Regulations on the Publishing Center
of National Aerospace University
«Kharkiv Aviation Institute» 

 

QMS KhAI-PC-R/045:2024

Effective Date: February 01, 2024

Revision No. 2

1. General Provisions

1.1 Regulations on the Publishing Center (hereinafter referred to as the PC) of National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University) have been developed in accordance with the instruction «Procedure for Preparing Regulations on Structural Units» QMS KhAI-HR-RI/045:2015, the Statute of National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the Statute) and define the legal status of the PC, its structure, tasks, functions, rights, leadership competencies, responsibility, and interaction with other structural units.

1.2 The Publishing Center is a structural unit of the University and reports directly to the Rector and the Vice-Rector responsible for this line of work.

1.3 In its activities, the PC is guided by the Constitution and Laws of Ukraine «On Education», «On Higher Education», «On Publishing», «On Printed Mass Media», decrees of the President of Ukraine and resolutions of the Verkhovna Rada of Ukraine, orders of the Ministry of Education and Science of Ukraine, the Statute of the University, as well as other regulatory documents, DSTU ISO 9001:2015, and these Regulations.

1.4 The PC is created, reorganized, or liquidated by an order of the Rector of the University.

Termination of the PC's activities is carried out through its liquidation or reorganization. Upon reorganization, all documentation of the PC must be transferred in a timely manner for storage to the legal successor, and during liquidation - to the University archive.

1.5 The structure and number of staff members of the Publishing Center are determined taking into account the tasks assigned to the PC and the functions performed.

1.6 The structure and staffing level of the PC are approved by the Rector of the University based on the conditions and characteristics of the University's activities within budgetary funding, upon the submission of the Vice-Rector responsible for this line of work, and in coordination with the Ministry of Education and Science.

1.7 The PC includes:

- editorial and publishing department;

- operational and technical department for printing equipment operation.

2. Main Tasks

2.1 The main tasks of the PC are:

- providing the educational process and scientific research, as well as research and pedagogical staff of the University, with high-quality educational, scientific, and methodological literature;

- meeting the needs of the University units for form products and other documentation required for official use;

- fulfilling orders and printing publications prepared at the request of enterprises, institutions, organizations, and business entities;

- organizing and ensuring the effective operation of the University PC;

- publishing educational and scientific literature (textbooks, study guides, monographs, and professional scientific journals) in accordance with the University's literature publication plan;

- executing all publishing and printing works (desktop publishing, editing, design, etc.);

- adhering in publishing activities to the requirements for scientific and educational literature in accordance with modern trends in educational, scientific, and publishing activities.

2.2 The tasks of the PC are carried out through the effective use of all elements of the publishing process with the extensive application of modern technologies.

3. Functions

3.1 The main area of activity of the PC is the organization of the publishing process.

3.2 The PC carries out its activities on the basis of annual and long-term thematic plans, agreements with other units of the University, agreements with authors, third-party organizations and institutions, and employment contracts.

3.3 To accomplish its tasks, the PC performs functions in its line of activity:

3.3.1 Plans educational literature publications in accordance with the procedure established at the University:

- plans the requirement for consumables;

- prepares preliminary cost estimates, calculations, and cost accounting for joint works.

3.3.2 Organizes the timely processing of manuscripts within the publishing process.

3.3.3 Ensures high-quality production of educational and scientific publications.

3.4 To address the task «Publishing educational and scientific literature (textbooks, study guides, monographs, and professional scientific journals) in accordance with the literature publication plan», it performs the following functions:

3.4.1 Fulfills annual and long-term plans adopted by the Educational-Methodological and Academic Council of the University and approved by the Rector.

3.4.2 Conducts internal editorial review (verifies compliance with established requirements) of manuscripts of textbooks and study guides according to the Publication Plan, draws up a schedule for issuing the specified publications, forms a publication catalog, and prepares cost estimates for printing the planned run of publications according to the established procedure.

3.4.3 Conducts internal editorial review (verifies compliance with established requirements) of manuscripts of textbooks and study guides included in the supplementary plan, draws up a schedule for issuing the specified publications, forms a publication catalog, and prepares cost estimates for printing the planned run of publications according to the established procedure.

3.4.4 Performs copyediting, insertion of corrections, proofreading (editorial and authorial), desktop publishing, publication design, layout review, camera-ready copy preparation, and printing of the publication run.

3.4.5 Involves the author of the manuscript in proofreading.

3.4.6 Performs a full cycle of work on formatting publications prepared for printing.

3.4.7 Prepares the layout and prints the publication run.

3.4.8 Distributes printed runs according to approved documents.

3.5 To address the tasks «Execution of all publishing works (desktop publishing, editing, design, etc.) at the highest level in accordance with norms and standards» and «Adherence in publishing activities to the requirements for scientific and educational literature in accordance with modern trends in educational, scientific, and publishing activities», the PC performs the following functions:

3.5.1 Maintains communication with state ministries, committees, and other legislative and executive bodies regarding the acquisition of documents regulating publishing activities.

3.5.2 Develops new directions for creating modern educational and scientific books in accordance with the requirements of the Ministry of Education and Science of Ukraine, the State TV and Radio Broadcasting Committee of Ukraine, the State Committee for Television and Radio Broadcasting of Ukraine, and other agencies.

3.6 To address the task «Control over the execution of the Plan of Intra-University Publications of Educational and Methodological Literature», the Publishing Center performs the following functions:

3.6.1 Exercises monthly control over the execution of the publishing and printing plan.

3.6.2 Analyzes the results of publishing activities.

3.6.3 Prepares annual reports based on control results.

3.6.4 Proposes measures to improve and increase the efficiency of the University's publishing unit activities. 

3.7 Staff members of the PC participate in the following QMS processes of the University:

- design and development;

- educational and organizational activities;

- management processes.

3.8 Mandatory QMS processes are also performed in the PC:

- management of documented information;

- corrective actions;

- preventive actions;

- nonconformity management.

4. Rights and Responsibilities

4.1 The rights and responsibilities of the PC are exercised through the rights and responsibilities of the Director and employees of the PC.

4.2 The Director of the PC has the right and is obliged to:

4.2.1 Participate in the work of other internal reporting structures, as well as third-party organizations on issues related to the professional competence of the PC employees.

4.2.2 Develop and approve documents reflecting the stages of the publishing process.

4.2.3 Submit proposals regarding changes to the PC staffing table and measures aimed at increasing the efficiency of the University's publishing activities.

4.2.4 Obtain, in the established manner, information and materials necessary for the performance of official duties by PC employees.

4.2.5 Establish and develop business relations with organizations and institutions in the relevant line of activity to obtain necessary information and documentation, as well as to improve the qualification level of PC employees with the support of the Rector of the University.

4.2.6 Develop regulatory and information materials on publishing activities for internal use at the University.

4.2.7 Send manuscripts for additional peer review.

4.2.8 Publish an additional run of planned and unplanned publications at the request of educational institutions, libraries, other legal entities and individuals, as well as implement publishing projects on their own initiative in compliance with the procedure for recommending educational publications for printing and based on publishing agreements with authors.

4.2.9 Reject manuscripts submitted for publication in case of their non-compliance with the requirements of regulatory documents for revision.

4.2.10 Carry out additional types of activity:

- editorial and publishing (full editorial and publishing cycle and its individual elements - editing, typesetting, etc.);

- printing (copying, duplicating, binding operations, etc.);

- publishing joint publications with other publishing organizations;

- release and distribution of publications.

4.3 All rights and responsibilities of the PC correspond to current legislation regulating the internal activities of the University.

4.4 The rights and responsibilities of PC employees are regulated in their job descriptions.

4.5 PC employees are obliged to execute all orders and instructions of the Director of the PC and the leadership of the University.

5. Leadership

5.1 Leadership of the PC is carried out by the Director of the Publishing Center.

5.1.1 The position of Director of the PC is assigned to a person holding a higher education degree at the Master's or Specialist's educational qualification level with at least five years of professional work experience. The Director of the Publishing Center is appointed and dismissed by the Rector of the University in accordance with the legislation of Ukraine.

5.1.2 During the absence of the Director of the PC (illness, vacation, business trip), their official duties are performed in accordance with the established procedure by the Deputy Director, who bears full responsibility for their high-quality, effective, and timely execution.

5.1.3 The Director of the PC plans its work and submits proposals to the Rector of the University, agreed with the Vice-Rector responsible for this area of work, regarding:

- the structure of the PC;

- the staffing table according to the actual volume and nature of work performed;

- official duties of PC employees;

- hiring, transfer between positions, and dismissal of employees;

- incentives for PC employees and imposition of penalties;

- accommodation/placement of the PC;

- improving the quality of publications and encouraging authors;

- working conditions and work schedule.

5.2 The work of the Editorial and Publishing Department of the PC is organized by the Head of the Editorial and Publishing Department.

5.2.1 The position of Head of the Editorial and Publishing Department of the PC is assigned to a person holding a full higher education degree in a relevant field of study (Master's, Specialist's). Work experience in lower-level managerial positions of the relevant professional specialization: for a Master's degree holder – not less than two years; for a Specialist's degree holder – not less than three years. The Head of the Editorial and Publishing Department of the PC is appointed and dismissed by the Rector of the University in accordance with the legislation of Ukraine.

5.2.2 During the absence of the Head of the Editorial and Publishing Department of the PC (illness, vacation, business trip), their official duties are performed in the established manner by a 1st Category Editor, who bears full responsibility for the high-quality, effective, and timely performance of these duties.

5.2.3 The Head of the Editorial and Publishing Department of the PC plans the department's work and submits proposals to the Director of the PC regarding:

- the structure of the Editorial and Publishing Department of the PC;

- the staffing table in accordance with the actual volume and nature of the work performed;

- job duties of the employees of the Editorial and Publishing Department of the PC;

- hiring, transfer, and dismissal of employees;

- incentives for employees of the Editorial and Publishing Department of the PC, imposition of penalties;

- improving the quality of publications and encouraging authors;

- working conditions and work schedules.

5.3 The work of the Operational and Technical Department for Printing Equipment Operation of the PC is organized by the Head of the Operational and Technical Department for Printing Equipment Operation of the PC.

5.3.1 The position of Head of the Operational and Technical Department for Printing Equipment Operation of the PC is assigned to a person holding a full higher education degree in a relevant field of study (Master's, Specialist's). Work experience in lower-level managerial positions of the relevant professional specialization: for a Master's degree holder – not less than two years; for a Specialist's degree holder – not less than three years. The Head of the Operational and Technical Department for Printing Equipment Operation of the PC is appointed and dismissed by the Rector of the University in accordance with the legislation of Ukraine.

5.3.2 During the absence of the Head of the Operational and Technical Department for Printing Equipment Operation of the PC (illness, vacation, business trip), their official duties are performed in the established manner by a 1st Category Publishing and Printing Production Specialist, who bears full responsibility for their high-quality, effective, and timely performance.

5.3.3 The Head of the Operational and Technical Department for Printing Equipment Operation of the PC plans the department's work and submits proposals to the Director of the Publishing Center regarding:

- the structure of the Operational and Technical Department for Printing Equipment Operation of the PC;

- the staffing table in accordance with the actual volume and nature of the work performed;

- job duties of the employees of the Operational and Technical Department for Printing Equipment Operation of the PC;

- hiring, transfer, and dismissal of employees;

- incentives for employees of the Operational and Technical Department for Printing Equipment Operation of the PC, imposition of penalties;

- improving the quality of publications and encouraging authors;

- working conditions and work schedules.

6. Responsibility

6.1 Responsibility for the high-quality and timely execution of the assigned tasks and functions under these Regulations is borne by the Director of the PC.

6.2 The degree of responsibility of other employees is established by job descriptions.

7. Interaction with Other Structural Units

7.1 To implement its functions and tasks, the PC may, in accordance with the established procedure, receive or provide information relating to its competence, participate in initiating and conducting joint measures, and interact within its competence with other structural units of the University.

7.2 In performing its functions, the PC interacts with:

- faculties, departments, educational, scientific, administrative, and maintenance divisions, educational and experimental farms, and other units of the University – in connection with the performance of the respective functions assigned to the center's staff and the need to provide ongoing information on the status and prospects of its activities in accordance with the procedure in force at the University;

- third-party printing enterprises, the State Committee for Television and Radio Broadcasting of Ukraine, the State Book Chamber of Ukraine, the State Registration Service of Ukraine, and other organizations of the city, region, and country, if it is necessary to resolve issues related to the production process in the PC.

8. Final Provisions

8.1 Regulations on the Publishing Center are signed by the Director of the PC and agreed upon with the Vice-Rector responsible for this line of work, the Head of Human Resources, and the Head of the Legal Department of the University.

8.2 Regulations on the PC are approved by the Rector of the University and put into effect by their order.

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

 

Appendix A (mandatory)

Organizational Structure of the Publishing Center