Regulations on the Scientific and Technical Library
of the National Aerospace University
«Kharkiv Aviation Institute»
Approved by:
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-STL-R/001:2025
Effective date: October 23, 2025
Revision No. 3
1. General Provisions
1.1 These Regulations on the Scientific and Technical Library (STL) of the National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University) have been developed on the basis of the Law of Ukraine «On Libraries and Librarianship» No. 33/95-VR dated January 27, 1995 (as amended by Law No. 1561-III dated March 16, 2000 (as amended)), the Laws of Ukraine «On Higher Education», «On Education», «On Scientific and Scientific-Technical Activity», and in accordance with the «Model Regulations on the Library of a Higher Educational Institution of III-IV Accreditation Levels of the Ministry of Education and Science of Ukraine», approved by the Order of the Ministry of Education and Science of Ukraine No. 641 dated August 6, 2004, the Order of the Ministry of Education and Science, Youth and Sports of Ukraine No. 1058 dated September 27, 2012 «On Approval of the Model Structure and Model Staffing Standards of Libraries of Higher Educational Institutions of III-IV Accreditation Levels», the Instruction «On the Procedure for Drafting Regulations on Structural Units of the National Aerospace University «Kharkiv Aviation Institute»» QMS KhAI-UV-I/001:2025, the Statute of the National Aerospace University «Kharkiv Aviation Institute», and determine the legal status of the STL, its structure, tasks, functions, rights, management competencies, responsibility, and interaction with other structural units.
1.2 In accordance with Clause 3, Article 33 of the Law of Ukraine «On Higher Education», the Scientific and Technical Library belongs to the main structural units of the University.
1.3 The Scientific and Technical Library is an educational, scientific, informational, and sociocultural structural unit of the University and reports directly to the Vice-Rector for Scientific Research.
1.4 In its activities, the STL is guided by the Constitution and laws of Ukraine, in particular «On Higher Education» and «On Libraries and Librarianship», 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 Ministry of Culture and Strategic Communications of Ukraine, the University Statute, as well as other regulatory documents, legal acts, and these Regulations.
1.5 The University provides the legal, organizational, financial, and material conditions necessary for the functioning of the Scientific and Technical Library, in particular, proper storage, use, and replenishment of its information resources, computerization, and technical equipment of the STL.
1.6 The STL is created, reorganized, or liquidated by an order of the Rector upon the decision of the Academic Council of the University.
1.7 Termination of the STL's activities is carried out through its liquidation or reorganization. During reorganization, all documentation of the STL must be promptly transferred for storage to the legal successor, and during liquidation - to the University archive.
2. Main Tasks
The main tasks of the STL are:
2.1 Formation of an optimal composition of information resources, taking into account prospective areas of scientific research, specialties, and educational programs.
2.2 Rational placement of the unified library document collection on various media and its preservation.
2.3 Creation of electronic databases, an electronic library, and an institutional repository.
2.4 Organization and maintenance of an information retrieval system using both traditional and advanced information technologies.
2.5 Ensuring full, high-quality, and prompt library-bibliographical and informational service for higher education seekers, postgraduate students, doctoral candidates, academic staff, and University employees in accordance with their information requests through wide access to the STL's information resources (in accordance with the Rules for Using the Scientific and Technical Library).
2.6 Organization of access to external information resources on the basis of license agreements, free test access, or open access.
2.7 Conducting sociocultural activities aimed at popularizing and disclosing, through all library and information tools, the content of universal human values, historical, scientific, and cultural heritage; promoting the upbringing of a harmonious, morally perfect personality open to intellectual, spiritual, and creative development.
2.8 Development of information service and other types of services, improving the culture of service based on advanced information technologies and computerization of information and library processes.
2.9 Implementation of scientific bibliography.
2.10 Participation in the formation of the information culture of the university community, instilling in them the skills of using the STL and its information resources, both in paper and electronic formats.
2.11 Conducting independent and joint scientific-methodological, research, and scientific-organizational work with other organizations and institutions on issues of bibliology, computer science, library science, and bibliography.
2.12 Coordination of the STL's activities with the structural units and public organizations of the University, cooperation and interaction with libraries of other systems and departments, and scientific and technical information bodies.
2.13 Carrying out economic activities aimed at ensuring and optimizing information and library-bibliographical services for users.
3. Functions
3.1 To fulfill its tasks, the STL performs the following functions by areas of activity:
3.1.1 Acquisition of information resources:
- scientifically grounded current acquisition and re-acquisition of the library's information resources based on the analysis of the provision of educational disciplines with literature, analysis of curricula and programs, and the subjects of scientific research conducted at the University, through the purchase of scientific, educational, reference, fiction literature, periodicals, audio and video documents, networked electronic documents, and databases produced both in Ukraine and abroad, as well as the creation of the University's electronic library;
- maintaining the electronic version of the file cabinet of literature provision for educational disciplines;
- timely receipt, accounting, and registration of incoming information resources.
3.1.2 Scientific processing of documents and organization of catalogs:
3.1.2.1 Organization of the STL's information retrieval system (IRS) and its linguistic support:
- compilation of bibliographic records of documents received by the library in accordance with existing standards in the electronic catalog (EC);
- indexing of documents based on adopted classification systems and existing vocabularies;
- creation and maintenance of information-language vocabularies, problem-oriented vocabularies, and classifiers in Ukrainian and English;
- prompt reflection of new acquisitions to the STL in card catalogs;
- systematic and comprehensive editing of catalogs.
3.1.2.2 Conducting technical processing of literature.
3.1.2.3 Providing consultations on document indexing and information search of documents within the STL's information retrieval system.
3.1.3 Servicing with scientific literature:
3.1.3.1 Organization of the auxiliary collection of the scientific literature service department:
- acceptance of new acquisitions, arrangement of literature, and verification of correct arrangement;
- analysis of the use of the auxiliary collection;
- sanitary and hygienic processing of documents;
- organization and implementation of timely repair of documents;
- participation in conducting checks on the preservation of the collection.
3.1.3.2 Participation in the organization of the library's IRS:
- creation of bibliographic records of documents in the EC for the retrospective part of the scientific literature service department's collection;
- organization and maintenance of card catalogs and file cabinets for the auxiliary collections of reading rooms.
3.1.3.3 Implementation of library services for all categories of STL users with scientific literature:
- organization of registration of new users to the STL and subdivisions of the scientific literature service department, annual re-registration;
- automated issuance and acceptance of issued literature to users;
- monitoring the deadline for the return of documents by users, carrying out work to prevent and eliminate user debt;
- servicing users via interlibrary loan (ILL) and electronic document delivery (EDD) systems.
3.1.3.4 Conducting reference and bibliographic services:
- fulfillment of bibliographic references;
- organization of book and illustrative exhibitions with the placement of bibliographic lists on the official website of the STL, as well as exhibitions of new acquisitions.
3.1.3.5. Administration of the institutional repository's work (NSHAIIR), filling it with documents on behalf of authors, and consulting authors in the event of their self-archiving.
3.1.4 Servicing with educational literature:
3.1.4.1 Organization of the auxiliary collection of the educational literature service department:
- acceptance of new acquisitions, arrangement of literature, and verification of correct arrangement;
- analysis of the use of the auxiliary collection;
- sanitary and hygienic processing of documents;
- organization and implementation of timely repair of documents;
- participation in conducting checks on the preservation of the auxiliary collection;
3.1.4.2 Participation in the organization of the library's IRS:
- creation of bibliographic records of documents in the EC for the retrospective part of the educational literature service department's collection;
- organization and maintenance of card catalogs and file cabinets for the auxiliary collections of the reading room and library service points in dormitories.
3.1.4.3 Implementation of library services for all categories of library users with educational literature:
- organization of registration of new users to the STL and department subdivisions, annual re-registration;
- automated issuance and acceptance of issued literature to users;
- monitoring the deadline for the return of literature by users, carrying out work to prevent and eliminate user debt.
3.1.5 Servicing with fiction literature:
3.1.5.1. Organization of the auxiliary collection of the fiction literature service department:
- acceptance of new acquisitions, arrangement of documents, and verification of their correct arrangement;
- analysis of the use of documents stored in the department;
- implementation of measures to preserve the collection;
- sanitary and hygienic processing of documents;
- organization and implementation of timely repair of documents;
- participation in conducting checks on the preservation of the auxiliary collection.
3.1.5.2 Participation in the organization of the library's IRS:
- creation of bibliographic records of documents for the retrospective part of the fiction literature service department's collection;
- creation of analytical bibliographic records on literary studies and art.
3.1.5.3 Implementation of library services for all categories of STL users:
- organization of registration of new users in the fiction literature service department and annual re-registration;
- automated issuance and acceptance of issued literature to users;
- monitoring the deadlines for the return of literature by users, carrying out work to prevent and eliminate user debt.
3.1.5.4 Conducting sociocultural activities:
- popularization of the scientific and technical library's collection through book and illustrative exhibitions (including virtual ones for remote users).
- jointly with teachers responsible for educational work at the University and representatives of public organizations, conducting literary and musical evenings, debates, lectures, reviews, presentations, and meetings with prominent people, as well as other means of promoting the development of youth creative potential and forming a steady interest in reading;
- organization of the «Literary Living Room» club.
3.1.6 Information and bibliographic services:
3.1.6.1 Organization of the reference and bibliographic collection.
3.1.6.2 Participation in the organization of the library's IRS:
- organization of card catalogs and file cabinets for the collection of the information and bibliographic department;
- organization of the collection of completed references;
- creation of analytical bibliographic records in the EC;
- creation and population of problem-oriented databases.
3.1.6.3 Implementation of reference-bibliographic and informational services for all categories of users:
- servicing all users on the basis of the reference and information collection;
- fulfillment of bibliographic references, including in automated mode via the «Virtual Reference Service» on the library website;
- popularization of the scientific and technical library's collection through book and illustrative exhibitions (including virtual ones for remote users), open reviews, and «Information Days»;
- organization of «Department Days», current information provision to departments about new acquisitions to the STL according to standing requests;
- individual current information provision via the differentiated management service (DMS) system regarding issues of higher education and management;
3.1.6.4 Organization of measures to form the information culture of the university community.
3.1.6.5 Consulting on patent search procedures.
3.1.6.6 Conducting scientific and bibliographic work:
- compilation of scientific-auxiliary, bio-bibliographic, recommendatory indexes and literature lists to assist research work and the educational process;
- creation of an electronic interactive «Bulletin of New Acquisitions» and its presentation on the library website.
3.1.6.7 Consulting on the state registration of R&D conducted at the University.
3.1.6.8 Conducting scientometric activities.
3.1.6.8.1 Organization and support of the DB «Bibliometric Profiles of University Employees».
3.1.6.8.2 Consulting on registration in global registers of unique author identifiers.
3.1.6.8.3 Monitoring the publication activity of University employees.
3.1.7 Book preservation:
3.1.7.1 Placement of the library collection:
- studying the efficiency of collection use based on the analysis of user demand;
- analysis of the compliance of the collection's structure and composition with the tasks of differentiated service for all categories of users;
- acceptance and distribution of new acquisitions into the auxiliary collections of the respective STL units and library service points at University departments;
- redistribution of literature between STL units and library service points at University departments based on collection study.
3.1.7.2 Organization of the collection of bachelor's and master's final qualification works on the basis of the University Order «On the Creation of the Collection of Diploma Projects (Works) in the Scientific and Technical Library».
3.1.7.3 Maintenance of accounting catalogs:
- card topographic catalog for the main and auxiliary collections;
- redistribution of document copies in the electronic topographic catalog formed in the automated information and library system (AILS) when changing their storage location.
3.1.7.4 Organization of work on the preservation of information resources:
- monitoring compliance with the storage regime of information resources in the library's subdivisions;
- carrying out inspections of the auxiliary collections of the library's subdivisions according to the current plan;
- organization of work on binding and restoration of documents from the library collection;
- carrying out sanitary and hygienic processing of the collection;
- daily backup of the electronic catalog and electronic library to the University server.
3.1.7.5 Withdrawal of documents from the collections of the scientific and technical library:
- selection of documents that have lost their relevance, scientific and production value, worn-out, defective copies that need to be withdrawn from the collections;
- compilation of the necessary documentation for the selected literature.
3.1.8 Informatization and automation of library processes:
3.1.8.1 Support of the automated information and library system.
3.1.8.2 System administration and ensuring the functioning of the official website of the library.
3.1.9 Conducting independent and joint scientific-methodological, research, and scientific-organizational work with other organizations and institutions on issues of bibliology, computer science, library science, and bibliography, and improving all areas of the STL's activities.
3.1.10 Ensuring continuous education, improving professional competence, general educational and cultural level of the STL employees.
3.2 Implementation of processes that contribute to the effective functioning of the QMS in the University and are aimed at performing the main tasks and functions of the STL.
3.2.1 The Scientific and Technical Library performs the following processes within the QMS:
- management of documented information;
- corrective actions;
- preventive actions;
- management of nonconformities;
- monitoring and measurement of QMS processes regarding the provision of educational services and management of the STL's information resources.
4. Rights and Duties
4.1 The rights and duties of the scientific and technical library are implemented through the rights and duties of its director and employees.
4.2 The Director of the STL is endowed with the following rights and duties:
- to determine the content and forms of their activities depending on the tasks specified in the Regulations on the Scientific and Technical Library;
- to resolve administrative and organizational issues related to the activities of the STL;
- to issue orders in all areas of the STL's activities;
- to represent the University and the STL in various institutions and organizations, to take direct part in the work of scientific conferences, meetings, seminars on informatics, library science, and bibliography both in Ukraine and abroad;
- to review curricula, syllabi, and subjects of scientific research work of the University;
- to receive from the structural units of the University materials and information necessary to solve the tasks assigned to the scientific and technical library;
- to propose measures to increase the efficiency of all types of STL activities;
- to conduct correspondence with other libraries and organizations in the prescribed manner;
- to participate in the preparation of drafts of orders, instructions, and other documents related to the activities of the STL;
- to select personnel, make proposals on the appointment, dismissal, and transfer of STL employees, and distribute duties among them;
- to carry out work to increase the labor motivation of workers based on the implementation of a policy of material and moral incentives, improvement of working conditions, enhancement of the prestige of the profession, and rationalization of structure and staff;
- to work on strengthening labor discipline, and make proposals on applying disciplinary measures for violations of labor discipline and Internal Regulations by employees;
- to create advisory bodies and professional councils - the Library Council, the Methodological Council, and others.
4.3 The rights of STL employees are determined by the current legislation of Ukraine, the Statute, the Internal Regulations of the University, and relevant job descriptions.
5. Organizational Structure and Management of the STL
5.1 Organizational structure of the STL:
Directorate
Department of Document Acquisition with a sector:
- of document accounting
Department of Scientific Processing of Documents and Organization of Catalogs with sectors:
- of linguistic support for the information retrieval system (IRS)
- of catalog organization
Department of Scientific Literature Service with sectors:
- of scientific literature lending
- of the reading room of rare and valuable editions
- of the general reading room
- of the restricted access literature reading room (DSK)
- of the foreign literature reading room
Department of Educational Literature Service with sectors:
- of educational literature lending
- of specialized reading rooms:
- reading room of faculties No. 3, 5
- library service points in dormitories No. 8, 10, 11, 12 Department of Fiction Literature Service with sectors:
- fiction literature lending
- of sociocultural activity Information and Bibliographic Department with a sector:
- of scientific bibliography Book Preservation Department with a sector:
- of storage of final qualification works
Department of Informatization and Automation of Library Processes with sectors:
- of automated information and library system (AILS) support
- of system administration and ensuring the functioning of the Scientific and Technical Library website.
Each structural unit of the STL has its own Regulations, which are agreed upon with the Vice-Rector for Research, the legal department, the human resources department, and approved by the Rector.
5.2 Management of the STL is carried out by the director, who is subordinate to the rector. By order of the rector, the functions of direct management of the work of the STL director may be assigned to a Vice-Rector of the University. The STL Director is a member of the Academic Council of the University.
5.3 The Director of the Scientific and Technical Library must know the Constitution of Ukraine, the Law of Ukraine «On Higher Education», the Law of Ukraine «On Libraries and Library Affairs», rules, instructions, orders, and recommendations of the Ministry of Education and Science of Ukraine and the Ministry of Culture and Strategic Communications of Ukraine on the organization of library work, the University Statute, internal regulations, basics of labor organization and management, theory and practice of library science, advanced domestic and foreign library and information technologies, rules and norms of labor protection, occupational safety, and fire safety.
5.4 A person who has a higher (library) education at the appropriate educational and qualification levels (master, specialist), postgraduate education in the field of management, and library work experience in lower-level managerial professions (at least 5 years for a master, and at least 7 years for a specialist) may be appointed to the position of STL Director. The mandatory presence of publications on library science, bibliography, and bibliology is required.
5.5 The Director issues orders regarding the activities of the STL, which are mandatory for employees to execute and may be canceled by the higher management of the University if they contradict the legislation, the Statute, or harm the interests of the University.
5.6 In their work, the STL Director is guided by the provisions set forth in the relevant job description.
5.7 The STL Director:
- determines, formulates, plans, implements, and coordinates all types of STL activities;
- organizes the work and effective interaction of all STL subdivisions;
- analyzes and approves, in accordance with the established procedure, prospective and current plans and reports on the work of the STL, and submits them for approval to the Vice-Rector for Research;
- implements normative and instructional materials, ensures conditions for improving the organization of work execution and management of STL subdivisions;
- exercises control over the execution of orders of the University Rector and STL orders;
- ensures the preservation of the educational and material base of the STL in accordance with regulatory requirements, and is responsible for compliance with internal regulations, the sanitary and hygienic regime, labor protection, and safety engineering.
5.7 To coordinate the activities of the STL with the educational, upbringing, and scientific work of the University and to provide it with effective assistance in solving topical issues of library activity, a Library Council is established as an advisory body, which includes both faculty representatives and leading library specialists. The composition of the Council is approved by the University Rector upon the submission of the STL Director.
5.8 In order to develop collegiality in solving main library issues, professional councils are created, which determine topics and systematically participate in production meetings and sessions of the STL methodological council.
5.9 General methodological guidance for the University's Scientific and Technical Library is carried out by the Scientific and Methodological Commission of the Ministry of Education and Science of Ukraine and the Zonal Methodological Center of Higher Education Libraries of the Kharkiv Zone at the Central Scientific Library of V. N. Karazin Kharkiv National University.
6. Responsibility
6.1 Responsibility for the qualitative and timely performance of the tasks and functions assigned by this Regulation is borne by the STL Director.
6.2 The degree of responsibility of other employees is established by their job descriptions.
7. Interaction with Other Structural Units
7.1 To implement its functions and tasks, the STL may, in the established manner, receive or provide information related to its competence, participate in initiating and implementing joint measures, and interact within its competence with other structural units of the University.
7.2 Performing its functions, the STL interacts with faculties, departments, educational, scientific, administrative-economic departments, and other units of the University in connection with the performance of respective functions assigned to the STL team and the need to provide current information on the state and prospects of its activities in accordance with the procedure operating in the University.
8. Final Provisions
8.1 The Regulations on the Scientific and Technical Library are signed by the STL Director and agreed upon with the Vice-Rector for Research, the Director of the Center for Quality of Education, Licensing, and Accreditation, the Head of the Human Resources Department, and the Head of the Legal Department of the University.
8.2 The Regulations on the Scientific and Technical Library are approved by the Academic Council of the University and put into effect by order of the Rector.
8.3 Changes and/or additions to these Regulations are made in the manner established for their adoption.
Appendix A
List of main documentation on the organization of the scientific and technical library's activities and its management
A.1 Organizational:
1) Regulations on the Scientific and Technical Library, approved by the Academic Council of the University;
2) regulations on the structural units of the STL;
3) job descriptions (functional duties) of each employee, developed by the STL Director, with the mark «Read», the employee's personal signature, and the date of review at the end of the document;
4) structure of the STL;
5) staffing schedule of the STL;
6) rules of use of the Scientific and Technical Library;
7) incoming documents (regulatory documents, decisions of the Academic Council, the rectorate, orders, instructions of the University, etc., related to the activities of the STL);
8) annual work plan of the STL and its structural units;
9) minutes of meetings of the STL Methodological Council;
10) schedules of annual vacations of STL employees;
11) plan of activities to improve the professional competence, general educational, and cultural level of STL employees;
12) outgoing documents (official memos, explanatory notes, petitions, etc.).
A.2 Accounting and reporting:
1) calculation (volume) of working hours norms of STL employees;
2) consolidated report on the implementation of the STL work plan for the calendar year;
3) reports on the implementation of the work plan of the STL structural units;
4) sheets of daily statistical accounting of the work of the STL structural units;
A.3 Organizational and technological:
1) technological instructions;
2) working instructions.