Regulations on the Department of Scientific Activity Support
National Aerospace University
«Kharkiv Aviation Institute»
Enacted by Order No. 452 dated September 25, 2025
QMS HAI-VZND-P/001:2025
Date of introduction: October 1, 2025
Revision No. 1
1. General Provisions
These Regulations define the legal status of the Department of Scientific Activity Support of the National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the Department), its rights, tasks, functions, and structure.
1.1. The Department is a structural unit of the National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University).
1.2. The Department reports directly to the Vice-Rector for Scientific Work of the University.
1.3. In its activities, the Department is guided by the Constitution and current laws of Ukraine, in particular, «On Higher Education» dated July 1, 2014, No. 1556-VII, «On Scientific and Scientific-Technical Activity» dated November 26, 2015, No. 848-VIII, decrees of the President of Ukraine and resolutions of the Verkhovna Rada of Ukraine, orders of the Ministry of Education and Science of Ukraine, as well as subordinate regulatory legal acts, including the University Statute, established Internal Regulations of the University, and these Regulations.
2. Main Tasks
The main tasks of the Department are:
2.1. Planning, organization, and control of the University's scientific activities.
2.2. Provision of consultative and methodological assistance to scientific and scientific-pedagogical staff, doctoral students, and higher education seekers on issues of scientific activity.
2.3. Facilitating the organization of publication and approbation of research results of scientific and scientific-pedagogical staff, doctoral students, and higher education seekers.
2.4. Coordination of the activities of the scientific society of students, trainees, postgraduate students, doctoral students, and young scientists.
2.5. Popularization and stimulation of the research activities of University employees.
2.6. Ensuring compliance with the anti-corruption legislation of Ukraine by the Department's employees (the Law of Ukraine «On Prevention of Corruption»).
2.7. Ensuring safe working conditions for the Department's employees.
3. Functions
The Department in accordance with the tasks assigned to it:
3.1. Develops, based on proposals from University units, and submits for approval in the established manner plans related to the University's scientific activities (plans for scientific and scientific-technical activities, research work plans, conference organization and holding plans, etc.).
3.2. Monitors and makes predictive assessments of the development of the University's scientific activity in the context of rating evaluation.
3.3. Collects, summarizes, and keeps records of the results of the University's scientific work.
3.4. Prepares reporting and analytical documents on issues of the University's scientific activity for further informing the rectorate and the Academic Council, as well as submitting them to the Ministry of Education and Science of Ukraine and other institutions and organizations.
3.5. Jointly with other University units, organizes the implementation of orders and instructions (directives) of legislative and executive authorities regarding the development of regulatory documentation drafts, preparation of expert opinions (proposals) on bill drafts, as well as on issues of scientific activity and relevant unscheduled tasks.
3.6. Provides organizational support for the activities of the University's scientific society of students, trainees, postgraduate students, doctoral students, and young scientists.
3.7. Provides organizational and methodological assistance in conducting university-wide scientific and communication events (scientific-methodological and scientific-practical conferences, symposia, seminars, round tables, etc.), and as part of relevant working groups ensures the participation of University representatives in such events at interregional and international levels.
3.8. Studies, analyzes, summarizes, and disseminates positive experience in organizing and conducting scientific research, and provides clarifications on the procedure for applying relevant regulatory legal acts in the University for their complete and accurate application.
3.9. Informs scientific and scientific-pedagogical staff about conferences, scientific paper competitions, and other science-oriented events.
3.10. Promotes the development of the intellectual potential of talented youth, supports scientific and creative work, stimulates the innovation activity of higher education seekers, and their mastery of modern technologies.
3.11. Pre-processes and submits proposals to relevant instances regarding the participation and encouragement of scientists and their scientific products in competitions of various levels.
3.12. Conducts university-wide events (festivals, competitions, reviews, etc.) timed to coincide with professional holidays of scientists and aimed at popularizing and stimulating the implementation of scientific activities by University employees.
3.13. Initiates the placement of information about the results of scientific activity on websites, television, and mass media.
3.14. Implements and develops measures for complying with anti-corruption legislation within the Department.
3.15. Ensures the timely conduct of briefings on labor protection matters with personnel and Department employees.
3.16. Ensures the development and implementation of labor protection measures within the Department.
4. Rights, Duties, and Organization of the Department's Work
4.1. The Department has the right to:
4.1.1. Submit proposals to the University management on improving scientific activities within the University.
4.1.2. Represent the University in other organizations on matters within the Department's competence by order of the management.
4.1.3. Receive, in the established manner, necessary documents from the University and its structural units for its work.
4.1.4. Correspond with other scientific institutions and organizations on issues of scientific activity.
4.2. Duties of the Department employees:
4.2.1. Obliged to inform the authorized person or management about cases of corruption offenses.
4.2.2. It is forbidden to receive gifts, undue advantages, or other types of remuneration, except in cases provided by law.
4.2.3. Obliged to avoid conflicts of interest and immediately report their occurrence.
4.2.4. Obliged to exercise constant control over compliance with labor protection rules, ensuring the proper condition of work premises, equipment, and tools from a safety perspective.
4.2.5. Report all identified deficiencies and problems in the Department's activities to the direct management.
5. Organizational Structure and Unit Management
5.1. The Department is headed by the Head of the Department, who is appointed and dismissed by orders of the University Rector upon the submission of the Vice-Rector for Scientific Work.
5.2. A person is appointed to the position of Head of the Department who has a higher education of the second level (Master's degree) in a specialty corresponding to the profile of the Department's activity, who holds a academic degree, has at least five years of experience in positions of scientific (scientific-pedagogical) staff, including at least two years in a managerial position, or at least five years of practical experience in the institution's field of activity, including at least two years in a managerial position; and has scientific papers or copyright certificates, patents for inventions or utility models.
5.3. The Head of the Department has the following rights and duties:
5.3.1. Submits proposals to the University management on improving scientific activities within the University.
5.3.2. Represents the University in other organizations on matters within the Department's competence by order of the University management.
5.3.3. Receives, in the established manner, necessary documents from the University and its structural units for work.
5.3.4. Signs and visas documents within their competence.
5.3.5. Improves their scientific qualifications in the established manner, participates in conferences and seminars, competitions of various levels, etc.
5.3.6. Promotes the implementation of the unified state policy aimed at achieving equal rights and opportunities for women and men within their powers.
5.3.7. Adheres, within their competence, to the principle of ensuring equal rights and opportunities for women and men in their activities.
5.3.8. Ensures, within competence, the implementation of regulatory legal acts on ensuring equal rights and opportunities for women and men, preventing and combating discrimination based on sex and sexual harassment.
5.3.9. Bears personal responsibility for the state of labor protection, exercises direct management of labor protection, carries out work, and controls compliance with the legislation of Ukraine, government resolutions, orders, instructions, and regulations on labor protection in the Department.
5.3.10. Maintains confidentiality regarding personal data entrusted or becoming known in connection with the performance of job duties.
5.3.11. Exercises control over compliance with anti-corruption legislation requirements by the personnel and employees of the Department.
5.3.12. Organizes and ensures the effective functioning of the internal control system in the unit.
5.3.13. Ensures the development and monitors compliance with administrative regulations in the areas of the Department's activity.
5.3.14. Ensures proper risk management during the performance of functions, processes, and operations implemented in the Department.
5.3.15. Is responsible for the final results of the Department's official activities.
6. Responsibility and Work Organization
6.1. The Department carries out its activities on the basis of annual plans approved by the Vice-Rector for Scientific Work of the University.
6.2. The structure of the Department and its staff are approved by order of the University Rector.
6.3. The Regulations on the Department are approved by the Academic Council of the University and enacted by order of the University Rector.
6.4. Job descriptions for the Head of the Department are approved by the Vice-Rector for Scientific Work, and for Department employees by the Head of the Department.
6.5. Office work in the Department is organized and conducted in accordance with the approved University Office Work Instruction.
6.6. General principles of activity, status, remuneration conditions, material, social, and living support for Department employees are determined by the University Rector.
6.7. During its activity, regular inspections of the safety state of equipment and premises are carried out in the Department.
6.8. Responsibility for the high-quality and timely execution of the assigned tasks and functions of these Regulations is borne by the Head of the Department.
6.9. Maintains confidentiality regarding personal data entrusted or becoming known in connection with the performance of job duties.
6.10. Exercises control over compliance with anti-corruption legislation requirements by the personnel and employees of the Department.
6.11. The degree of responsibility of other employees is established by job descriptions.
7. Interaction with Other University Units
7.1. In the course of its activity, the Department interacts with the heads and employees of all structural units of the University, as well as scientific and scientific-pedagogical staff, doctoral students, and higher education seekers on issues of scientific, innovative, and patent activities of the University.
7.2. The Department interacts with the labor protection service to improve working conditions, ensure safety, and develop regulatory legal acts on labor protection.
8. Final Provisions
The Regulations on the Department of Scientific Activity Support are approved by the Academic Council of the University and enacted by order of the Rector.
Changes and/or additions to these Regulations are made in the manner established for its adoption.