Regulations on the Admission Committee
National Aerospace University
«Kharkiv Aviation Institute»
Approved by:
Academic Council of the
National Aerospace University
«Kharkiv Aviation Institute»
Protocol No. 3 dated November 25, 2015
QMS KhAI-NOV.R/003:2015
Date of introduction: January 01, 2016
Revision No. 1
1. General Provisions
1.1 These Regulations on the Admission Committee of the National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University) have been developed in accordance with the Laws of Ukraine «On Education» dated May 23, 1991, No. 1060-XII (as amended), «On Higher Education» dated July 1, 2014, No. 1556-VII (as amended), the Order of the Ministry of Education and Science of Ukraine «On Approval of the Conditions of Admission to Higher Education Institutions of Ukraine in 2016» dated October 15, 2015, No. 1085 (hereinafter referred to as the Admission Conditions), and the Statute of the University.
1.2 To organize the admission of applicants, an Admission Committee is established at the University, acting as a working body of the University.
The term of office of the Admission Committee is one calendar year.
1.3 The work of the Admission Committee is based on the principles of democracy, transparency, and openness, and is carried out in accordance with the legislation of Ukraine, the Admission Conditions, the Statute, and these Regulations.
1.4 The composition of the Admission Committee is approved by an order of the University Rector, who serves as the Chairperson of the Committee.
1.4.1 The Chairperson of the Admission Committee is responsible for the performance of the tasks assigned to the Admission Committee and the exercise of its functions.
1.4.2 The composition ofлет the Admission Committee includes:
- the Deputy Chairperson (Deputy Chairpersons) of the Admission Committee;
- the Executive Secretary of the Admission Committee;
- the authorized person ofлет the Admission Committee responsible for receiving and reviewing electronic applications;
- the Deputy Executive Secretaries ofлет the Admission Committee;
- members ofлет the Admission Committee (faculty deans, heads of structural units, etc.);
- representatives of student self-government bodies in accordance with paragraph 6, part five, article 40 of the Law, and trade union organizations.
1.4.3 The Vice-Rector for Academic and Pedagogical Work (hereinafter referred to as the APW) is appointed as the Deputy Chairperson of the Admission Committee.
1.4.4 The Executive Secretary of the Admission Committee and their deputies are appointed by an order of the University Rector from among the leading scientific-pedagogical (pedagogical) staff of the University.
1.4.5 The order approving the composition ofлет the Admission Committee is issued by the University Rector prior to the start of the calendar year.
1.5 To fulfill the tasks assigned to the Admission Committee and exercise its functions, the following sub-units ofлет the Admission Committee are established by order of the University Rector:
- subject examination committees;
- committees for conducting interviews;
- professional attestation committees;
- subject committees;
- appeals committee (appeals committees);
- faculty selection committees.
It is permitted to include scientific-pedagogical (pedagogical) staff from other educational institutions in the composition of these committees.
1.5.1 Subject examination committees and interview committees are established in cases provided for by the Admission Conditions to conduct entrance exams for admission to Bachelor's degree programs on the basis of complete general secondary education. Employees of other educational institutions and research establishments may be included in the composition of these committees (with their consent).
1.5.2 Professional attestation committees are established to conduct entrance exams for admission on the basis of a previously obtained degree (educational-qualification level). Scientific-pedagogical (pedagogical) staff from other educational institutions may be included in the composition of these committees (with their consent).
1.5.3 Subject committees are established to conduct entrance examinations for postgraduate studies (PhD programs). The composition of subject committees includes Doctors of Philosophy and Doctors of Sciences who conduct scientific research in the respective specialty and are responsible for the implementation of the relevant educational and scientific program. Representatives of other higher education institutions (scientific institutions) (with their consent) with whom agreements on joint scientific activities and/or joint supervision of postgraduate students' research and/or joint implementation of the educational and scientific program have been concluded, or if the training of Doctors of Philosophy is carried out under an educational and scientific program agreed upon between the higher education institution and the scientific institution, may also be included in the composition of subject committees. Persons who do not have an academic degree or academic title but are fluent in the relevant foreign language and, by a decision of the Academic Council, can proficiently assess the level of foreign language proficiency of the applicant may also be included in the subject committee for a foreign language.
1.5.4 The appeals committee is established to review applicants' appeals. A University Vice-Rector for Academic and Pedagogical Work who is not a member of the subject or professional attestation committees is appointed as the Chairperson of the appeals committee. For admission on the basis of complete general secondary education, the composition of the appeals committee is formed from among the leading scientific-pedagogical (pedagogical) staff ofлет the University and teachers of the region's general secondary education system who are not members of the University's subject examination committee or interview committee.
1.5.5 For admission on the basis of previously obtained Bachelor's, Junior Specialist's, or Specialist's degrees, the composition of the appeals committee is formed from among the leading scientific-pedagogical (pedagogical) staff of higher education institutions and scientific institutions of Ukraine.
1.5.6 The working procedure ofлет the appeals committee is approved by the University Rector.
1.5.7 The faculty selection committee is established for career guidance work, receiving documents, processing applicants' personal files, and performing other functions related to the admission of applicants. If necessary, mobile selection committees may be established, whose working procedure is determined by the Admission Committee.
1.5.8 The composition ofлет the faculty selection committees includes the Chairperson (the Faculty Dean), the Executive Secretary of the selection committee, and members ofлет the selection committee chosen from among the scientific-pedagogical (pedagogical) staff and auxiliary teaching staff ofлет the University's faculty, the number of whom is determined based on the needs ofлет the selection committee.
1.5.9 The order approving the composition of the subject examination, professional attestation, appeals, and selection committees is signed by the University Rector no later than March 1.
1.5.10 The list of employees authorized to work in support of the activities ofлет the Admission Committee and its sub-units is approved by an order ofлет the University Rector from among the scientific-pedagogical (pedagogical) staff and auxiliary teaching staff of the University.
1.6 The composition ofлет the Admission Committee and its sub-units, except for persons who are included in them by virtue of their job duties, is annually renewed by at least one-third. The same person may serve as the Executive Secretary for no more than three consecutive years.
1.7 Persons whose children are applying to the University in the current year cannot be members ofлет the Admission Committee, subject examination committees, selection committees, professional attestation committees, or the appeals committee.
2. Main Tasks and Duties of the Admission Committee
2.1 In accordance with the Admission Conditions, the University Statute, and the available license (accreditation certificates), the Admission Committee develops the Admission Rules, which are approved by the Academic Council of the University in accordance with part five, article 44 of the Law.
2.2 The Admission Committee:
- ensures informing applicants, their parents, and the public on all matters regarding admission to the University;
- organizes the receipt of applications and documents, and decides on admitting applicants to participate in the competition (to participate in entrance examinations);
- submits the data received from applicants to the Unified State Electronic Database on Education (hereinafter referred to as the Unified Database) and makes changes to the statuses of applicants' applications in the Unified Database;
- coordinates the activities of all structural units of the University regarding the preparation and conduct of the competitive selection;
- organizes and conducts consultations on admission to studies and the choice of a specialty that best matches the abilities, inclinations, and level of preparation of the applicants;
- organizes and controls the activities of technical, informational, and domestic services regarding the creation of conditions for conducting the admission campaign;
- ensures the publication on the University's website of these Regulations, Admission Rules, and other documents stipulated by legislation;
- makes decisions on the enrollment of applicants by forms of study and sources of funding.
2.3 Decisions ofлет the Admission Committee are adopted in the presence of at least two-thirds ofлет the Admission Committee members by a simple majority vote and are promptly brought to the attention of applicants.
Decisions ofлет the Admission Committee are formalized by protocols signed by the Chairperson and the Executive Secretary ofлет the Admission Committee.
3. Organization of the Admission Committee's Work
3.1 The receipt of applicants' applications and documents is carried out within the time frames stipulated by the Admission Conditions and the Admission Rules.
3.1.1 Applicants' applications and documents are registered in a bound, page-numbered logbook of applicants' applications sealed with the University's stamp, which indicates the following applicant data:
- serial number and personal file number;
- date of receipt of documents;
- surname, first name, and patronymic;
- place of residence;
- gender, date of birth;
- name of the educational institution that issued the document on the obtained degree/educational-qualification level;
- number, series, and date of issue of the document on the obtained degree/educational-qualification level, and the average score of the education document;
- number of the external independent evaluation certificate, and the number of scores in competitive subjects;
- priority of the application;
- information on documents granting the right to special enrollment conditions;
- reasons for refusing the applicant participation in the competition and enrollment in studies;
- applicant's signature upon receipt of returned documents or a note on their return (postal receipt number).
3.1.2 The applicant is issued a receipt for the submission of their documents, signed by the Executive Secretary (or their deputy) and stamped with the faculty selection committee's seal.
3.1.3 Refusal to register an applicant's application is not allowed, except in cases where the documents required by the Admission Conditions for registering the applicant are missing.
3.1.4 When registering applicants' applications using automated accounting systems, the pages of the registration logbook are printed out at the end of the working day, each page is initialed by the Executive Secretary ofлет the Admission Committee (or their deputy), numbered, and filed into the logbook. Upon completion of the document intake, the logbook of applicants' applications is authenticated by the signatures of the Chairperson ofлет the Admission Committee and the Executive Secretary, and sealed withлет the Admission Committee's stamp. Corrections, crossing out, and skipped lines are not permitted in the applicants' application registration logbook. If such occur, a corresponding note is made, initialed by the Executive Secretary (or their deputy), and sealed with the Admission Committee's stamp.
3.2 The Admission Committee makes a decision on admitting the applicant to participate in the competition, of which the applicant is notified.
3.3 To conduct entrance exams, the higher education institution forms examination groups in the order of document registration; score sheets for the interview, entrance exam, and/or receipt/return of written work are formed in accordance with these groups.
The number of applicants in examination groups must not exceed 30 persons. Persons admitted to take entrance exams are issued an entrance exam result sheet.
3.4 The schedule of entrance exams conducted at the University is approved by the Chairperson of the Admission Committee and published by posting it on the University's website and the Admission Committee's information board no later than three days before the start of receiving applications and documents for admission to studies at the respective degrees, educational-qualification levels, and forms of study.
3.5 Copies of documents and photographs of unenrolled applicants that have not been claimed by them, as well as their examination papers, are stored for one year and then destroyed, for which a corresponding act is drawn up.
4. Organization and Conduct of Entrance Examinations
4.1 The chairpersons of subject examination, professional attestation, and subject committees responsible for conducting entrance exams annually compile the necessary examination materials: entrance exam programs conducted at the University, examination tickets, test tasks, criteria for evaluating the applicant's response, etc., and submit them for approval to the Chairperson ofлет the Admission Committee no later than three months before the start of document intake.
The form of entrance exams in the higher education institution and the procedure for conducting them are approved annually in the Admission Rules. For admission to obtain a Bachelor's degree on the basis of complete general secondary education for respective categories of applicants, entrance exams are conducted in accordance with the external independent evaluation programs of the corresponding year.
4.2 A calm and friendly atmosphere must be ensured during entrance exams, and applicants must be provided with the opportunity to independently and most fully demonstrate the level of their knowledge and skills.
Unauthorized persons are not allowed into the premises where entrance examinations are conducted without the permission ofлет the Chairperson of the Admission Committee.
4.3 An oral examination or interview in each subject (discipline) is conducted by at least two members ofлет the committee with each applicant, appointed by the chairperson ofлет the subject committee according to the schedule on the day of the exam.
4.3.1 During the interview (oral exam), the members ofлет the respective committee note the correctness of the answers in the interview sheet (oral response sheet), which, upon completion of the interview, is signed by the applicant and the members of the respective committee.
4.3.2 Information on the results ofлет the interview or oral exam is announced to the applicant on the day it is conducted.
4.4 Written entrance exams conducted by the University in cases stipulated by the Admission Conditions are administered by at least two members ofлет the respective committee in each classroom.
4.5 Blank interview and written response sheets, as well as title pages bearing the Admission Committee's stamp, are kept by the Executive Secretary ofлет the University's Admission Committee, who issues them to the chairperson of the examination committee in the necessary quantity immediately before the exam.
4.5.1 Blank written work sheets are distributed to each applicant in the classroom where the written entrance exam is conducted, for which the applicant signs in the written work receipt/return score sheet. Written examination papers (including drafts) are completed on sheets bearing the Admission Committee's stamp. Any conventional marks that reveal the authorship of the work are not allowed on the sheets. The applicant indicates their surname only in the designated areas.
4.5.2 Tasks of entrance exams conducted using computer equipment, along with the answers to them, are printed on paper and signed by the applicant.
4.6 The following time limits are established for conducting written entrance exams (in astronomical hours, maximum):
a) in language and literature:
- essay - 4 hours;
- narrative/retelling - 2 hours;
- dictation - 1 hour;
б) in other subjects - 2-3 hours;
в) testing - no more than provided in the explanatory notes to the tests.
4.7 During entrance exams, the use of electronic devices, textbooks, study guides, and other materials is not permitted unless provided for by a decision ofлет the Admission Committee. If an applicant uses external sources of information (including prompting/cheating) during the entrance exam, they are dismissed from participating in the exams, and an act is drawn up. A member of the respective committee indicates the reason for dismissal and the time on such an applicant's examination paper. During grading, such a work is de-encrypted, and a grade lower than the minimum number of scores determined by the Admission Committee and Admission Rules for admission to the competition or non-competitive enrollment is assigned, regardless of the volume and content written.
4.8 Upon finishing the work on the entrance exam tasks, the applicant submits the written work along with the task, signing in the written work receipt/return score sheet, and the members ofлет the examination committee are obliged to check the correctness of filling out the title page of the written work.
4.9 Applicants who fail to appear for the entrance exams at the scheduled time without valid reasons are not allowed to participate in subsequent exams and the competition. In the presence of valid reasons confirmed by documents, applicants are permitted to take missed entrance exams with the permission ofлет the Admission Committee within the established time frames and the entrance exam schedule.
4.9.1 Persons who do not manage to complete the examination tasks in full during the written exam (testing) submit them unfinished.
4.9.2 Upon completion of the exam, the chairperson ofлет the subject (examination or professional attestation) committee transfers all examination papers to the Executive Secretary ofлет the Admission Committee.
4.10 The Executive Secretary ofлет the Admission Committee or their deputy encrypts the written papers by placing a numerical or other conventional cipher on the title page and on each sheet ofлет the written response. In cases where a work with special marks that could reveal its authorship is detected during the encryption of written examination papers, the work is not encrypted, and such a work is additionally checked by the chairperson of the respective committee in addition to a member of the subject (examination or professional attestation) committee.
After encryption, title pages are kept by the Executive Secretary ofлет the Admission Committee until the grading of all papers is completed. The sheets of written responses, along with the score sheet signed by the Executive Secretary ofлет the Admission Committee or their deputy who performed the encryption, are handed over to the chairperson of the respective committee, who distributes them among the committee members for grading.
4.11 The grading of written papers (test tasks) is carried out only on the premises of the University by members ofлет the Admission Committee and must be completed no later than the next working day of the Admission Committee.
In individual cases (when the work was not encrypted, remarks were made to the applicant during the test, etc.), the Executive Secretary ofлет the Admission Committee or the chairperson ofлет the subject examination or professional attestation committee engages two members ofлет the respective committee to grade the work.
4.2 The chairperson ofлет the subject examination or professional attestation committee exercises management and control over the work of the members ofлет the respective committee. They additionally check written papers evaluated by the members ofлет the respective committees on a 100-point knowledge assessment scale (from 100 to 200 points) at less than 124 (100) points or more than 175 points, and on a 12-point knowledge assessment scale (from 1 to 12 points) at less than 4 points or more than 10 points. The chairperson ofлет the respective committee additionally checks written papers evaluated with a score lower than the number of points determined byлет the Admission Committee and Admission Rules as necessary for admission to the competition or non-competitive enrollment. The chairperson ofлет the respective committee also additionally checks 5 percent of other papers and certifies the correctness ofлет the assigned grade with their signature.
Cases of subsequent changes in the score sheets of grades assigned for a written paper by members ofлет the subject examination or professional attestation committee (based on the results of additional checks by the chairperson ofлет the respective committee or conclusions ofлет the appeals committee) are certified by the signature ofлет the chairperson ofлет the respective committee, a written explanation from the committee member, and approved by a decision ofлет the Admission Committee.
4.13 Graded written papers, as well as completed examination score sheets with ciphers and signatures ofлет the members ofлет the respective committee, are handed over by the chairperson ofлет the subject examination or professional attestation committee to the Executive Secretary ofлет the Admission Committee or their deputy, who de-encrypt the papers and enter the applicants' surnames into the score sheets.
4.14 Re-taking entrance examinations is not permitted. Applicants whose knowledge has been evaluated lower than the required number of scores determined byлет the Admission Committee and Admission Rules for admission to the competition or non-competitive enrollment are not allowed to take further entrance exams or participate in the competition.
4.15 An applicant's appeal regarding an examination grade (number of scores) received at an entrance exam in the higher education institution (hereinafter referred to as the appeal) must be filed personally byлет the applicant no later than the next working day after the announcement ofлет the examination grade.
4.15.1 The appeal is reviewed no later than the next day after its submission in the presence ofлет the applicant.
4.15.2 Additional questioning of applicants during the review of appeals is not permitted.
4.15.3 The procedure for filing and reviewing an appeal must be published and brought to the attention of applicants no later than 7 days before the start of entrance tests.
5. Enrollment of Applicants
5.1 The list of applicants recommended for enrollment is published byлет the Admission Committee in accordance with the total score obtained by each applicant within the time frames determined byлет the Admission Rules. The list indicates the grounds for providing recommendations for enrollment by study financing forms.
5.1.1 Persons who fail to submit the originals of certificates from the Ukrainian Center for Educational Quality Assessment, the originals of documents on the obtained higher education degree, educational (educational-qualification) level, and state-standard supplements thereto to the selection committee within the time frame established byлет the Admission Conditions and Admission Rules lose the right to enrollment in studies funded by the state budget, as well as studies funded by state preferential long-term credits.
5.1.2 External independent evaluation certificates and/or certificates/entrance sheets (for applicants who took entrance exams) with exam results, written examination papers, interview and oral response sheets, etc., of applicants enrolled in the University are kept in their personal files throughout the entire period of study.
5.1.3 For enrollment in studies funded by physical or legal entities, the applicant has the right to submit copies of external independent evaluation certificates and state-standard documents on the obtained higher education degree, educational (educational-qualification) level and supplement thereto, duly certified, to the selection committee, provided they are simultaneously studying in this or another educational institution under a different educational-professional (educational-scientific) training program and form of study. The specified copies of documents are stored at the University during the entire period of study together with the original certificate from the higher education institution where the original documents are kept. The certificate is issued upon the student's request byлет the higher education institution where the originals of the specified documents are stored.
5.2 The decision on the enrollment of applicants is adopted at a meeting ofлет the Admission Committee and formalized by a protocol indicating the enrollment conditions (non-competitive, based on interview results, competitive selection results, etc.).
5.3 Based on the decision ofлет the Admission Committee, the University Rector issues an order on the enrollment of applicants; information about the enrolled applicants is brought to their attention and published.
5.4 Persons enrolled as students are issued standard certificates upon their request to process their dismissal from employment in connection with admission to the University.
5.5 After the University Rector issues the order on the enrollment of applicants for studies, authorized persons ofлет the Admission Committee make corresponding marks in the Unified Database within 24 hours regarding the change in the applicant's status and verify the enrollment orders in the Unified Database within the time frames established byлет the Admission Conditions and Rules.
Upon request, persons who are not enrolled in studies are issued a certificate regarding the results of their participation in the competition (examinations) to participate in the competition for admission to another higher education institution.
Based on the results of the Admission Committee's work regarding enrollment for the respective forms of study, a report on the admission results is compiled and approved at a meeting ofлет the Academic Council ofлет the University.
6. Final Provisions
6.1 These Regulations are approved by the Academic Council of the University and put into effect by an order of the University Rector.
6.2 Control over the implementation of these Regulations is exercised by University officials within their powers established by job descriptions.
6.3 Amendments and additions to these Regulations are considered and approved byлет the Academic Council ofлет the University and put into effect by an order ofлет the University Rector.