Regulations on the International Relations Department
of the National Aerospace University
“Kharkiv Aviation Institute”
Approved by:
the Academic Council of the
National Aerospace University
“Kharkiv Aviation Institute”
Minutes No. 11 dated May 27, 2026
Enacted by Order No. 2231 dated May 27, 2026
QMS KHAI-IRD-R/001:2026
Effective date: May 27, 2026
Revision No. 1
1. General Provisions
1.1. Regulations on the International Relations Department of the National Aerospace University “Kharkiv Aviation Institute” (hereinafter referred to as the University or KHAI) are developed in accordance with the instruction “Procedure for the Preparation of Regulations on Structural Subdivisions” QMS KHAI-HRD-W/001:2015, the Charter of the National Aerospace University “Kharkiv Aviation Institute” (hereinafter referred to as the Charter) and determine the legal status of the International Relations Department, its structure, tasks, functions, rights, executive competencies, responsibilities, and interaction with other structural subdivisions.
1.2. In its activities, the International Relations Department is guided by the Constitution and Laws of Ukraine “On Education”, “On Higher Education”, “On Scientific and Scientific-Technical Activity”, decrees of the President of Ukraine, resolutions of the Verkhovna Rada of Ukraine, international treaties of Ukraine, resolutions and decrees of the Cabinet of Ministers of Ukraine, orders and instructive letters of the Ministry of Education and Science of Ukraine, the Ministry of Internal Affairs of Ukraine, the State Border Guard Service of Ukraine, the State Migration Service of Ukraine, the Charter, orders and decrees of the Rector of the University, and these Regulations.
1.3. The goal of the International Relations Department's activities is the progressive integration of the University into the European and global educational, scientific, economic, and cultural space to achieve high international standards in University management, educational, and scientific work; organizational, technical, informational, and methodological support of the University's international activities; organization and development of international cooperation of the University, as well as international relations and cooperation in scientific, educational, and cultural spheres; operation of external international communications, and participation in international programs.
1.4. The International Relations Department is a structural subdivision of the University through which external international communications function, international partnerships develop, participation in international programs is carried out, and the University's European integration efforts are coordinated. The decision to establish, reorganize, and liquidate the International Relations Department is made by the Academic Council of the University in accordance with the procedure established by the Law of Ukraine “On Higher Education” and the Charter of the University.
2. Main Areas and Tasks
2.1. The activities of the International Relations Department are carried out in the following areas:
1) Development of the strategy for the University's international activities.
2) Organization of the University's international activities, development of methods for their implementation, preparation of agreements (programs) and other documents to implement the University's tasks in the field of international relations.
3) Attracting international resources to the University for the development of educational and research activities through the implementation of international educational and scientific projects.
4) Coordination of the activities of the University's subdivisions in drafting and executing international agreements, programs, projects, and contracts.
2.2. The main tasks of the International Relations Department are:
1) preparation of proposals defining priority areas of the University's international activities;
2) establishing and developing effective mutually beneficial partnership ties with leading educational and scientific institutions around the world, preparing partnership programs of cooperation in science, education, and culture;
3) organization and support of international projects in educational and scientific activities, as well as cultural and educational programs;
4) participation in drafting agreements, work programs, and projects with foreign partners, monitoring their implementation;
5) organization and coordination of international academic mobility programs for participants in the educational process of the University, maintaining relations with foreign partners in joint exchange programs and overseas internship programs for teachers and students of the University;
6) establishing and maintaining contacts with international organizations and agencies, embassies of foreign states in Ukraine, and embassies of Ukraine abroad;
7) provision of protocol and organizational support for events related to the international cooperation of the University, registration, accounting, documentation, and direct organization of visits by foreign delegations, specialists, teachers, and students arriving at the University for educational purposes, etc.;
8) promotion of the KHAI brand abroad, participation of the University in national and international HEI rankings, promotional activities, dissemination of information on admission areas and requirements for foreign higher education applicants;
9) managing document workflow for the International Relations Department;
10) ensuring the compilation and submission of necessary statistical and other reports on international cooperation matters;
11) maintaining interaction with state authorities, public organizations, and individuals on matters concerning international cooperation.
The tasks of the International Relations Department are carried out through full and effective execution of all elements of the international activity process with extensive application of modern information technologies.
3. Functions
In order to accomplish its main tasks, the International Relations Department performs the following functions:
3.1. Interaction with international organizations, foreign partners, and embassies of foreign states regarding the implementation of the University's international relations, including:
1) participation in drafting agreements, work programs, and projects with foreign partners, monitoring their implementation;
2) organization of the University's participation in international academic mobility programs and cooperation projects within the ERASMUS+ program framework and other projects, searching for potential foreign internship and practical training placements;
3) searching for and supporting international grants and financial support programs for scientific and educational activities of faculty, staff, and students;
4) promoting University participation in national and international rankings, conducting necessary procedures for overseas recognition of the University;
5) organizing international seminars, symposiums, conferences, as well as disseminating information among University faculty regarding such events in other countries;
6) organizing the University's participation in "double degree" programs;
7) performing representative functions, organizing and hosting foreign delegations, specialists, and higher education applicants at the University;
8) maintaining documentation on the implementation and coordination of the University's international activities.
3.2. Organization of international scientific and practical conferences, symposiums, seminars, exhibitions, and other educational, scientific, and cultural events hosted by the University, as well as organizing the participation of higher education applicants and University staff in such events abroad, including:
1) organizing business trips abroad for training, internships, and experience exchange for faculty, postgraduate students, and higher education applicants of the University;
2) inviting highly qualified foreign experts to the University to deliver lectures, conduct consultations, carry out joint scientific research, and provide methodological assistance to improve the educational structure and system;
3) issuing and accounting for invitations to foreign specialists, organizing receptions for foreign delegations invited to the University by the Rector, and preparing itinerary programs;
4) preparing documents, providing consultations, assisting in preparation for interviews at consular posts, and holding briefing sessions for outgoing personnel regarding visa regulations in foreign states.
3.3. Support of European integration processes:
1) coordinating activities of the University's structural subdivisions regarding the implementation of European standards in education and science;
2) participating in strategic initiatives aimed at integrating the University into the European Higher Education Area.
3.4. Analytics of the University's international activities and preparation of necessary reporting regarding the University's activities in international cooperation, including:
1) interacting with state authorities, public organizations, and individuals on matters related to international cooperation, as well as the stay and study of foreign citizens;
2) preparation of proposals defining priority areas of the University's international activities;
3) preparation and analysis of documents regulating international activities at the University (regulations, orders, methodological guidelines), including the effectiveness of business trips abroad;
4) analysis of the interaction between the structural subdivisions of the University in the field of international cooperation, including the analysis, synthesis, and dissemination of information on international activities using modern communication methods and tools;
5) coordination of the work of University subdivisions regarding their participation in international programs and projects, providing methodological assistance to structural subdivisions based on international experience in developing educational programs and plans, training specialists for foreign countries, as well as conducting international events.
4. Rights and Responsibilities
4.1. The rights and responsibilities of the International Relations Department are implemented through the rights and responsibilities of its head — the Head of the International Relations Department and its employees.
4.2. The Head of the International Relations Department and its employees have the right to:
1) discuss matters of the University's international cooperation with representatives of competent state administration bodies, embassies, educational institutions, enterprises, foundations, and other organizations of foreign countries, conduct negotiations and correspondence with them;
2) request necessary data and information from the faculties and departments of the University regarding the implementation of normative and administrative documents of the University related to international relations;
3) submit proposals to the University executive management regarding the prospective development of international relations, participation in conferences, and other events in the field of international cooperation;
4) submit draft agreements on joint activities with foreign enterprises, institutions, and organizations to the Rector of the University in accordance with current legislation to fulfill the University's tasks; participate in and represent the University in the activities of international organizations by decision of the Rector;
5) receive reference and analytical information from the structural subdivisions of the University necessary for analyzing the University's international activities and preparing required reporting on the University's activities in international cooperation.
4.3. The Head of the International Relations Department and its employees have the following responsibilities:
1) ensure compliance with the labor legislation of Ukraine, regulatory acts of the Ministry of Education and Science of Ukraine, the Ministry of Internal Affairs of Ukraine, the State Border Guard Service of Ukraine, the State Migration Service of Ukraine, the Charter of the University, and these Regulations;
2) comply with the provisions of normative acts and administrative documents of the University regarding educational, scientific, organizational, international, and other activities;
3) conduct negotiations and correspondence with embassies and consular posts, international organizations and their representative offices, other state and non-state institutions, and companies on behalf of the University leadership within the delegated authority;
4) adhere to the contractual obligations of the University with foreign entities of educational, scientific, and industrial activity, as well as citizens;
5) comply with financial discipline requirements, ensure the preservation of state property and material assets of the University assigned to the International Relations Department.
5. Leadership and Structure of the International Relations Department
5.1. The International Relations Department is headed by a Head who is appointed to and dismissed from office by order of the Rector of the University. The Head of the International Relations Department may be dismissed on grounds specified by labor legislation, as well as for violations of the University Charter in accordance with the effective legislation of Ukraine.
5.2. The Head of the International Relations Department must know Ukrainian legislation regarding the educational sector, orders and decrees of the Ministry of Education and Science of Ukraine, and other legislative and regulatory acts on educational matters, Internal Working Regulations, occupational safety and security rules and standards, and fire safety regulations.
5.3. A person holding a Master's degree (or Specialist degree), having work experience in higher education institutions, and possessing proficiency in business English or an official language of the European Union shall be appointed to the position of Head of the International Relations Department.
5.4. The Head of the International Relations Department issues orders regarding the department's operations, which are binding for its employees and may be revoked by the Rector of the University if they contradict Ukrainian legislation, the Charter, or harm the interests of the University.
5.5. In their work, the Head of the International Relations Department is guided by the provisions set forth in their job description.
5.6. The International Relations Department is a structural subdivision of the University that unites the following work areas: international cooperation and European integration. The structure and staffing of the International Relations Department are approved by the Rector of the University upon recommendation of the Vice-Rector for Academic and Research Work and International Relations in accordance with current legislation of Ukraine within the approved estimate and staffing table of the University.
5.7. The structural subdivisions of the International Relations Department may include laboratories, sectors, etc.
6. Responsibility
6.1. The Head of the International Relations Department is responsible for the high-quality and timely performance of assigned tasks and functions under these Regulations.
6.2. The degree of responsibility of employees of the International Relations Department is established by their job descriptions.
7. Interaction with Other Structural Subdivisions
7.1. The International Relations Department reports directly to the Vice-Rector for Academic and Research Work and International Relations of the University.
7.2. To resolve operational matters, the International Relations Department interacts with the Ministry of Education and Science of Ukraine, international relations departments of other universities within Ukraine and abroad, embassies, foundations, associations, educational, cultural, and scientific centers, foreign partners, state and private organizations of Ukraine, and other subdivisions of the University on matters falling within the department's competence.
8. Final Provisions
8.1. Regulations on the International Relations Department are approved by the Academic Council of the University and enacted by order of the Rector.
8.2. Amendments and/or additions to these Regulations are made following the procedure established for their adoption.