Regulations on the Procedure for Competitive Selection for Vacant Positions,
Appointment and Dismissal, and Extension of the Employment Term of Scientific and Pedagogical Staff
at the National Aerospace University
«Kharkiv Aviation Institute»
Approved by:
The Academic Council of the National Aerospace University
«Kharkiv Aviation Institute»
Protocol No. 3 dated October 22, 2025
Put into effect by:
Order No. 491 dated October 23, 2025
QMS KHAI-TSYA-P/006:2025
Date of introduction: October 23, 2025
Revision No. 6
1. General Provisions
1.1. These Regulations on the procedure for competitive selection for vacant positions, appointment and dismissal, and extension of the employment term of scientific and pedagogical staff (hereinafter referred to as the Regulations) of the National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University) have been developed taking into account the requirements of the labor legislation of Ukraine, the Laws of Ukraine «On Education», «On Higher Education», «On Scientific and Scientific-Technical Activities», «On Professional Pre-Higher Education», the Recommendations on conducting competitive selection for vacant positions of scientific and pedagogical staff and concluding employment contracts (agreements) with them approved by Order of the Ministry of Education and Science of Ukraine dated October 5, 2015 No. 1005 (as amended, hereinafter referred to as the Recommendations), the Licensing Conditions for the Conduct of Educational Activities approved by Resolution of the Cabinet of Ministers of Ukraine dated December 30, 2015 No. 1187 (as amended, hereinafter referred to as the Licensing Conditions), the Professional Standard for the group of professions «Higher Education Institution Lecturers» approved by Order of the Ministry of Development of Economy, Trade and Agriculture of Ukraine dated March 23, 2021 No. 610 (hereinafter referred to as the Professional Standard), and other regulatory acts of the Cabinet of Ministers of Ukraine and the Ministry of Education and Science of Ukraine regarding the filling of positions by scientific and pedagogical staff, as well as the University Statute.
1.2. These Regulations are valid to the extent that they do not contradict current legislation and national-level regulatory frameworks, and they regulate the procedure for conducting competitive selection for vacant positions of scientific and pedagogical staff of the University as defined in Article 55 of the Law of Ukraine «On Higher Education» and in the List of positions of pedagogical and scientific and pedagogical staff approved by Resolution of the Cabinet of Ministers of Ukraine dated June 14, 2000 No. 963.
1.3. In order to select competent and professional scientific and pedagogical staff to implement the University's mission, tasks, and defined job duties, competitive selection is applied as a special procedure implemented on the principles of transparency, competition, equality, objectivity, and impartiality, allowing the University to be provided with the best-prepared personnel.
1.4. Competitive selection for a vacant position according to the procedures established by these Regulations serves as the basis for concluding an employment contract with the employee who won the competitive selection for the position of scientific and pedagogical staff and issuing an order for their hiring.
1.5. In the case of filling vacant positions for which the mandatory nature of competitive selection is not provided by the legislation of Ukraine, the competitive selection procedure or individual elements thereof may be applied in accordance with the University Statute, these Regulations, and other intra-university regulatory documents, taking into account the requirements of the labor legislation of Ukraine.
1.6. Election and appointment to the position of Rector is carried out in accordance with Article 42 of the Law of Ukraine «On Higher Education» and the Methodological Recommendations on the features of the electoral system and the procedure for electing the head of a higher educational institution, approved by Resolution of the Cabinet of Ministers of Ukraine dated December 5, 2014 No. 726 «Some issues of implementing Article 42 of the Law of Ukraine «On Higher Education»».
1.7. Filling the positions of Vice-Rectors, Director of the Scientific and Technical Library, Head of the Postgraduate and Doctoral Studies Department, and Scientific Secretary of the University takes place in accordance with the Regulations on the procedure for filling the position and dismissal of Vice-Rectors, Director of the Scientific and Technical Library, Head of the Postgraduate and Doctoral Studies Department, and Scientific Secretary (SUYA KHAI-R-P/001:2023).
1.8. The Dean of a Faculty is appointed to the position in accordance with the procedure established by Article 43 of the Law of Ukraine «On Higher Education».
1.9. These Regulations directly regulate the conduct of competitive selection to fill positions among the professorial and teaching staff: Head of Department, Professor, Associate Professor, Senior Lecturer, Assistant.
The decision on the results of the competitive selection for the vacant position of Head of Department and Professor is made by the Academic Council of the University.
The decision on the results of the competitive selection for the vacant position of Associate Professor is made by the Academic Council of the Faculty based on delegated powers in accordance with paragraph 7 of Article 36 of the Law of Ukraine «On Higher Education».
The decision on the results of the competitive selection for the vacant positions of Senior Lecturer and Assistant is made by the competitive selection commission of the Faculty in accordance with paragraph 20 of section 4 of the Recommendations.
1.10. Foreign specialists involved in the implementation of educational activities in the established manner have all the rights and obligations of University employees during their stay at the University. The terms of their arrival by invitation of the University, stay in Ukraine, appointment to a scientific and pedagogical staff position, and relevant duties may be determined individually, in particular through short-term employment contracts concluded between the University and the invited person.
1.11. The same person may not simultaneously hold two or more positions at the University that involve administrative and management functions. The performance of administrative and management functions (ensuring organization and execution) implies exercising authority in positions such as: Rector, Vice-Rector, Dean of Faculty, Head of Department, heads of other structural units of the University, their deputies, etc.
1.12. Public control over compliance with the norms of these Regulations is exercised by the Academic Councils of the University / Faculties, student self-government bodies of the University / Faculties, and trade unions.
1.13. During the implementation of these Regulations, the University adheres to the Labor Code of Ukraine, which establishes that the state guarantees citizens legal protection both against unjustified refusal of employment and against illegal dismissal, as well as assistance in retaining employment.
2. Organization of Competitive Selection
2.1. The purpose of competitive selection to fill vacant positions of scientific and pedagogical staff is an objective assessment of professional training, creation and provision of a competitive environment for the selection of candidates for scientific and pedagogical positions who are the most qualified personnel possessing deep professional knowledge, creative and scientific potential, high intellectual, pedagogical abilities, and ethical qualities.
2.2. Competitive selection for positions at the University involves the following stages and procedures:
2.2.1. Organizational and preparatory stage:
1) determining the presence of a vacant position as a basis for holding a competition to fill this position;
2) forming a submission for issuing an order to announce the competition;
3) issuing an order by the Rector on conducting competitive selection for the vacant position;
4) publishing the announcement on conducting competitive selection to fill the vacant position.
2.2.2. The stage of preparing the document package, checking the completeness of documents submitted by applicants for the position, and registering them.
2.2.3. The stage of work of the respective competitive commission and preliminary discussion of candidates' candidacies:
1) admission of applicants for further participation in the competitive selection;
2) preliminary discussion of candidates for positions at the meetings of the department, the academic council, and the labor collective of the faculty upon the referral of the competitive commission;
3) adoption of recommendations regarding applicants to the relevant academic council or making final decisions regarding the competitive selection of applicants for the positions of senior lecturers and assistants.
2.2.4. The stage of election by competition for the vacant position of head of the department or professor by the Academic Council of the University (election by competition for the vacant position of associate professor by the faculty academic council).
2.2.5. The stage of concluding an employment contract (agreement) and appointing a person to the position.
2.3. Competitive selection to fill positions of scientific and pedagogical staff at the University is conducted:
1) for vacant positions;
2) for positions that, in accordance with the rector's order, are temporarily occupied for a period until the competition is held.
A position of scientific and pedagogical staff is considered vacant after the dismissal of a scientific-pedagogical employee on the grounds provided by labor legislation, as well as when a new position is introduced into the staffing table of the University. When determining the presence of a vacant position at the department, the current and planned teaching load for the next year (or years) is taken into account.
2.4. Competitive selection is not announced for positions that are:
1) occupied by pregnant women and women on maternity leave;
2) occupied by women with children under the age of 3 and/or single mothers raising a child under the age of 14 or a disabled child;
3) occupied on a part-time basis;
4) temporarily vacant due to the admission/transfer of scientific-pedagogical employees who occupy them to doctoral studies, to researcher positions to complete a doctoral dissertation, due to the scientific-pedagogical employee staying at advanced training courses (institutes), internships away from work, granting creative or social leave; or other valid reasons established by the legislation of Ukraine under which the workplace (position) is retained for scientific-pedagogical employees;
5) occupied by employees called up for urgent military service, military service upon conscription of officers, military service upon conscription during mobilization, for a special period, military service upon conscription from among reservists in a special period, or accepted for military service under a contract, including through the conclusion of a new military service contract, during a special period for the period until its end or until the day of actual dismissal (part 3 of Article 119 of the Labor Code of Ukraine);
6) occupied by employees who received injuries (other health impairments) during military service and are undergoing treatment in medical institutions, as well as those taken captive or recognized as missing, for a period until the day following the day of their registration with military authorities in district (city) territorial recruitment and social support centers, the Central Directorate or regional bodies of the Security Service of Ukraine, the relevant unit of the Foreign Intelligence Service of Ukraine after their dismissal from military service in case of completion of treatment in medical institutions regardless of the duration of treatment, return from captivity, appearance after being recognized as missing, or until the day they are declared dead by a court (part 5 of Article 119 of the Labor Code of Ukraine).
2.5. During the current academic year, the competition may not be held for the positions of:
1) associate professor or professor, if it is filled by a person who held this position before enrolling in doctoral studies and fully completed the doctoral studies plan - in the year of graduation from doctoral studies;
2) associate professor or professor, if it is filled by a vice-rector, dean of a faculty (director of an educational and scientific institute), or head of a department who combined it with teaching activities in the position of associate professor or professor on a part-time basis (combination of positions) at the relevant department and for whom a decision has been made to transition to the position of associate professor or professor as their main job;
3) filled through the invitation of scientific-pedagogical staff from other higher education institutions (including foreign ones), as well as from other organizations under University cooperation agreements with relevant contractors.
2.6. Assistant positions can be filled outside the competition provided that the applicants meet the professional standard / qualification characteristics. After a three-year period in assistant positions, labor relations with them in this or other positions can be extended on a competitive basis.
2.7. In certain cases, other than those mentioned above, in the event of the impossibility of ensuring the educational process with existing staff or in the presence of other emergency circumstances that could not be foreseen in a timely manner, vacant positions may be filled under an employment contract (without a competition procedure), but for no more than six months or until the end of the current academic year.
2.8. The performance of the duties of the head of the department before election by competition may be assigned by an order of the Rector of the University to the relevant person for a period of no more than six months or until the end of the current academic year.
2.9. Reorganization of structural units of the University is not an unconditional basis for announcing a competition and holding a competition to fill positions of scientific and pedagogical staff.
2.10. An employment contract (agreement) for a period of up to 5 years (for heads of departments - 5 years) is concluded with scientific-pedagogical employees elected following the results of the competitive selection, unless another period is determined by the legislation of Ukraine and/or agreement of the parties.
An employment contract (agreement) concluded for a period of less than 5 years may be extended in accordance with current legislation on the joint initiative of the head of the structural unit and the employee based on the results of the evaluation of the employee's scientific and pedagogical activity for the past year, and on the basis of having the number of types of achievements in the professional activity of scientific-pedagogical employees specified by the job description and provided by the Licensing Conditions for the last five years, by concluding an addendum / fixed-term employment contract for a new term, but within the general five-year period after passing the competitive selection; at the same time, the labor relations of the employee with the University must not have a break in time. As a rule, at the University, the expiration date of the employment contract (agreement) for scientific-pedagogical employees (except for heads of departments) is set to August 31 of the respective year, and for persons holding a scientific-pedagogical position on a part-time basis - June 30 of the respective year.
2.11. Terms of the competitive selection procedure.
Competitive selection to fill a vacant position of a scientific-pedagogical employee is announced no later than two months after it acquires the status of a vacancy or no earlier than three months before the expiration of the employment contract (agreement) with the scientific-pedagogical employee holding this position.
The first day of the announced competitive selection is considered the day following the date of placement/publication of the announcement. The deadline for submitting applications and documents by applicants for positions of scientific and pedagogical staff is one month. If the expiration date of the announcement falls on a non-working day, the last day for submitting documents is considered the first working day following it. The last day for submitting documents to the University ends in accordance with the University's operating hours.
2.12. Competitive selection (election by competition) is conducted even in the case of a single applicant for the vacant position of a scientific-pedagogical employee.
3. Organizational and Preparatory Measures for Conducting Competitive Selection to Fill Vacant Positions
3.1 The HR Department of the University must notify the scientific-pedagogical employee and the head of the structural unit no later than 3.5 months before the expiration of the employee's term in office, or if they were temporarily appointed until a competition is held.
3.2 Due to the expiration of the employment contract, the head of the structural unit / head of the department must initiate relevant procedures (subsequent dismissal and announcement of competitive selection or seamless continuation of employment within the 5-year limit from the initial competition*):
- if employment is not continued, the head prepares a submission and initiates the competition for the position that will become vacant;
- if employment is continued, the head of the department follows paragraph 2.10, forms the required document, and submits it to the Department of Education Quality, Analytics, and Methodological Support.
* Employment continuation is only permitted with successful performance of the individual work plan and having at least the number of professional achievements over the last 5 years as specified in the job description.
3.3 The decision to terminate employment or introduce a new position triggers the competition process[cite: 1]. The dean or head of the department submits an agreed proposal to the Rector 3 months before contract expiration or within 2 months of a vacancy, detailing the position name, requirements, and workload volume/rate. The proposal specifies:
1) the name of the vacant position;
2) requirements for applicants (according to the professional standard, qualification characteristic, and job description);
3) the scope and deadline for performing existing and planned teaching loads (including academic disciplines and their volume in ECTS credits), as well as the rate provided for performing the specified load (no more than one unit).
3.4 The Rector decides on holding the competition based on this submission and issues an order, which may specify the dates for the Academic Council or selection committee meetings.
3.5 Within 5 working days of the order, the Department of Education Quality publishes information on the University website. For department heads, it is also published in the "Za aviakadry" newspaper and can be posted on specialized web resources.
3.6 The announcement must include University details, list of vacant positions, labor and payment conditions, applicant requirements, submission deadlines, links to required document lists, and contact information. Changes or cancellations are made via a Rector's order.
3.7 The application period is one month from the announcement's publication date.
3.8 Documents can be sent by registered mail with an inventory to 17 Vadym Manko Street, Kharkiv, 61070; via email to [email protected] (strictly for those abroad); or submitted personally to the HR Department. Late documents are not registered and are returned.
3.9 Applicants can view these Regulations on the website and job descriptions at the respective departments.
4. Preparation of Documents for Competitive Selection, Verification of Completeness, and Registration
4.1 Positions may be held by individuals holding an academic degree and/or title, as well as masters, specialists, and postgraduate/doctoral graduates who meet licensing, professional standard, and legal requirements. In exceptional, motivated cases, the Rector may establish alternative or additional requirements.
4.2 The applicant signs an application addressed to the Rector (Appendix B) and prepares the document package (Appendix A) confirming their qualifications match the requirements.
4.3 Professional achievements must be confirmed using an information statement (Appendix C). The applicant must contact the faculty's EDEBO operator, who verifies and enters missing data into EDEBO, after which the applicant certifies all data in the statement with their signature.
4.4 The head of the department where the vacant position exists and which the applicant intends to hold checks the presence of documents confirming the information in the information statement compiled by the applicant and also certifies the information with their signature, if the applicant's professional achievements correspond in content and direction to the educational and scientific activities of the department.
After verifying all supporting documents, the head of the department signs the information statement on the applicant's achievements in professional activity and other professional indicators as a whole based on supporting documents in the form specified in Appendix C of these Regulations.
If an information statement is prepared regarding the achievements of an applicant for the position of head of the department, such a statement shall be checked and certified by the dean of the faculty in accordance with the requirements of this paragraph.
4.5 An authorized employee of the University's HR Department conducts an initial formal check of the applicant's document package for compliance with the list specified in Appendix A of these Regulations on the day of receipt and initials the provided list of documents on the "Accounting Form for Submitted Documents" in the form defined in Appendix A1 of these Regulations.
4.6 An incomplete set of documents or a set of documents received after the deadline for submitting documents to participate in the competitive selection is not accepted for consideration and is returned to the applicant personally or by mail (by registered letter with acknowledgement of receipt).
5. Work of the Competitive Commission
5.1 To conduct competitive selection to fill vacant positions of scientific and pedagogical staff at the University, competitive commissions are established by order of the Rector, which by their legal status are working bodies of the University / faculty.
5.2 To conduct competitive selection for the position of head of the department / professor, the University competitive commission is formed.
The personal composition of the University competitive commission is annually (for the calendar year) approved by an order of the Rector of the University. The composition of the commission includes by virtue of office: the Chairman - Vice-Rector for Scientific and Pedagogical Work, as well as the Scientific Secretary of the University, Director of the Center for Education Quality, Licensing and Accreditation, heads of the HR Department, Legal Department, Department of Education Quality, Analytics and Methodological Support, deans of faculties, head of the primary trade union organization of employees, and the head of the University student self-government body.
By decision of the commission chairman, the heads of departments where vacant positions of scientific and pedagogical staff are being filled, a representative of the Scientific Society of Students, Postgraduate Students, Doctoral Students and Young Scientists, an Authorized Person for Prevention and Detection of Corruption, educational program guarantors, representatives of the University's methodological commissions, and employees of other structural units of the University may be involved in the work of the University competitive commission with an advisory vote.
5.3 To conduct competitive selection for the positions of associate professor, senior lecturer, and assistant, faculty competitive commissions are formed upon the submissions of the faculties.
The personal composition of the faculty competitive commission is annually (for the calendar year) approved by an order of the Rector of the University upon the submission of the faculty dean. The composition of the commission includes by virtue of office: the Chairman - Dean of the Faculty, as well as the Secretary of the Faculty Academic Council, First Deputy Dean, Head of the Faculty Trade Union Bureau, and a representative of the faculty student self-government body. The members of the faculty competitive commission also include the heads of departments that are part of the faculty.
By decision of the commission chairman, a representative of the Scientific Society of Students, Postgraduate Students, Doctoral Students and Young Scientists, an Authorized Person for Prevention and Detection of Corruption, educational program guarantors, representatives of methodological commissions, and employees of other structural units of the University may be involved in the work of the faculty competitive commission with an advisory vote.
5.4 The competitive commission establishes the compliance of the educational and/or professional qualification of scientific and pedagogical staff with the educational component to be taught by the employee in the vacant position.
The main tasks and functions of the competitive commissions include:
1) verifying the compliance of documents submitted by applicants with the requirements established for scientific and pedagogical staff by the Laws of Ukraine "On Education", "On Higher Education", and the conditions of the competition, and admitting them to further participation in the competitive selection;
2) providing recommendations regarding applicants for the positions of heads of departments and professors for consideration at the meeting of the Academic Council of the University, and providing recommendations regarding applicants for the positions of associate professors for consideration at the meeting of the Faculty Academic Council;
3) making final decisions regarding applicants for the positions of senior lecturer and assistant based on the results of the competitive selection, which enter into force after approval by the Rector.
The Rector's order may define additional powers of competitive commissions not regulated by these Regulations.
5.5 The form of work of the competitive commission is a meeting. The date, time, and location of the competitive commission meetings are determined by its chairman. This information is communicated to the members of the competitive commission by the secretary of the competitive commission. The functions of the secretary of the competitive commission are performed by the Scientific Secretary of the University / Secretary of the Faculty Academic Council, unless otherwise established by a decision of the competitive commission.
If necessary (for security reasons or other circumstances preventing the meeting from being held in normal mode), a meeting of the competitive commission may be held remotely. The decision to hold a meeting remotely is made by the chairman of the competitive commission.
5.6 The chairman of the competitive commission:
- manages the work of the competitive commission and determines the procedure of its work;
- appoints the date, time, and location of the competitive commission meeting;
- presides over the meetings of the competitive commission;
- ensures the fulfillment of tasks assigned to the competitive commission;
- signs protocols and other documents prepared based on the results of the competitive commission's work;
- resolves other issues regarding the organization of the competitive commission's activities in accordance with current legislation of Ukraine, the University Statute, and these Regulations.
In the absence of the chairman of the competitive commission (leave, business trip, temporary disability, etc.), their powers are entrusted to the deputy chairman, elected at the beginning of the competitive commission's work, or to one of the members of the competitive commission.
5.7 The secretary of the competitive commission:
- ensures preparation for the meetings of the competitive commission;
- timely informs members of the competitive commission on organizational issues of its activity;
- ensures the preparation of documents for consideration by the competitive commission;
- keeps records of the minutes of the competitive commission's meetings and other documentation related to its activity;
- transfers the documents of candidates admitted by the commission's decision to further participation in the competitive selection in accordance with the requirements established by the legislation of Ukraine, these Regulations, and other local acts of the University;
- initials protocols and other documents prepared based on the results of the competitive commission's work;
- prepares written drafts of notifications regarding the refusal of admission to participate in the competitive selection and sends them in the manner prescribed by these Regulations;
- performs other organizational work upon the assignment of the chairman of the competitive commission.
In the absence of the secretary, their duties are performed by another member of the competitive commission upon the assignment of the chairman of the competitive commission.
5.8. Members of the competitive commission:
- participate in the discussion and resolution of issues considered at the meetings of the competitive commission that fall within its competence;
- receive necessary information regarding the work of the competitive commission from structural units and officials of the University;
- submit their proposals to improve the work of the competitive commission.
5.9. The decision of the competitive commission is made by open voting by a simple majority of votes. The commission's decision is legitimate if at least two-thirds of its composition participated in the meeting.
5.9.1. If the votes are divided equally, the decision for which the chairman of the competitive commission voted is adopted.
5.9.2. If a member of the competitive commission is a person whose candidacy is being considered by the competitive commission, such person does not participate in the voting.
5.9.3. A member of the competitive commission also cannot participate in voting if they have signs of a conflict of interest that may affect the objectivity or impartiality of their decision-making.
5.9.4. Consideration of issues regarding the adoption of final decisions on applicants for the positions of senior lecturer and assistant must take place in the presence of the applicant, who is notified of the time and place of the competitive commission meeting no later than 2 days before the consideration of the issue by sending an invitation to the applicant's email by the secretary of the competitive commission. An applicant for the vacant position of senior lecturer or assistant has the right to apply to the competitive commission with a statement to consider the issue without their participation or to organize the work of the competitive commission remotely, which may be approved if such technical capability exists for all members of the commission. The absence of the applicant cannot be a ground for canceling or postponing the consideration of the issue on adopting final decisions regarding applicants for the positions of senior lecturer and assistant.
5.10. The competitive commission first checks the documents submitted for participation in the competitive selection regarding the compliance of applicants with the requirements for admission to participate in the competitive selection. In the presence of previously verified and signed information from University officials regarding the compliance of documents submitted by applicants with the conditions of the competitive selection, the decision on admission to further participation in the competitive selection may be made solely by the chairman of the competitive commission or, upon their instructions, by the secretary of the competitive commission.
If a collegial discussion of the issue of admission to participate in the competitive selection is necessary, the competitive commission, based on the results of the check no later than 5 working days from the date of receipt of documents by it, makes a written decision on the admission or refusal of admission of candidates to participate in the competitive selection. The decision to refuse admission to further participation in the competitive selection must be motivated.
The decision on admission to participate in the competitive selection may be made simultaneously with the provision of recommendations regarding applicants to fill vacant positions of scientific and pedagogical staff of the University in the manner provided by clauses 5.12-5.16 of these Regulations, if the applicant for the vacant position has already undergone preliminary discussion of their candidacy at a meeting of the department / faculty academic council during the preparation of their document package for participation in the competitive selection.
5.11. If the documents of applicants for filling vacant positions of scientific and pedagogical staff comply with the conditions of the announced competition, the relevant competitive commission decides to admit candidates to participate in the competitive selection by affixing a resolution of the chairman of the competitive commission and, in the absence of the applicant's results of preliminary discussion at the department, transfers the applicants' documents for consideration to the relevant department where a preliminary discussion of the applicant's candidacy by the labor collective of the department takes place in their presence in the manner defined by section 6 of these Regulations.
5.12. After the preliminary discussion, based on the conclusions of the department, the decision of the faculty academic council, and proposals of the meetings of the faculty labor collective (depending on the procedure of competitive selection for a specific position of scientific and pedagogical staff) regarding candidates admitted to participate in the competitive selection for positions of scientific and pedagogical staff, the competitive commission prepares relevant recommendations. The secretary of the competitive commission announces the conclusions of the departments, public self-government bodies of structural units, the faculty academic council, and conclusions concerning the results of each applicant's activities (depending on the procedure of competitive selection for a specific position of scientific and pedagogical or research staff).
5.13. The members of the competitive commission review the candidacies of the applicants, the documents submitted by them, the conclusions based on the results of the preliminary discussion and separate opinions of its participants, and information on the applicants' work at the University for the previous period (if the applicant worked at the University before the competition at their main place of work or on a concurrent basis). Based on the results of the review, a decision on the merits is proposed for each applicant. The recommendations may also propose the term for which an employment contract may be concluded with the applicant in accordance with the requirements of paragraph 2 of clause 9.3 of these Regulations, exceeding the minimum established term by 1 year.
5.14. Voting is conducted openly for each applicant separately. The competitive commission adopts recommendations regarding applicants to fill vacant positions of scientific and pedagogical staff of the University for consideration at the meeting of the Academic Council of the University / faculty, or makes a final decision regarding the competitive selection of applicants for the positions of senior lecturers and assistants, taking into account the provisions of clauses 5.9.4 and 7.3 of these Regulations. In any case, the decision of the competitive commission on each applicant must be made no later than 5 days before the meeting of the academic council / before the expiration of the terms for conducting the competitive selection for the positions of senior lecturer and assistant.
5.15. A negative conclusion based on the results of the preliminary discussion and/or in the recommendations of the competitive commission is not a ground for refusing an applicant the consideration of their candidacy by the Academic Council of the University / faculty.
5.16. The final decision of the competitive commission is formalized by a protocol signed by the chairman and the secretary of the competitive commission. Extracts from the protocol for each applicant separately are submitted to the Rector and the Academic Council of the University / faculty. The extract is signed by the chairman and the secretary of the competitive commission. The extract from the protocol is attached to the documents of applicants for filling vacant positions of scientific and pedagogical staff. Applicants have the right to familiarize themselves with the conclusions based on the results of the preliminary discussion and the recommendations of the competitive commission. The competitive commission has the right to invite to its meeting all applicants whose filling of vacant positions is being considered.
6. Measures for Discussing Candidacies of Applicants for the Position
6.1. Upon referral and within the timeframe determined by the respective competitive commission, the candidacies of applicants for filling vacant positions of assistant, senior lecturer, associate professor, professor, and head of the department are preliminarily discussed at the meeting of the department in their presence. Applicants, at their request, may be provided with the opportunity to familiarize themselves with the structural unit where they intend to work.
In the absence of formal grounds for refusal to participate in the competitive selection, by decision of the head of the department, the procedure of preliminary discussion at the department provided by this section may take place earlier, during the preparation of the document package for participation in the competitive selection by the applicant for the vacant position of professor, associate professor, senior lecturer, or assistant (clause 4.2 of these Regulations). Similarly, by decision of the faculty dean at the meeting of the faculty academic council, the candidacy of the applicant for the position of professor may also be discussed during their preparation of the document package for participation in the competitive selection (clause 4.2 of these Regulations).
6.2. To assess the level of professional qualification of an applicant for a vacant position, the department may invite them to deliver trial lectures or conduct a practical, laboratory, or seminar class. The subject matter of the lectures (classes) is determined by the head of the department in accordance with the curriculum of the relevant academic discipline.
6.3. In the event that the period of the competitive selection coincides with the period of summary control, exam session, or vacation, or for other valid reasons, the applicant for the positions is allowed to use materials from an open lecture, practical, laboratory, or seminar class conducted before the deadline specified in the order on holding the competition during the current academic year.
6.4. A meeting of the department at which the candidacy (candidacies) of the applicant(s) for the position of head of the department is discussed upon the referral of the competitive commission shall be conducted by the Rector or, upon their instructions, by the Vice-Rector for Scientific and Pedagogical Work or another University official managing the relevant area of work, or the dean of the faculty. The meeting of the department discussing the candidacies of applicants for the position of head of the department shall be held in the form of a meeting of the labor collective of the department (para. 2, cl. 6, art. 35 of the Law of Ukraine "On Higher Education"). The subject of discussion of the candidate's application for the position of head of the department must also include the report on their work for the previous period (regardless of the position) and the development programs of the unit proposed by them. In addition, the scientific and methodological level of conducting a lecture (seminar class), if conducted, and other professional and personal qualities of the applicants according to the criteria defined in cl. 7.3.1 of these Regulations must be discussed. The meeting of the department discussing the candidacy (candidacies) of the applicant(s) for the position of head of the department shall be held in their presence (in the absence of the applicant, their candidacy is discussed with written consent).
6.5. A meeting of the department discussing the candidacies of applicants for the position of professor, associate professor, senior lecturer, or assistant shall be conducted by the head of the department. The subject of discussion must be the scientific and methodological level of conducting a lecture (seminar class), if conducted, and other professional and personal qualities of the applicants according to the criteria defined in cl. 7.3.1 of these Regulations. Such a meeting shall be held in the presence of the applicants (in the absence of the applicant, their candidacy is discussed with WRITTEN consent).
6.6. Based on the results of reviewing the applicant's documents and the results of trial classes for each candidate participating in the competition, the department adopts a reasoned decision (proposal).
6.7. Candidacies of applicants to fill the vacant position of head of the department or professor, after discussing their candidacies at the department prior to the meeting of the competitive commission, shall also be discussed at the meeting of the faculty academic council in their presence. The meeting of the faculty academic council to discuss the candidacies of applicants is deemed competent if at least two-thirds of the members of the faculty academic council are present. The decision is made by a simple majority of votes of the members of the faculty academic council.
6.8. Prior to the meeting of the faculty academic council regarding the discussion of candidacies of applicants for the position of head of the department, the chairman of the faculty academic council, in accordance with art. 35 of the Law of Ukraine "On Higher Education", must organize a discussion of these candidacies within the labor collective of the faculty and take into account the results of this discussion when reviewing this candidacy at the meeting of the faculty academic council. In a similar manner, the chairman of the faculty academic council may determine the opinion of the faculty student self-government bodies regarding the professional qualities of the applicant for the position of head of the department and announce the conclusion of the faculty student self-government body during the discussion of this candidacy at the meeting of the faculty academic council.
Meetings of the labor collective of the department to discuss candidacies of applicants for the position of head of the department are deemed competent if a simple majority of the total number of participants is present. The decision of the meeting of the labor collective of the department based on the results of discussing the candidacies of applicants for the position of head of the department is deemed adopted if more than half of the present participants voted for it by secret ballot. Such decisions are formalized as an extract from the minutes of the meeting of the labor collective of the department.
Applicants have the right to be familiarized with the conclusions of the meeting of the labor collective / faculty academic council prior to the meeting of the competitive commission.
6.9. If the applicant for the position fails to ensure their attendance at the meeting of the department / faculty academic council and does not provide written consent to discuss their candidacy without personal presence, the department / faculty academic council shall forward to the competitive commission the approved conclusions regarding the applicant's professional qualities and its decision regarding the recommendation of the applicant for the respective position based on a formal analysis of the case file with a resolution stating that the applicant did not appear at the meeting of the department / faculty academic council and did not provide written consent to discuss their candidacy without personal presence.
6.10. If necessary (for security reasons or other circumstances preventing the meeting from being held in normal mode), the meetings of the department / faculty academic council where the discussion of professional and personal qualities of applicants for positions takes place (as well as the procedure of election by competition for the position of associate professor at the faculty academic council) may be held remotely. The decision to hold a meeting remotely is made by the head of the department / chairman of the faculty academic council. In accordance with para. 12, cl. 4 of the Recommendations, the conclusions of the department on the professional and personal qualities of applicants for positions must be approved by secret ballot (the procedure for organizing and conducting a secret ballot set forth in the Regulations of the University Academic Council - QMS KHAI-AC-P/001:2015, revision no. 6, Appendix A, shall apply by analogy). In the event of having only a single applicant for the position, an open voting may be applied by a unanimous decision of the department / faculty academic council and with the consent of the applicant for the position.
6.11. An extract from the minutes of the meeting of the department / faculty academic council with reasoned conclusions on the professional qualities of the applicants and the decision regarding the recommendation of the applicant for the respective position, together with separate written conclusions of the meeting participants (if any), shall be forwarded to the competitive commission. Applicants must be familiarized with the conclusions of the department / faculty academic council before the meeting of the relevant competitive commission. An applicant's evasion of familiarization with the document is not a ground for postponing the meeting of the competitive commission.
7. Election of Applicants for the Position by Competition by the Academic Council
7.1. Specific features of election by competition to positions of scientific and pedagogical staff:
7.1.1. Heads of departments are elected by competition by secret ballot of the University Academic Council, taking into account the proposals of the faculty academic council, the meeting of the faculty labor collective, and the department.
7.1.2. Professors are elected by competition by secret ballot of the University Academic Council, taking into account the proposals of the faculty academic council and the department.
7.1.3. Associate professors are elected by competition by secret ballot of the faculty academic council, taking into account the proposals of the department.
7.2. At the meeting of the University Academic Council or faculty academic council before voting, the recommendations of the competitive commission are announced. After that, a discussion of the candidacies may take place. Candidates for filling a vacant position have the right to be present at the meeting of the relevant academic council. If necessary, by decision of the relevant academic council, they may be provided with the opportunity to express their opinion. The absence of the applicant at the meeting of the academic council is not a ground for removing the issue of competitive selection for a vacant position of a scientific and pedagogical staff member from consideration.
7.3. Determining the winner in the competitive selection:
7.3.1. To determine the level of professionalism of the applicant participating in the competitive selection, the members of the relevant academic council must take into account:
- the presence and level of an academic degree in the profile of the department where the vacant position exists, and an academic (honorary) title;
- the presence of higher education in the profile ofنده the department where the vacant position exists;
- the presence of the required number of achievements in professional activity over the last five years, as specified by the Licensing Conditions and job description;
- the total number of scientific papers in professional journals in the relevant field of science and published educational, methodological developments, inventions, and scientific achievements over the last 5 years;
- the scientific and methodological level of conducting a lecture (seminar class), if conducted;
- the results of the applicant's work in the previous period in educational-organizational, informational, career-guidance, and other areas of activity of a scientific and pedagogical staff member in accordance with the job description;
- the readiness (preparedness) of the applicant to teach academic disciplines and implement other components of the educational program at the appropriate level of higher education determined by the needs of the department;
- compliance with the requirements of the legislation of Ukraine on professional development and advanced training of a scientific and pedagogical staff member;
- the results of the rating evaluation of scientific and pedagogical staff, and the ranking among students based on the monitoring survey results (for applicants who worked at the University for at least 1 year).
- scientific activity (according to the nomenclature of types and indicators), in particular: activity in securing grants and implementing commercial and image-building projects for the University, economic-contractual topics, patent activity, etc.;
- personal participation in the University's international cooperation (grants, internships, publications, conferences, organization of student academic exchange);
- personal participation in cooperation with employers and other stakeholders;
- activity in departmental, faculty, and general university affairs (exhibitions, work with student youth, etc.);
- compliance with the norms of the University Code of Academic Integrity, the Regulations on the Prevention and Counteraction of Discrimination and Settlement of Conflict Situations of the University, as well as the requirements of labor discipline, fulfillment of the terms of the previous employment contract (agreement), and the individual work plan.
The criteria listed above may also serve as an indicator in determining department members subject to dismissal from positions before the expiration of the fixed-term contract (agreement) at the initiative of the employer in the event of a reduction in scientific and pedagogical staff.
7.3.2. The recommendations mentioned above in cl. 7.3.1 of these Regulations regarding the determination of the winner are also mandatory for members of the faculty competitive commission when making the final decision regarding applicants for the positions of senior lecturer and assistant (from among those admitted to participate in the competitive selection) who best meet the established requirements.
7.4. The decision of the University Academic Council or faculty academic council during the competition is deemed valid if at least two-thirds of the members of the respective academic council participated in the voting. The applicant who received more than 50% of the votes of the members of the academic council who participated in the voting is considered elected.
7.5. If, during the competition in which two or more applicants participated, the votes were divided equally, a re-voting is held at the same meeting of the respective academic council. If this result repeats, the competition is deemed not to have taken place and is announced again.
7.6. If, during the competition for the respective position, no application was submitted or no applicant was admitted, or none of the applicants scored more than 50% of the votes of the present members of the respective academic council, the competition is also deemed not to have taken place and is announced again.
7.7. The surnames of all applicants for the occupation of the respective position are entered into a single ballot paper for secret voting. Each member of the respective academic council has the right to vote for only one candidate applicant. In all other voting options, the ballot papers are deemed invalid.
7.8. The decision of the University Academic Council or faculty academic council regarding the election of a person by competition is additionally formalized in the form of an extract from the minutes of the meeting of the respective academic council, which is signed by the chairman of the academic council and the academic secretary (secretary of the faculty academic council).
7.9. All documents regarding the winner of the competitive selection that were reviewed (compiled) at all its stages—namely, documents submitted for participation in the competition, extracts from the decisions of the department, academic council, competitive commission, etc.—shall be transferred by the secretary of the competitive commission to the Human Resources Department of the University for storage, while the respective documents regarding a person not identified as the winner shall be stored by the secretary of the competitive commission for one calendar year.
8. Appealing Decisions of the Competitive Commission and the Academic Council
8.1. The decision of the competitive commission to refuse admission for further participation in the competitive selection regarding the applicant's fulfillment of the admission requirements to participate in the competitive selection may be appealed by them by submitting a complaint addressed to the Rector no later than 2 working days from the date of the decision.
Based on the complaint, the Rector shall organize a re-verification of the applicant's documents, involving, if necessary, the head of the department, the dean, guarantors of educational programs, and other University officials, and may also, in case of the applicant's inability to obtain documents independently, request additional documents and information from other enterprises, organizations, and institutions if necessary to clarify information about the applicant's professional achievements in accordance with the requirements of the Licensing Conditions.
During the review of the complaint, the Rector may suspend the competitive selection procedure in which the person who filed the complaint participated.
Based on the results of reviewing the complaint, a decision may be made to satisfy the complaint, after which the competitive selection procedure is continued (if it was suspended) and the participation of the person who filed the complaint is ensured, or the satisfaction of the complaint is refused and the competitive selection procedure is continued without the participation of the person who filed the complaint.
8.2. The decision of the faculty competitive commission on adopting the final decision regarding the competitive selection of applicants for the positions of senior lecturers and assistants may be appealed by an interested person through a written notification to the competitive commission and the Rector's office about the planned submission of a complaint within the working day when the decision was made, and subsequent submission of the complaint addressed to the Rector no later than 2 working days from the date of the decision.
Based on the complaint, the Rector shall organize a re-verification of documents, may suspend the approval of the competitive commission's decision, and make a decision on the complaint in the manner of cl. 8.1 of these Regulations.
8.3. The decision of the faculty academic council on electing or not electing a person to the position of a scientific and pedagogical staff member upon a complaint by a person who was an applicant for this position may be canceled by the University Academic Council by secret ballot according to the procedure provided in section 7 of these Regulations.
In the event of satisfying the complaint, the decision of the faculty academic council is canceled and sent for re-examination to the faculty academic council with the requirement to mandatory eliminate the identified violations of the competitive selection contrary to these Regulations. A complaint regarding the decision of the faculty academic council indicating specific violations of the competitive selection contrary to these Regulations must be submitted to the Academic Secretary of the University within one working day after the adoption of the contested decision by the faculty academic council, but in any case before the signing of the employment contract (agreement) with the person recognized as the winner of the competitive selection. Acceptance of the complaint for processing is the ground for suspending actions regarding the further formalization of labor relations with the competition winner.
8.4. In all other cases, disputes regarding election or non-election to the position of a scientific and pedagogical staff member must be resolved in court in accordance with the requirements of the current legislation of Ukraine.
9. Formalization and Termination of Labor Legal Relations
9.1. A duly formalized extract from the minutes of the meeting of the competitive commission regarding the adoption of the final decision on applicants for the positions of senior lecturers and assistants, or an extract from the minutes of the meeting of the academic council regarding the election by competition of a person to the positions of head of the department, professor, or associate professor, serves as the documentary basis for concluding an employment contract (agreement) with such a person for a term agreed upon by the parties to the labor relations and issuing an order by the Rector on hiring the person elected based on the results of the competitive selection.
9.2. In accordance with the legislation of Ukraine, the employment contract (agreement) with the person elected by competition is concluded in writing and signed by the Rector and the person appointed to the position of a scientific and pedagogical staff member.
9.3. The employment contract (agreement) with professors, associate professors, senior lecturers, and assistants is concluded for a term of 1 to 5 years. The specific duration of the employment contract (agreement) is determined by agreement of the parties, but cannot exceed 5 years.
When preparing the employment contract (agreement) with a scientific and pedagogical staff member regarding the term of validity, the following may be taken into account: the completion date of the accreditation of the educational program of which this employee is the guarantor, the current and planned teaching load, the number of achievements in professional activity exceeding the minimum amount defined by the job description, the criteria for the level of the employee's professionalism defined by cl. 7.3.1 of these Regulations, and other circumstances affecting the provision of the volume and duration of scientific and pedagogical work.
The employment contract (agreement) with heads of departments is concluded for a term of 5 years.
9.4. The employment contract (agreement) is executed in two copies having equal legal force, which are kept by each of the parties.
9.5. An employment contract may be concluded in paper form and/or in the form of an electronic document, which have equal legal force. The signing of the employment contract on the part of the University shall be preceded by preliminary coordination (vouching) by University officials in accordance with the list specified in the standard form of the employment contract. An employment contract in paper form is deemed concluded after being signed in handwriting by both parties. An employment contract in the form of an electronic document is drawn up on the basis of the paper version of the employment contract in PDF format with the Rector's electronic digital signature (EDS) affixed. The employment contract in the form of an electronic document shall be sent to the employee's party at their personal or, if available, corporate e-mail. The affixing of an EDS by the employee on the employment contract means full agreement with all provisions of the employment contract and confirmation of the fact of familiarization with the documents necessary for concluding the employment contract. An employment contract signed by the employee using an EDS is deemed concluded upon receipt by the University of the employment contract in electronic PDF format with the affixed EDS and the generation of a protocol of verification of the signer's EDS. An employment contract signed in this manner has legal force and is mandatory for execution by the parties. An employee who was unable to sign the employment contract in handwriting and concluded it in the form of an electronic document has the right to subsequently personally (in handwriting) sign both copies of the employment contract and receive one copy for themselves in paper form.
9.6. Along with signing the employment contract (agreement) with a scientific and pedagogical staff member, the Rector of the University issues an order on hiring this employee.
9.7. Scientific and pedagogical staff members who, in accordance with their job duties, are expected to work under regime restrictions (working with information containing a state secret) shall be hired only after obtaining the appropriate clearance for access to state secrets.
Upon hiring, applicants are also required to provide up-to-date military registration documents in accordance with the requirements of the legislation of Ukraine.
9.8. Termination of labor legal relations with scientific and pedagogical staff members may occur in the presence of grounds and in the manner provided by labor legislation and the employment contract (agreement).
9.9. In the event of non-election for a new term by competition of a scientific and pedagogical staff member, labor relations with them shall be terminated in connection with the expiration of the term of the employment contract (agreement). For the period from the moment of expiration of the employment contract (agreement) with the employee who held the position until the moment of hiring the employee elected by competition, the Rector, based on the submission of the head subordinate to whom this position belongs, makes a decision on the temporary replacement of this position (until the competition is held).
9.10. A fixed-term employment contract (agreement) may be terminated even before the expiration of the term on the grounds provided by legislation or the employment contract (agreement), in particular, in the case of revealed non-compliance of the employee with the position held or work performed due to insufficient qualification that prevents the continuation of this work (part 2, art. 40 of the Labor Code of Ukraine) in connection with the employee's failure to comply with the qualification requirements for the position in the job description—namely, for the revealed absence of a certain number of types of achievements in professional activity provided by the Licensing Conditions over the last five years in the educational and professional profile of the department.
Dismissal in such cases is carried out by order of the Rector in accordance with current labor legislation.
9.11. Disputes arising from issues of hiring and dismissing scientific and pedagogical staff members of the University shall be resolved in accordance with the current legislation of Ukraine.
10. Final Provisions
10.1. The Regulations shall be adopted by the University Academic Council and put into effect by an order of the Rector of the University.
10.2. Changes and/or amendments to these Regulations shall be made in the manner established for its adoption.
10.3. In the event of amendments to the legislation on higher education regulating the relations defined in these Regulations, the norms of the legislation of Ukraine shall apply until the corresponding amendments are made to these Regulations.
Appendix A
List of Documents for Participation in the Competition
1. The applicant for the position prepares the "Accounting Form for Submitted Documents" in the form specified in Appendix A1 and submits the following documents:
1.1. The package of documents for participation in the competitive selection that must be submitted by every applicant to fill a vacant position:
1) an application for participation in the competitive selection (the application form is filled out by the applicant in handwriting in accordance with Appendix B) *;
* the application may be drawn up in paper form or in the form of an electronic document on the basis of the paper version of the application in PDF format with the electronic digital signature (EDS) of the applicant for filling the vacant position affixed
2) a certificate of the applicant's length of scientific and pedagogical work signed at the Human Resources Department of the University;
3) a list of the applicant's achievements in professional activity and other indicators based on supporting documents, certified by the signature of the head of the department / dean, as well as the FEAS operator of the faculty (in accordance with Appendix C);
4) an extract from the minutes of the department meeting, an extract from the minutes of the faculty academic council meeting regarding the recommendation for election (if provided for by the Regulations) **;
** attached in the package of documents for participation in the competitive selection if the applicant for the position of professor, associate professor, senior lecturer, or assistant has already undergone preliminary discussion; in other cases, as well as for applicants for the position of head of the department, these documents are not included in the package of documents for participation in the competitive selection, but are created only after admission to participate in the competitive selection and are transferred directly to the competitive commission, which is noted in the corresponding column of the Accounting Form for Submitted Documents)
1.2. In addition to the list of documents specified in cl. 1.1 of Appendix A of these Regulations, applicants for vacant positions who have not previously worked at the University in the position of a scientific and pedagogical staff member or are participating in the competitive selection for the first time must also provide:
1) a personnel record sheet (filled out at the Human Resources Department);
2) a biography;
3) a copy of the passport of a citizen of Ukraine (pages 1, 2, 11) or a copy of the new-style passport of a citizen of Ukraine (ID card) and a copy of the extract from the territorial community register ***;
4) a copy of the certificate of assignment of the identification code ***;
5) copies of diplomas of complete higher education and academic degree, certificates of associate professor, senior researcher (senior research fellow), professor ***;
6) copies of the originals of all other documents necessary for verifying the materials provided by the applicant for the position ***;
*** the specified documents are certified at the Human Resources Department of the University upon presentation of the original or notarized; for applicants for a vacant position who have not previously worked at the University and submit documents without personal participation, the requirement of notarization of documents is mandatory
7) consent to the processing of personal data (in accordance with Appendix D).
1.3. The responsible employee of the Human Resources Department of the University, when checking the documents of an applicant who previously worked at the University in the position of a scientific and pedagogical staff member, is obliged to check the availability of the documents specified in paragraph 1.2 of this Appendix in the personal file of this employee and, in case of their absence, oblige them to provide them.
The applicant may, at their discretion, provide other documents certifying their professional qualities.
Appendix A1
Appendix B
Appendix C
Appendix D
Appendix E
