Regulations on the Scientific Society of Students, Postgraduates,
Doctoral Candidates, and Young Scientists
of the National Aerospace University
"Kharkiv Aviation Institute"
Approved
by the Decision of the Labor Collective Conference
of the National Aerospace University
"Kharkiv Aviation Institute"
Protocol No. 24 of December 24, 2025
Enacted by Order No. 624 of December 26, 2025
SUYA KhAI-KTK-NT/004:2025
Date of introduction: December 26, 2025
Revision No. 2
1. General Provisions
1.1. These Regulations define the legal status, purpose, principles, tasks, organizational structure, and the procedure for the formation and activities of the Scientific Society of Students, Postgraduates, Doctoral Candidates, and Young Scientists (hereinafter – Scientific Society) of the National Aerospace University "Kharkiv Aviation Institute" (hereinafter – University). The Scientific Society is a component of the University's public self-governance system.
Full official name of the Scientific Society: Scientific Society of Students, Postgraduates, Doctoral Candidates, and Young Scientists of the National Aerospace University "Kharkiv Aviation Institute".
Abbreviated name of the Scientific Society: KhAI Scientific Society.
1.2. The Scientific Society acts in accordance with the Constitution of Ukraine, the Laws of Ukraine "On Education", "On Higher Education", "On Scientific and Scientific-Technical Activity", other legislative acts, the University Charter, internal regulatory acts, and these Regulations.
1.3. The Scientific Society is a body that represents and protects the rights and legitimate interests of students, postgraduates, doctoral candidates, and young scientists in the sphere of scientific activity, innovation development, intellectual property protection, and academic career.
1.4. The principles of the Scientific Society’s activity consist of the observance of legality and self-governance, collegiality of management, voluntariness of membership and equality of rights of all members, ensuring inclusivity and non-discrimination, transparency and accountability of the Scientific Society’s bodies, freedom of scientific creativity, academic integrity, as well as strict adherence to ethical norms and conflict of interest prevention policy.
1.5. These Regulations are approved by the Labor Collective Conference of the University as the supreme collegial body of public self-governance and are enacted by an order of the University Rector.
1.6. The Scientific Society may have its own symbols, letterheads, a seal (by the decision of the University), an official page on the University's website, and electronic services and communication channels within internal information systems.
1.7. The processing of personal data in the activities of the Scientific Society is carried out in compliance with personal data protection legislation, based on the notification (informing) of data subjects, minimization of volume and storage periods, and the application of organizational and technical security measures.
2. Purpose and Tasks
2.1. The purpose of the Scientific Society is to create conditions for the realization of the scientific and innovative potential of students and young scientists, to improve the quality of research, and to promote academic careers and the integration of the University into the national and international scientific space.
2.2. Tasks of the Scientific Society:
2.2.1. Involving students, postgraduates, doctoral candidates, and young scientists in scientific research, innovation projects, and interdisciplinary initiatives.
2.2.2. Organizing and conducting conferences, seminars, schools, scientific paper competitions, hackathons, exhibitions, and round tables.
2.2.3. Developing academic mobility, mentorship programs, internships, and partnerships.
2.2.4. Supporting publication activity, open science, and scientific repositories; assisting in intellectual property protection.
2.2.5. Generalizing and disseminating best practices in scientific work; popularizing science.
2.2.6. Forming a talent pool of scientific-pedagogical staff.
2.2.7. Initiating and supporting grant applications and attracting resources without conflicts of interest.
2.2.8. Ensuring adherence to academic integrity in the activities of the Scientific Society.
3. Organizational Structure
3.1. The structure of the Scientific Society consists of:
3.1.1. General Meeting of the Scientific Society — the supreme governing body.
3.1.2. Coordination Council — a collegial executive body.
3.1.3. Chair of the Scientific Society.
3.1.4. Council of Young Scientists of the University — a separate structural element (advisory body of young scientists).
3.1.5. Council of the Scientific Student Society — an advisory body of students.
3.1.6. Secretary of the Scientific Society.
3.1.7. Scientific circles, centers, clubs, and other associations that interact with the Scientific Society.
3.2. Faculty scientific societies may be established at the faculties, acting according to the principles of these Regulations and being accountable to the Coordination Council of the Scientific Society.
3.3. The structural diagram is provided in Appendix B.
4. Governing Bodies and Their Authorities
4.1. General Meeting
4.1.1. It is the supreme governing body of the Scientific Society; it is convened at least twice a year; extraordinary meetings are held by decision of the Coordination Council or at the request of at least 1/3 of the Scientific Society members.
4.1.2. Authority (quorum) is achieved with the participation of at least 50% + 1 members.
4.1.3. Competencies:
a) approval of amendments to the Regulations;
b) election of the Chair, approval of the numerical and personal composition of the Coordination Council;
c) election/approval of the Chair of the Council of Young Scientists and the Chair of the Council of the Scientific Student Society;
d) approval of the annual Activity Plan and Report;
e) early termination of the powers of elected persons;
f) adoption of other strategic decisions regarding the activities of the Scientific Society.
4.1.4. Voting at the General Meeting of the Scientific Society is open. By decision of the General Meeting or at the request of at least 1/3 of those present, a secret ballot may be used.
4.1.5. General Meeting sessions of the Scientific Society may be held in-person, remotely, or in a hybrid format (using both in-person and remote formats). Open voting at meetings is conducted by a show of hands and/or using QES / Diia.Signature or other reliable means of identification, with the recording of a quorum, event logs, and minutes (Appendix D). When conducting a secret ballot, procedures analogous to those for secret ballots of the University Academic Council are applied.
4.1.6. Decisions are adopted by a simple majority of votes, unless a different qualified majority is provided for by these Regulations.
4.2. Coordination Council
4.2.1. A collegial executive body, accountable to the General Meeting, acting in the period between them.
4.2.2. Composition:
- Chair of the Scientific Society (presiding);
- Deputy Chairs (by areas: research, scientific-organizational, information-communication, external relations, educational);
- Secretary;
- Chair of the Council of Young Scientists;
- Chair of the Council of the Scientific Student Society;
- elected representatives from postgraduates/doctoral candidates/young scientists, and students;
- chairs (or authorized representatives) of the councils of young scientists and councils of scientific student societies of the faculties.
Total membership of the Coordination Council is up to 45 persons.
4.2.3. Authorities:
a) execution of decisions of the General Meeting;
b) preparation and submission of the Activity Plan and Report for approval;
c) organization of events;
d) distribution of functions among Deputy Chairs;
e) coordination of decisions on expulsion/reinstatement of persons pursuing a Doctor of Philosophy degree (providing an opinion on behalf of the Scientific Society);
f) approval of internal regulations and procedures;
g) adoption of positions regarding grants, scholarships, and awards;
h) ensuring the publication of plans/reports/budgets;
i) initiating e-meetings.
4.2.4. A meeting of the Coordination Council is competent if at least 2/3 of the members are present. Decisions are made by a simple majority of those present; in case of a tie, the Chair's vote is decisive.
4.2.5. Interaction with University bodies is carried out through the Rector/Vice-Rector for Scientific Work and other competent subdivisions.
4.3. Chair of the Scientific Society
4.3.1. Elected by the General Meeting for a term of 2 years with the right to be re-elected for one subsequent term.
4.3.2. Authorities:
a) representation of the Scientific Society;
b) leadership of the Coordination Council;
c) signing of documents;
d) initiating meetings;
e) distribution of tasks;
f) ensuring accountability;
g) interaction with the University and partners.
4.3.3. The Chair of the Scientific Society is an ex-officio member of the University Academic Council.
4.3.4. The Chair may combine the position with that of the Chair of the Council of Young Scientists, provided the age requirements are met.
4.4. Council of Young Scientists of the University
4.4.1. This is a separate structural element of the Scientific Society – an advisory body of young scientists (up to 35 years old inclusive; for Doctors of Science – up to 40).
4.4.2. Formed for a term of 2 years, acting on principles of self-governance, holding meetings at least once a month; work forms are in-person/remote.
4.4.3. Authorities:
a) coordination of research by young scientists;
b) preparation of proposals/conclusions to University bodies;
c) examination of measures;
d) support of publications, grants, and mobility;
e) representation of the interests of young scientists.
4.5. Council of the Scientific Student Society
4.5.1. This is an advisory body of student-researchers that promotes student participation in research, competitions, and conferences; it forms student initiatives.
4.5.2. The Chair of the Council of the Scientific Student Society is elected from among students of the first (bachelor's) level of higher education in years 1-4 and students of the second (master's) level for a term of one year, with the right to be re-elected for a similar term.
4.6. Secretary of the Scientific Society
4.6.1. Elected for a term of 2 years from among the members of the Scientific Society upon the nomination of the Chair.
4.6.2. Keeps minutes of meetings, organizes document flow, storage of minutes and decisions, informational support for activities, and administers the publication of decisions and reports.
5. Membership
5.1. Membership in the Scientific Society is voluntary and free of charge.
5.2. Members of the Scientific Society may be:
a) seekers of higher education at the first (bachelor's) and second (master's) levels;
b) seekers of the third (educational-scientific) level (postgraduates);
c) seekers of the scientific degree of Doctor of Science (doctoral candidates);
d) young scientists up to 35 years of age inclusive (for Doctors of Science – up to 40 years of age inclusive) who study or work at the University and conduct scientific activities.
5.3. Admission is carried out by a decision of the Coordination Council based on an application and questionnaire (forms – Appendices B and C; submission in electronic form with QES/reliable identification is possible).
5.4. No membership fees are established.
5.5. Termination of membership:
- by personal application;
- in case of failure to perform duties – by decision of the Coordination Council;
- automatically – in case of termination of studies/employment, unless otherwise established by a motivated decision of the Coordination Council.
5.6. An appeal regarding the deprivation of membership is submitted for consideration to the General Meeting, whose decision is final.
5.7. An Honorary Member of the Scientific Society may be elected from among former members of the Scientific Society or others by decision of the General Meeting for a term of 5 years; they have all rights except the right to vote and cannot be elected to leadership positions.
6. Rights and Duties of Members
6.1. Rights:
a) to elect and be elected to the bodies of the Scientific Society;
b) to participate in events;
c) to receive informational and methodological support;
d) to submit proposals;
e) to receive recommendations for scholarships/awards/grants.
6.2. Duties:
a) to comply with these Regulations, decisions of the Scientific Society's bodies, and requirements of academic integrity;
b) to fulfill assigned duties;
c) to submit reports on work performed at the request of the Scientific Society's bodies; to contribute to enhancing the prestige of the Scientific Society and the University.
7. Financial and Material Support
7.1. The activities of the Scientific Society are funded in accordance with the established procedure from University funds (if available), grants, charitable contributions, and sponsorship assistance without conflicts of interest, as well as other sources not prohibited by law.
7.2. The Scientific Society annually publishes its Activity Plan, Report, and (if available) a consolidated budget of expenses/resource usage.
7.3. Procurements (if necessary) are carried out in accordance with the law and internal University procedures.
8. Interaction with Structural Subdivisions of the University
8.1. The coordination of scientific and organizational work of the Scientific Society is carried out by the Rector or, on his instruction, by the Vice-Rector for Scientific Work.
8.2. The University leadership has the right to receive plans, reports, and minutes; to convene extraordinary General Meetings in cases of gross violation of statutory norms; and to participate in Scientific Society events with the right of an advisory vote.
8.3. The University leadership facilitates the activities of the Scientific Society: it provides (where possible) premises, equipment, network access, space for information stands, etc.
8.4. The Chair of the Scientific Society is an ex-officio member of the University Academic Council. Other representatives of the Scientific Society may be recommended and elected to the Academic Council.
9. Academic Integrity, Conflict of Interest, and E-Principles
9.1. Members and bodies of the Scientific Society adhere to the principles of academic integrity defined by legislation and internal University acts (Appendix Zh).
9.2. Prevention of conflict of interest is carried out in accordance with the requirements of Appendix E: declaration of private interest, recusal, collegial decision-making, and prevention of influence by interested persons.
9.3. Meetings in a remote/hybrid format are conducted in accordance with the requirements of Appendix D, using reliable identification, quorum verification, event logs, auditing, and archiving of minutes.
10. Final Provisions
10.1. Amendments to these Regulations are adopted by the General Meeting of the Scientific Society and approved by the Labor Collective Conference of the University.
10.2. The Regulations enter into force from the date of enactment by the Rector's order.
10.3. Issues not regulated by these Regulations shall be resolved in accordance with the legislation of Ukraine and the University Charter.
Appendix A
Regulations on the Election of Scientific Society Bodies
1. General Provisions. Elections are democratic, transparent, and collegial; equal suffrage is ensured.
2. Electoral Bodies. An Election Commission of the Scientific Society (5-9 persons) is created by a decision of the Coordination Council; the composition is published no later than 20 calendar days before the voting day.
3. Nomination of Candidates. Self-nomination or nomination by a group of at least 10 members of the Scientific Society; submission of document packages (application, short program, consent to personal data processing).
4. Campaigning. Permitted within ethical norms, without the use of administrative resources; bribery and discrediting are prohibited.
5. Ballots/Electronic Ballots. Approved by the Election Commission; uniqueness of identifiers and control of issuance/access are ensured.
6. Voting. Open, unless otherwise determined by a decision of the body; secret is an option upon request, with a separate protocol for sealing and counting. E-voting – according to Appendix D.
7. Vote Counting. Conducted openly; the protocol is signed by members of the Election Commission; results are published within 24 hours in internal channels.
8. Appeals. Complaints are submitted to the Appeals Commission (3-5 persons) within 48 hours; a decision is made within 72 hours; it may be grounds for a recount or re-voting.
9. Recognition of Elections. Subject to the quorum and procedures being met; in case of significant violations, the Election Commission submits a proposal for re-elections.
Regulations on Electronic/Remote Meetings and Voting
1. Identification. QES/Diia.Signature/internal University SSO with two-factor authentication.
2. Quorum. The system automatically counts attendees; the secretary records the opening/closing of registration.
3. Voting. Simultaneous/sequential; open – with a personalized log; secret – with cryptographically protected counting, anonymization of choice, and audit protocol.
4. Protocol. The electronic protocol is signed by the QES of the presiding officer and the secretary; storage – at least 5 years.
5. Security. Event logs, backups, role-based access; prohibition of technical actions that make it impossible to verify the expression of will.
6. Emergency Circumstances. Interruption of the meeting in case of security threats with automatic data conservation and restoration.
Appendix F (E)
Policy on Prevention and Settlement of Conflicts of Interest
1. Definition. Conflict of interest – a contradiction between official/statutory powers and private interest that may affect the objectivity of decisions.
2. Prevention. Obligation to declare private interest; registry of declarations of the Scientific Society.
3. Settlement. Recusal; decision-making without the participation of interested parties; documentation.
4. Limitations. Prohibition of using Scientific Society resources for the interests of third parties without approval.
5. Responsibility. Warning, deprivation of the right to participate in a specific decision, submission for early termination of powers.
Appendix G (Zh)
Regulations on Academic Integrity in the Scientific Society's Activities
1. Principles. Honesty, trust, fairness, respect, responsibility, courage.
2. Violations. Plagiarism, fabrication/falsification, self-plagiarism (without citation), unjustified co-authorship, manipulation of peer review, academic raiding.
3. Review Procedures. Notification –> preliminary check (Secretary/relevant committee) –> conclusion –> decision of the Coordination Council/General Meeting –> recommendations to University bodies (if necessary).
4. Sanctions within the Scientific Society. Oral/written warning; suspension from participation in projects; submission for early termination of powers.
5. Educational Measures. Seminars/trainings to prevent violations.
Appendix I
Notice (Information) on Personal Data Processing
1. Administrator: Scientific Society (contact details, email).
2. Purpose: membership; organization of events; elections; communication; reporting.
3. Legal Grounds: subject consent; performance of the Scientific Society’s statutory tasks; legitimate interests of the University.
4. Composition of Data: identification and contact details; educational/employment status; activity in the Scientific Society; voting results (for open ones); technical identifiers (for E-systems).
5. Terms and Storage: no longer than necessary; archiving of protocols – > 5 years.
6. Rights of Subjects: access, correction, restriction, objection, deletion (except in cases of mandatory storage).
7. Transfer to Third Parties: only based on law/written consent/performance of University functions; cross-border transfer – only with proper guarantees.
Appendix K
Standard Templates of Scientific Society Documents
K-1. Meeting Minutes (requisites: date, time, location/platform; list of attendees; agenda; progress of discussion; voting results; signatures of the presiding officer and secretary).
K-2. Body Decision (preamble, reference to norms, operative part, deadlines, responsible persons, control).
K-3. Annual Activity Plan (goals, KPIs, calendar of events, budget/resources, responsible persons, risks).
K-4. Annual Report (implementation of events, achieved results, financial resource utilization, conclusions and proposals).
K-5. Consent Form for Personal Data Processing (full name, purpose, data categories, term, signature/QES).