Regulations on the Academic Council
of the National Aerospace University
Approved by:
Academic Council of the National Aerospace University
Protocol No. 1 dated August 27, 2025
Enforced by Order No. 391 dated August 28, 2025
СУЯ ХАІ-ВР-П/001:2015
Date of Enforcement: September 1, 2025
Edition No. 8
1. General Provisions
1.1. The Regulations on the Academic Council (hereinafter – the Regulations) of the National Aerospace University “Kharkiv Aviation Institute” (hereinafter – the University) have been developed in accordance with the Laws of Ukraine “On Education”, “On Higher Education”, “On Scientific and Scientific-Technical Activity”, other regulatory legal acts of Ukraine, regulatory documents of the Ministry of Education and Science of Ukraine, and the University Charter (hereinafter – the Charter). The Regulations define and regulate the general administrative and legal-economic principles of functioning, main tasks, powers, and the procedure for forming the Academic Council of the University (hereinafter – the Academic Council of the University).
1.2. The Academic Council of the University is a collegial governing body of the University. Its collegial function is realized through democratic discussion and collective decision-making on matters relevant to the University’s activities.
1.3. The Academic Council of the University is formed for a term of five years.
1.4. Changes in the personal composition of the Academic Council of the University (inclusion or exclusion of its members) during its term are made by approval of such changes by an order of the University Rector.
1.5. Upon the expiration of the term of the Academic Council, its new composition must be approved by an order of the University Rector within five working days from the end of the term of the previous Council.
1.6. The activities of the Academic Council of the University are carried out based on an annual (semester) work plan approved by the University Rector.
2. Main Tasks and Functions of the Academic Council of the University
2.1. The Academic Council of the University:
1) determines the strategy and prospective directions for the development of the University’s educational, scientific, innovative, and international activities;
2) develops and submits to the Conference of the University Staff a draft of the University Charter, as well as decisions on amendments and additions to it;
3) approves the financial plan and the annual financial report of the University;
4) defines the system and approves the procedures for internal quality assurance in higher education;
5) decides on the placement of the University’s own revenues in the territorial bodies of the central executive authority responsible for treasury servicing of budget funds or in banking institutions;
6) approves, upon the Rector’s submission, decisions on the establishment, reorganization, and liquidation of the University’s structural units.
7) approves educational programs and curricula for each level of higher education and specialty;
8) makes decisions on issues related to the organization of the educational process and determines the duration of study at the corresponding levels;
9) approves the format and procedure for issuing its own higher education documents, regulations on the procedure and grounds for their issuance to graduates, as well as the formats, procedures, and grounds for issuing joint and double diplomas to graduates;
10) approves the main directions of scientific research and innovative activities;
11) evaluates the scientific and pedagogical activities of structural units, considers proposals, and approves decisions on matters related to the organization of educational, scientific, and educational-upbringing processes at the University;
12) confers academic titles of Professor, Associate Professor, and Senior Researcher and submits the corresponding decisions for approval to the Attestation Board of the Ministry of Education and Science of Ukraine;
13) makes final decisions on the recognition of foreign higher education documents, academic degrees, and academic titles when hiring teaching, scientific, scientific-pedagogical, and other staff, as well as during the admission of students;
14) makes final decisions on the recognition of higher education documents issued by institutions of higher spiritual education, whose charters (regulations) are registered in accordance with the law, during the admission of students;
15) has the right to submit a recommendation for the dismissal of the University Rector on grounds provided by legislation, the University Charter, or the employment contract, which is considered by the University Staff Conference;
16) selects, through a competitive secret ballot, candidates for the positions of Department Heads and Professors of the University;
17) approves regulatory documents of the University on the organization of the educational process, makes amendments, and adopts new editions, including standard regulations on faculties, departments, specific regulations regarding the activities of structural units engaged in educational, scientific, and innovative activities, regulations on working and other University bodies, as well as standard job descriptions for scientific-pedagogical and scientific staff of the University;
18) hears annual reports from the Chair of the Academic Council, Vice-Rectors, Director of the Scientific and Technical Library, and heads of structural units on the results of their work;
19) determines the powers of faculty academic councils in accordance with the University Charter, delegates part of its powers to faculty (institute) academic councils, and annuls decisions of faculty academic councils on competitive selection for filling vacant academic positions if the faculty academic council violated the procedure or conditions of the competition;
20) approves candidates for awards such as the honorary badge “For Merit”, the honorary distinction “KhAI Star”, the honorary title “KhAI Professor”, the title “Honorary Doctor of the National Aerospace University KhAI” (Doctor Honoris Causa), the title “Honorary Professor of KhAI”, and other University distinctions in accordance with the relevant University regulations;
21) approves submissions of scientific works, textbooks, and monographs for participation in national and international competitions;
22) approves submissions of University staff candidates for the awarding of state and regional honorary titles and awards;
23) approves the Admission Rules to the University, including rules for admission to postgraduate (PhD) and doctoral programs, individual scientific work plans, and recommendations for doctoral admissions in accordance with the legislation of Ukraine;
24) approves the Admission Rules for the Separate Structural Unit “Kharkiv Vocational College of Information Technologies of the National Aerospace University KhAI”;
25) approves recommendations and support for candidates for election as Corresponding Members and Academicians of the National Academy of Sciences of Ukraine, as well as members of branch and departmental academies;
26) establishes named scholarships of the University and approves candidates for receiving state, named, and special scholarships, including from funds provided to the University by legal entities and individuals of Ukraine and other countries;
27) approves reports of postgraduate (PhD) and doctoral students of the University, and extensions of study periods in postgraduate and doctoral programs in accordance with the Regulations “On Postgraduate and Doctoral Studies at the University”;
28) grants consent for creative leave for the completion of dissertations, writing textbooks, monographs, etc.;
29) establishes permanent or temporary commissions and working groups of the Academic Council to study and prepare specific issues for consideration by the Academic Council;
30) provides recommendations regarding the publication of manuscripts, monographs, etc.;
31) makes decisions regarding membership in unions, associations, and other professional organizations, including international ones;
32) approves proposals for candidates to participate in city, regional, and state competitions in the educational and scientific fields;
33) considers matters related to the training of scientific and scientific-pedagogical staff, their professional development, and evaluates the scientific-pedagogical and administrative activities of the University’s structural units, including separate structural units;
34) reviews and approves the content of scientific journals and conferences issued and held by the University;
35) considers matters of cooperation with student self-government bodies, determines, in accordance with established procedures, the financing of the student self-government body of the University and the scientific society of students, postgraduates, doctoral students, and young scientists of the University;
36) considers other issues submitted by the Rector, structural units of the University, faculty academic councils, and public or student self-government bodies related to the University’s activities, in accordance with the legislation of Ukraine and the University Charter.
2.2. Issues that, according to the legislation of Ukraine and the University Charter, fall within the competence of the University Rector, public or student self-government bodies, other management bodies of the University, or faculties, shall not be included in the agenda of the Academic Council meetings and shall not be considered.
2.3. The Academic Council may delegate part of its powers, as specified in Clause 2.1 of these Regulations, to the faculty academic councils, which shall be determined by separate regulations on such councils.
3. Rights and responsibilities of the members of the University Academic Council
3.1. The rights and responsibilities of the Academic Council of the University are exercised through the rights and duties of its Chair, Secretary, and members of the Academic Council.
3.2. Members of the Academic Council of the University have the right to:
1) submit proposals on issues that fall within the main tasks and functions of the Academic Council of the University and require collective discussion and decision-making;
2) propose changes to the agenda and procedures for conducting meetings of the Academic Council of the University (before consideration of the first item of the current agenda), provided that such proposals are supported by at least half of the members present at the meeting;
3) personally participate in the discussion of issues and submit proposals to draft decisions of the Academic Council of the University;
4) receive from the heads of University units the necessary materials on issues prepared for the meetings of the Academic Council of the University and information on the implementation of its decisions and the Rector's orders issued based on these decisions;
5) participate in all meetings of the Academic Council of the University.
3.3. Members of the Academic Council of the University are obliged to:
1) exercise their powers personally;
2) ensure the effective functioning of the Council, timely and accurately fulfill the duties and assignments entrusted to them, and ensure the implementation of the decisions of the Academic Council of the University within the University’s structural units;
3) actively participate in drafting the Academic Council’s work plan and in its implementation;
4) in case of inability to personally attend a meeting of the Academic Council of the University, notify the Secretary of the Academic Council in writing (either on paper or as a scanned document with an electronic signature sent from their corporate email to [email protected]) in advance (no later than one day before the meeting); otherwise, the member of the Academic Council is considered absent without a valid reason. If it is impossible to notify in advance, the member must provide written explanations for their absence as soon as possible.
3.4. The duties of Academic Council members specified in these Regulations, who are University employees, are part of their functional responsibilities for their positions. Members of the Academic Council bear personal responsibility for organizing work entrusted by the Council as well as for fulfilling their duties. Unjustified absence from meetings may serve as a basis for disciplinary action against a member who is an employee.
3.5. Duties of the Secretary of the Academic Council of the University include:
1) preparing the work plan of the Academic Council for the academic year (semester);
2) planning meetings and preparing materials for them;
3) organizing the work of the Academic Council and ensuring proper documentation of its decisions;
4) maintaining and preparing minutes of meetings;
5) submitting to the Academic Council agreed proposals regarding candidates for academic titles of Professor, Associate Professor, Senior Researcher, and preparing materials for conferring academic titles, including forming attestation files of candidates;
6) organizing the activities of the competition committee for conducting competitions for vacant positions of Department Head and Professor;
7) preparing extracts from the minutes of the Academic Council meetings;
8) monitoring the implementation of the Academic Council’s decisions;
9) participating in organizational support of discussed issues;
10) providing methodological assistance to candidates in preparing and processing necessary documents, attestation files, and submitting them to the Ministry of Education and Science of Ukraine;
11) maintaining the office work of the Academic Council.
4. Composition and leadership of the University Academic Council
4.1. The composition of the Academic Council of the University includes:
– ex officio members – the Rector, Vice-Rectors, Deans of faculties (heads of institutes), Academic Secretary, Director of the Scientific and Technical Library, Chief Accountant, heads of student self-government bodies and elected bodies of the primary trade union organization of University employees, and the primary trade union organization of students, postgraduates, and doctoral students of the University;
– elected representatives from scientific and academic staff, elected from among Department Heads, Professors, PhD holders (Candidates of Science), and Doctors of Science – at least 40 representatives;
– elected representatives from other University employees who work on a permanent basis, according to quotas:
1) from institutes – 1 representative;
2) from research staff – 2 representatives;
3) from administrative and managerial units, the Rectorate – no more than 15 representatives;
– elected representatives from postgraduates and doctoral students, representatives of the University’s student self-government bodies, according to quotas:
1) from the University’s student self-government bodies – at least 8 representatives;
2) from postgraduates and doctoral students – 1 representative.
4.2. By decision of the Academic Council of the University, representatives of employer organizations may also be included in its composition.
4.3. Scientific and academic staff of the University must constitute at least 75 percent of the Academic Council’s composition. The category of scientific and academic staff includes representatives holding scientific or academic positions at the University and who are members of the Academic Council by virtue of holding the respective scientific or academic position* or by election to the Academic Council (sub-items 1–3 of paragraph 4.1 of these Regulations).
In the event that a person who is a member of the Academic Council ex officio is on unpaid leave or is unable to personally attend Academic Council meetings for other reasons (e.g., military conscription, suspension from office, etc.), another employee appointed as acting in that position may be included in the Academic Council by order of the Rector, and the powers of the absent employee are temporarily suspended.
If grounds exist as defined in paragraph 4.8 of these Regulations, the powers of a member of the Academic Council who is absent for an extended period may be terminated early.
4.4. Elected representatives from among students must constitute at least 10 percent of the Academic Council. This category includes individuals holding positions as heads of student self-government bodies of the University, as well as representatives elected according to established procedures who are students of the University.
4.5. The formation of the composition of the Academic Council of the University is carried out according to the procedure defined in these Regulations.
4.6. Elections to the Academic Council of the University must begin at least 30 calendar days before the expiration of its term, following this procedure:
4.6.1. The Rector, Vice-Rectors, Deans of faculties (heads of institutes), Academic Secretary, Director of the Scientific and Technical Library, and Chief Accountant of the University are included in the composition of the Academic Council by virtue of holding the corresponding position.
4.6.2. Heads of student self-government bodies and elected bodies of the primary trade union organization of University employees, as well as the primary trade union organization of students, postgraduates, and doctoral students, are included in the Academic Council by virtue of being elected to the leadership position and holding that position on the date the new composition of the Academic Council begins its work.
4.6.3. Elected representatives representing scientific and academic staff or other University employees who work on a permanent basis are elected by the nearest (before the expiration of the previous Academic Council’s term) conference of the University’s labor collective, based on nominations from the relevant structural units (groups of units or working bodies of the University) in which they work. The basis for including these elected employees in the Academic Council is an extract from the protocol of the labor collective conference with positive voting results regarding their candidacy.
4.6.4. Elected representatives from postgraduates and doctoral students are chosen by the Scientific Society of Students, Postgraduates, Doctoral Students, and Young Scientists of the University, in accordance with the University’s normative legal act that defines the procedure for its activities. The basis for including these elected representatives in the Academic Council is an extract from the protocol of the general meeting of the Scientific Society of Students, Postgraduates, Doctoral Students, and Young Scientists with positive voting results regarding their candidacy.
4.6.5. Elected representatives from among students are elected by the nearest general student assembly of the University (before the expiration of the previous Academic Council’s term) by secret ballot. The basis for including these elected representatives in the Academic Council is an extract from the protocol of the general student assembly with positive voting results regarding their candidacy.
4.7. The composition of the Academic Council of the University is approved by the Rector’s order for a term of 5 years, based on the submission of the Academic Secretary, within five (5) working days after the expiration of the previous Academic Council’s term.
4.8. Grounds for early termination of the powers of persons who were members of the Academic Council:
– by virtue of their position or as elected representatives from a structural unit (group of units or working bodies of the University) in which they work, or from scientific, academic, or other University staff, if they have terminated employment with the University in that position, or are on a long-term (more than four (4) months) secondment, leave (including unpaid leave), medical treatment, or have ceased personal participation in the work of the Academic Council (absence from Academic Council meetings for 4 consecutive months without valid reasons);
– by virtue of being elected as representatives from students or from postgraduates, doctoral students, and young scientists if they have ceased their studies;
– by virtue of being elected as representatives of the student self-government body, elected bodies of primary trade union organizations, or the Scientific Society of Students, Postgraduates, Doctoral Students, and Young Scientists if they have ceased to work in the respective body.
Vacant positions in the Academic Council of the University may be filled in the prescribed manner with new members by order of the Rector of the University until the University labor collective conference is held.
4.9. Leadership of the Academic Council of the University:
The Academic Council of the University is chaired by a Chairperson, who is elected by secret ballot from among the members of the Academic Council who hold an academic degree and/or academic (honorary) title, for the term of the Academic Council.
4.10. Election of the Chairperson of the Academic Council of the University is carried out as follows:
4.10.1. First stage: Nomination of candidates.
Before the first meeting of the new composition of the Academic Council, candidates for the position of Chairperson may be nominated by:
– Academic Councils of faculties;
– General meetings of labor collectives of other University units;
– Self-nomination.
4.10.2. Second stage: Election of the Chairperson of the Academic Council.
At the first meeting of the new Academic Council, conducted by the Rector of the University, a list of all candidates is announced, and they may be given the opportunity to speak.
If there are no recusals or self-recusals, ballots are prepared equal to the number of Academic Council members for the secret vote, in accordance with the requirements of paragraph 3 of this section, after which the secret ballot is conducted.
To prevent conflicts of interest within the Academic Council, a person listed on the ballot may not participate in the secret vote on this matter.
4.11. A candidate is considered elected as Chairperson of the Academic Council if they receive more than 50% of the votes of the Academic Council members. If no candidate receives more than 50% of the votes, a runoff vote is held between the two candidates who received the highest number of votes.
4.12. In the event of early termination of the Chairperson’s powers (while the Academic Council continues its work), the Chairperson is elected at the next meeting according to the procedure used for electing the Chairperson at the first meeting of the new Academic Council (this rule may not apply if less than six months remain in the term of the current Academic Council). Until the Chairperson is elected, their powers are exercised by the Rector of the University.
The grounds for early termination of the Chairperson’s powers may include:
– termination of powers at the Chairperson’s own request based on a written statement;
– termination of powers of a Council member by order of the Rector in accordance with clause 4.8 of these Regulations;
– a decision by more than 50% of the Academic Council members via secret ballot to terminate the Chairperson’s powers early, based on a duly motivated submission from a faculty Academic Council, general meetings of labor collectives of other University units, or a written statement signed by at least 30% of the total members of the Academic Council.
4.13. The Chairperson of the Academic Council of the University has two Deputy Chairpersons, who are elected by secret ballot from among the members of the Academic Council upon the nomination of the Chairperson of the Academic Council. Candidates must hold an academic degree and/or academic (honorary) title, for the term of the Academic Council.
4.14. The duties of the Secretary of the Academic Council of the University are performed by the Academic Secretary of the University. The Secretary of the Academic Council reports directly to the Chairperson of the Academic Council.
4.15. The Chairperson and Secretary of the Academic Council of the University, in their work, are guided by the University Charter, these Regulations, and the legislation of Ukraine on higher education, including relevant normative documents of the Ministry of Education and Science of Ukraine.
4.16. The Chairperson of the Academic Council annually reports on the activities of the Academic Council for the previous period.
5. Organization of the work of the Academic Council of the University
5.1. The organizational form of the Academic Council’s work is meetings, which are held at least once a month during the academic year, usually on the penultimate Wednesday of each month.
5.2. To address urgent matters (including during vacation periods), an extraordinary meeting of the Academic Council may be convened at the initiative of its Chairperson, the Rector of the University, or at the initiative of at least 30% of the members of the Academic Council.
5.3. Meetings of the Academic Council are chaired by its Chairperson. In the temporary absence of the Chairperson, a meeting is conducted by one of the Deputy Chairpersons. In the event of early termination of the Chairperson’s powers, meetings are chaired by the Rector until a new Chairperson is elected.
5.4. A meeting of the Academic Council is considered quorate if at least 2/3 of its members participate. Attendance of Academic Council members is confirmed in a signed attendance sheet of the established form.
In cases where meetings are held using information and telecommunication technologies (remote meetings), a member’s presence is recorded by verification of their corporate account by the meeting administrator.
5.5. For secret ballots, an electoral commission of three members present at the meeting is elected from among the members of the Academic Council. The commission is elected by open vote. The commission selects a Chairperson from among its members by open vote and is fully responsible for the procedure and results of the secret ballot.
5.6. The draft agenda of each meeting of the Academic Council is prepared by the Secretary of the Academic Council at the request of the Chairperson and taking into account the work plan of the Academic Council for the academic year (semester).
5.7. At the request of the Chairperson, the preparation of materials for consideration of specific issues at Academic Council meetings is ensured by the Vice-Rectors and/or heads of the relevant departments and/or other presenters together with the Secretary of the Academic Council.
5.8. Heads preparing materials for Academic Council meetings bear personal responsibility for the content and timely submission (no later than five working days before the meeting) to the Secretary of the Council of draft local regulatory acts and draft decisions of the Academic Council, clearly indicating specific measures for implementation, deadlines, executors, and persons responsible for control.
5.9. The agenda and draft decisions are formalized by the Secretary of the Academic Council no later than two working days before the meeting.
5.10. The Secretary of the Academic Council notifies members of the date, place, time, and agenda of the meeting at least two days before it is held.
5.11. The Chairperson at a meeting of the Academic Council of the University:
– opens and closes the meeting of the Academic Council;
– presents draft decisions for discussion;
– gives the floor for reports and speeches, announces the next speaker;
– organizes the consideration of issues;
– makes official announcements, as well as any other announcements deemed necessary.
5.12. Decisions of the Academic Council on each item of the agenda are considered adopted by open vote, or if necessary, by secret ballot in the prescribed manner, if more than half of the Academic Council members vote in favor.
When voting on each agenda item, the conflict-of-interest requirements of paragraph 3 of section 4.10.2 of these Regulations must be observed.
5.13. Decisions of the Academic Council are implemented by orders of the Rector of the University. Decisions of the Academic Council of an administrative nature may also be implemented by the Rector’s directives.
Decisions of the Academic Council are mandatory for all University staff and students.
5.14. The execution of Academic Council decisions is assigned to the heads of the University’s structural units, unless otherwise specified by the Council’s decisions.
5.15. Control over the implementation of Academic Council decisions is generally assigned to the Vice-Rectors according to their functional responsibilities, the Chairperson of the Academic Council, and the Academic Secretary of the University. The Rector, as the head of the University directly managing its activities, according to section 5.2 of the Charter, may exercise control over the execution of Academic Council decisions through University officials.
5.16. The Academic Council is obliged to monitor compliance with and implementation of current legislation in the field of higher education at the University.
5.17. Consideration of issues by the Academic Council and decisions made are recorded in the minutes of meetings, which are signed by the Chairperson and Secretary of the Academic Council. If necessary, extracts of specific issues from the minutes may be made and signed by the Chairperson and/or Secretary of the Academic Council.
5.18. Other procedural issues of the Academic Council’s activities are additionally regulated in the Academic Council’s Regulations (Appendix A to these Regulations).
6. Final Provisions
6.1. These Regulations are adopted by the Academic Council of the University and come into force by order of the Rector of the University.
6.2. Amendments and/or additions to these Regulations are made in the manner established for their adoption.
6.3. In the event of amendments to normative acts regulating relations defined in these Regulations, the provisions of the legislation of Ukraine shall apply until the corresponding changes to these Regulations are made.