Regulations on the Department of Education Quality, Analytics, and Educational and Methodological Support
of National Aerospace University
«Kharkiv Aviation Institute»
Approved by:
the Academic Council of
National Aerospace University
«Kharkiv Aviation Institute»
Protocol No. 6 dated January 22, 2025
Enacted by Order No. 23 dated January 23, 2025
QMS KHAI-DEQ-CEQ-R/002:2025
Effective date: January 23, 2025
Revision No. 1
1. General Provisions
1.1 Regulations on the Department of Education Quality, Analytics, and Educational and Methodological Support (hereinafter referred to as DEQ) of National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University) have been developed in accordance with the instruction «Procedure for the Preparation of Regulations on Structural Subdivisions» QMS KHAI-HR-RI/001:2015, the Statute of National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the Statute), and define the legal status of DEQ, its structure, tasks, functions, rights, leadership competencies, responsibilities, and interaction with other structural subdivisions.
1.2 The Department of Education Quality, Analytics, and Educational and Methodological Support is a structural subdivision of the University and is part of the Center for Education Quality, Licensing, and Accreditation. The Department of Education Quality, Analytics, and Educational and Methodological Support reports to the Vice-Rector for Academic Affairs and directly reports to the Director of the Center for Education Quality, Licensing, and Accreditation.
1.3 In its activities, DEQ is guided by the Constitution and Laws of Ukraine «On Education», «On Higher Education», Decrees of the President of Ukraine and Decrees of the Cabinet of Ministers of Ukraine, Orders of the Ministry of Education and Science of Ukraine, the Statute of the University, as well as other regulatory documents of Ukraine and the University concerning the organization of educational activities and these Regulations.
1.4 DEQ is established, reorganized, or liquidated by the decision of the Academic Council of the University regarding changes in the organizational structure of the University, which is enacted by the Rector's order.
1.5 DEQ consists of:
- Licensing and Accreditation Group;
- Analytics Group;
- Educational and Methodological Support Group.
1.6 Termination of DEQ activities is carried out through its liquidation or reorganization. In case of reorganization, all DEQ documentation must be transferred in a timely manner to the successor for preservation, and in case of liquidation – to the University archive.
2. Main Tasks
2.1 Main tasks of the Licensing and Accreditation Group:
- licensing procedure – initiation (expansion) of educational activities at the corresponding level of higher education or under an educational program that involves awarding a professional qualification for professions subject to additional regulation at the corresponding level of higher education at the University;
- educational program accreditation procedure – organization and coordination of work on the accreditation of educational programs under which higher education applicants are trained at the University;
- quality control – monitoring and internal audit of educational programs as a tool for ensuring the quality of higher education at the University;
- information support – preparation of methodological, informational, and information-analytical materials on licensing and accreditation issues.
2.2 Main tasks of the Analytics Group:
- conducting regular monitoring of academic performance indicators of higher education applicants, examination session results, and qualification thesis defenses;
- implementation of analytical tools for collecting and processing information on educational process results;
- development of analytical reports and statistical materials for internal use, strategic decision-making, and reporting to state authorities;
- creation of education quality monitoring and analysis systems using modern information technologies;
- coordination of interaction between faculties, departments, and other structural subdivisions of the University regarding the implementation of the educational process and fulfillment of strategic goals;
- organization and support of the competitive selection procedure for filling vacant academic positions;
- formulation of proposals for a balanced distribution of workload among academic staff based on data regarding the educational process, staffing, and University needs;
- interaction with administrative and financial departments of the University regarding the approval of the staffing table and making amendments when necessary;
2.3 Main tasks of the Educational and Methodological Support Group:
- development of methodological recommendations and methodologies for calculating teaching workload in accordance with current regulatory acts, higher education standards, and recommendations of the Ministry of Education and Science of Ukraine;
- development of methodological recommendations for creating and updating educational and methodological packages and course syllabi;
- organization and coordination of the work of departments and faculties on providing courses with educational and methodological literature, as well as organizing the peer review of literature prepared for publication;
- coordination of the development and implementation of electronic learning materials and platforms to support the educational process;
- providing recommendations on optimizing the structure of curricula, course content, and assessment methods;
- organization of the process for students to select elective courses according to curriculum templates;
- ensuring the coordination of the group's work with the sectorial scientific and methodological committees of the University, including planning joint events, working meetings, and discussions;
- development and approval of academic process schedules for students of all levels and modes of study, taking into account the requirements of educational programs and higher education standards;
- development of class, consultation, and exam schedules for students of all levels and modes of study, considering faculty workload, availability of teaching facilities, and equipment.
2.4 The tasks of DEQ are implemented through full and effective execution of all elements of the educational and organizational process with extensive use of modern information technologies.
3. Functions
3.1 The main direction of DEQ activity is the improvement of the educational process at the University, aimed at ensuring the quality of the educational process and effective functioning of the Quality Management System (QMS) of the University.
3.2 DEQ performs the following functions according to its activity areas:
3.2.1 Functions of the Licensing and Accreditation Group:
- organization and coordination of work regarding the licensing procedure;
- organization and coordination of work regarding the educational program accreditation procedure;
- monitoring and internal audit of educational programs in accordance with current legislation of Ukraine and regulatory documents of the University;
- development and preparation of methodological, informational, and information-analytical materials on licensing and accreditation issues and conveying them to responsible persons in dean's offices, departments, and structural subdivisions.
3.2.2 Functions of the Analytics Group:
- development and maintenance of the Epos web application – implementation of new features, performance optimization, and bug fixing; database creation, integration with services, as well as ensuring security and stability; modification of existing software modules and code refactoring;
- development, analysis, and optimization of document templates for curricula, semester plans, and teaching assignments for their further implementation into the workflow of the University's educational process; automation of curriculum, semester plan, and teaching assignment development for all areas of study;
- software support and testing of existing modules, development of new software modules and functionality, modification of existing modules, and code refactoring for the Pilot automated system;
- carrying out analytical activities regarding the implementation of electronic forms of educational documentation, etc., into the University's educational process; generating student rankings for other structural subdivisions; developing and storing electronic forms of regulatory documents;
- collecting and processing statistical data, generating reporting documents at the request of the administration and other departments.
3.2.3 Functions of the Educational and Methodological Support Group:
- organization and coordination of the work of departments and faculties on providing courses with educational and methodological literature, as well as organizing the peer review of literature prepared for publication;
- preparation of reports on the volume of educational and methodological literature published by University faculty members;
- development of academic process schedules for the University;
- verification of curricula compliance with templates approved by the University's sectorial scientific and methodological committees;
- accounting, preservation, and computer archiving of curricula and semester plans for the current academic year, generation and issuance of teaching assignments to departments;
- organization and coordination of the work of University departments in developing and approving course syllabi, coordination of student learning according to individual study plans;
- compilation of class, consultation, and exam schedules for students of all levels and modes of study;
- publishing class, consultation, and exam schedules for faculty members and students on the University website;
- consulting faculty members and students on using class schedules on the University website.
4. Rights and Responsibilities
4.1 The rights and responsibilities of the Department of Education Quality, Analytics, and Educational and Methodological Support are exercised through the rights and responsibilities of its head and employees.
4.2 The Head of the DEQ is vested with the following rights and responsibilities:
- to submit proposals to the University administration regarding the improvement of the department's performance;
- to organize experience sharing and facilitate professional development of department employees;
- to participate in the development and approval of draft instructions, regulations, and other regulatory documents of the University concerning the activities of the DEQ;
- to represent the interests of the University on matters within the competence of the DEQ in relevant institutions and organizations;
- to correspond with relevant institutions and organizations on matters related to the activities of the DEQ;
- to cooperate with structural subdivisions of the University to provide materials necessary for the execution of functions assigned to the DEQ;
- to hold meetings and seminars to discuss issues related to the educational process;
- to submit proposals regarding incentives for achievements at work and the application of disciplinary measures for violations of labor discipline and Internal Labor Regulations by employees;
- to participate in considering matters related to the work of the DEQ, as well as issues regarding the transfer or dismissal of employees.
4.3 The rights of department employees are determined by the current legislation of Ukraine, the Statute, Internal Labor Regulations of the University, and relevant job descriptions.
5. Management
5.1 Management of the Department of Education Quality, Analytics, and Educational and Methodological Support is exercised by the Head of the DEQ, who is appointed to and dismissed from position by order of the Rector of the University.
The Head of the DEQ may be dismissed from position on grounds specified by the labor legislation of Ukraine.
5.2 A person holding a higher education degree (Master's or Specialist's degree) and having at least 5 years of work experience in the educational sector in a relevant field is appointed to the position of Head of the DEQ. Qualification requirements for the position of Head of the DEQ are defined in the job description approved by the Rector of the University.
5.3 The Head of DEQ 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 concerning the educational field, orders and regulations of the Ministry of Education and Science of Ukraine, other legislative and regulatory acts on education, Internal Labor Regulations, occupational health and safety rules and standards, and fire safety regulations.
5.4 The Head of DEQ issues instructions regarding the activities of the department, which are binding on its employees and may be canceled by the senior 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 DEQ is guided by the provisions set out in the relevant job description.
5.6 The Head of the Department of Education Quality, Analytics, and Educational and Methodological Support:
- coordinates the activities of DEQ in accordance with education legislation;
- plans the work of DEQ;
- supervises the work of DEQ employees;
- implements measures to improve the organizational structure of DEQ;
- ensures the preservation of the educational and material base of the department in accordance with regulatory requirements, and is responsible for compliance with internal labor regulations, sanitary and hygienic conditions, occupational health, and safety rules.
6. Responsibility
6.1 The Head of the Department of Education Quality, Analytics, and Educational and Methodological Support is responsible for the high-quality and timely execution of tasks and functions assigned to DEQ as specified in these Regulations.
6.2 The responsibility of other employees is determined by their job descriptions.
7. Interaction with Other Structural Subdivisions
7.1 To implement its functions and tasks, DEQ may, in accordance with the established procedure, receive or provide information within its competence, participate in initiating and implementing joint activities, and interact within its competence with other structural subdivisions of the University.
7.2 In performing its functions, DEQ interacts:
- with faculties, departments, the HR Department, the Planning and Financial Department, the Educational and Organizational Department, and other subdivisions of the University on matters of educational, methodological, upbringing, and organizational work;
- with the Ministry of Education and Science of Ukraine, the Department of Education Quality Monitoring, Licensing, and Accreditation, higher education 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 Regulations on the Department of Education Quality, Analytics, and Educational and Methodological Support are signed by the Head of DEQ and approved by the Vice-Rector for Academic Affairs, Director of the Center for Education Quality, Licensing, and Accreditation, Head of the Legal Department, and Head of the HR Department.
8.2 Regulations on DEQ are approved by the Academic Council of the University and enacted by the Rector's order.
8.3 Amendments and/or additions to these Regulations are made in accordance with the procedure established for their adoption.