Regulations on the Department of Postgraduate Education and Doctorate
National Aerospace University
«Kharkiv Aviation Institute»
APPROVED BY
Decision of the University Academic Council
Minutes No. 6 dated January 21, 2026
ENACTED BY
Order No. 38 dated January 22, 2026
QMS HAI-VAID-P/001:2026
Date of introduction: January 22, 2026
Revision No. 2
1. General Provisions
1.1. The Regulations on the Department of Postgraduate Education and Doctorate (hereinafter referred to as the Department) define the main tasks, functions, rights, and responsibilities of the postgraduate education and doctorate, as well as relationships with other structural units of the National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University).
The full name of the Department in Ukrainian is – Відділ аспірантури і докторантури.
The full name of the Department in English is – Department of Postgraduate education and Doctorate.
The Department is not a legal entity.
1.2. These Regulations are concluded in order to determine the purpose of the Department's activity, its tasks and functions, the procedure for organizing work, the structure and procedure of interaction with other university units, the definition of respective rights and responsibilities, the establishment of the procedure for reorganization of the Department, etc.
1.3. The Regulations are posted in the electronic Register of the public regulatory framework of the University's quality management system, which is an integral part of the general information section of the official university website.
1.4. The Department is a structural unit of the University and reports directly to the Vice-Rector for Scientific Work.
1.5. In its work, the Department is guided by the Constitution of Ukraine, the laws of Ukraine «On Education», «On Higher Education», «On Scientific and Scientific-Technical Activity», the «Regulations on the Training of Scientific-Pedagogical and Scientific Personnel», the «Procedure for Training Higher Education Seekers for the Degrees of Doctor of Philosophy and Doctor of Sciences in Higher Educational Institutions (Scientific Institutions)», administrative documents and directive letters of the Ministry of Education and Science of Ukraine concerning the procedure for training specialists of higher qualification levels of the National Qualifications Framework, provisions of the University Statute, internal regulatory documents, orders and instructions of the Rector, the Vice-Rector for Scientific Work, and these Regulations.
1.6. The activity of the postgraduate education and doctorate contributes to the implementation of state policy on training specialists of higher qualification levels of the National Qualifications Framework.
2. Tasks and Functions
2.1. The main tasks of the Department are:
- organizing the activities of the postgraduate education and doctorate in order to ensure the implementation of requirements for the third (educational and scientific) and scientific levels of higher education;
- ensuring the enforcement of regulatory legal acts in accordance with the direction of the Department's activity and exercising control over their implementation within its competence;
- ensuring the quality of the University's educational activities regarding the training of Doctors of Philosophy and Doctors of Sciences;
- ensuring the availability of a full range of scientific specialties in accordance with each educational specialization through an increase in scientific specialties in the postgraduate and doctoral programs and specialized academic councils of the University;
- increasing the contingent of seekers of the third (educational and scientific) and scientific levels of higher education on terms of full tuition cost reimbursement;
- conducting systematic work aimed at increasing the scientific and pedagogical potential of the University;
- controlling and coordinating the attestation of scientific and scientific-pedagogical personnel at the university;
- developing cooperation with domestic and foreign educational and scientific institutions regarding the training of Doctors of Philosophy and Doctors of Sciences, including through mechanisms of dual supervision, grant activities, academic mobility, etc.;
- organizational and methodological support for the process of training specialists of higher qualification levels of the National Qualifications Framework under educational-scientific and scientific programs;
- organizational support for conducting competitive entrance exams to postgraduate and doctoral programs in accordance with the University's admission rules;
- maintaining the register of higher education documents of the Unified State Electronic Database on Education (USEDE) regarding the creation (formation) and entry of information into the USEDE;
- organizing the educational process of full-time and part-time postgraduate students, including ensuring the free choice of educational components of educational and scientific programs;
- ensuring openness and transparency of the activities of the postgraduate education and doctorate using the University website;
- monitoring regulatory legal acts in the field of training seekers of the third (educational and scientific) and scientific levels of higher education and submitting proposals to the University management regarding their application;
- participating in the development of organizational-administrative and methodological documents on the training of Doctors of Philosophy and Doctors of Sciences;
- monitoring and controlling the implementation of individual training plans by higher education seekers for the degrees of Doctor of Philosophy and Doctor of Sciences;
- preparing and issuing documents required for submission to specialized academic councils;
- providing consultative and explanatory work among education seekers regarding the list of professional publications, the activities of specialized academic councils, and other issues related to the training and attestation of scientific and scientific-pedagogical personnel, as well as regarding their rights and obligations;
- promoting compliance with academic integrity by scientific supervisors and degree seekers of the scientific degrees of Doctor of Philosophy and Doctor of Sciences;
- promoting the implementation of research results by degree seekers of the scientific degrees of Doctor of Philosophy and Doctor of Sciences;
- maintaining the register of dissertation defenses by postgraduate and doctoral students;
- organizing, accounting for, and controlling the work of higher education seekers of the third (educational-scientific) level attached to scientific supervisors at University departments;
- preparing accounting, statistical, and reporting documentation of the Department for the Ministry of Education and Science of Ukraine and the State Statistics Service of Ukraine;
- issuing certificates of completion of postgraduate and doctoral studies, other educational documents, and their duplicates in the manner established by law;
- preparing and submitting proposals for approval by the University Academic Council regarding the current activities of postgraduate and doctoral studies (approval of dissertation topics, appointment of scientific supervisors and dissertation consultants, deadlines for dissertation completion, transferring teachers to research fellow positions for the completion of doctoral dissertations, granting creative leaves to teachers for dissertation completion in the manner established by current legislation, extending study periods in postgraduate or doctoral studies, recommending seekers of the third (educational and scientific) level for scientific and pedagogical work, admission to doctoral studies, etc.);
- career guidance work to prepare promising candidates for admission to the University's postgraduate and doctoral programs;
- developing and submitting proposals for consideration by the University management regarding measures to improve work and increase the performance indicators of the Department;
- maintaining document management in accordance with the University's record-keeping instructions.
2.2. In the process of performing the tasks assigned to it, the Department performs the following functions:
- monitors, keeps records of, and analyzes the state of implementation of postgraduate individual training plans and the execution of dissertations;
- conducts advertising, informational, and career guidance work for the training of scientific and scientific-pedagogical personnel;
- guided by directive documents, communicates relevant information to the structural units of the University to form plans and reports regarding the training of scientific and scientific-pedagogical personnel;
- coordinates the interaction of units on issues of training scientific and scientific-pedagogical personnel;
- develops content about the activities of postgraduate and doctoral studies for the official website of the University and social media pages;
- keeps records of doctoral and postgraduate students (including foreign citizens);
- ensures the implementation of admission and graduation plans, as well as the effective functioning of the University's postgraduate and doctoral programs;
- participates in the work of the Academic and Scientific-Methodological Councils of the University.
3. Structure and Management of the Department's Work
3.1. The Department is headed by a Head who is appointed and dismissed by order of the University Rector.
3.2. During the absence of the Head of the Department, their duties are performed by a person appointed by order of the University Rector, who acquires the corresponding powers and bears responsibility for their improper performance.
3.3. The Head of the Department issues instructions regarding the activities of the department, which are mandatory for its employees and may be canceled by the higher management of the University if they contradict legislation, the Statute, or harm the interests of the University.
3.4. In their work, the Head of the Department is guided by the provisions set forth in the relevant job description.
3.5. The Head of the Department:
- coordinates the activities of the department in accordance with the legislation on higher education, scientific and scientific-technical activity;
- plans the work of the department;
- exercises control over the work of the department's employees;
- implements measures to improve the organizational structure of the department;
- ensures the preservation of the scientific and material base of the department in accordance with regulatory requirements, is responsible for compliance with internal regulations, sanitary and hygienic regime, labor protection, and safety engineering;
- ensures, within the scope of competence, the implementation of regulatory legal acts on compliance with equal rights and opportunities for women and men.
3.6. The structure, headcount, and remuneration of the Department's employees are determined by the University Rector in accordance with the staffing table upon the submission of the Head of the Department.
3.7. Employment and activities of the Department's employees are carried out in accordance with the Labor Code of Ukraine and other regulatory acts regulating employment and dismissal in Ukraine and at the University, on the basis of job descriptions developed by the Head of the Department and approved by the Rector.
3.8. The distribution of duties among the Department's employees is carried out by the Head in accordance with the job description for each employee and these Regulations.
4. Rights and Obligations
4.1. The rights and obligations of the Department are realized through the rights and obligations of its head – the Head of the Department and its employees.
4.2. To fulfill the tasks assigned to it, the Department has the right to:
- receive information from the heads of educational and scientific units and other University officials for the proper performance of the functions assigned to the structural unit;
- receive comprehensive information from heads of departments, scientific supervisors of Doctor of Philosophy degree seekers, and scientific consultants of Doctor of Sciences degree seekers regarding their performance of individual work plans;
- provide recommendations to scientific supervisors of Doctor of Philosophy degree seekers and scientific consultants of Doctor of Sciences degree seekers on eliminating shortcomings in their work, including issues of academic integrity;
- participate in meetings of collegial bodies, conferences, and other events held at the University concerning the activities of the Department;
- prepare draft orders and instructions on issues related to the tasks and functions of the Department;
- guided by directive documents, communicate relevant information to the University units;
- upon the instruction of the Rector and/or the Vice-Rector for Scientific Work of the University, conduct correspondence on the training of higher education seekers for the degrees of Doctor of Philosophy and Doctor of Sciences;
- represent the University in the Ministry of Education and Science of Ukraine and other organizations, institutions, and state bodies on issues of training higher education seekers for the degrees of Doctor of Philosophy and Doctor of Sciences;
- submit proposals to the University management regarding measures to improve work and increase the performance efficiency of the Department;
- participate in the work of the University Academic Council and submit proposals to it regarding activities on training specialists of higher qualification levels of the National Qualifications Framework;
- submit proposals for rewarding scientific supervisors (consultants) of postgraduate and doctoral dissertation works;
- receive property and equipment necessary for the Department's activities.
4.3. Employees of the Department have the right to professional training and advanced training in the established manner.
4.4. When exercising its rights, the Department is obliged to:
- comply with the requirements of current legislation of Ukraine, the Statute, internal university regulations, orders, and instructions of the University management;
- participate in the drafting of local regulatory acts and organizational and administrative documents concerning the Department's activities;
- prepare analytical and information materials within its competence upon the instruction of the University management;
- avoid and prevent the occurrence of a conflict of interest in accordance with the current legislation of Ukraine;
- comply with the requirements of the Code of Ethics;
- comply with the requirements of the Law of Ukraine «On Prevention of Corruption» and the University's Anti-Corruption Program;
- ensure the fulfillment of the tasks and functions defined by this Regulation regarding the training of specialists of higher qualification levels of the National Qualifications Framework at the University.
5. Responsibility
5.1. General responsibility for the proper, high-quality, and timely performance of the Department's tasks and functions provided for by this Regulation is borne by the Head of the Department.
5.2. The Head of the Department bears personal responsibility for:
- organizing activities to fulfill the tasks and functions assigned to the Department;
- organizing prompt and high-quality preparation and execution of tasks in the Department, and maintaining records in accordance with current rules and instructions;
- compliance of the Department's employees with the Internal Regulations;
- compliance with regulatory requirements for occupational health, labor safety engineering, etc.
5.3. The Head and employees of the Department bear personal responsibility for non-performance (improper performance) of official duties established by their job descriptions, an inadequate level of corporate culture and labor discipline in the team, untimely execution of instructions, orders, and directives of the University Rector, and non-compliance with occupational health and fire safety rules and norms.
5.4. For offenses committed in the course of their activities, guilty persons bear responsibility within the limits determined by the current legislation of Ukraine.
5.5. The Head and employees of the Department bear responsibility in the established manner for submitting unreliable data, reporting, and information on issues within their competence.
5.6. The Head and employees of the Department bear responsibility in the established manner for disclosing information constituting personal data of postgraduate and doctoral students.
5.7. For causing material damage, guilty persons bear responsibility within the limits determined by the current legislation of Ukraine.
5.8. The Head and employees of the Department bear responsibility in the established manner for the unlawful use of granted official powers, as well as their use for personal purposes, non-compliance with anti-corruption legislation and the University's Anti-Corruption Program.
6. Interrelations and Connections with Other Structural Units
6.1. To implement its functions and tasks, the Department may, in the established manner, receive or provide information related to its competence, participate in initiating and implementing joint activities, and interact within its competence with other structural units of the University.
6.2. In performing its functions, the Department interacts:
- with faculties, departments, and units of the University – in connection with the performance of the Department's respective functions and the need to provide current information on the state and prospects of its activities in accordance with the procedure operating at the University;
- with collegial and working bodies of the University, respective units of the Ministry of Education and Science of Ukraine, including for the purpose of creating conditions for consistent and coordinated activities regarding the timing, periodicity of receiving and transmitting information necessary for the proper performance of tasks assigned to it and implementation of planned measures.
7. Final Provisions
7.1. The Regulations on the Department of Postgraduate Education and Doctorate are signed by the Head of the Department, agreed upon with the Vice-Rector for Scientific Work, the Head of the Internal Audit Department, the Head of the Human Resources Department, and the Head of the Legal Department of the University.
7.2. The Regulations on the Department of Postgraduate Education and Doctorate are approved by the decision of the University Academic Council and enacted by order of the University Rector.
7.3. Amendments and/or additions to these Regulations are introduced in the manner established for their adoption.