Regulations on the Procedure for Preparation
and Storage of Local Normative Acts
at National Aerospace University
«Kharkiv Aviation Institute»

Enacted by Order No. 421 dated September 12, 2025

QMS KhAI-LD-R/002:2025

Effective Date: September 12, 2025

Revision No. 1

1. General Provisions

1.1. Regulations on the Procedure for Preparation and Storage of Local Normative Acts (hereinafter referred to as the Regulations) of National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University) regulate the procedure for the development, coordination, approval, and storage of local normative acts of the University.

1.2. Local normative acts (hereinafter referred to as LNAs) are official internal documents adopted by the University within its autonomy, establishing mandatory rules, procedures, or norms of conduct for employees, higher education applicants, and structural units, which operate in accordance with the Statute of the University and the legislation of Ukraine for an indefinite or long-term period.

1.3. These Regulations are an important component of ensuring information transparency, providing processes for the development, approval, storage, and updating of LNAs, as well as their publication on the official website of the University to fulfill the main principles regarding the formation of a unified database of documented information of the University and the organization of an effective system for its search and accounting.

1.4. LNAs are considered and approved by collegial bodies or bodies of public self-government of the University and enacted by an order of the Rector, or considered and approved by the Rector of the University sole-handedly.

1.5. LNAs include the collective agreement, internal labor regulations of the University, codes, policies, strategies, regulations, rules, instructions, etc., that are normative in nature. LNAs also include the Statute of the University, which is adopted by the Academic Council, agreed upon by the Conference of the Work Collective of the University, and approved by the Ministry of Education and Science of Ukraine.

2. Procedure for Drafting LNAs

2.1. The development of LNAs may be initiated by the Rector, Vice-Rectors, collegial governing bodies and other bodies of the University, working groups, heads of structural units, and other interested persons of the University.

2.2. The decision to commence the development of an LNA is made (approved) by the Rector of the University.

2.3. The Rector (or on their authorization, a Vice-Rector) issues an instruction or directive

on the development of an LNA. This directive or instruction may specify the responsible department, official, or working group that will be engaged in the development, as well as the deadlines for the preparation and submission of the draft for consideration.

2.4. The draft LNA is developed by the responsible structural unit, official, or working group, taking into account the requirements of current legislation and the internal needs of the University, while adhering to the principles of transparency, legality, and consistency with the Statute, to ensure compliance of the draft LNA with higher-ranking documents. The draft regulations on a structural unit are developed taking into account the requirements of the Instruction on the Procedure for Preparing Regulations on Structural Units of the University (QMS KhAI-LD-I/001:2025).

2.5. If the draft LNA is subject to consideration by the Academic Council of the University or the Conference of the Work Collective of the University, it shall be published in advance (as a rule, no later than 5 working days prior to the meeting date) for discussion and submission of proposals in the corporate chat of the Academic Council or on the official website of the University.

2.6. The draft LNA is subject to preliminary coordination with the Legal Department of the University and, if necessary, with other interested units (Planning and Finance Department, Accounting Department, Human Resources Department, Educational Department, etc.) and/or Vice-Rectors of the University. A draft LNA that affects the rights, interests, and duties of higher education applicants must be coordinated with the student self-government body of the University.

2.7. After coordination, the draft LNA is submitted:

- to the Rector of the University (together with the draft order on approval of the LNA);

- to the Academic Council of the University* or to the Conference of the Work Collective** (together with an official memorandum on including the issue of LNA approval in the meeting agenda).

* The Academic Council of the University considers and approves all LNAs regulating relations concerning the educational process, scientific activity, or personnel policy in the educational process, the activity of structural units, rights and duties of higher education applicants, and specific administrative, financial, and economic matters, the authority to adopt which by the Academic Council of the University is defined in the Law of Ukraine "On Higher Education", the Statute of the University, and the Regulations on the Academic Council of the University;

** The Conference of the Work Collective of the University approves the collective agreement, internal labor regulations, and other LNAs, the authority to adopt which by the Conference of the Work Collective of the University is defined in the Law of Ukraine "On Higher Education", the Statute of the University, and the Regulations on the Conference of the Work Collective of the University.

Decisions of the Academic Council of the University or the Conference of the Work Collective of the University regarding the approval of an LNA are enacted by an order of the Rector.

3. Procedure for Execution of LNAs

3.1. The developer of the draft LNA executes the corresponding document according to the requirements of these Regulations and the template attached hereto (Appendix 1).

3.2. When developing a draft LNA (when creating Revision No. 1), the requisites of the Quality Management System of the University (QMS KhAI) are indicated as an abbreviation of the structural unit or governing body responsible for creating the LNA, for example: QMS KhAI-CQA-R/001:2025, where CQA represents no more than the first 3 letters of the abbreviation of the structural unit name – Center for Quality of Education, Accreditation, and Licensing, R indicates the document type (Regulations), 001 is the sequence number for documents of this type prepared by this structural unit (governing body) in the current calendar year, and 2025 indicates the current calendar year.

3.3. When developing a new revision of an LNA, the Quality Management System requisites of the University (QMS KhAI) remain the same as in the first revision; each subsequent revision is designated by the corresponding sequential revision number of the LNA, for example, QMS KhAI-AC-R/001:2015 (Revision No. 8), where AC is the Academic Council of the University, R is the document type (Regulations), 001 is the sequence number for documents of this type prepared by the Academic Council in the 2015 calendar year, and Revision No. 8 is the effective revision of this LNA.

3.4. The date of adoption of the LNA is indicated as:

- the date of the meeting of the Academic Council (Conference of the Work Collective) of the University, if the LNA is approved by this body, or

- the date of issuance of the order approving the LNA by the Rector.

3.5. The effective date of the LNA is specified in the order putting it into effect, and is also affixed on the title page and in the headers/footers of the document.

3.6. After the Rector signs the title page and affixes the seal of the University, the execution of the LNA is completed.

4. Storage of LNAs

4.1. An executed copy of the LNA, in particular copies of updated revisions of the LNA developed by structural units of the University, is subject to storage in the given structural unit of the University. Approved regulations on the structural unit, job (work) instructions for employees, occupational health and safety instructions for the structural unit, etc., must be kept directly in the structural unit.

4.2. Regulations on the Academic Council of the University, Regulations on the Rectorate of the University, and Regulations on the Procedure for Considering Certification Files of Applicants for Academic Titles of Professor, Associate Professor, and Senior Researcher by the Academic Council are stored by the Academic Secretary of the University.

4.3. LNAs approved by the Conference of the Work Collective (collective agreement, internal labor regulations) are stored in the Office Management and Archive Department.

4.4. If it is necessary to store the LNA together with the order on its approval in the Office Management and Archive Department, the text of the order after the title of the document is supplemented with the phrase: «attached hereto»; in this case, the LNA is stored together with the order on its approval / enactment.

4.5. Executed copies of LNAs regulating university-wide processes and procedures may be transferred for permanent storage from structural units to the Office Management and Archive Department of the University. In this case, if necessary, a paper copy of the LNA remains in the department.

4.6. Previous revisions of LNAs replaced by updated revisions shall be stored in the responsible units where the effective revision of the LNA is kept, for the periods specified by the Office Management Instructions of the University.

5. Electronic Fund of LNAs of the University

5.1. In order to ensure transparency, convenient access, and relevance of LNAs, an Electronic Fund of LNAs of the University (hereinafter referred to as the Electronic Fund of LNAs) has been established at the University.

5.2. The Electronic Fund of LNAs is a systematized electronic repository of effective and past revisions of LNAs, created to ensure accounting, preservation, accessibility, and transparency of the University's internal regulatory framework.

5.3. The activities of the Electronic Fund of LNAs must comply with the requirements of the current legislation of Ukraine, the Statute of the University, and internal document management requirements of the University.

5.4. The Electronic Fund of LNAs includes:

- all effective LNAs regulating internal activities of the University;

- all previous revisions of these LNAs, including archived or canceled ones whose storage period has not yet expired;

- LNAs with restricted access (for internal use in accordance with the established procedure).

5.5. The Electronic Fund of LNAs is divided into two parts:

a) open part – LNAs whose public accessibility is mandatory in accordance with the requirements of the Law of Ukraine "On Higher Education" and University standards of openness and transparency; these LNAs are posted on the official website of the University in the «Regulatory Documents» section and include effective revisions of LNAs without restricted access classifications;

b) internal part – other LNAs accessible to authorized University employees through the internal electronic document management system of the University; the internal part of the Electronic Fund of LNAs contains:

- previous/canceled revisions of LNAs;

- restricted access LNAs (if LNAs contain official information, personal data, relate to security, contain commercial secrets, etc.);

- draft LNAs undergoing coordination (draft LNAs are not public information prior to their approval);

- LNAs without public interest (if LNAs do not concern the rights, duties, or interests of a broad public, regulate internal organizational or technological processes unrelated to educational or scientific activities, or are of an operational or temporary nature).

5.6. The following details are specified for each document in the Electronic Fund of LNAs:

- document title;

- number and date of approval;

- status (effective, canceled, replaced);

- information on revisions;

- link to the full text (color scanned copy of the paper document in PDF format).

5.7. Procedure for maintaining the Electronic Fund of LNAs:

Maintenance of the Electronic Fund of LNAs is provided by:

- Legal Department (regarding legal review of LNAs and assigning LNAs to the open or internal part of the Electronic Fund of LNAs);

- Heads of structural units of the University who are responsible for the creation (preservation) of LNAs (regarding ensuring the accuracy of information in the Electronic Fund of LNAs, timely updating, data backup, and data protection);

- Office Management and Archive Department (regarding monitoring document flow and determining the retention periods of LNAs at the University);

- Web Resources Management and Promotion Laboratory of the Public Relations Center (regarding the placement of LNAs on the official website of the University in the «Regulatory Documents» section);

- Information Technology Center (regarding ensuring the storage of color scanned copies of LNAs in PDF format on the University server).

5.8. Entry of documents into the Electronic Fund of LNAs is carried out within 5 working days after the entry into force of a new LNA or modification of an existing one; in case of cancellation — with a corresponding notation.

5.9. Access for users of the official website of the University to effective LNAs through the «Regulatory Documents» section is unrestricted. Access to the internal part of the Electronic Fund of LNAs is provided to University employees and other authorized persons in accordance with the established procedure according to their rights and functional duties. Users of the open and internal parts of the Electronic Fund of LNAs are obliged to comply with the rules for preserving confidential information, copyright, and professional ethics.

6. Final Provisions

6.1. These Regulations shall enter into force on the day of their approval by order of the Rector of the University.

6.2. Amendments and/or additions to the Regulations shall be made in the manner established for their adoption.

6.3. Control over the execution of the Regulations is assigned to the Vice-Rectors of the University regarding the units under their subordination, as well as to the Assistant to the Rector regarding the units directly reporting to the Rector.

Appendix 1

Template for LNA Execution