Regulations on the Office of Equality, Inclusion, and Safe Environment
at National Aerospace University
«Kharkiv Aviation Institute»
Approved by:
The Academic Council of
National Aerospace University
«Kharkiv Aviation Institute»
Protocol No. 3 dated October 22, 2025
Enacted by Order No. 491 dated October 23, 2025
QMS KhAI-OE-R/001:2025
Date of Enactment: October 23, 2025
Revision No. 1
1. General Provisions
1.1. These Regulations define the legal and organizational foundations of the activities of the Office of Equality, Inclusion, and Safe Environment (hereinafter – the Office) of National Aerospace University «Kharkiv Aviation Institute» (hereinafter – the University) and have been developed in accordance with the University Charter, Regulations on the Policy for Counteracting Discrimination, Sexual Harassment, and Supporting Equality (Revision No. 2), the Strategy for the Development of the University for 2020–2030, and regulate the general managerial and economic-legal foundations of the Office's functioning, its structure, tasks, functions, rights, leadership competencies, responsibility, and interaction with the structural subdivisions of the University.
1.2. The Office of Equality, Inclusion, and Safe Environment is an advisory body of the University created to ensure the implementation of equal opportunities policies, counteracting discrimination, sexual harassment, bullying, and fostering an inclusive educational environment.
1.3. In its activities, the Office is guided by the Constitution of Ukraine, the Laws of Ukraine «On Education», «On Higher Education», «On Principles of Preventing and Combating Discrimination in Ukraine», «On Ensuring Equal Rights and Opportunities of Women and Men», «On Preventing and Combating Domestic Violence», regulatory acts of the Ministry of Education and Science of Ukraine, the University Charter, the University Code of Ethics, the Regulations on the Policy for Counteracting Discrimination, Sexual Harassment, and Supporting Equality of the University, and these Regulations.
1.4. The Office operates on a voluntary basis and functions under the general leadership of the Rector of the University. The direct management of the Office's activities, as well as the organization of its work, is carried out by the Center for Strategic Development and Public Positioning of the University.
1.5. The Office includes (and collaborates with) the following units and initiatives:
1.5.1. Commission for Counteracting Discrimination, Sexual Harassment, and Violence.
1.5.2. Gender Equality Commission.
1.5.3. School of Gender Knowledge.
1.5.4. Psychological and Mental Health Space.
1.6. Office employees, when performing their official duties, are required to ensure complete confidentiality and adherence to ethical standards.
1.7. The Office is established, reorganized, and liquidated by decision of the Academic Council of the University, which is enacted by order of the Rector of the University. Termination of the Office's activities is carried out through its liquidation or reorganization. During reorganization, all documentation of the Office must be transferred in a timely manner for preservation to the successor, and during liquidation — to the archive of the University.
2. Goal and Tasks of the Office
2.1. The goal of the activities of the Office of Equality, Inclusion, and Safe Environment is to ensure the implementation of state policy in the field of preventing and counteracting discrimination, sexual harassment, bullying, and other forms of violence, as well as shaping an inclusive, safe, and supportive educational space at the University based on respect for human dignity, human rights, equal opportunities, and cultural diversity.
2.2. Main tasks of the Office:
2.2.1. Ensuring compliance with the principles of equality and non-discrimination in all spheres of University activities – educational, scientific, managerial, personnel, communication.
2.2.2. Establishing an institutional response mechanism for cases of discrimination, sexual harassment, bullying, hate speech, psychological, or physical violence.
2.2.3. Supporting affected individuals through consultations, guidance, psychological assistance, ensuring confidentiality, and safe conditions for study or work.
2.2.4. Developing an inclusive environment by removing barriers to accessing education, participating in the educational process, and institutional governance.
2.2.5. Raising the level of legal, gender, and inclusion awareness among educational process participants through training courses, workshops, information campaigns, and educational activities.
2.2.6. Integrating equality and inclusion principles into University development policy, internal regulations, human resources, and educational practices.
2.2.7. Promoting a culture of respect, tolerance, mutual support, and academic integrity among all members of the university community.
2.2.8. Establishing partner interactions with state bodies, public organizations, and international institutions to implement best practices for ensuring equality, inclusion, and safety in the educational environment.
2.3. Main principles of the Office's activities:
2.3.1. Principle of equality and non-discrimination – all educational process participants have equal rights, opportunities, and access to education, resources, and services of the University, regardless of sex, age, race, skin color, nationality, language, religion or beliefs, disability, health status, sexual orientation, gender identity, social origin, property status, place of residence, or any other attributes.
2.3.2. Principle of respect for human dignity – every person at the University is valuable, deserves respect and fair treatment, and cannot be degraded by actions or words from other educational process participants.
2.3.3. Principle of a safe and supportive educational environment – the University ensures the psychological, physical, and social safety of all educational process participants and takes preventive measures to prevent violence, bullying, discrimination, and sexual harassment.
2.3.4. Principle of inclusion and accessibility – the educational environment must be open and convenient for everyone, including persons with disabilities, individuals with special educational needs, international students, and representatives of various social groups.
2.3.5. Principle of confidentiality and personal data protection – all appeals, reports, or facts of discrimination, harassment, and bullying are reviewed with strict confidentiality, and information about the applicant is not disclosed without their consent.
2.3.6. Principle of impartiality and objectivity – when reviewing appeals, the Office ensures equality of the parties, impartiality, respect for the rights of all process participants, validity of decisions, and transparency of procedures.
2.3.7. Principle of zero tolerance towards discrimination and harassment – any manifestations of discrimination, degradation, hate speech, harassment, violence, or retaliation are unacceptable and entail disciplinary or administrative liability.
2.3.8. Principle of participation and partnership – students, teachers, administration, trade unions, student organizations, and civic associations are involved in the development, implementation, and monitoring of equality and safety policies.
2.3.9. Principle of openness and transparency – information about the Office's activities, equality policy, appeal filing procedures, reports, and preventive measures are open to the university community and published in accessible formats.
2.3.10. Principle of support and trust – the Office operates on the basis of humanity, empathy, respect, and encourages a culture of mutual support and solidarity in the university community.
2.3.11. Principle of responsibility and accountability – every participant in the educational process bears personal responsibility for complying with the norms of equality, inclusion, and ethical behavior.
2.3.12. Principle of sustainable development and consistency:
- all measures of the Office are aimed at long-term formation of a culture of equality, inclusion, respect, and safety;
- the activities of the Office are integrated into the strategic development of the University.
2.3.13. Principle of intersectionality – the activities of the Office are based on the recognition of the interconnectedness and mutual influence of various forms of discrimination and inequality (based on sex, age, disability, ethnic origin, religion, social status, sexual orientation, gender identity, etc.).
2.3.14. Equality policy is developed taking into account the comprehensive impact of these factors on an individual's position in the educational and working environment.
2.3.15. Principle of participation of students and young researchers – provides for active involvement of students, postgraduate students, young scientists, and representatives of student self-government in the development, implementation, and monitoring of the Office's initiatives and policies. The Office promotes the creation of an open environment for intergenerational dialogue, leadership development, and the formation of a culture of equality among the university youth.
3. Functions of the Office
To perform its tasks, the Office carries out the following functions:
3.1. Analytical and monitoring:
3.1.1. Analyzes the state of compliance with the principles of equality, inclusion, and a safe educational environment at the University.
3.1.2. Conducts regular monitoring of cases of discrimination, sexual harassment, bullying, and hate speech.
3.1.3. Prepares analytical reports, recommendations, and proposals for the institution's leadership on improving equality and inclusion policies.
3.2. Preventive and educational:
3.2.1. Develops and implements measures to prevent discrimination, harassment, violence, and other human rights violations.
3.2.2. Organizes trainings, seminars, lectures, and information campaigns on issues of equality, inclusion, gender culture, tolerance, and relationship ethics.
3.2.3. Promotes the formation of a culture of respect, friendliness, and mutual support in the student and teaching environment.
3.2.4. Implements a system of regular training for University personnel on issues of equality, inclusion, gender sensitivity, discrimination prevention, and the development of a culture of mutual respect. Such training measures may include diversity training, bias awareness, allyship programs, seminars, and workshops for teachers, administrative staff, and heads of structural subdivisions. Participants who have completed appropriate training may be provided with internal certification or a certificate of course completion confirming their awareness of equality, inclusion, and safe environment issues. Training results are taken into account during the formation of personnel reserve, conducting attestations, and evaluating professional development of employees.
3.3. Advisory and supportive:
3.3.1. Provides consultations to students, employees, and teachers regarding issues of discrimination, sexual harassment, bullying, biased treatment, etc.
3.3.2. Provides primary psychological support and referral of affected individuals to relevant services or specialists.
3.3.3. Guarantees confidentiality of appeals and safe conditions for submitting complaints.
3.4. Response to cases of violation of equality or safety:
3.4.1. The Office is the governing body and coordination center of the University for the application of norms of the Regulations on Prevention and Counteracting Discrimination, Resolution of Conflict Situations (QMS KhAI-NMD-P/003:2023) in terms of applying formal / informal procedures for preventing discrimination, in particular, bullying, mobbing, and other manifestations of unethical behavior, as well as resolving conflict situations.
3.4.2. The Office provides coordination and organizational support for the activities of the Commission for Reviewing Complaints Regarding Discrimination, Sexual Harassment, and Supporting Equality in accordance with its powers and functions set forth in the Regulations on Policy for Counteracting Discrimination, Sexual Harassment, and Supporting Equality of the University (QMS KhAI-CQA-P/001:2025), namely:
- participates in receiving and registering appeals regarding possible cases of discrimination, sexual harassment, or bullying;
- interacts with authorized persons, ethics commission, psychological support service, legal department, and University administration;
- promotes the restoration of violated rights and the creation of safe conditions for applicants;
- guarantees compliance with the non-retaliation principle — persons who in good faith reported facts of discrimination, harassment, or bullying cannot be subject to persecution, pressure, discrimination, or any negative consequences in connection with submitting such a report; in case of detecting facts of persecution or pressure on an applicant, the Office has the right to initiate an additional check or disciplinary proceeding regarding the persons who committed such actions.
3.5. Norm-setting and methodological:
3.5.1. Develops internal policies, regulations, standards of behavior, codes of ethics, and response procedures.
3.5.2. Prepares methodological recommendations for departments, faculties, and other structural subdivisions on ensuring equality and inclusion.
3.5.3. Participates in the development of strategic documents of the University (development strategy, integrity policy, personnel policy) taking into account principles of equality and safety.
3.6. Communication and partnership:
3.6.1. Provides information support for the Office's activities through official resources of the University.
3.6.2. Promotes the popularization of values of equality, inclusion, and safety in the academic community.
3.6.3. Establishes interaction with public organizations, international institutions, and state structures working in the field of human rights, gender equality, and non-discrimination.
3.6.4. The Office may join international networks, initiatives, and programs aimed at developing equality, inclusion, and gender justice policies (in particular, HeForShe Universities, Aurora Network, Erasmus+ Inclusion, EUA Equality & Diversity Group, and others).
3.6.5. The Office may initiate and implement joint educational and scientific projects, summer and winter schools, trainings, research, and events on issues of gender equality, inclusion, counteracting discrimination, and creating a safe educational environment in cooperation with international and national partners.
3.6.6. To ensure openness and develop partner relations, the Office supports the creation and updating of an English-language information page on the official website of the University or on its international resources.
3.7. Coordination:
3.7.1. Coordinates the activities of structural subdivisions, student self-government bodies of the University, trade unions, and public organizations on issues of equality, inclusion, and safety.
3.7.2. Ensures interdepartmental interaction within the University for effective response to cases of violations.
3.7.3. The Office works in close cooperation with other structural subdivisions of the University, in particular, the legal department, occupational safety department, educational-work department, department of psychology, Council of Young Scientists, student self-government bodies, and primary trade union organizations of the University. Such cooperation is aimed at ensuring a comprehensive approach to implementing the equality policy, preventing discrimination, and creating a safe and friendly educational environment. In case of detecting systemic or repeated violations, the Office has the right to initiate a joint meeting with the University administration, relevant subdivisions, or the Academic Council of the University to review the situation, develop solutions, and preventive measures.
3.8. Educational and scientific:
3.8.1. Promotes the inclusion of topics on equality, inclusion, and gender sensitivity in educational programs and scientific research.
3.8.2. Supports scientific initiatives, research, and student projects in the field of human rights and inclusion.
3.9. Reporting and accountability:
3.9.1. Keeps records of activities, appeals, measures, and results of the implementation of the equality policy.
3.9.2. Prepares an annual report on the work of the Office, which is submitted to the leadership of the University and published in open access.
3.9.3. Ensures transparency and accountability of its activities to the university community.
4. Procedure for Organizational Work of the Office
4.1. The management of the Office is carried out by the Director of the Center for Strategic Development and Public Positioning, who is appointed by Order of the Rector.
4.2. The Office may include employees of the University, representatives of student self-government bodies, and specialists in psychological, social, and legal fields. The person responsible for preventing and counteracting sexual harassment and discrimination (hereinafter – the Person Responsible).
The Person Responsible is appointed by order of the Rector of the University from among employees with appropriate qualifications and experience.
The Person Responsible:
- receives and registers complaints regarding sexual harassment and discrimination;
- provides consultations regarding the procedure for submitting and reviewing complaints;
- conducts initial analysis of complaints and prepares materials for consideration by the Commission, in particular, requests necessary documents for this purpose;
- applies for consultation and/or information to University employees who are disinterested in the results of the complaint review;
- coordinates work on preventing and counteracting sexual harassment and discrimination;
- keeps records of cases of sexual harassment and discrimination;
- ensures the conduct of educational measures and information campaigns;
- interacts with other institutions and organizations on issues of preventing and counteracting sexual harassment and discrimination.
4.3. Meetings of the Office are held at least once every 6 months, and an extraordinary meeting is held if necessary.
4.4. At the first meeting of the Office, the members elect:
4.4.1. Deputy Head – performs the duties of the head in case of their absence, helps coordinate the work of the Office, and may be responsible for communication, information activities, etc.
4.4.2. Secretary of the Office – keeps minutes of meetings, organizes document workflow, and ensures the storage of documents.
4.4.3. Distribute duties among members of the Office.
4.5. The organization of the Office's work includes:
4.5.1. Activity planning (annual, quarterly, thematic plans);
4.5.2. Information and educational work;
4.5.3. Counseling participants in the educational/working process;
4.5.4. Participation in responding to cases of discrimination, bullying, and violence;
4.5.5. Monitoring the status of a safe and inclusive environment;
4.5.6. Preparation of analytical materials and reports.
5. Reporting and Publicity of the Office's Activities
5.1. The Office prepares an annual report on the results of its activities, implemented measures, appeals, partnerships, educational programs, statistics of discrimination cases (in an anonymized format), and recommendations for improving the equality policy.
5.2. The annual report of the Office is a public part of the University's reporting, which complies with ESG standards (European Standards and Guidelines for Quality Assurance) and the UN Sustainable Development Goals (SDG 4, 5, 10, 16). The report is submitted to the Rector of the University, the Academic Council of the University, and posted in open access on the official website of the University.
6. Final Provisions
6.1. The Regulations on the Office of Equality, Inclusion, and Safe Environment are approved by the Academic Council of the University and enacted by order of the Rector.
6.2. Amendments and/or additions to these Regulations are made in the manner established for their adoption.