Regulations on the Procedure for Maintaining Academic Group Attendance and Performance Registers
at the National Aerospace University
"Kharkiv Aviation Institute"
Approved by:
The Academic Council of
National Aerospace University
"Kharkiv Aviation Institute"
Protocol No. 1 dated September 25, 2013
1. General Provisions
1.1. These regulations are developed in accordance with the Internal Regulations of the National Aerospace University "KhAI", the Regulations "On the Organization of the Educational Process in Higher Education Institutions", approved by the Order of the Ministry of Education and Science of Ukraine No. 161 dated June 2, 1993, and other normative documents, and establish the procedure and duties of participants in the educational process regarding the maintenance of academic group attendance and performance registers.
1.2. Academic group attendance and performance registers are the sole primary document verifying that classes were conducted and confirming the fulfillment of teaching workloads by instructors. They also serve as a source of information on current student attendance and academic performance, used to analyze organizational measures aimed at improving the quality of the educational process.
1.3. Maintaining academic group registers by participants in the educational process is mandatory.
2. The Deputy Dean (by course/specialization) is obliged to:
2.1. Before the start of classes (once a year), conduct an introductory briefing for students of all groups in the course (specialization) on occupational safety issues, which must be recorded in the special pages of the academic group registers.
2.2. Conduct explanatory and educational work with group monitors regarding the maintenance of academic group attendance and performance registers.
2.3. Monitor the accuracy of register maintenance by monitors and instructors weekly and take measures to rectify any identified deficiencies.
2.4. Report cases of violations of the register maintenance procedure by monitors or instructors at Dean's office operational meetings and submit proposals for further organizational decisions.
3. The Academic Group Monitor is obliged to:
3.1. Receive attendance and performance registers from the Dean's office before the start of classes each semester and fill in all necessary sections (class schedule, student and instructor lists, list of subjects studied in the semester).
3.2. Familiarize themselves with the rules for recording, issuing, and receiving academic group registers at the Dean's office.
3.3. Daily, according to the schedule, obtain the academic group register from the Dean's office before the start of classes.
3.4. At the beginning of each class, mark absent students, record their number in the appropriate column, sign, and hand the academic group register to the instructor.
3.5. Demand documentation from students absent from classes confirming a valid reason for the absence.
3.6. Return the academic group register to the Dean's office daily at the end of classes.
3.7. At the end of each week, fill in the summary attendance column, taking into account documents provided by students confirming reasons for class absences.
4. The Instructor is obliged to:
4.1. At the beginning of each lecture, in the academic group registers provided and filled out by the monitors (with marked absences for the current class, their quantity, and monitor signatures), make a note regarding the conducted selective or full check of student attendance, and after the lecture, sign the appropriate column in the registers of all academic groups that were present at the class.
4.2. At the beginning of each practical, seminar, laboratory class, and course design consultation, demand the completed register from the group monitor and verify student attendance at the class.
4.3. Enter one or more grades into the attendance and performance register at the end of each practical, seminar, laboratory class, or course design consultation (the substitution of grades with any other symbols is unacceptable) and sign the appropriate columns in both registers. The absence of grades and signatures is construed as the class not having taken place.
5. The Department Head is obliged to:
5.1. Periodically check the academic group registers of the graduating specialization to analyze and make decisions regarding the quality of the organizational and methodological work of instructors and evaluate the level of student academic performance and attendance.
5.2. Respond appropriately to all cases of violations of register completion rules by instructors, up to and including the imposition of penalties or filing a petition for disciplinary action before higher university bodies.
6. The Dean's Office Secretary is obliged to:
6.1. Before the start of the semester, prepare and fill out the logbook for the issuance and receipt of academic group registers.
6.2. Before the start of the semester, issue academic group registers to monitors and familiarize them with the rules for their recording, issuance, and receipt.
6.3. Check the accuracy of entries in the academic group register issuance and receipt log daily and report every violation to the Deputy Dean.