Regulations on the Specifics of Using Dormitories
of National Aerospace University
«Kharkiv Aviation Institute»
QMS KhAI-Camp-R/001:2020
Date of Implementation: August 12, 2020
Revision No. 1
1. General Provisions
1.1 These Regulations govern the operation of dormitories of National Aerospace University «Kharkiv Aviation Institute» within the structure of the Campus and define the mechanism for providing dormitories to applicants for vocational pre-higher and higher education, the specifics of dormitory use, including the procedure for granting, settling into, and using living space, residential and other dormitory premises, as well as living conditions.
1.2 Regulations on the Specifics of Using Dormitories of National Aerospace University «Kharkiv Aviation Institute» have been developed in accordance with the Statute of National Aerospace University «Kharkiv Aviation Institute» (hereinafter - the Statute), Clause 8 of Part 1 of Article 62 of the Law of Ukraine «On Higher Education», the Model Regulations on the Use of Dormitories approved by Resolution No. 498 of the Cabinet of Ministers of Ukraine dated June 20, 2018, and Order No. 1452 of the Ministry of Education and Science of Ukraine dated November 21, 2019 «On Approval of the Regulations on the Specifics of Using Dormitories of Vocational Pre-Higher and Higher Education Institutions».
1.3 Student dormitories within the structure of the Campus report to the Rector of the University.
1.4 Regulations on the Specifics of Using Dormitories of the University are mandatory for students and other residents residing in dormitories.
2. Residence in the Dormitory
2.1 University dormitories are used to accommodate applicants for vocational pre-higher and higher education during their studies, under full-time (day) or extramural modes of study, who do not have a permanent place of residence at the location of the University.
2.2 The following individuals may reside in the dormitories:
1) applicants for vocational pre-higher and higher education studying full-time (day mode);
2) extramural students when required to complete curriculum components that necessitate the student's personal presence at the educational institution;
3) families consisting of students;
4) orphans and children deprived of parental care, provided they have no place of residence at the location of the educational institution;
5) subject to full provision of living space to University students, University employees and other citizens may reside in the dormitories;
6) foreign citizens studying at the University are accommodated in dormitories on general grounds, unless otherwise provided by contract or other normative legal acts;
7) vacant rooms in dormitories may be used by the University, as agreed with Student Self-Government bodies and the Primary Trade Union Organization of Students, to create a separate hotel.
Every premise in a dormitory must have a functional purpose. All dormitory premises must be used according to their functional purpose. Living space and common areas in dormitories are not subject to privatization, exchange, or pledge.
2.3. Living space in the dormitory is provided:
- in the form of an individual bed space for shared accommodation of single individuals of the same gender;
- as a separate residential room for individual accommodation of one person or a family.
3. Allocation of Living Space in the Dormitory
3.1 The allocation of living space in dormitories among faculties is carried out by decision of the Rector of the University in compliance with sanitary standards and in agreement with the Primary Trade Union Organization of Students.
3.2 To obtain living space in the dormitory for the current academic year, a person submits an application addressed to the Director of the Campus of the University.
3.3 The decision to allocate living space in the dormitory is made by the Director of the Campus based on the Rector's order regarding the allocation of living space in dormitories among faculties, as agreed with the dean's office of the relevant faculty and the Primary Trade Union Organization of Students.
3.4 In the case of a decision to allocate living space in the dormitory to a person, such person is issued an accommodation warrant for the dormitory (hereinafter referred to as the warrant) of the established form, which is the sole basis for moving into the specified residential room. The warrant indicates the dormitory address and the room (block) number. Concurrently, upon presentation of the warrant, a Lease Agreement is concluded with the person allocated the living space.
3.5 Provision of living space in the dormitory in the form of an individual bed space takes into account the person's gender and may also take into account the enrollment of students within the same faculty (department, year of study).
3.6 Priority order for providing living space in the dormitory, including the right to priority provision for privileged categories, is established in accordance with applicable legislation.
3.7 Settlement into the dormitory is carried out on the basis of the warrant and an identity document, with advance payment for accommodation in accordance with the terms of the lease agreement.
3.8 Higher education students are subject to mandatory preventive medical examinations in accordance with Article 21 of the Law of Ukraine «On Protection of the Population Against Infectious Diseases».
3.9 Accounting of warrants and processing of documents regarding the residence registration of dormitory residents in accordance with legislation is carried out by an authorized official of the University Campus. Warrant forms are stored according to document workflow rules.
3.10 A person moving into the dormitory according to the warrant issued to them is provided with a bed space or a separate residential room, property according to an inventory, and a pass granting entry to the dormitory. Such person must be familiarized under signature with the Safety Regulations and Fire Safety Rules in the dormitory.
3.11 Parents or other legal representatives, when settling a minor student into the dormitory, are also familiarized with the Regulations on the Specifics of Using Dormitories of the University.
Upon written request from parents or other legal representatives of minor students, the Director of the Campus may set restrictions on night-time exits from dormitories for such individuals.
3.12 In unforeseen circumstances and for valid reasons, persons residing in the dormitory may be relocated to another room or dormitory by decision of the dormitory or Campus administration without worsening their living conditions.
3.13 Places in dormitories for accommodating families consisting of students are determined by the Director of the Campus in agreement with the Primary Trade Union Organization of Students.
Dormitory premises during holidays may be made available for use in accordance with the List of Paid Services That May Be Provided by Educational Institutions, Other Establishments and Institutions of the State and Municipal Educational Systems, approved by Resolution No. 796 of the Cabinet of Ministers of Ukraine dated August 27, 2010.
4. Use of the Dormitory
4.1 Dormitory residents have the right to unimpeded 24/7 access to the dormitory (entering and leaving it). Demanding oral or written explanations from them at any time of day or night regarding the reasons for entering or leaving the dormitory is prohibited, except in the case specified in paragraph two of Clause 3.11 of Section III of these Regulations.
In special cases (official notification of a threat of a man-made disaster or natural calamity, etc.), the University administration may decide to restrict unimpeded exit from the dormitory for a specific period, of which dormitory residents must be informed without fail.
4.2 Visitors have the right to remain in the dormitory from 8:00 AM to 10:00 PM. Upon entering the dormitory, a visitor presents an identity document to the dormitory duty officer and registers in the visitor log.
A dormitory resident is obliged to personally meet the visitor and leave their pass with the dormitory duty officer. The resident is responsible for the visitor's timely departure from the dormitory and compliance with the requirements of these Regulations, and is also obliged to personally escort the visitor to the dormitory exit and retrieve their pass.
4.3 Dormitory residents may use common areas to conduct educational, cultural, entertainment, and sports activities with the permission of the dormitory administration or written permission of the Director of the Campus. During such activities, restrictions regarding acceptable noise levels, rules of conduct, and sanitary-hygienic requirements must be observed. All activities must conclude by 10:00 PM.
4.4 Dormitory residents have the right to:
- timely provision of communal utility services of proper quality;
- use educational, cultural, domestic, medical, and sports premises, auxiliary areas, and other shared equipment and property of the dormitory;
- demand timely repair or replacement of equipment, furniture, inventory, bed linen, etc., that have become unusable, as well as the resolution of deficiencies in domestic conditions, provided residents comply with legal requirements in the field of domestic and communal services;
- elect student self-government bodies of the dormitory and be elected to their membership (for students);
- participate through student self-government bodies of the dormitory in resolving issues related to improving living conditions, quality of staff performance, organizing cultural, educational, sports, and leisure activities, etc.;
- file complaints regarding dormitory staff performance and living conditions that do not meet established standards, and other dormitory maintenance issues, with the Campus administration and other institutions in accordance with the Law of Ukraine «On Citizens' Appeals»;
- other rights in accordance with legislation.
4.5 Dormitory residents are obliged to:
- make timely and full payments for accommodation, communal services, etc., in accordance with the residential lease agreement/bed space lease agreement in the dormitory;
- maintain cleanliness and order in their rooms and common areas, and participate in all types of self-service work;
- treat dormitory property with care, and use heat, electricity, gas, and water economically and rationally;
- submit repair requests for electrical, plumbing, other equipment, and furniture in a timely manner;
- urgently notify the dormitory administration, Campus administration, and dormitory student self-government bodies of all emergency events in the dormitory;
- not obstruct other residents' lawful access to the dormitory and/or use of shared premises, property, and equipment;
- notify the dormitory administration in advance if leaving the dormitory for more than 5 days;
- comply with Safety Regulations, fire safety requirements, and sanitary norms;
- in case of self-replacement of locks or loss of issued keys, ensure duplicate keys to the residential premises in which they reside are provided to the dormitory administration;
- compensate for caused material damage in accordance with applicable legislation;
4.6 Residents living in the dormitory are prohibited from:
- smoking tobacco products or electronic cigarettes, consuming alcoholic beverages, narcotic or toxic substances, or being in a state of alcohol, drug, or toxic intoxication;
- keeping animals and birds;
- altering or moving inventory and furniture from one room to another or removing them from the dormitory without permission of the Head of the Housing Management Department;
- carrying out electrical installation work in rooms and in the dormitory, or altering and repairing electrical equipment;
- conducting mass events in the dormitory without permission of the dormitory administration or written permission of the Director of the Campus;
- leaving unauthorized persons after 10:00 PM without written permission of the Director of the Campus;
- independently performing conversions or re-planning of dormitory premises;
- using electric heaters and electric stoves in living rooms, blocks, and common areas (except for stationary electric stoves in the kitchens of Dormitory No. 12);
- violating requirements regarding acceptable indoor noise levels—creating noise as well as turning on television, computer, and audio equipment at a volume exceeding room soundproofing.
4.7 For violation of the rules established by these Regulations, the following penalties are imposed on residents:
- reprimand;
- warning.
In case of non-compliance by a resident with the requirements of Clause 4.5 of Section IV of these Regulations, Student Self-Government bodies may raise the issue of their continued residence in the dormitory with the Campus administration. The decision on the resident's continued accommodation in the dormitory (refusal of accommodation for the next academic year or eviction from the dormitory) is made by the Director of the Campus, taking into account proposals from Student Self-Government bodies and with the consent of the Primary Trade Union Organization of Students.
4.8 Involving dormitory residents in performing any work on dormitory improvement and/or adjacent territory may be carried out exclusively with their consent.
4.9 Employees of the University Campus have the right to unimpeded 24/7 access to dormitories. Academic, pedagogical, and other employees of the University, within the scope of performing their official duties, have access with mandatory registration in the visitor book.
4.10 Relocation of dormitory residents between rooms within the same dormitory or between dormitories is carried out on the basis of a written application from the person and a resolution from the Director of the Campus.
4.11 Eviction from student dormitories:
- upon expulsion from the University (including graduation), termination of employment relations, or early deprivation of the right to reside in the dormitory, a resident must move out of the dormitory within a two-week period from the date of issuance of the relevant order;
- upon eviction from the dormitory, the resident is obliged to complete a clearance form, namely: surrender living space, furniture, equipment, inventory, and bed accessories in working condition according to the property inventory to the dormitory administration. In case of damage or loss of property, compensate the Campus bank account for the cost of such property within three days from the moment of damage or loss, or restore the property at their own expense;
- in cases where, for valid reasons, a resident cannot vacate the dormitory within the established period, this period may be extended by decision of the Director of the Campus in agreement with the Primary Trade Union Organization of Students;
- eviction of residents from the dormitory is carried out in accordance with Ukrainian legislation.
5. Dormitory Accommodation Fee
5.1 The accommodation fee in dormitories is set by order of the Rector upon submission by the Campus administration and agreement with the Primary Trade Union Organization of Students, taking into account the requirements of Joint Order No. 284/423/173 of the Ministry of Education and Science, Youth and Sports of Ukraine, the Ministry of Finance of Ukraine, and the Ministry of Health of Ukraine dated March 28, 2011, registered with the Ministry of Justice of Ukraine on April 27, 2011, under No. 520/19258.
5.2 The cost of a bed space in the dormitory consists of its maintenance cost and expenses for communal utility services (dormitory management services, heat supply services, hot water, centralized water supply, centralized drainage, natural gas supply and distribution, electricity), as well as other expenses necessary to ensure proper living conditions, property maintenance, and domestic organization.
Accommodation fees in dormitories are paid by residents in the manner and deadlines established by the residential lease agreement/bed space lease agreement in the dormitory.
6. Responsibilities of the Campus
6.1 The Campus provides proper conditions in dormitories for living, independent study, rest, physical education, and sports, compliance with relevant sanitary-hygienic norms and rules, current and major repairs of premises and equipment, and creates conditions for the use of dormitories by persons with special needs and low-mobility groups.
The rights and obligations of Campus staff are determined by their job descriptions.
6.2 The Campus is responsible for the proper operation and maintenance of dormitories, compliance with established order, organization of residents' domestic life, educational, cultural, and sports/wellness work.
6.3 Campus staff must comply with these Regulations, the lease agreement concluded with the resident, and applicable legal standards.
6.4 The Campus exercises direct management over the economic activity and operation of the dormitory, and the organization of accommodation and living conditions for residents in compliance with sanitary, environmental, and fire safety standards.
6.5 The Campus is obliged to:
- maintain dormitory premises in proper condition in accordance with established sanitary norms and rules;
- furnish dormitories with furniture, equipment, linen, and other inventory according to established norms;
- change bed linen in accordance with sanitary rules;
- take measures to safeguard dormitory material assets and the personal belongings of dormitory residents;
- organize timely repairs of the dormitory, inventory, and equipment, and maintain assigned grounds and green spaces in proper condition;
- carry out measures to improve living conditions in the dormitory, take timely action to implement residents' proposals, and inform them of decisions made;
- provide residents with necessary domestic services, and allocate premises in the dormitory for educational work, independent study, cultural, and sports events;
- staff the dormitory with support personnel in accordance with established procedures;
- assist in resolving issues concerning living conditions and rest for dormitory residents;
- inform residents about decisions affecting their living conditions and domestic life;
- ensure necessary lighting and heating regimes in all premises according to established comfort standards;
- ensure timely funding of dormitory maintenance expenses.
6.6 Disputes and potential conflict situations are considered by the Campus jointly with the Primary Trade Union Organization, or, if a resolution cannot be reached, with the participation of the University leadership.
6.7 Current repair of dormitories consists of systematic and timely performance of work to protect structural elements, finishing, engineering equipment, and external improvement elements from premature wear, as well as eliminating minor damage and malfunctions that arise during operation, and tuning and adjusting engineering equipment.
When conducting major repairs (capital repairs) of a dormitory, if it cannot be performed without relocation, the Campus provides residents with living space in the same or another dormitory for the duration of the repair, as agreed with the Primary Trade Union Organization of University Students.
7. Student Self-Government in the Dormitory
7.1 Student Self-Government bodies operate in the dormitories as an integral part of Public Self-Government.
7.2 The structure, election procedure, and powers of Student Self-Government bodies operating in dormitories are determined in accordance with Article 40 of the Law of Ukraine «On Higher Education» and founding documents of the National Aerospace University named after M. Ye. Zhukovsky «Kharkiv Aviation Institute».
8. Final Provisions
8.1 The Regulations on the Specifics of Using Dormitories of the University are prepared and signed by the Director of the Campus, approved, and brought into effect by order of the Rector of the University.
8.2 Amendments and/or additions to these Regulations are made in accordance with the procedure established for their adoption.