Lecturer Instructions for Maintaining the Electronic Academic Record Log of Academic Group Students» (Appendix).
3.11 To display the learning outcomes of different academic groups studying a foreign language by levels or elective disciplines, separate lists are formed, with which the corresponding lecturer further works. The lists of the formed groups are transferred to the educational and analytical department. If necessary, the staff of the educational and analytical department add a group identifier and enter it into the PILOT system.
3.12 After entering the information into the electronic log, it immediately becomes available to the head of the department, dean's offices, curators of academic groups, students, and the University administration.
3.13 The system provides the lecturer with the ability to automatically calculate the percentage of absences and academic performance results as of the current date for each student.
3.14 In case several lecturers are assigned to one academic group of students, they all gain access to the log page, which displays the performance results of the students of this academic group.
3.15 Access to the electronic log is terminated in the event of a student's expulsion or a lecturer's dismissal. This implies that information about changes in the student body or department staff is provided to the educational and analytical department by the relevant structures (dean's offices, departments, the university human resources department).
4. Electronic Log Users and Access Levels
4.1 The electronic log has different levels of access to information regarding the course of the educational process at the University and the performance results of persons involved in the educational process.
4.2 Lecturers, who directly enter information regarding student class attendance, results of current student performance, entry of results of students' performance of individual tasks, and modular assessment results.
4.3 Students, who use their personal account.
4.4 Heads of departments and curators of academic groups, who have access to analytical information.
4.5 Deans of faculties and their deputies, who have access to analytical information and the right to enter and adjust data.
4.6 The educational and analytical department, whose staff have access to the functionality related to the need to conduct relevant analytical studies.
4.7 The Rector, Vice-Rectors, Assistant to the Rector for Quality Assurance in Education, and heads of educational departments of the University, who use the results of analytical studies in the context of students, specialties, study years, faculties, departments, and lecturers.
4.8 The Rector of the University uses analytical data to make managerial decisions at all levels.
5. Final Provisions
5.1 The Regulations are agreed upon by the Assistant to the Rector for Higher Education Quality Assurance, the Chairman of the Student Council, the Chairmen of primary trade union organizations, and are approved by the Academic Council of the university and enacted by the order of the Rector of the University.
5.2 Control over the implementation of the Regulations is exercised by the officials of the University within their powers established in their job descriptions.
5.3 Changes and additions to the Regulations are considered and approved by the Academic Council of the university and enacted by the order of the Rector of the University in accordance with the established procedure.
5.4 Until the University fully transitions to electronic document management, filling out the electronic log does not cancel the maintenance of a paper log of current performance and student class attendance by each lecturer.
Appendix
Lecturer Instructions for Maintaining the Electronic Academic Record Log of Academic Group Students
Lecturer's Log
A lecturer, having received a login and password, can start working with the electronic log. In the electronic log, all baseline data is already entered in accordance with the curricula, student lists are formed, and the lecturer only needs to record student attendance and performance.
A certain number of classes (pairs) is automatically fixed for the discipline in accordance with the plan. If desired, the lecturer can enter the topics of the classes and set the maximum number of points a student can receive per class.
In each class, the lecturer marks attendance and points. Entering attendance and points for activity during a lecture class. Entering attendance and points for laboratory work.
Group Monitor's Log
The group monitor (starosta) can enter student attendance and academic performance.
If a lecturer is working with the log, the group monitor cannot edit the data entered by the lecturer, but can view it. The lecturer can confirm the correctness of the data entered by the group monitor from their profile. The faculty must independently distribute logins and passwords to the group monitors.
The lecturer can download an electronic version of the log, where the % of missed classes and the total score are automatically calculated.
