Regulations on the Educational Department
of National Aerospace University
«Kharkiv Aviation Institute»
APPROVED
by Resolution of the Academic Council of the University
Protocol No. 5 dated December 24, 2025
ENACTED BY
Order No. 614 dated December 24, 2025
QMS KHAI-ED-R/001:2025
Effective date: December 25, 2025
Revision No. 1
1. General Provisions
1.1 Regulations on the Educational Department (hereinafter referred to as ED) of National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University) have been developed in accordance with the instruction «Procedure for the Preparation of Regulations on Structural Subdivisions» QMS KHAI-LD-I/001:2025 dated June 23, 2025, the Statute of National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the Statute), and define the legal status of the ED, its structure, tasks, functions, rights, leadership competencies, responsibilities, and interaction with other structural subdivisions.
1.2 The Educational Department is a structural subdivision of the University
and directly reports to the Vice-Rector for Academic Affairs (for educational direction).
1.3 In its activities, the ED is guided by the Constitution and Laws of Ukraine «On Education», «On Higher Education», Decrees of the President of Ukraine and Decrees of the Cabinet of Ministers of Ukraine, Orders of the Ministry of Education and Science of Ukraine, the Statute of the University, as well as other regulatory documents of Ukraine and the University concerning the organization of educational activities and these Regulations.
1.4 The ED is established, reorganized, or liquidated by the decision of the Academic Council of the University regarding changes in the organizational structure of the University, which is enacted by the Rector's order.
1.5 The Educational Department reports directly to the Vice-Rector for Academic Affairs and acts in cooperation with faculties, departments, the Center for Education Quality, Licensing, and Accreditation, dean's offices, and other structural subdivisions of the University.
1.6 The structure and staffing level of the Educational Department are approved by the Rector of the University in accordance with current legislation and the needs of the educational process.
1.7 The Educational Department includes the Administration Group of EDEBO (Unified State Electronic Database on Education).
1.8 Termination of ED activities is carried out through its liquidation or reorganization. In case of reorganization, all ED documentation must be transferred in a timely manner to the successor for preservation, and in case of liquidation – to the University archive.
2. Main Tasks
2.1 Main tasks of the ED are:
- Planning, organizing, and coordinating the educational process at the University across all higher education levels, specialties, and modes of study;
- Ensuring implementation of higher education standards, educational programs, and curricula;
- Generalizing and implementing advanced educational experience of other higher education institutions (HEIs) at faculties and departments;
- Participating in the implementation of innovative educational technologies, digitalization of the learning process, and elements of dual and distance education;
- Collecting and processing statistical information, generating required reports;
- Maintaining accounting and monitoring of the fulfillment of individual teaching plans;
- Execution of teaching workloads by full-time faculty, part-time faculty, and hourly-paid instructors;
- Selective monitoring of the quality and timeliness of classes, consultations, and exams conducted by University faculty;
- Monitoring compliance with academic discipline, academic process schedules, class schedules, and examination sessions;
- Analyzing the structure of educational support staff (ESS) of departments;
- Developing methodologies for determining the staffing numbers of department ESS of the University,
in accordance with regulatory documents of the Ministry of Education and Science of Ukraine, jointly with the Planning and Financial Department (PFD);
- Providing students with student ID cards and graduates with all types of graduation documentation;
- Forming and approving Examination Committees of the University;
- collection and archiving of protocols of the Examination Committees of the University;
- collection and processing of reports of the heads of Examination Committees;
- generation and monitoring of data in EDEBO, generation of electronic reports;
- supervision of the functions of faculty EDEBO operators;
- collection, processing, and provision to regulatory bodies of statistical and other information regarding the Admissions Committee of the University;
- collection and processing of information necessary for formulating state order proposals;
- preparation of the University for quality management system certification by independent certification bodies and surveillance audits.
2.2 Tasks of the ED are carried out through full and effective implementation of all elements of the educational and organizational process with extensive application of modern information technologies.
3. Functions
3.1. In accordance with the assigned tasks, the Educational Department performs the following functions:
3.1.1 Plans, organizes, and coordinates the educational process in accordance with higher education standards, requirements of the Ministry of Education and Science of Ukraine, and EDEBO standards.
3.1.2 Ensures the formation, maintenance, and updating of information in the Unified State Electronic Database on Education (EDEBO) regarding the contingent of higher education applicants, educational programs, learning outcomes, and educational documents.
3.1.3 Organizes accounting of the movement of higher education applicants (enrollment, transfer, expulsion, reinstatement, academic leave) with mandatory reflection in EDEBO.
3.1.4 Develops and coordinates academic calendars, educational and working curricula, class schedules, examination session schedules, and attestations.
3.1.5 Monitors the execution of the teaching workload by departments' academic staff in accordance with current MES regulations.
3.1.6 Ensures the preparation of draft Rector's orders on the organization and support of the educational process.
3.1.7 Summarizes and analyzes performance indicators of higher education applicants, prepares analytical notes and reports for the University leadership.
3.1.8 Coordinates the conduct of examination sessions, attestation of higher education applicants, defense of qualification papers, and entry of results into EDEBO.
3.1.9 Participates in the preparation of materials for the accreditation of educational programs, institutional accreditation, and internal audits of education quality.
3.1.10 Provides methodological support to dean's offices and departments on matters concerning the organization of the educational process, including under distance and blended learning conditions.
3.1.11 Ensures the maintenance, storage, and updating of educational documentation and reporting in accordance with MES requirements and internal regulations of the University.
3.2 To perform its functions, the Educational Department carries out:
3.2.1 Record-keeping and collection of statistical data on:
- movement of the student body;
- results of credit and examination sessions;
- indicators of the course of the educational process;
- indicators of accounting and monitoring the execution of individual teaching plans.
3.2.2 Record-keeping and monitoring of the execution of individual teaching plans, execution of workload by full-time instructors, part-time instructors, and hourly-paid instructors.
3.2.3 Preparation of reporting documentation according to established forms, including the University's annual report, etc., as well as reference information upon request of the University leadership.
3.2.4 Preparation of relevant materials and their transfer to the archives.
3.2.5 Selective monitoring of the quality and timeliness of classes, consultations, and exams conducted by University instructors (as assigned by the University leadership).
3.2.6 Calculation of the quantitative composition of educational support staff (ESS) of University departments in accordance with regulatory documents of the Ministry of Education and Science of Ukraine (once a year, jointly with the PFD).
3.2.7 Calculating the required quantity and placing orders for all types of graduation documentation forms.
3.2.8 Forming order packages for the production and receipt of student ID cards.
3.2.9 Forming order packages to obtain diploma numbers using EDEBO. Forming packages for the production of European-standard diploma supplements.
3.2.10 Accounting for and controlling issued student ID cards, academic transcript forms, and Bachelor's, Specialist's, and Master's diplomas.
3.2.11 Drawing up acts of disposal for damaged diplomas.
3.2.12 Collecting, accounting for, and archiving protocols of the Examination Committees of the University.
3.2.13 Ensuring the implementation of a set of organizational and methodological matters regarding diploma design and the work of Examination Committees. Collecting, processing, and archiving reports of the heads of Examination Committees.
3.2.14 Collecting, generating, and monitoring data in EDEBO.
3.2.15 Training and supervising the functions of faculty EDEBO operators.
3.2.16 Collecting, processing, and providing statistical and other information regarding enrolled students to regulatory bodies.
3.2.17 Collecting, analyzing, and processing information necessary for formulating state order proposals for the upcoming academic year.
4. Rights and Responsibilities
4.1 The rights and responsibilities of the ED are implemented through the rights and responsibilities of the department head and employees.
4.2 The Head of the ED is endowed with the following rights and responsibilities:
- to receive information and materials necessary to perform assigned functions from the structural subdivisions of the University;
- to submit proposals to the University leadership regarding the improvement of the department's work;
- to inspect the state of educational process organization at faculties and departments;
- to participate in the work of collegial bodies of the University on educational activity issues;
- to organize the exchange of experience and promote professional development of department employees;
- to participate in the development and approval of draft instructions, regulations, and other normative documents of the University related to ED activities;
- to represent the interests of the University on issues within the competence of the ED in relevant institutions and organizations;
- to conduct correspondence with relevant institutions and organizations on issues related to ED activities;
- to cooperate with structural subdivisions of the University to obtain materials required for the performance of functions assigned to the ED;
- to conduct meetings and seminars to discuss matters concerning the educational process;
- to submit proposals regarding incentives for work achievements and application of disciplinary measures for employee violations of labor discipline and Internal Regulations;
- to participate in considering issues related to ED operation, as well as matters regarding employee transfers or dismissals.
4.3 The rights of department employees are determined by the current legislation of Ukraine, the Statute, Internal Regulations of the University, and relevant job descriptions.
5. Management
5.1 The Educational Department is managed by the Head of the ED, who is appointed to and dismissed from office by the order of the Rector of the University.
The Head of the ED may be dismissed from office on the grounds established by the labor legislation of Ukraine.
5.2 A person holding a higher education degree (Master, Specialist) with at least 3-5 years of work experience in the relevant educational sector is appointed to the position of Head of the ED. Qualification requirements for the position of Head of the ED are specified in the job description approved by the Rector of the University.
5.3 The Head of the ED must know the Constitution of Ukraine, Laws of Ukraine, acts of the President of Ukraine, the Verkhovna Rada of Ukraine, the Cabinet of Ministers of Ukraine concerning the educational sector, orders and instructions of the Ministry of Education and Science of Ukraine, other legislative and regulatory acts on educational matters, Internal Regulations, rules and norms of occupational safety and health, and fire safety.
5.4 The Head of the Educational Department acts in accordance with the job description, ensures the execution of tasks and functions assigned to the Educational Department, and bears personal responsibility for: - the organization of the educational process; - the accuracy of data entered into EDEBO; - compliance with the requirements of the MES and internal regulatory documents; - coordination of the work of Educational Department employees.
5.5 The Head of the Educational Department: - distributes duties among the department employees; - monitors compliance with job descriptions; - represents the Educational Department in interaction with faculties, departments, and other structural subdivisions; - submits proposals to the University leadership regarding the improvement of the educational process organization.
5.6 The Head of the ED issues orders regarding the department's activities, which are binding on its employees and may be canceled by the senior management of the University if they contradict legislation, the Statute, or cause harm to the interests of the University.
5.7 In their work, the Head of the ED is guided by the provisions set forth in the relevant job description.
5.8 The Head of the Educational Department:
- coordinates ED activities in accordance with education legislation;
- plans the work of the ED;
- exercises control over the work of ED employees;
- implements measures to improve the organizational structure of the ED;
- ensures the preservation of the educational and material base of the department in accordance with regulatory requirements, and is responsible for compliance with internal labor regulations, sanitary and hygienic regimes, occupational health, and safety regulations.
6. Responsibility
6.1 Employees of the Educational Department are responsible for improper performance of their assigned duties in accordance with the current legislation of Ukraine and internal regulations of the University.
6.2 Responsibility for the high-quality and timely execution of the tasks and functions assigned to the ED, as specified in these Regulations, lies with the Head of the Educational Department.
6.3 The Head of the Educational Department bears personal responsibility for the organization of the department's work and the accuracy of the provided information and reporting.
6.4 The responsibilities of other employees are defined by job descriptions.
7. Interaction with Other Structural Subdivisions
7.1 To implement its functions and tasks, the ED may, in accordance with established procedure, receive or provide information related to its competence, participate in initiating and implementing joint measures, and interact within its competence with other structural subdivisions of the University.
7.2 In carrying out its functions, the ED interacts:
- with other structural subdivisions to identify and implement
inter-structural connections, exchange experience in organizing the educational process, utilize the educational and scientific facilities, and execute comprehensive tasks;
- with faculties on matters concerning the organization of educational work according to specialist training curricula;
- with the Ministry of Education and Science of Ukraine, the Institute of Innovative Technologies and Contents of Education, the Department of Licensing and Accreditation, educational institutions, and other organizations of the city, region, and country on issues related to the educational process at the University.
8. Final Provisions
8.1 Regulations on the Educational Department are signed by the Head of the ED and agreed with the Vice-Rector for Academic Affairs according to subordination, the Head of the Legal Department, and the Head of the Human Resources Department.
8.2 Regulations on the ED are approved by the Academic Council of the University and enacted by the Rector's order.
8.3 Amendments and/or additions to these Regulations are made in the manner established for their adoption.