Regulations on the Procedure for Exercising the Right
to Academic Mobility by Participants in the Educational Process
of the National Aerospace University
"Kharkiv Aviation Institute"
Approved by:
The Academic Council of
National Aerospace University
"Kharkiv Aviation Institute"
Protocol No. 6 dated January 21, 2026
Put into effect by Order No. 38 dated January 22, 2026
QMS KhAI-TsYaO-P/001:2026
Date of entry into force: January 22, 2026
Revision No. 3
1. General Provisions
1.1. These Regulations on the Procedure for Exercising the Right to Academic Mobility by Participants in the Educational Process (hereinafter – the Regulations) of the National Aerospace University "Kharkiv Aviation Institute" (hereinafter – the University) are developed in accordance with the Law of Ukraine "On Higher Education", the Procedure for Exercising the Right to Academic Mobility approved by Resolution of the Cabinet of Ministers of Ukraine No. 579 dated August 12, 2015, the Procedure for Appointment and Payment of Scholarships approved by Resolution of the Cabinet of Ministers of Ukraine No. 1050 dated December 28, 2016 "Some Issues of Scholarship Provision", and other normative legal acts on higher education, the University Charter, and the Regulations on the Organization of the Educational Process at the National Aerospace University "Kharkiv Aviation Institute".
1.2. The Regulations govern the University's activities regarding the organization of academic mobility for students, PhD students, doctoral candidates, scientific-pedagogical, scientific, and pedagogical staff, and other participants in the educational process. They establish the general procedure for organizing academic mobility programs for participants in the educational process within the territory of Ukraine or abroad, as well as the procedure for the participation of participants in the educational process from foreign higher education institutions (scientific institutions) at the University.
The University and its students, PhD students, doctoral candidates, scientific-pedagogical, scientific, and pedagogical staff, as well as other participants in the educational process, foreign participants in the educational process, and higher education institutions (scientific institutions) participating in academic mobility programs are participants in academic mobility.
Academic mobility is the opportunity for participants in the educational process to study, teach, intern, or conduct scientific activities at another higher education institution (scientific institution) within the territory of Ukraine or abroad.
1.3. The goals, objectives, and general rules for ensuring and exercising the right to academic mobility comply with the fundamental principles of the Joint Declaration of the European Ministers of Education "The European Higher Education Area", initiated in Bologna on June 19, 1999 (Bologna Declaration), and the Standards and Guidelines for Quality Assurance in the European Higher Education Area (ESG 2015).
1.3.1. The main goals of academic mobility for participants in the University's educational process are:
- improving the quality of higher education;
- increasing the effectiveness of scientific research;
- increasing the competitiveness of University graduates in the Ukrainian and international markets of educational services and labor;
- enriching the individual experience of participants in the educational process regarding other models of creating and disseminating knowledge;
- attracting global intellectual potential to the domestic educational process based on bilateral and multilateral agreements between higher education institutions;
- establishing internal and external integration ties;
- harmonization of educational standards.
1.3.2. The main tasks of academic mobility for participants in the University's educational process are:
- improving the level of theoretical and practical training, conducting research using modern equipment and technologies, mastering the latest research methods, and acquiring experience in conducting research work and implementing its results;
- increasing the level of foreign language proficiency;
- strengthening the integration of education and science, developing scientific research, deepening knowledge of the national cultures of other countries, and disseminating knowledge about the language, culture, education, and science of Ukraine;
- supporting social, economic, cultural, and political relations and ties with other countries.
1.4. The right to academic mobility may be exercised by a participant in the educational process on the basis of international agreements on cooperation in the field of education and science, international programs and projects, agreements on cooperation between the University and a domestic or foreign higher education institution (scientific institution) or their main structural units (hereinafter – Partner HEIs (scientific institutions)), as well as on their own initiative, supported by the University administration, based on individual invitations and other mechanisms.
2. Forms and Types of Academic Mobility
2.1. By the place of exercising the right to academic mobility, there are:
- internal academic mobility – academic mobility, the right to which is exercised by participants in the University's educational process at higher education institutions (scientific institutions) within Ukraine;
- international academic mobility – academic mobility, the right to which is exercised by participants in the University's educational process at higher education institutions (scientific institutions), as a rule, outside of Ukraine (a distance form of education may be an exception), as well as by foreign participants in the educational process at the University.
2.2. The main types of academic mobility are:
- degree mobility – studying at a higher education institution other than the participant's permanent place of study, with the aim of obtaining a higher education degree, which is confirmed by a document(s) on higher education or on obtaining a higher education degree from two or more higher education institutions in accordance with joint or double degree programs implemented by two or more higher education institutions;
- credit mobility – studying at a higher education institution other than the participant's permanent place of study, with the aim of obtaining European Credit Transfer and Accumulation System (ECTS) credits and/or relevant competencies and learning outcomes (including without formal awarding of ECTS credits) that will be recognized at the higher education institution of the participant's permanent place of study (domestic or foreign). At the same time, the total period of study for such participants under credit mobility programs remains unchanged.
2.3. Education of domestic and foreign participants in the educational process under educational programs agreed upon between higher education institutions, scientific institutions, enterprises, and training centers, which include academic mobility programs, may provide for graduates to receive a document on higher education from the Partner HEI (scientific institution), as well as joint or double documents on higher education from the Partner HEIs (scientific institutions).
2.4. Forms of academic mobility for participants in the educational process pursuing Bachelor's, Master's, and Doctor of Philosophy degrees in domestic higher education institutions are:
- studying under academic mobility programs;
- language internships;
- scientific internships;
- non-formal education (including summer schools, internships, and on-the-job training, etc.).
2.5. Forms of academic mobility for persons pursuing a Doctor of Science degree, scientific-pedagogical, scientific, pedagogical staff, and other participants in the educational process are:
- participation in joint projects;
- teaching;
- scientific research;
- scientific internships;
- professional development.
3. Organizational Support for Academic Mobility
3.1. General management of academic mobility support is carried out by the Vice-Rector for Scientific and Pedagogical Work and the Vice-Rector for Scientific and Pedagogical Work and International Relations, with the support of the International Relations and European Integration Department, the Center for Education Quality, Licensing and Accreditation, faculty dean's offices, guarantors of relevant educational programs, and designated responsible persons (coordinators) within the framework of academic mobility agreements.
The International Relations and European Integration Department provides organizational support for international academic mobility and offers methodological assistance in processing documents for foreign business trips.
3.2. Participation in academic mobility programs is open to:
- students pursuing a Bachelor's degree, starting from the second year of study;
- students pursuing a Master's degree, starting from the first year of study;
- PhD students, doctoral candidates, scientific-pedagogical, scientific, pedagogical staff, and other participants in the University's educational process.
Full-time students pursuing Bachelor's or Master's degrees are not permitted to participate in academic mobility programs during the final semester of their graduation year, except in cases of degree mobility or under the terms of an existing agreement regulating academic mobility.
3.3. The selection of participants in the educational process for participation in academic mobility programs in which the University is involved is carried out by the Competition Committee for the Selection of University Educational Process Participants for Academic Mobility Programs.
The list of required documents for participation in an academic mobility program for students of Partner HEIs and the procedure for their submission are regulated by agreements between Partner HEIs.
3.3.1. The selection of participants in the educational process for participation in academic mobility programs proceeds as follows:
- for students and PhD students, the selection process at the University involves screening based on English language proficiency at a level no lower than B2 (except for participation in internal mobility) (based on testing conducted by the structural unit responsible for the academic mobility program) and a selection based on an average grade point average of no less than 85, except for academic mobility programs that provide for selection directly at the host Partner HEI. Final selection of participants from among those selected at the University may be conducted by the host Partner HEI (subject to the terms of a specific academic mobility program);
- for the persons specified in point 2.5 of these Regulations, the selection process at the University involves screening based on English language proficiency at a level no lower than B2 (except for participation in internal mobility) (based on testing conducted by the structural unit responsible for the academic mobility program), except for academic mobility programs that provide for selection directly at the host Partner HEI.
3.3.2. A list of requirements and documents necessary to confirm participation in an academic mobility program, as well as the procedure and deadline for their submission, is determined as follows:
- requirements for academic mobility program participants, the processing procedure, and the submission deadline may vary depending on the terms of the specific academic mobility program;
- documents for participation in academic mobility programs may vary depending on the terms of the specific academic mobility program, but the following are mandatory for all programs:
1) an agreement or invitation from the host HEI;
2) an agreement between the University and the academic mobility participant regarding their placement at the host Partner HEI within the framework of the academic mobility program (concluded by the structural unit responsible for the academic mobility program) (see Appendices A, B, C);
3) an order on the assignment of the academic mobility participant to the host Partner HEI within the framework of the academic mobility program (prepared by the structural unit responsible for the academic mobility program) (see Appendices D, E).
3.3.3. Stages (Stage 1 "Before mobility", Stage 2 "During mobility", Stage 3 "After mobility"), financial terms (full or partial funding by the academic mobility sponsor), types and forms of academic mobility (clause 2.2 of these Regulations), and the duration and content of participation in the academic mobility program are determined (according to the terms of the specific academic mobility program) at Partner HEIs (scientific institutions).
3.3.4. Stages (Stage 1 "Before mobility", Stage 2 "During mobility", Stage 3 "After mobility"), financial terms (full or partial funding by the parties ensuring the implementation of the academic mobility program), types and forms of academic mobility (clause 2.2 of these Regulations), and the duration and content of participation in the academic mobility program are determined (according to the terms of the specific academic mobility program) at Partner HEIs (scientific institutions).
3.3.5. Conditions for recognizing the results of participation in the academic mobility program and reporting by scientific-pedagogical, scientific, and pedagogical staff are determined.
The result of participation in the academic mobility program for the University's students and PhD students is an academic transcript from the host Partner HEI (scientific institution) for credit mobility programs or a diploma from the host Partner HEI (scientific institution) for degree mobility programs; the result of participation in the academic mobility program for persons specified in point 2.5 of these Regulations is a certificate of participation in the academic mobility program from the host Partner HEI (scientific institution) or a report on participation in the academic mobility program.
The academic transcript and a copy of the diploma from the host Partner HEI (scientific institution) are submitted to the relevant University Dean's office. The certificate or report is submitted to the University's structural unit responsible for the academic mobility program.
3.4. In the event that a University academic mobility participant takes part in an international academic mobility program, the competitive selection is carried out with the participation of the organization providing the grant, taking into account the conditions and criteria defined in the competition's constituent documents.
3.5. Students, PhD students, doctoral candidates, and scientific-pedagogical, scientific, and pedagogical staff of the University who exercise their right to academic mobility while maintaining their status as full-time higher education (degree) seekers (studying while taking time off from professional duties) shall receive a scholarship appointed in accordance with current legislation during their period of study under an academic mobility program at another higher education institution outside of Ukraine, provided that the academic mobility agreement concluded with the home higher education institution does not provide for regular, non-repayable, fixed financial support in monetary form for the entire duration of study under the academic mobility program at the host institution, or if such support is provided in an amount that, when converted into the national currency as of the date of the academic mobility agreement, is less than the amount of the scholarship appointed to the person.
Scholarship payments to students who have exercised their right to academic mobility while simultaneously maintaining their status as higher education seekers under state (regional) contract on a full-time basis at the University, and who did not receive regular, non-repayable, fixed financial support in monetary form during their entire period of participation in the academic mobility program at another higher education institution, are carried out:
- in cases where the study period at another higher education institution does not exceed one semester, in the amount appointed to the scholarship holder by the University based on the results of the last semester control in accordance with the Procedure for Appointment and Payment of Scholarships;
- in cases where the study period at another higher education institution exceeds one semester, during the first semester of study at the host HEI, in the amount appointed to the scholarship holder by the University based on the results of the last semester control in accordance with the Procedure for Appointment and Payment of Scholarships.
The issue of subsequent scholarship appointment is decided by the Scholarship Commission after the higher education seeker returns to the University under the following conditions:
- the recognition of results obtained during study under the academic mobility program at another higher education institution did not lead to an extension of the person's study period for the relevant educational degree and specialty (educational program) compared to the normative period;
- if the higher education seeker has academic arrears as a result of participation in the academic mobility program, such arrears must be cleared in the order established by legislation before the end of the first semester control following their return, in accordance with the curriculum for the corresponding year and specialty (educational program) at the University.
If, on the date of completion of the first semester control following the student's return according to the curriculum for the corresponding year and specialty (educational program) at the University, the higher education seeker has no academic arrears, the issue of scholarship appointment is decided by the Scholarship Commission in accordance with the Procedure for Appointment and Payment of Scholarships on general grounds.
In cases where the student's study period at another higher education institution exceeded one semester and such person cleared academic arrears in accordance with the Procedure for Appointment and Payment of Scholarships, as well as in the event of a positive decision by the Scholarship Commission, the person shall be paid the scholarship that was not paid during the entire period of their study under the academic mobility program at another higher education institution in Ukraine or abroad, in full.
For PhD students and doctoral candidates who exercise their right to academic mobility while maintaining their status as a higher education/degree seeker on a full-time basis (taking time off from professional duties) at the University and do not receive regular, non-repayable, fixed financial support in monetary form during their entire period of study under the academic mobility program at another higher education institution in accordance with Clause 11 of the Procedure for Appointment and Payment of Scholarships, scholarship payments are suspended for the duration of study at the host HEI.
The issue of scholarship payment is decided by the Scholarship Commission after such a person returns to the University based on the decision of the relevant University department following a review of the higher education/degree seeker's written report. A mandatory condition for the Scholarship Commission to make a positive decision on scholarship payment is the requirement that the recognition of results obtained during study under the academic mobility program at another HEI did not lead to an extension of the person's study period in the University's PhD or doctoral program compared to the normative period. In the event of such a decision by the Scholarship Commission, the PhD student or doctoral candidate shall be paid the scholarship that was not paid during the entire period of study under the academic mobility program at another higher education institution in Ukraine or abroad, in full.
3.6. Persons who have concluded agreements on study under an academic mobility program shall not be expelled from the student body during the period of exercising their right to academic mobility and are recorded in the Unified State Electronic Database on Education.
3.7. The higher education seeker, in addition to studying mandatory academic disciplines at the Partner HEI, has the right to independently choose additional academic disciplines in coordination with the University.
3.8. Foreign higher education seekers exercising their right to academic mobility within the framework of cooperation agreements between the University and foreign Partner HEIs may be enrolled at the University:
- funded by international programs and organizations;
- funded by the own revenues of the HEIs sending higher education seekers to study at the University (if available);
- funded by individuals or legal entities;
- under conditions of free education in the case of mutual exchange of higher education seekers, including under joint educational programs that provide for obtaining a joint or double document(s) on higher education, if the number of such foreign higher education seekers does not exceed the number of domestic higher education seekers studying at the foreign Partner HEI under academic mobility programs in accordance with international academic mobility agreements concluded between the higher education institutions.
Any additional expenses not related to academic mobility, but mandatory for enrollment at the Partner HEI according to the legislation of the respective country, are borne by the higher education seeker and are not subject to reimbursement.
3.9. Scientific-pedagogical, scientific, and pedagogical staff of the University may exercise their right to academic mobility to conduct professional activities in accordance with a concluded agreement on participation in an academic mobility program. In this case, the specified staff shall retain their primary place of employment at the University for a period of up to one year. Remuneration in accordance with the legislation at the primary place of employment at the University is retained for a period of up to six months, unless provided otherwise by the academic mobility program.
3.10. Foreign scientific and pedagogical staff of Partner HEIs who are involved in educational and scientific activities during their stay at the University have all the rights and obligations of University staff within the framework of concluded agreements and in accordance with the legislation of Ukraine. Conditions for the arrival of leading foreign scientists and educational figures at the University's invitation and their stay in Ukraine may be determined by additional agreements concluded between the University and the invited person.
3.11. Stages, duration, and content of study at Partner HEIs are determined by curricula and educational process schedules approved at the Partner HEIs. Agreed curricula and educational process schedules are approved by the heads of the Partner HEIs.
3.12. University students and PhD students (hereinafter – seekers) participating in credit and degree academic mobility programs undertake to draw up an Individual Study Plan for the student/PhD student and an Individual Study Schedule (hereinafter – ISP, ISS) for the period of exercising their right to academic mobility (unless otherwise provided by inter-university agreements). Responsibility for drafting the ISP and ISS and monitoring their fulfillment lies with the relevant University department. The academic difference between the University's ISP and the host Partner HEI's ISP must be less than 50 percent.
3.13. When forming the ISP and ISS, the actual fulfillment by the higher education seeker of individual study plans and educational process schedules of the current and previous academic years is taken into account. Studies under the ISP may be carried out using distance learning technologies.
3.14. An ISP and ISS are issued for a semester or an academic year, depending on the start time and duration of the academic mobility program, as well as the applicant's objective ability to complete control measures for credit modules scheduled in the University's semester curriculum during the period for which the academic mobility program is intended. All credit modules included in the ISP are mandatory for study. The higher education seeker bears personal responsibility for the fulfillment of the ISP and ISS.
3.15. Studying under an ISP and ISS does not exempt the applicant from fulfilling the educational program for the specialty at the University. Non-fulfillment of the ISP and ISS is grounds for termination of the academic mobility agreement between the applicant and the University and the applicant's expulsion from the University in accordance with legislation and the University's internal regulations.
The student/PhD student's ISP and ISS are compiled based on the semester curriculum and include all credit modules whose study is provided for during the period of the higher education seeker's participation in the academic mobility program.
The ISP and ISS are compiled by the academic mobility curator from the graduating department and approved by the Faculty Dean and the Head of the University's Educational and Methodological Department.
3.16. To execute academic mobility programs, faculty deans appoint an academic mobility curator for each program participant (student, PhD student).
The academic mobility curator is appointed by the Faculty Dean's order upon the nomination of the Department Head.
The academic mobility curator is responsible for the following tasks:
- compiling the student/PhD student's ISP and ISS;
- coordinating the student/PhD student's ISP and ISS and submitting them for the Dean's approval;
- monitoring the implementation of the student/PhD student's ISP and ISS based on data regarding credit modules credited to the higher education seeker, with subsequent submission of proposals regarding the continuation of the seeker's studies or their expulsion;
- facilitating the transfer of results obtained by the seeker in connection with participation in the academic mobility program.
3.17. An applicant may be admitted to further study only upon successful and timely fulfillment of the ISP. Subject to successful completion of the current semester control, the applicant may be admitted to further study in the following semester under the ISP and ISS.
3.18. Decisions regarding the granting of an ISP to applicants sent for study or internships under academic mobility programs for a period of up to 30 days are made by the Head of the graduating department.
3.19. The ISP and ISS are provided in accordance with the Regulations "On Ensuring Students' Right to Choose Academic Disciplines and the Procedure for Forming an Individual Study Plan for a Student" and the Regulations "On Studying by Higher Education Seekers under an Individual Schedule."
3.20. The ISS is compiled in two copies: one is kept in the Dean's office, the other by the applicant.
The ISP is registered by faculty staff in the ISP registration log, indicating the individual study plan number, applicant's full name, academic group code, and date of ISP approval.
3.21. University educational process participants who are higher education seekers within the framework of internal mobility programs are enrolled at Partner HEIs (scientific institutions or enterprises) in Ukraine as temporarily admitted to the educational process and possess the rights and obligations of higher education seekers of the respective higher education institution (scientific institution).
4. Recognition and Transfer of Learning Results
4.1. Comparison of the academic workload during higher education within an academic mobility program is based on comparing the learning results achieved by the higher education seeker at the Partner HEI (scientific institution) with the learning results planned by the educational program of the higher education institution where the seeker studies on a permanent basis.
4.2. Recognition of learning results within the framework of academic cooperation with Partner HEIs (scientific institutions) is carried out using the European Credit Transfer and Accumulation System (ECTS) or the assessment system for academic achievements adopted in the country of the Partner HEI (scientific institution), if the use of ECTS is not provided for therein.
4.3. If a higher education seeker fails to fulfill the study program during their stay at a Partner HEI (scientific institution) where the right to academic mobility is exercised, then upon returning to the University, they may be offered an individual schedule for clearing academic arrears or a repeated course of study funded by individuals or legal entities.
4.4. Transfer of studied academic disciplines and clearing of academic differences are carried out in accordance with the Regulations on the Procedure for Transferring Academic Disciplines and Determining Academic Differences at the National Aerospace University "Kharkiv Aviation Institute," based on a document provided by the higher education seeker with a list and results of studied disciplines, the number of credits, and information about the assessment system for higher education seekers' academic achievements, certified in the established manner by the Partner HEI (scientific institution).
4.5. The procedure for reviewing the results of participation in an academic mobility program consists of the following steps:
- the seeker submits an academic transcript with the results of control measures obtained at the Partner HEI (scientific institution) to their Dean's office at the University. Based on the submitted academic transcript, the University's Dean's office performs the transfer of study courses (according to the "Information on the Educational Program" subsection of the Seeker's Study Placement Agreement);
- in cases where the seeker has unsatisfactory results from control measures obtained at the Partner HEI (scientific institution), and therefore the University's Dean's office cannot transfer all or part of the study courses, the seeker submits an application to the University's Dean's office requesting an extension of the session, which the Dean's office reviews in the established order;
- in cases where examination periods at the University and the Partner HEI (scientific institution) do not coincide, seekers take control measures at the University remotely by agreement with instructors and with the permission of the Faculty Dean.
4.6. Results of the final assessment of higher education seekers during their period of study at a Partner HEI (scientific institution) are submitted according to the scale adopted at the Partner HEI (scientific institution) and are converted to the scale adopted at the University.
4.7. Assessment of higher education seekers studying under an academic mobility program is carried out in the established order, taking into account the requirements of the higher education standard for the relevant specialty.
5. Rights and Obligations of Higher Education Seekers from Partner HEIs (Scientific Institutions) Participating in Academic Mobility Programs
5.1. Higher education seekers have the right to:
- continue studies or study individual academic disciplines in related specialties of professional training at Partner HEIs (scientific institutions);
- safe and harmless learning conditions;
- use of the educational, scientific, production, cultural, and sports facilities of the host higher education institution;
- participation in scientific conferences, symposiums, exhibitions, and competitions;
- submission of one's scientific works for publication.
5.2. Higher education seekers are obliged to:
- submit the necessary documents for participation in the academic mobility program to the University's Competition Committee for the selection of educational process participants for academic mobility programs in a timely manner;
- arrive on time at the higher education institution (scientific institution) where the right to academic mobility is being exercised;
- during the realization of the right to academic mobility, comply with the legislation of the host country, internal regulations, the Charter, and other regulatory documents of the higher education institution (scientific institution) where the right to academic mobility is being exercised;
- fulfill the individual study plan;
- after completing the measures for the realization of the right to academic mobility at the Partner HEI (scientific institution), return to the higher education institution that sent the seeker for studies in a timely manner.
6. Final Provisions
6.1. The Regulation is approved by the Academic Council of the University and put into effect by the order of the University Rector.
6.2. Control over the implementation of the Regulation is carried out by University officials within their powers established by job descriptions and the University's internal regulatory acts.
6.3. Changes and additions to this Regulation are reviewed and approved by the Academic Council of the University and put into effect by the order of the University Rector.