Regulations on the Department of Distance Educational Technologies
of National Aerospace University
«Kharkiv Aviation Institute»

Approved:
By the Academic Council
of National Aerospace University
«Kharkiv Aviation Institute»
Protocol No. 6 of January 22, 2025

Enacted by Order No. 23 of January 23, 2025

 

QMS KhAI-DDET-CQELA-R/003:2025

Effective Date: January 23, 2025

Revision No. 1

1. General Provisions

1.1 The Regulations on the Department of Distance Educational Technologies of the Center for Quality of Education, Licensing and Accreditation (hereinafter referred to as Regulations) of M. Ye. Zhukovsky National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University) have been developed in accordance with the Law of Ukraine «On Higher Education»; Order of the MES of Ukraine No. 903 dated 02.12.2004 «On Approval of the Rules for Using Computer Programs in Educational Institutions», Order of the MES of Ukraine No. 369 dated 15.05.2006 «On Approval of Temporary Requirements for Pedagogical Software», Order of the MES of Ukraine No. 1518 dated 30.10.2013 «On Approval of Requirements for Higher Educational Institutions and Postgraduate Education Institutions, Scientific, Educational-Scientific Establishments Providing Educational Services in Distance Learning Form for Training and Qualification Enhancement of Specialists in Accredited Majors and Specialties», as well as the Charter of the University.

1.2 The Regulations determine the legal status of the Department of Distance Educational Technologies (hereinafter referred to as DDET) of the Center for Quality of Education, Licensing and Accreditation (hereinafter referred to as CQELA), its rights, tasks, functions, and structure.

1.3 DDET is a structural unit of the University and is part of CQELA.

1.4 DDET reports to the Vice-Rector for Academic Affairs and directly reports to the Director of CQELA.

1.5 DDET is established, reorganized, or liquidated by order of the Rector by decision of the Academic Council of the University. Termination of DDET activity is carried out through its liquidation or reorganization. Upon reorganization, all documentation of the department on main activities must be transferred in a timely manner to the legal successor for storage, and during liquidation — to the archive of the University.

1.6 In its activity, DDET is guided by the Constitution and laws of Ukraine, decrees of the President of Ukraine and resolutions of the Verkhovna Rada of Ukraine, orders of the Ministry of Education and Science of Ukraine, in particular «On Higher Education», the Charter of the University, as well as other regulatory documents of the University and these Regulations.

2. Main Tasks

The main tasks of DDET are:

2.1 Ensuring high-quality and effective placement of electronic educational-methodological materials for distance courses in the learning management system.

2.2 Ensuring high-quality support of the educational process when using distance learning (hereinafter referred to as DL) as a separate form of education, or when using distance educational technologies in the educational process of full-time and part-time students during periods and for specialties determined by the Academic Council of the University or by order of the Rector of the University.

2.3 Expanding access opportunities for students to high-quality education under relevant programs under distance learning conditions.

2.4 Creating additional opportunities for communication of academic and teaching staff with students, as well as students among themselves, using distance educational technologies.

2.5 Participation in the implementation of the quality management system and continuous improvement of its efficiency and effectiveness.

2.6 Participation in planning, development, and improvement of specified processes of the quality management system regarding the activities of the department.

3. Functions

3.1 Coordination of actions of structural units of CQELA in the educational process using distance educational technologies.

3.2 Assistance in conducting expert evaluation of distance courses and obtaining a certificate for a distance course as an electronic educational tool.

3.3 Maintenance of electronic educational-methodological materials for distance courses, as well as placement of these materials in the learning management system of the University for specified specialties (educational programs) submitted by University departments:

- methodological recommendations for their use, sequence of task performance, specifics of control, etc.;

- educational process planning documents (curricula, educational-thematic plans, class schedules);

- video and audio recordings of lectures, seminars, etc.; multimedia lecture materials;

- terminological dictionaries;

- practical assignments with methodological recommendations for their execution;

- virtual laboratory work with methodological recommendations for its performance;

- virtual simulators with methodological recommendations for their use;

- test item packages for conducting control events, testing with automated verification of results, testing with verification by a teacher;

- business games with methodological recommendations for their use; electronic libraries or links to them, bibliographies;

- a distance course combining the above-mentioned web resources of an academic discipline (program) with a single pedagogical scenario.

3.4 Implementation of distance technologies in the educational process of part-time, full-time students, and using distance learning as a separate form of study.

3.5 Providing access to distance course materials and necessary information regarding the organization of DL for students and teachers.

4. Rights and Duties

4.1 Rights and duties of DDET are implemented through the rights and duties of the head and employees of DDET.

4.2 The Head of DDET has the rights and duties to:

- submit proposals to the management of the University and the Director of CQELA regarding the improvement of organizational plans and the work of the department;

- organize the exchange of experience and promote the professional development of department employees;

- request necessary information and documents related to the performance of duties of the Head of DDET from other structural units of the University;

- sign and endorse documents within the scope of their competence;

- represent, on behalf of the Director of CQELA and the Vice-Rector for Academic Affairs, the interests of DDET and the University in international organizations, state institutions, and domestic enterprises and organizations within the scope of delegated competence;

4.2.1 The Head of DDET reports directly to the Director of CQELA.

4.2.2 In the absence of the Head of DDET, their duties are performed by a person appointed by the Director of CQELA in accordance with the established procedure, who acquires relevant rights and bears responsibility for the proper performance of assigned duties.

4.2.3 Department personnel report to the Head of DDET.

4.2.4 Directives of the Head of DDET are binding on the department personnel.

4.2.5 A person with relevant experience in distance learning and supporting documents confirming it shall be appointed to the position of Head of DDET.

5. Management

5.1 The Department of Distance Educational Technologies is headed by the Head of the Department, who is appointed to and dismissed from office by order of the Rector of M. Ye. Zhukovsky National Aerospace University «Kharkiv Aviation Institute» in compliance with the requirements of the Labor Code of Ukraine.

5.2 A person appointed to the position of Head of DDET must:

5.2.1 Hold a higher education degree of the relevant educational-qualification level (Master or Specialist) and have personnel management experience of at least 2 (two) years.

5.2.2 Know the laws of Ukraine, decrees of the President of Ukraine and resolutions of the Verkhovna Rada of Ukraine, orders of the Ministry of Education and Science of Ukraine, in particular «On Higher Education», the Charter of the University, as well as other regulatory legal acts regarding the implementation of distance educational technologies in the educational process.

5.2.3 Have the necessary theoretical and practical training in implementing DL technologies and relevant confirming documents.

5.3 The Head of the Department of Distance Educational Technologies:

5.3.1 Coordinates the activities of DDET.

5.3.2 Plans the work of DDET.

5.3.3 Carries out recruitment, selection, and placement of personnel based on evaluation of their qualifications, personal, and business qualities.

5.3.3 Supervises the work of DDET employees.

5.3.4 Implements measures to improve the organizational structure of DDET.

5.3.5 Organizes the exchange of innovative pedagogical experience in the field of implementing distance learning technologies.

6. Responsibility

6.1 Responsibility for the high-quality and timely performance of tasks and functions assigned by the Regulations rests with the Head of DDET.

6.2 The degree of responsibility of other DDET employees is established by job descriptions.

7. Interaction with Other Structural Units

7.1 The Department of Distance Educational Technologies coordinates the actions of CQELA in the system of actions with structural units of the University.

7.2 Departments carry out:

- development of electronic educational-methodological materials for distance courses, as well as creation of these courses in specified areas of training;

- planning of qualification enhancement for teachers involved in work with DL technologies;

- implementation of DL technologies into specialist training processes at all levels and for all forms of study;

- assignment of teachers who create and maintain distance courses;

- provision of teaching distance courses in relevant specialties;

- recommendation of distance courses for expert evaluation;

- development of working curricula for disciplines using DL technologies.

7.3 Faculties:

- implement and support DL technologies in relevant forms of study;

- perform organizational and supervisory functions regarding the application of DL in relevant specialties;

- plan the implementation of DL and the application of DL technologies in all forms of study;

- provide DDET with data on educational process results.

8. Final Provisions

8.1 The Regulations are approved by the Academic Council of the University, agreed upon with the Vice-Rector for Academic Affairs, Director of CQELA, Head of DDET, Head of the Human Resources Department, Lead Legal Counsel of the University, and enacted by order of the Rector.

8.2 The Regulations enter into force upon their approval and are enacted by order of the Rector of the University.

8.3 Amendments and/or additions to these Regulations are made in the manner established for their adoption.

Appendix A

List of Main Documentation on the Organization and Management of Activities of the Department of Distance Educational Technologies

A.1 Resolutions, orders, and directives of ministries and higher governing bodies on issues of activities of the Department of Distance Educational Technologies (copies).

A.2 Orders and directives of the Rector and Vice-Rectors of the University (copies).

A.3 Regulations on the Department of Distance Educational Technologies (copy).

A.4 Job descriptions of employees of the Department of Distance Educational Technologies.

A.5 Fundamental documents of the Quality Management System (ISO standards, procedures, and others) (copies).

A.6 Instructions on occupational safety and fire safety.

A.7 Annual work plan of the Department of Distance Educational Technologies.

A.8 Annual work report of the Department of Distance Educational Technologies.

A.9 Documents (schedules, plans, lists) regarding qualification enhancement of employees of the Department of Distance Educational Technologies.

A.10 Data sheets (technical passports) for equipment and technical means.

A.11 Internal memos.

A.12 Documents (instructions, plans) for conducting internal audits.

A.13 Lists of employees of the Department of Distance Educational Technologies who have completed qualification enhancement courses.

A.14 Consultation schedules of academic staff of departments.

A.15 Equipment write-off certificates.

A.16 Logbook of introductory occupational safety training for employees of the Department of Distance Educational Technologies.

A.17 Logbook of fire safety briefings for employees of the Department of Distance Educational Technologies.

A.18 Logbook of fire safety briefings for employees of the Department of Distance Educational Technologies.

A.19 Logbook of internal documents of the Department of Distance Educational Technologies.

A.20 Logbook of arrival and departure of employees of the Department of Distance Educational Technologies.

A.21 File nomenclature of the Department of Distance Educational Technologies (extract from the consolidated file nomenclature).