Regulations on the Student Campus
of National Aerospace University
«Kharkiv Aviation Institute»
Approved by:
Academic Council
of National Aerospace University
«Kharkiv Aviation Institute»
Protocol No. 11 dated May 21, 2025
Enacted by Rector's Order No. 233 dated May 21, 2025
QMS KhAI-StM-P/003:2025
Effective date: May 21, 2025
Revision No. 3
1. General Provisions
1.1 The Regulations on the Student Campus of National Aerospace University «Kharkiv Aviation Institute» (short name – KhAI Student Campus) were developed in accordance with the instruction «Procedure for the Preparation of Regulations on Structural Subdivisions» QMS KhAI-HR-R1/001:2015, the Statute of National Aerospace University «Kharkiv Aviation Institute» (hereinafter – the Statute), and define the legal status of the student campus, its structure, tasks, functions, rights, executive authority, liability, and interaction with other structural subdivisions.
1.2 The Student Campus is a separate structural unit of the University without legal entity status, which conducts independent economic activities, has its own balance sheet, staffing structure, current and other accounts with the State Treasury Service of Ukraine and banking institutions, a official round seal, stamp, and letterheads bearing its name.
1.3 The Student Campus reports directly to the Vice-Rector of the University for Administrative and Economic Operations.
1.4 In its activity, the Student Campus is guided by the Constitution of Ukraine, Laws of Ukraine, decrees of the President of Ukraine, resolutions of the Cabinet of Ministers of Ukraine, orders of the Ministry of Education and Science of Ukraine, including the Laws of Ukraine «On Education» dated 05.09.2017 No. 2145-VIII, «On Higher Education» dated 01.07.2014 No. 1556-VII (as amended), the Statute of the University, and these Regulations.
1.5 The Student Campus is created, reorganized, or liquidated in accordance with the procedure provided for by the Statute of the University and current legislation of Ukraine.
Termination of the Student Campus's activities is carried out through its liquidation or reorganization. Upon reorganization, all documentation of the Student Campus must be transferred in a timely manner for preservation to the legal successor, and upon liquidation – to the University archive.
2. Key Tasks
2.1 Purpose of activity of the Student Campus:
Meeting the housing, domestic, cultural, sports, and other needs of higher education applicants and other residents in order to support the statutory activities of the University in providing educational services and training highly qualified personnel.
2.2 Main tasks of the Student Campus:
- Organization of accommodation and living conditions for higher education applicants and other residents of the Student Campus in compliance with sanitary, environmental, and fire safety standards;
- Operation and maintenance in proper condition of buildings, structures, premises, engineering equipment, utilities, as well as the territory listed on the balance sheet of the Student Campus;
- Jointly with the University administration, student self-government bodies, and the primary trade union organization of students, addressing issues regarding educational and recreational work, organization of leisure and sports, catering, medical care for students, etc.
3. Functions
3.1 In accordance with its main tasks, and to ensure the statutory activity of the University aimed at providing high-quality educational services and effective functioning of the Quality Management System (QMS) of the University, the Student Campus performs the following functions:
- maintaining dormitory premises in proper condition in accordance with established sanitary norms and regulations;
- outfitting dormitories with furniture, equipment, bed linen, and other inventory in accordance with established standards;
- ensuring compliance with Internal Regulations in dormitories;
- providing higher education applicants living in dormitories with necessary equipment and inventory;
- replacing bed linen in accordance with sanitary rules;
- taking measures to safeguard property of dormitories and personal property of higher education applicants residing in dormitories;
- organizing timely repair of dormitories, inventory, and equipment, and maintaining assigned grounds and green spaces in proper condition;
- carrying out measures to improve living conditions in dormitories, taking timely actions to implement proposals of higher education applicants living in dormitories, and keeping them informed about decisions made;
- providing higher education applicants living in dormitories with necessary domestic services, allocating premises in dormitories for educational activities, self-study, and cultural or sports events;
- staffing the dormitories with support personnel in accordance with established procedures;
- assisting dormitory student self-government bodies in resolving living and leisure issues of higher education applicants living in them;
- informing higher education applicants about decisions affecting their living and housing conditions;
- ensuring necessary lighting and thermal standards in all premises in accordance with established norms;
3.2 In accordance with its key areas of activity, the Student Campus carries out:
- provision of places in dormitories for temporary accommodation;
- provision of available places in dormitories during vacations for temporary accommodation;
- provision of places in dormitories for persons studying or working at the University; applicants to the University for the duration of entrance examinations; persons sent on business trips to the University; persons studying at another higher education institution and residing in University dormitories pursuant to a rector's decision; employees of other educational institutions, organizations, and enterprises pursuant to a rector's decision;
- provision to citizens using temporary accommodation services in dormitories and departmental residential buildings of utility services, as well as operational and maintenance services for buildings and premises;
- replacement of plumbing fixtures, gas, electrical, and other equipment in case of damage or destruction due to the fault of users, or at the request of citizens using permanent or temporary residence services, when installing improved equipment or new equipment prior to the expiration of the service life of the installed equipment established by technical standards;
- provision of housing and communal services, services for the maintenance of buildings, structures, and adjoining territories, as well as waste management/removal services to users of premises and buildings that are listed on its own balance sheet;
- repair and furnishing of residential quarters, utility and domestic structures, and premises;
- provision of bath and laundry services, dry cleaning services;
- repair of household appliances and equipment;
- leasing out individual temporarily vacant premises and areas, as well as other movable and immovable property or temporarily unused equipment, provided that this does not impair the living and domestic conditions of persons residing in the dormitories;
- providing access to the Internet, local and corporate computer networks, automated databases, and search engines, as well as the use of email;
- other types of activities and services that are not prohibited by the current legislation of Ukraine.
3.3 To carry out activities requiring a special permit (license), the Student Campus is obliged to obtain it in accordance with the procedure provided for by the current legislation of Ukraine.
4. Rights and Obligations
4.1 Rights and obligations of the Student Campus are exercised through the rights and obligations of its head – the Director of the Student Campus.
4.2 The Director of the Student Campus has the right:
- based on current standards, to develop and submit for approval to the Rector of the University a draft staffing structure of the Student Campus;
- based on current legislation, to develop and submit for approval in accordance with the established procedure a draft budget estimate of the Student Campus;
- to hire and dismiss employees within the approved staffing structure, to allocate duties, and to approve job descriptions;
- to modify the structure of the Student Campus within the limits of the approved staffing structure;
- to approve regulations on structural subdivisions of the Student Campus and other documents regulating its activities;
- within their competence, to issue orders, directives, and assignments for employees of the Student Campus and to monitor their execution;
- to open accounts in national and foreign currencies with Treasury Service bodies and banking institutions;
- to organize work and direct the activities of the employees of the Student Campus;
- to conclude contracts and agreements with counterparties;
- on behalf of the Rector, to represent the Student Campus in relations with enterprises, institutions, and organizations on the basis of a power of attorney;
- to manage the property and finances of the Student Campus within the scope of their authority and ensure their economical and efficient use;
- to raise issues before the University management regarding the provision and educational/recreational work in the dormitories of the Student Campus, among other matters;
- to perform, in accordance with their job duties and authority, other functions necessary to carry out the tasks facing the Student Campus.
4.3 The Director of the Student Campus is obliged:
- to ensure proper execution of the approved budget estimate of the Student Campus, tasks assigned by the University management, obligations to the State, state and other bodies, institutions, enterprises, as well as contractual obligations;
- to report annually on the results of work in accordance with the established procedure;
- to maintain operational and accounting records of activity results, as well as statistical reporting;
- to carry out rational staff selection within the limits of the approved staffing structure, and create the necessary conditions for enhancing the professional and qualification level of employees;
- to define the functional duties of the employees of the Student Campus;
- to fulfill functions, tasks, and obligations provided for by the Collective Agreement of the University;
- to execute orders and directives of the Rector of the University;
- to create safe and healthy working conditions, and personally take action to eliminate any situation posing a threat to human life or health and the natural environment;
- to submit reports and necessary information, as needed and within established deadlines, to the HR Department, Planning and Finance Department, Accounting Department, and other structural subdivisions of the University.
4.4 The Director of the Student Campus is accountable and subject to supervision by the Rector of the University.
5. Leadership
5.1 The Student Campus is headed by the Director of the Student Campus, who is appointed and dismissed from position by the Rector of the University.
5.2 A person appointed to the position of Director of the Student Campus must hold a higher education degree (Master's, Specialist's) and have at least 2 years of work experience in personnel management.
5.3 The Director of the Student Campus performs the following functions:
- independently resolves issues regarding the activities of the Student Campus within current Ukrainian legislation, these Regulations, and the Rector's power of attorney;
- issues orders and directives within their authority that are binding on all employees of the Student Campus;
- on behalf of the Rector of the University, represents the Student Campus in state and other bodies, and is responsible for the performance results of the Student Campus;
- serves ex officio as a member of the Academic Council of the University;
- acts as the manager of the property and funds of the Student Campus within the scope of authority specified in these Regulations and the power of attorney issued by the Rector of the University;
- applies moral and material incentive measures, and imposes disciplinary and financial liability in accordance with current Ukrainian legislation, the Statute, and the Collective Agreement of the University;
- monitors the development, implementation, functioning, and improvement of certain processes of the quality management system regarding the scope of activities of the Student Campus.
6. Liability
6.1 The liability of the Student Campus is realized through the liability of its employees: the Director of the Student Campus, the Chief Accountant, and other employees of the Student Campus. The liability of each employee is individual, depending on their assigned job duties, and is defined by their job description and the Internal Regulations of the University.
6.2 The Director of the Student Campus bears personal liability for:
- overall operations of the Student Campus;
- state of labor discipline in the Student Campus;
- order in the territories assigned to the Student Campus;
- economical and efficient use of funds and material resources;
- timeliness and quality of statistical, financial, and other reporting;
- compliance with internal regulations, equipment operation rules, sanitary-hygienic, environmental, and fire safety standards, occupational safety, and labor legislation;
- proper performance of their duties and exercise of granted rights, including misuse of official authority or using it for personal gain;
- non-execution or improper execution of orders or directives of the Rector of the University.
6.3 The degree of liability of other employees is established by their respective job descriptions.
7. Property and Financial and Economic Activities
7.1 The material and technical base and funds of the Student Campus consist of fixed assets, current assets, and other material and financial assets, the quantity and value of which are accounted for on an independent balance sheet. Funding of the Student Campus is carried out at the expense of the state budget in accordance with the approved budget estimate under both the general and special funds. The Student Campus is a lower-level spending unit of budget funds.
7.2 Sources of the Student Campus's own revenue may include:
- income from the provision of paid commercial/economic services;
- funds received from leasing premises, equipment, and inventory;
- income from the sale of property in accordance with established procedures;
- charitable contributions, grants, and gifts;
7.3 Taxation of the Student Campus is carried out in accordance with current legislation of Ukraine.
7.4 Withdrawal of fixed assets, funds, and other property of the Student Campus may be carried out in cases provided for by current legislation.
7.5 Remuneration of labor is carried out within budgetary allocations for the corresponding purpose and on the basis of the approved staffing structure, taking into account quantitative and qualitative composition, as well as the amounts of extra payments, allowances, and other mandatory and incentive payments in accordance with current legislation of Ukraine and the Collective Agreement of the University.
7.6 The Student Campus is obliged to timely and fully fulfill its contractual and financial obligations arising during its economic activity in accordance with current legislation of Ukraine.
7.7 The Director and the Chief Accountant of the Student Campus bear personal liability for compliance with legislation on conducting economic activity as a designated budget fund spending unit.
8. Interaction with Other Structural Subdivisions
8.1 To implement its functions and tasks, the Student Campus, in accordance with established procedure, may interact within its competence with other structural subdivisions of the University. The Director of the Student Campus, through interaction with other structural subdivisions of the University and third-party bodies, institutions, enterprises, and organizations, ensures the execution of orders of the Rector of the University regarding the scope of activities of the Student Campus.
8.2 Internal relations in the Student Campus are organized on the principle of combining collegial and one-man management principles. The Director of the Student Campus resolves issues related to the activities of the Student Campus by conducting operational meetings, issuing orders, and directives.
8.3 The Director and employees of the Student Campus interact with other subdivisions of the University in accordance with organizational, administrative, and regulatory documents of the Rectorate and the Statute of the University:
- on issues of studying and exchanging work experience,
- carrying out joint activities,
- on issues of executing functions and tasks assigned to the Student Campus.
The Director of the Student Campus also participates in general University meetings, Rectorate meetings, and is a member of the Academic Council of the University.
9. Final Provisions
9.1 Regulations on the Student Campus are prepared and signed by the Director of the Student Campus and approved by the Head of the Legal Department, the Head of the HR Department, and the Chief Accountant of the University. The Regulations on the Student Campus are adopted and enacted by the order of the Rector of the University.
9.2 Amendments and/or additions to these Regulations are introduced in accordance with the procedure established for their adoption.