Regulations on the Consultation Department
of National Aerospace University
«Kharkiv Aviation Institute»
Approved by:
The Academic Council
of National Aerospace University
«Kharkiv Aviation Institute»
Protocol No. 5 dated December 24, 2025
Enacted by Order No. 614 dated December 24, 2025
QMS KHAI-CEQ-CD-R/011:2025
Effective date: January 01, 2026
Revision No. 1
1. General Provisions
1.1. Regulations on the Consultation Department (abbreviated name – CD) (hereinafter – Department) of National Aerospace University «Kharkiv Aviation Institute» (hereinafter – University) have been developed in accordance with the Instruction on the Procedure for Preparation of Regulations on Structural Subdivisions of National Aerospace University «Kharkiv Aviation Institute»
QMS KHAI-LD-I/001:2025, the Statute of the University (hereinafter – Statute), and define the legal status of the Department, its organizational structure, tasks, functions, rights, powers of management, responsibilities, and procedure of interaction with other structural subdivisions.
1.2. The Department is a structural subdivision of the University and is part of the Center for Education Quality, Licensing, and Accreditation. The Department reports to the Vice-Rector for Academic Affairs, while the direct management of the Department's activities is carried out by the Director of the Center for Education Quality, Licensing, and Accreditation.
1.3. The Department is established, reorganized, and liquidated upon submission by the Director of the Center for Education Quality, Licensing, and Accreditation of the University. The relevant submission is considered and approved by resolution of the Academic Council of the University and enacted by order of the Rector of the University. Termination of the Department's activities is carried out through its liquidation or reorganization. In case of reorganization, all documentation of the Department is transferred to the successor in accordance with the established procedure, and in case of liquidation – transferred to the University archive.
1.4. In its activities, the Department is guided by:
- the Constitution of Ukraine;
- the Laws of Ukraine «On Higher Education», «On Education»;
- decrees of the President of Ukraine and resolutions of the Cabinet of Ministers of Ukraine;
- orders of the Ministry of Education and Science of Ukraine (MES);
- the Statute of the University;
- the Collective Agreement of the University;
- Standards and Guidelines for Quality Assurance in the European Higher Education Area (ESG), adopted by the Ministerial Conference in Yerevan on May 14-15, 2015;
- the organizational structure of the University, approved in accordance with the procedure established by legislation;
- orders and instructions of the Rector of the University;
- orders of the Vice-Rector for Academic Affairs;
- these Regulations;
- other internal regulatory acts of the University.
1.5. The structure of the Department and the number of employees are determined by the staffing table of the University, taking into account the tasks and main areas of activity of the Department.
1.6. The rights and responsibilities of the Department employees are defined by job descriptions developed in accordance with these Regulations and the requirements of current labor legislation of Ukraine.
1.7. The main principles of the Department's activities are objectivity, accuracy, relevance, and timeliness of information provision.
2. Main Tasks
2.1. Providing applicants with qualified information support regarding Admission Regulations, procedures, and deadlines for submitting documents for admission to the University.
2.2. Providing consultations regarding the creation of an applicant's electronic account for External Independent Testing (EIT) / National Multi-Subject Test (NMT), as well as an applicant's electronic personal account.
2.3. Providing information and explanations to higher education students, trainees of the postgraduate education department, and graduates regarding the procedure and conditions for receiving educational services at the University.
2.4. Organization of career guidance and informational work in cooperation with faculties and other structural subdivisions of the University.
2.5. Development and distribution of informational and methodological materials on matters within the Department's competence, in particular, admission roadmaps.
2.6. Collection of feedback information and monitoring to increase the efficiency of the University's activities.
2.7. Informational support for inquiries regarding educational programs, study conditions, features of the educational process, as well as living and housing conditions in the University's dormitories.
2.8. Ensuring interaction with the Admissions Committee and fulfilling designated tasks during the admission campaign period.
2.9. Participation in University events, in particular in organizing and holding open days, providing informational support to applicants and their parents, providing personalized information on degree programs, passing scores from previous years, admission requirements for the current year, additional points for admission, benefits, etc.
2.10. Participation in the preparation of information booklets and materials about the University, its faculties, and structural subdivisions.
2.11. Participation in the implementation of the unified internal and external PR strategy of the University.
2.12. Preparation of reports and information-analytical materials based on the results of the Department's work (in November–December of the current year).
3. Functions
The functions of the Department at the University are aimed at supporting the educational process, providing technical assistance, and facilitating communication with applicants and students at all education levels. These functions include:
3.1. Providing informational support for official events of the University, including conferences, seminars, open days, etc.
3.2. Providing explanations regarding the content of educational programs, elective components, and their impact on future professional development.
3.3. Facilitating professional self-determination and providing information on internship opportunities.
3.4. Providing up-to-date information on rules, conditions, cost, and living arrangements in dormitories.
4. Rights and Responsibilities
4.1. The Department has the right:
4.1.1. To execute decisions of the University leadership concerning the activities of the Department.
4.1.2. To receive, in accordance with the established procedure, documents, information, and materials from structural subdivisions of the University necessary for performing its assigned tasks.
4.1.3. To submit proposals to improve the work of the department for consideration by the Director of the Center for Education Quality, Licensing, and Accreditation.
4.1.4. To organize the exchange of professional experience among Department employees and promote their professional development.
4.1.5. To participate in the development and approval of draft instructions, regulations, and other normative documents of the University that regulate the activities of the Department.
4.2. The Department is obliged:
4.2.1. To comply with the requirements of current legislation of Ukraine, as well as provisions of the University's internal documents.
4.2.2. To ensure high-quality execution of the strategic goals of the University in the field of development and communication.
4.2.3. To report on the results of its activities to the Rector of the University.
5. Management and Structure
5.1. The Department is headed by a Head, who reports directly to the Director of the Center for Education Quality, Licensing, and Accreditation. Appointment and dismissal of the Head of the Department are carried out by order of the Rector of the University based on a submission from the Director of the Center for Education Quality, Licensing, and Accreditation.
5.2. The Head of the Department:
5.2.1. Exercises overall management of the Department.
5.2.2. Ensures the execution of tasks assigned to the Department.
5.2.3. Takes measures to improve the organization of the Department's work.
5.2.4. Defines tasks and distributes functional duties among Department employees.
5.2.5. Bears personal responsibility for the organization of work and the results of the Department's activities.
5.2.6. Submits proposals on commendation or holding Department employees accountable in accordance with labor legislation norms and internal regulations of the University.
5.2.7. Promotes the creation of proper working conditions in the Department.
5.3. The Head of the Department has the right to:
5.3.1. Monitor the execution of assigned tasks and own orders within their competence.
5.3.2. Inform the Director of the Center for Education Quality, Licensing, and Accreditation on the status of assigned tasks, compliance with internal regulations, job descriptions, occupational health, safety, fire safety, and industrial hygiene rules.
5.3.3. Submit proposals regarding the application of incentives or disciplinary measures to Department employees, as well as on improving the organization of its activities.
5.4. The Head of the Department is responsible for:
5.4.1. Timely and high-quality execution of tasks assigned to the Department.
5.4.2. Organization of effective performance of employees in the workplace.
5.4.3. Compliance of Department employees with labor legislation standards, internal labor regulations, regulatory documents on occupational safety, safety engineering, fire safety, and sanitation standards.
5.4.4. High-quality performance of functions and implementation of the main areas of activity of the Department.
6. Responsibility
6.1. Department employees are responsible for:
6.1.1. Proper execution of assigned job duties, adherence to labor discipline, standards of academic integrity, and professional ethics.
6.1.2. Compliance with the requirements of current legislation of Ukraine, the Statute of the University, these Regulations, and internal normative acts of the University.
6.1.3. The accuracy, relevance, and timeliness of provided or published information.
6.2. Liability of Department employees arises in accordance with current labor legislation norms of Ukraine and internal regulations of the University, taking into account potential disciplinary sanctions.
6.3. The Head of the Department bears personal responsibility for the organization of work and the achievement of results of the Department's performance.
7. Interaction with Other Structural Subdivisions
For proper and efficient performance of assigned functions, the Department interacts with academic, administrative, student, and other structural subdivisions of the University on matters of coordinating information and communication processes, supporting the educational process, organizing career guidance activities, assisting student employment, professional development of employees, and implementing internal communication strategy of the University, and also ensures interaction with the postgraduate education department in order to implement the concept of continuous professional development of specialists in accordance with best global practices and standards.
8. Final Provisions
8.1. These Regulations on the Department were developed by the Director of the Center for Education Quality, Licensing, and Accreditation, agreed with the Vice-Rector for Academic Affairs, the Head of the Legal Department, and the Head of the Human Resources Department.
8.2. Regulations on the Department are approved by the Academic Council of the University and enacted by order of the Rector.
8.3. Amendments and/or additions to these Regulations are made in accordance with the procedure established for their adoption.