Regulations on the Department for Assisting Student and Graduate Employment of the National Aerospace University «Kharkiv Aviation Institute»
Approved by:
Academic Council of the National Aerospace University «Kharkiv Aviation Institute»
Protocol No. 6 dated January 22, 2025
Enacted by Order No. 23 dated January 23, 2025
QMS KhAI-DASGE-QALAC-P/005:2025
Enactment Date: January 23, 2025
Revision No. 1
1. General Provisions
1.1. These Regulations on the Department for Assisting Student and Graduate Employment (hereinafter referred to as the DASGE) of the Center for Quality Education, Licensing, and Accreditation of the National Aerospace University named after M. E. Zhukovsky «Kharkiv Aviation Institute» (hereinafter referred to as the University) have been developed in accordance with the instruction «Procedure for Preparing Regulations on Structural Units» QMS.KhAI-HR-RI/001:2016, the Statute of the National Aerospace University named after M. E. Zhukovsky «Kharkiv Aviation Institute» (hereinafter referred to as the Statute), and define the legal status of the DASGE, its structure, tasks, functions, rights, leadership competencies, responsibilities, and interaction with other structural units.
1.2. The Department for Assisting Student and Graduate Employment is a structural unit of the University and is part of the Center for Quality Education, Licensing, and Accreditation. The DASGE reports to the Vice-Rector for Academic and Pedagogical Work, and directly reports to the Director of the Center for Quality Education, Licensing, and Accreditation.
1.3. The DASGE is established to promote the realization of the right of students and graduates to work and to provide graduates with their first job.
In its activities, the DASGE is guided by the Constitution and laws of Ukraine, in particular «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, the University Statute, as well as other regulatory documents of Ukraine and the University on the organization of educational activities and these Regulations.
1.4. The work on graduate employment, providing internship bases, and signing cooperation agreements with enterprises is carried out by the DASGE jointly with the faculties, academic departments of the university, and other units of the University.
1.5. The Department for Assisting Student and Graduate Employment consists of three working groups:
- accounting and statistical;
- internship (collection of applications for internship bases, formation of cooperation agreements,
student internship contracts, and internship reports).
- graduate employment monitoring.
1.6. The DASGE is established, reorganized, or liquidated by the decision of the University Academic Council on changes in the organizational structure of the University, which is enacted by an order of the Rector.
1.7. Termination of the DASGE's activities is carried out through its liquidation or reorganization. Upon reorganization, all documentation of the DASGE must be promptly transferred for safekeeping to the legal successor, and upon liquidation - to the University Archive.
2. Main Tasks
2.1. The main tasks of the DASGE are:
- assisting students and graduates in undergoing internships and ensuring their rights, interests, and needs in employment;
- conducting ongoing analysis of demand and supply in the labor market for specialists trained by the University;
- establishing cooperation with the state employment service, enterprises, institutions, and organizations regardless of ownership form that can be potential employers for students and graduates;
- ensuring coordination of actions with central and local executive authorities, employment services, enterprises, institutions, and organizations (employers) for the optimal alignment of real needs of the labor market and the educational services market;
- informing university students and graduates about vacancies at enterprises, institutions, and organizations that match their professional training (specialty);
- planning, organizing, and controlling work at an appropriate level;
- drawing up an action plan for preparing educational, introductory, industrial, and pre-diploma internships for the new academic year;
- collection of applications for educational, introductory, industrial, and pre-diploma internship bases from departments and faculty deans. Compilation of a general list of bases and conclusion of agreements with enterprises for conducting all types of internships;
- maintaining correspondence, records, and reporting on educational, introductory, industrial, and pre-diploma internships;
- development and participation in drafting educational and methodological recommendations, instructions, and guidelines for internships;
- collection and archiving of reports and orders for all types of internships;
- coordination, verification, and visaing of faculty order drafts for all types of internships;
- analysis and generalization of reports from instructors who monitor the conduct of all types of internships;
- preparation of materials on the work of the DASGE for the university's annual report;
- organization and holding of meetings between students and representatives of domestic and foreign enterprises/companies regarding internships, traineeships, and employment;
2.2. The tasks of the DASGE are fulfilled through the full and effective execution of all elements of the educational and organizational process with the widespread application of modern information technologies.
3. Functions
The main direction of the DASGE's activity is to assist in the employment of students and graduates and to ensure their rights, interests, and needs in employment in their specialty, as well as the effective functioning of the University's Quality Management System (QMS).
The functions of the DASGE are:
3.1. Accounting and collection of statistical data:
- applications for internship bases from departments, dean's offices, and guarantee letters;
- internship results;
- graduate employment monitoring;
3.2. Preparation of reporting documentation in established forms, as well as reference information upon the demand of University management.
3.3. Conducting ongoing analysis of demand and supply in the labor market for specialists trained by the University.
3.4. Establishing cooperation with the state employment service, enterprises, institutions, and organizations regardless of ownership form that can be potential employers for students and graduates.
3.5. Controlling the quality and timely execution of all types of internships undergone by University students.
3.6. Organizing cooperation with potential employers and ensuring the prompt filling of vacancies.
3.7. Holding meetings with potential employers for the purpose of concluding long-term agreements on student internships and their subsequent employment.
3.8. Introducing a feedback system between enterprises, institutions, organizations (employers) and the University to obtain an objective assessment of professional training quality and submit relevant proposals to the University management.
3.9. Studying the dynamics of demand for respective specialists in the labor market.
3.10. Building a database of potential enterprises, institutions, and organizations (employers) for students and graduates. Providing information to students and graduates about job vacancies in accordance with their professional training (specialty).
3.11. Organizing meetings of employers with students and graduates regarding the possibility of their subsequent employment at specific enterprises, institutions, and organizations, as well as events to promote the employment of students and graduates (Career Days, practical seminars, scientific and practical conferences, job fairs, round tables, etc.).
3.12. Monitoring graduate employment.
3.13. Planning and coordinating the work of faculties and graduating departments regarding the organization of employment for students who wish to work during their free time from studies.
3.14. Informing dean's offices and graduating departments about available vacancies for the subsequent employment of graduates.
3.15. Providing consultations to graduates regarding retraining and professional development opportunities in order to accelerate further employment.
3.16. Ensuring the operation of own WEB-pages and posting information from the department on the university's WEB-page, as well as keeping them constantly updated.
3.17. Engaging enterprises, institutions, and organizations (employers) in charitable activities.
3.18. DASGE staff members participate in the following University QMS processes:
- design and development;
- educational and organizational activities;
- management processes.
3.19. The DASGE also performs mandatory QMS processes:
- control of documented information;
- corrective actions;
- preventive actions;
- control of non-conformities.
4. Rights and Responsibilities
4.1. The rights and responsibilities of the DASGE are exercised through the rights and responsibilities of the Head of the Department and staff members.
The Head of the DASGE is vested with the following rights and responsibilities:
- to submit proposals to the University management on improving the work of the department;
- to organize the exchange of experience and promote the professional development of the department's staff members;
- to participate in the development and approval of draft instructions, regulations, and other regulatory documents of the University concerning the activities of the department;
- to represent the interests of the University on issues within the competence of the department in relevant institutions and organizations;
- to conduct correspondence with relevant institutions and organizations on issues related to the activities of the department;
- to demand from the structural units of the University the provision of materials necessary to perform the functions assigned to the DASGE;
- to coordinate the work of faculties and departments on employment and internship organization;
- to submit proposals for rewarding successes at work and applying disciplinary measures for violations of labor discipline and internal regulations by employees;
- to participate in considering issues related to the work of the department, as well as issues regarding the transfer or dismissal of employees.
4.2. The rights of the department's employees are determined by the current legislation of Ukraine, the Statute, the University's Internal Labor Regulations, and relevant job descriptions.
5. Leadership
5.1. Leadership of the Department for Assisting Student and Graduate Employment is exercised by the Head of the DASGE, who is appointed to the position and dismissed from the position by an order of the University Rector.
The Head of the DASGE may be dismissed from office on the grounds determined by the labor legislation of Ukraine.
5.2. A person who has higher education (Master's, Specialist degree), work experience in the educational field, and experience in organizational work is appointed to the position of Head of the DASGE. Qualification requirements for holding the position of Head of the DASGE are defined in the job description approved by the University Rector.
5.3. The Head of the DASGE 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 regarding the educational field, orders and directives of the Ministry of Education and Science of Ukraine, other legislative and regulatory legal acts on education and employment, internal labor regulations, and rules and norms of labor safety and fire safety.
5.4. The Head of the DASGE issues orders regarding the activities of the department, which are mandatory for its staff members to execute and may be canceled by the higher management of the University if they contradict legislation, the Statute, or harm the interests of the University.
5.5. In their work, the Head of the DASGE is guided by the provisions set forth in the relevant job description.
5.6. The Head of the Department promotes the employment of students and graduates:
- coordinates the activities of the DASGE in accordance with education legislation;
- plans the work of the DASGE;
- exercises control over the work of the DASGE staff members;
- implements measures to improve the organizational structure of the DASGE;
- ensures the preservation of the department's educational and material base in accordance with regulatory requirements, and is responsible for compliance with internal labor regulations, sanitary and hygienic regimes, labor protection, and safety engineering;
- controls the development, implementation, functioning, and improvement of quality management system processes regarding the part concerning the department's activities.
6. Responsibility
6.1. Responsibility for the high-quality and timely performance of the tasks and functions assigned by these Regulations is borne by the Head of the Department for Assisting Student and Graduate Employment.
6.2. The degree of responsibility of other staff members is established by job descriptions.
7. Interaction with Other Structural Units
7.1. To implement its functions and tasks, the DASGE may, in the established manner, receive or provide information related to its competence, participate in initiating and implementing joint events, and interact within its competence with other structural units of the University.
7.2. In performing its functions, the DASGE interacts:
- with other structural units for the purpose of identifying and implementing inter-structural connections, exchanging experience in organizing the educational process, utilizing the educational and scientific base, and conducting complex work;
- with faculties on issues concerning the organization of educational and organizational work according to specialist training curricula;
- with the Ministry of Education and Science of Ukraine, the Department of Educational Quality Monitoring, 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. The Regulations on the Department for Assisting Student and Graduate Employment are signed by the Head of the DASGE and agreed upon with the Vice-Rector for Academic and Pedagogical Work, the Director of the Center for Quality Education, Licensing, and Accreditation, the Head of the Legal Department, and the Head of the Human Resources Department of the University.
8.2. The Regulations on the DASGE are approved by the Academic Council and enacted by an order of the Rector.
8.3. Amendments and/or additions to these Regulations shall be made in the manner established for their adoption.