Regulations on the Digital Institutional Repository
of the National Aerospace University
«Kharkiv Aviation Institute»
Approved by:
Academic Council
of the National Aerospace University
«Kharkiv Aviation Institute»
Minutes No. 10 dated April 22, 2026
Enacted by: Order No. 187 dated April 22, 2026
QMS HAI-NTB-P/027:2026
Date of introduction: April 22, 2026
Revision No. 2
1. General Provisions
1.1. The Regulations on the Digital Institutional Repository of the National Aerospace University «Kharkiv Aviation Institute» – dKhAIIR (Repository) defines the name, structure, tasks, and regulates the basic principles of organization and management of the repository of scientific and educational materials of the University.
1.2. The name dKhAIIR is the abbreviated name of the digital institutional repository of scientific and educational materials of the National Aerospace University «Kharkiv Aviation Institute» in English (Institutional Digital Repository of National Aerospace University «Kharkiv Aviation Institute»). Repository address on the Internet: https//dspace.khai.edu.
1.3. dKhAIIR is an institutional repository that accumulates, stores, distributes, and provides long-term, permanent, and reliable access via the Internet to scientific and educational materials of the faculty, staff of all departments, higher education seekers, postgraduate students, and doctoral students of the University.
1.4. dKhAIIR is formed and functions in accordance with the following documents:
- Law of Ukraine «On Libraries and Librarianship» No. 33/95-VR dated January 27, 1995, as amended by Law No. 1561-III dated March 16, 2000 (as amended);
- Law of Ukraine «On Copyright and Related Rights» No. 3792-12 dated December 23, 1993 (as amended), which establishes copyright for computer programs, electronic publications, databases, and written literary works;
- Law of Ukraine «On the National Informatization Program» No. 74/98-VR dated February 4, 1998, which defines the strategy for meeting information needs and information support for socio-economic, ecological, scientific-technical, national-cultural, and other activities;
- Law of Ukraine «On Electronic Documents and Electronic Document Management» No. 851 dated May 22, 2003 (as amended), which applies to relations arising in the process of creation, sending, transmission, receipt, storage, and use of electronic documents;
- Law of Ukraine «On Information Protection in Automated Systems» No. 80/94-VR dated July 5, 1994 (as amended), which establishes the basis for regulating legal relations regarding information protection in automated systems while respecting the ownership rights of Ukrainian citizens to information and the right of access to it;
- Regulations on the National Repository of Academic Texts, approved by Resolution of the Cabinet of Ministers of Ukraine No. 541 dated July 19, 2017;
- Regulations on the Operation of the National Repository of Academic Texts, approved by Order of the Ministry of Education and Science of Ukraine No. 707 dated July 4, 2018;
- Regulations on the Scientific and Technical Library of the University;
- Regulations on the Digital Institutional Depository of the National Aerospace University «Kharkiv Aviation Institute»;
- DSTU 8302:2015 «Information and Documentation. Bibliographic Reference. General Provisions and Compilation Rules» and other standards concerning the compilation of bibliographic records of documents.
2. Basic Terms
2.1. Author – an individual who created a work through their creative labor and to whom exclusive rights to the work belong, in accordance with the Civil Code of Ukraine, the Law of Ukraine «On Copyright and Related Rights», or an agreement.
2.2. Works – works created by authors as a result of creative activity on personal initiative, by order, or in the course of performing official duties: written literary works – books, brochures, articles, lecture notes, analytical reviews, reports, presentations, etc.; illustrations, maps, plans, sketches, and plastic works related to geography, topography, architecture, or science; audiovisual works; works of fine art; photographic works; other works presented in electronic (including digital) form readable by a computer (Article 433 of the Civil Code of Ukraine, Article 8 of the Law of Ukraine «On Copyright and Related Rights»).
2.3. Open Access – free and gratuitous permanent access of any user to academic texts presented in the University Repository.
2.4. Depositor – a person who archives materials in the repository.
2.5. Institutional repository – a network service for storing, systematizing, and distributing works in digital form, and ensuring long-term, permanent, and reliable access via the Internet to materials of a scientific, educational, and methodological purpose of a certain institution.
2.6. Self-archiving – the posting by authors of electronic versions of their scientific works in publicly available electronic document archives.
2.7. Accession agreement – an agreement whose terms are established by the University and which can be concluded only by the author acceding to the agreement as a whole. The author cannot propose their own terms of the agreement (Clause 1, Article 634 of the Civil Code of Ukraine).
2.8. Intellectual rights to a work include exclusive rights and personal non-property rights.
2.9. Personal non-property rights of the author include the right of authorship, the right to a name, the right to integrity of the work, and the right to disclose the work.
2.10. Exclusive right – this is a property right. An exclusive right may belong to one or more individuals or legal entities (rightsholders). The rightsholder may, at their own discretion, decide or prohibit other persons from using the result of intellectual activity.
2.11. Qualification graduation work of a higher education seeker – an independent work prepared for the purpose of public defense to obtain a Bachelor's or Master's degree in higher education.
2.12. Open data – information that has no restrictions on publication (i.e., does not contain information that, in accordance with the law, is subject to protection from unauthorized access) and is provided in a format that allows its automated processing by electronic means, free and gratuitous access to it, as well as its further use.
2.13. Reproduction – the manufacturing of one or more copies of a work, videogram, phonogram in any material form, as well as their recording for temporary or permanent storage in electronic (including digital), optical, or other computer-readable form.
3. Tasks and Functions of the Repository
3.1. The main purpose of dKhAIIR – accumulation, systematization, and electronic storage of intellectual products of the university community, provision of open access to them via Internet technologies, dissemination of these materials in the environment of the global scientific and educational community, expansion of the user audience, and promotion of academic integrity.
3.2. Tasks of dKhAIIR:
- to ensure centralized and long-term electronic storage of full texts of works;
- to contribute to the growth of popularity of the National Aerospace University «Kharkiv Aviation Institute» and improve the quality of scientific communication by disseminating research results conducted at the University in the global network;
- to contribute to expanding the user audience and increasing the number of citations of scientific publications of University employees by providing free access to them for a wide range of Internet users;
- to stimulate the accession of scientists, teachers, postgraduate students, and students of the University to European and global scientific communities;
- to create a reliable and accessible accounting system for publications of scientific works of faculties and individual employees of the University.
- to contribute to the increase of scientometric indicators of University employees.
3.3. The dKhAIIR repository is focused on scientists, teachers, postgraduate students, and higher education seekers, and performs the following functions:
- educational, aimed at supporting the educational process;
- scientific, aimed at supporting the research process;
- reference and information, aimed at meeting the information requests of users from various fields of knowledge.
4. Repository Management
4.1. General management of the Repository is carried out by the University Academic Council.
Control and coordination of the Repository's work are carried out by the Vice-Rector for Scientific Work.
4.2. Organizational and methodological support for the Repository is provided by the Scientific and Technical Library of the University. Ongoing control over the functioning of the Repository is exercised by the Director of the Scientific and Technical Library.
4.3. Technical and software support and the operability of software tools are provided by the Department of Informatization and Automation of Library Processes of the Scientific and Technical Library and the Center for Information Technologies of the University.
5. Structure and Composition of the Repository
5.1. The dKhAIIR repository is a universal scientific collection in terms of content. The Repository structure consists of communities (funds) of faculties, scientific subdivisions of the University, and funds of individual types of information resources in the root catalog. Each community can have document collections. With the development of the archive, the division into communities, subdivisions, and collections may change.
5.2. The following may be included in the Repository:
- dissertations for scientific degrees and dissertation abstracts;
- articles in scientific publications, including all articles (set of articles) on the basis of the defense of which a scientific degree was awarded;
- thematic collections, conference materials;
- monographs, including those on the basis of the defense of which a scientific degree was awarded;
- scientific publications of University employees published in other publishing houses, provided there is no prohibition on their placement in the Repository by the publishing houses;
- reports in the field of scientific and scientific-technical activity;
- deposited scientific works;
- textbooks, study guides, and other educational and methodological works;
- qualification graduation works of higher education seekers;
- other materials of scientific, educational, or methodological purpose at the discretion of their author.
5.3. There are no restrictions on the types of electronic resources in the Repository. These can be any electronic text data, electronic numerical data, electronic cartographic data, electronic images (video, presentations), electronic sound data, electronic interactive multimedia.
5.4. Academic texts may be entered into the Repository regardless of the date of their creation and publication.
5.5. Only those academic texts that contain open scientific and scientific-technical information and do not include confidential, secret, classified information, and information for official use are transferred to the Repository.
6. Procedure for Creation and Functioning of the Repository
6.1. The Repository is created using open-source DSpace software, developed by the Massachusetts Institute of Technology, which supports the OAI-PMH (Open Access Initiative Protocol for Metadata Harvesting) metadata exchange protocol, thereby allowing the electronic Repository to be integrated into international registries.
6.2. The Repository is replenished with documents through self-archiving by the author of the work. To obtain the opportunity for self-archiving, the author must register and obtain depositor rights from the dKhAIIR administrator.
6.3. At the author's request, the dKhAIIR administrator can grant depositor rights to a librarian, who will perform the archiving of the material transmitted by the author in electronic form.
6.4. All file formats in which electronic resources are created are supported. However, certain formats are recommended for use for each of the types:
| Recommended Formats for Application | ||
|---|---|---|
| Material | Format Name | Extension |
| Text | Adobe PDF, Microsoft Word | pdf, doc |
| Presentation | Microsoft Powerpoint | ppt |
| Tables | Microsoft Excel | xls |
| Images | JPEG, GIF | jpg, gif |
| Audio | WAV, MP3 | wav, mp3 |
| Video | MPEG | mpeg, mpg, mpe |
6.5. The archiving procedure in the Repository is carried out by step-by-step completion of fields containing the main set of data about the work (metadata): author, title, year of publication, abstract, source, publisher, organization, etc., as well as the file of the work in a format convenient for distribution and reuse in the original language and with keywords in Ukrainian and English.
6.6. The replenishment of dKhAIIR with works by teachers, scientists, degree seekers, and higher education seekers is formed not only by free placement, but also by the mandatory placement of the work by the author or the responsible depositor:
- electronic educational publications of the University;
- scientific publications and educational-methodological materials published at the University;
- articles from scientific periodicals of the University;
- dissertations for scientific degrees and qualification graduation works.
6.7. Works placed in dKhAIIR are provided with a permanent, unchanging URI (Universal Resource Identifier) – a universal resource identifier (hyperlink to the document).
6.8. Authors are fully responsible for the content of posted materials.
6.9. At the author's request, the library withdraws the electronic publication from open access. All requests for material withdrawal must go through the dKhAIIR administrator.
6.10. If the faculty (University Academic Council) recognizes a low level of work, it instructs the dKhAIIR administrator to remove this document.
7. Copyright Protection
7.1. Open access does not cancel copyright. If the author independently places material in dKhAIIR, or transfers it to the Scientific and Technical Library of the University for placement of this material in dKhAIIR by proxy, they agree to the terms of the Copyright Agreement on the transfer of non-exclusive rights to use the work via dKhAIIR (Appendix No. 1): non-exclusive rights for the presentation, transfer, and distribution of this material worldwide in electronic format; transfer of this material to any environment or format necessary for its storage; making copies of the material for safety, backup copies, and preservation.
7.2. In the Copyright Agreement, the author confirms that by placing the work in dKhAIIR, they do not violate the rights of third parties (other authors or publishers).
7.3. By the Copyright Agreement, the author confirms that at the time of placing the work in dKhAIIR, only they own the exclusive property rights to the work, that they are neither fully nor partially transferred (alienated) to anyone, and that the property rights to the work are neither fully nor partially the subject of a pledge, judicial dispute, or claims by third parties.
7.4. The author bears all types of liability to third parties who have claimed their rights to the work, and reimburses the University for all costs caused by claims of third parties regarding the violation of copyright and other rights to the work.
7.5. In the case where the work is created in co-authorship, each of the authors accepts the terms of this agreement when placing such a work in dKhAIIR.
7.6. The author retains the right to independently use or transfer similar rights to use the work to third parties.
7.7. The work cannot be placed in dKhAIIR if it violates human rights to privacy of personal and family life, harms public order, health, and the moral state of an individual, or contains information protected by the state.
7.8. The Copyright Agreement may be terminated at the request of the author if they are deprived of property rights to the work that they had at the time of placing the work in the Open Access Repository, as well as if the agreement contains other conditions burdensome for the author. Then they themselves or with the help of the administrator withdraw the work from the repository.
8. Final Provisions
8.1. Amendments related to changes in current legislation may be made to these Regulations.
8.2. Amendments are considered at meetings of the University Academic Council and approved by order of the Rector.
8.3. Upon approval of a new edition of the Regulations, the previous Regulations become invalid.