Regulations on the Tutor of Academic Group
of National Aerospace University
«Kharkiv Aviation Institute»
Approved by:
Academic Council
of National Aerospace University
«Kharkiv Aviation Institute»
Protocol No. 6 dated January 21, 2026
Enacted by Order No. 38 dated January 22, 2026
QMS KhAI-EDAD-QAO-R/001:2026
Date of enactment: January 22, 2026
Revision No. 2
1. General Provisions
1.1. Regulations on Tutors of Academic Groups (hereinafter referred to as the Regulations) were developed in accordance with the current legislation of Ukraine, the Statute of National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University), Internal Rules of the University, and other regulatory and non-regulatory acts of the University governing the organization of extracurricular work with higher education applicants.
1.2. The Regulations define the duties, rights, and responsibilities of academic group tutors of the University (hereinafter referred to as Tutors) in order to improve the adaptation of higher education applicants to the University, enhance the educational process, organize educational and developmental work with higher education applicants, and fulfill the University's tasks in compliance with the current legislation of Ukraine on higher education.
1.3. The main objective of the Tutor's work is to foster cultural, highly qualified specialists, taking into account their individual inclinations, psychophysical, and intellectual abilities, as well as to improve the quality of training for bachelor's and master's degree students according to the profile of graduating departments.
1.4. A Tutor is assigned to provide pedagogical and educational support for the learning process, namely: informing higher education applicants about academic, educational, patriotic, and entertainment events taking place at the University; conducting individual academic and educational work; monitoring each student in the academic group; ensuring prompt «feedback» with students; assisting students in building team cohesion when necessary; resolving and settling conflicts; maintaining contact with students' parents; identifying students' issues and offering possible assistance, etc.
1.5. The duties of a Tutor of an academic student group may be performed by a full-time academic staff member of the University holding a position at the department, who enjoys authority, is distinguished by high moral qualities, possesses the necessary pedagogical skills and organizational abilities, and can provide a positive educational impact on students. Candidates for the lists of Tutors of academic groups by study years are preliminary formed at the meeting of the graduating department (as a rule, before the start of a new academic year), coordinated with the Vice-Dean for Educational Work and the Dean of the faculty, and submitted to the Educational and Cultural Work Department of the University, where a draft rector's order is prepared to approve the lists of Tutors by study years of the relevant specialty (specialization) and faculty. Upon signature of the rector's order assigning the duties of a Tutor to a specific employee and their personal signature acknowledging acquaintance and agreement with this order, the rights and duties of the Tutor specified in these Regulations become an integral part of this employee's job responsibilities for the duration of the order and can be counted toward their teaching load (time norms for educational work according to Annex «D» of the Regulations «Time Norms for Planning and Accounting the Work of Academic Staff - QMS KhAI-ED-R/002:2019»). To carry out educational work, each Tutor is assigned a specific number of higher education applicants:
- for Tutors of 1st through 4th-year students – higher education applicants of one or two groups;
- for Tutors of 5th–6th year students – higher education applicants of one or two specialties (according to the profile of the graduating department).
1.6. The Tutor is responsible for educational work within the assigned group to the Vice-Dean. The work performed is planned and recorded in the Tutor's logbook and reflected in the lecturer's individual work plan. The Tutor is assigned to an academic group, as a rule, for the entire period of the students' studies at the University. Replacement of a Tutor may be made for valid reasons (resignation from the academic position, health status, prolonged absence due to business trips or academic mobility programs, etc.) or if the Tutor fails to fulfill their assigned duties on the initiative of the Head of the Department, Dean of the Faculty, or students (via a written collective application submitted to the Dean's office by at least 1/3 of the academic group).
1.7. The coordinator of the Tutors' activities at the faculty is the Vice-Dean for Educational Work. With the participation of Tutors, the faculty conducts various educational events with students and receives necessary information regarding their moral and psychological state. Tutors' reports are presented at department meetings and the Academic Council of the faculty. Tutors closely cooperate with group monitors and student self-government bodies. Tutors must also participate in organizing students for university-wide, city, regional, and national events (under the direction of the University's Educational Work Department, as well as other University and faculty officials).
2. Functions and Duties of the Tutor
2.1. The functions of the Tutor are:
2.1.1. Forecasting the results of academic, research, and other activities of higher education applicants during their studies at the University.
2.1.2. Developing and participating in the implementation of professional, creative, physical development and self-development programs for students, as well as recommendations for organizing academic and extracurricular activities.
2.1.3. Adapting higher education applicants to the conditions and requirements of university education: introducing the history and traditions of the University; organizing tours to museums, libraries, and departments; arranging meetings with leading scientists.
2.1.4. Providing methodical assistance in organizing the independent study of higher education applicants; involving students in research activities, participation in student self-government bodies, and the organization and implementation of faculty and university-wide events.
2.1.5. Assisting in organizing the community of higher education applicants of the academic group:
- identifying interpersonal relations among students, the nature of their interactions, as well as formal and informal leaders within the group;
- determining creative collective activities of interest to students and aiding in their organization, informing them about available opportunities at the University for leisure, sports and physical education, creative pursuits, etc.;
- acquainting higher education applicants with their responsibilities at the University as established by Ukrainian legislation and University regulations;
- fostering aesthetic and moral values, as well as building a civic stance in the spirit of patriotism among higher education applicants;
- promoting a healthy lifestyle and preventing the use of alcohol, tobacco, and drugs among higher education applicants;
- encouraging student participation in upholding the traditions of the University's faculties, as well as commemorating public holidays and memorable dates.
2.1.6. Maintaining constant contact with each student and their parents (guardians), providing additional information on student rights, privileges, learning conditions, housing and living arrangements, scholarships, etc., as well as organizing prompt primary support for students who find themselves in difficult life situations.
2.2. In order to fulfill the above-mentioned functions, the Tutor is assigned the following duties:
2.2.1. Conducting purposeful and continuous individual work with higher education applicants, based on the principles of trust, tact, mutual assistance, and support.
2.2.2. Proper maintenance of the «Tutor's Logbook», which must contain a list of higher education applicants with their necessary official and personal data.
2.2.3. Adherence to moral and ethical standards during communication;
2.2.4. Familiarizing higher education applicants with the organization of the educational process, internal regulations, and the Rector's orders.
2.2.5. Paying due attention to fostering initiative, independence, organization, and responsibility for assigned tasks in each assigned student.
2.2.6. Monitoring students' academic progress during the semester and participating in its improvement, identifying the causes of poor academic performance of individual students, and providing them with timely assistance in their studies.
2.2.7. Notifying students' parents (including in writing) if a student misses more than 20% of classes without a valid reason, in case of unsatisfactory academic performance, and in the event of offenses that may lead to a reprimand or a dismissal warning, as well as expressing gratitude to parents on behalf of the department for their children's excellent studies and upbringing.
2.2.8. Initiating additional classes for students in subjects where there is a high probability of academic arrears at the end of the semester.
2.2.9. Exercising constant control over student attendance and discipline during classes and extracurricular hours.
2.2.10. Actively cooperating with the student activists of the group.
2.2.11. Assisting students in properly organizing their independent study and daily life, as well as instilling a sense of responsibility in them.
2.2.12. Knowing the living conditions, daily routine, and health status of each student; providing assistance, if necessary, in improving their living conditions and financial situation through student self-government, trade union, or administrative bodies of the University; periodically visiting the University dormitory where students reside to assist them in resolving social and living issues.
2.2.13. Conducting occupational health, safety, and life safety briefings.
2.2.14. Promoting active participation of every student in the social, scientific, cultural, and sports life of the University in accordance with their inclinations and abilities, as well as preserving and enhancing the best traditions of the University.
2.2.15. Informing the Dean's Office, department, Educational and Cultural Work Department, Student Council, and Student Trade Union Committee about the requests, needs, and mood of higher education applicants.
2.2.16. Cooperating with the Psychological and Legal Services of the University to identify students' needs for such assistance and, in appropriate form, recommending that they visit a psychologist or lawyer.
2.2.17. Paying due attention to forming group leadership, developing their initiatives, independence, organization, and responsibility for assigned areas of educational work.
2.2.18. Informing higher education applicants about current contact details (phone, email, social media pages, etc.), as well as office hours of the Rector, Dean, and other University officials.
2.2.19. Organizing communication with students through relevant social media pages, the University website, department webpages, and other communication channels.
2.2.20. Maintaining contact with lecturers teaching the group and the faculty leadership to promptly resolve matters related to student learning.
2.2.21. Holding meetings (tutor hours) with the group, usually on a weekly basis.
2.2.22. Submitting proposals to commend and reward the best students of the group, and participating in writing student reference letters.
2.2.23. Reporting to the department and the Dean's Office on the performance of Tutor duties.
2.3 In the event of a Tutor's prolonged absence from work, the Dean of the Faculty, upon recommendation of the Head of Department, has the right to decide on the temporary replacement of the Tutor by another employee or initiate the appointment of a new Tutor.
3. Rights
3.1. The Tutor has the right to:
3.1.1. Attend academic classes of their students with the permission of the instructor conducting the class.
3.1.2. Regularly receive necessary information regarding the content of documents adopted at the University or received by the University from the Ministry of Education and Science of Ukraine concerning educational work, and submit proposals for improving academic and research activities of students at the department, faculty, and University levels.
3.1.3. Participate in decisions made by the University administration concerning students: rewards and penalties, writing character references, dormitory move-ins or evictions, financial aid allocation, transfer to individual study schedules, expulsion from the University, etc.
3.1.4. Petition the Dean, Rector, or other bodies and organizations regarding the resolution of various issues in students' lives.
3.1.5. Apply to the University administration regarding the application of established disciplinary and administrative penalties to students for violations of academic discipline, public order, internal dormitory rules, etc.
3.1.6. Determine, together with the group, the time and location for classroom and extracurricular educational events, and independently choose forms, methods, and pedagogical techniques for working with the group.
3.1.7. In agreement with the group, submit proposals for appointing or dismissing the group monitor, and participate in forming the group leadership.
3.1.8. Receive information from the Dean's Office regarding students' academic performance and discipline, and have access to personal data of students and their parents contained in the documentation of the Dean's Office and HR Department, for the purpose of fulfilling the Tutor's duties and functions. Upon gaining such access, the Tutor undertakes not to disclose this information to any 3rd parties and to use it solely for the aforementioned purposes.
3.1.9. Participate in the development and approval of a student's individual study plan, granting social scholarships, assigning dormitory accommodations, drafting student references, and changing forms of study (tuition-fee based vs. state-funded).
3.1.10. Address the Dean and Vice-Deans with proposals to improve educational work, as well as learning and living conditions for students.
3.1.11. Submit proposals to the Dean of the Faculty regarding student transfer to another study year or form of education, or regarding student expulsion, application of moral and financial incentives to students, application of penalties to students, and improvement of the educational process organization in individual disciplines.
3.1.12. Receive moral incentives (through letters of appreciation, coverage of positive work experience in the media, etc.) and financial incentives in accordance with established procedures for performing the duties of a Tutor in an academic group and for high group performance in academic, scientific, and community work.
3.1.13. Participate in the professional skills competition «Ikary KhAI» in the category «Best Mentor of Students».
4. Planning and Reporting of Tutors' Work
4.1. The department's educational work plan is reviewed and approved at the meeting of tutors working in the department during the first two weeks of the semester. Throughout the year, tutors regularly report on their work at department meetings, and, if necessary, at the Academic Council of the faculty. In addition, matters regarding the status of educational and cultural work at the faculty may be presented at the Academic Council of the University.
4.2. The Tutor's work plan should serve as a working document in daily activities, prepared for one year according to a unified form, considering time norms. Standard forms of Tutor work plans, contents of the Tutor logbook, questionnaire forms, and other documents drafted in the Tutor's work, as well as the procedure for filling them out, are established by the Educational and Cultural Work Department of the University. Systematic control over the Tutor's work is exercised by the Head of Department, Vice-Dean for Educational Work, Dean of the Faculty, and Head of the Educational and Cultural Work Department of the University.
4.3. The Tutor reports on the work performed each semester at the department meeting and at the Academic Council of the faculty. The topic of tutors' educational work is a mandatory item in the work plan of the faculty's Academic Council once a semester. The quality of a tutor's work is taken into account when deciding on election/reelection to a position or applying for an academic title. Performance of tutor duties is considered when determining various types of employee incentives.
4.4. At the end of the year, the Tutor submits a report analyzing the work carried out in the group to the Vice-Dean for Educational Work. The Vice-Dean for Educational Work summarizes the experience of the Tutors and forwards it to the Dean's Office of the faculty and to the Educational and Cultural Work Department of the University.
4.5. The results of the Tutors' work for the previous academic year are summarized at the faculty level once a semester, and at the University level once a year.
4.6. The criteria for the effectiveness of managing the educational work system at the academic group Tutor level are:
- stable operating routine of the academic group, absence of serious violations of labor and academic discipline by students;
- positive motivation for students' academic and educational activities, manifested in educational, research, and other forms of activities;
- a microclimate in the group conducive to the self-realization of each student's personality;
- variety of implemented forms of extracurricular educational work, ensuring the development of students' cognitive activity during educational activities;
- active student self-government within the group;
- activity, cohesion, and socially beneficial nature of group activities;
- group participation in departmental, faculty, university-wide, and other events;
- favorable conditions for first-year students during their adaptation period.
5. Responsibility
5.1. The Tutor is responsible for:
- compliance with current legislation and other regulatory acts governing educational work in higher education institutions and directly in the work of tutors;
- fulfillment of the Tutor's educational work plan in the group;
- performance of functional duties and use of powers provided for by these Regulations.
5.2. The Tutor may be held accountable in accordance with established procedures:
- for neglect of Tutor duties resulting in systematic, gross, or mass violations of the educational process in the group, or discipline and internal regulation violations by students at the University and in dormitories;
- for disclosure of confidential information (personal data obtained in connection with the performance of duties provided for by these Regulations).
6. Final Provisions
6.1. The Regulations on Tutors of Academic Groups are signed by the Head of ECWD QAO and coordinated with the Vice-Rector for Academic Work, Director of the Center for Education Quality, Licensing and Accreditation, Head of the Legal Department, and Head of the HR Department of the University.
6.2. The Regulations on Tutors are approved by the Academic Council of the University and enacted by order of the Rector.
6.3 Amendments and/or additions to these Regulations are made in accordance with the procedure established for their adoption.