Regulations on the Student Dormitory of
National Aerospace University
«Kharkiv Aviation Institute»
Effective Date: December 23, 2015
1. General Provisions
1.1. These Regulations govern the functioning of the student campus and dormitories of the National Aerospace University «Kharkiv Aviation Institute», define the procedure for granting residential space in dormitories, living conditions, and internal regulations (hereinafter referred to as the Regulations).
1.2. The University's student dormitories are intended for accommodation during the period of study of non-resident students, trainees, postgraduate students, doctoral students, etc. (hereinafter referred to as Students), as well as Students who are orphans or children deprived of parental care, provided they have no other place of residence, and employees who are young specialists, by decision of the University Administration.
1.3. Foreign citizens studying at the University are accommodated in dormitories on general grounds, unless otherwise provided by contract or other normative legal acts.
1.4. Vacant rooms in dormitories may be used by the University management in agreement with the student self-government bodies and the primary trade union organization of students to establish a separate hotel facility.
1.5. Living space and common areas in the dormitory are not subject to privatization, exchange, or mortgaging. Each room in the dormitory must have a functional purpose. Reassignment of dormitory premises may be carried out upon submission by the dormitory administration and in agreement with student self-government bodies and the primary trade union organization of students.
1.6. Non-resident part-time Students may be accommodated in dormitories during the examination session, as well as non-resident applicants during entrance examinations.
1.7. Accommodation of Students in student dormitories is carried out by decision of the Director of the Student Campus in agreement with the primary trade union organization of students on the basis of warrants in accordance with the Housing Code of Ukraine. Upon accommodation, a residential contract is concluded.
1.8. Buildings specially constructed or converted for this purpose are designated as dormitories. Locating residential premises for Student accommodation in basements, attics, and ground floors is not permitted. Student dormitories may be established in leased buildings (premises) adapted for dormitory use.
1.9. Student dormitories report directly to the Rector of the University.
1.10. The Student Campus carries out independent economic activities within its competence as part of the University structure.
1.11. Dormitories may be:
- for single individuals (living space is in shared use by several individuals);
- in dormitories for single individuals, premises may be allocated for married Students if necessary.
1.12. Dormitories may be categorized as male, female, co-ed, or hotel-type, with self-service and self-government depending on living conditions, which is determined by a separate decision of the University Administration and agreed with the primary trade union organization of students.
1.13. University employees or students who have completed their studies may be accommodated in a student dormitory until the end of the academic year, for the duration of employment relations, by decision of the University Administration and in agreement with the primary trade union organization of students.
1.14. Dormitories, in addition to their main purpose, may provide additional paid services, the list of which is determined by relevant legislative and regulatory acts.
1.15. The dormitory must provide necessary conditions for living, independent study, leisure, physical education, and educational/developmental work. Sanitary and domestic facilities are allocated and equipped in accordance with applicable sanitary standards and dormitory maintenance rules.
1.16. Internal order in the dormitory is established by Internal Regulations, which are developed on the basis of these Regulations and approved by the Rector of the University in agreement with the primary trade union organization of students.
1.17. Rights and duties of dormitory staff are defined by job descriptions approved by the Rector of the University or the Director of the Student Campus.
2. Provision of Living Space in Dormitories
2.1. Accommodation and eviction of Students in dormitories, living conditions, rights, and duties are determined by these Regulations in agreement with the primary trade union organization of students.
2.2. Allocation of dormitory places among faculties is carried out by decision of the Rector of the University in compliance with sanitary standards and in agreement with the primary trade union organization of students.
2.3. Lists of Students for dormitory accommodation are prepared by faculty deans' offices and approved by the Director of the Student Campus in agreement with the primary trade union organization of students.
2.4. Based on the decision to grant dormitory accommodation, the Director of the Student Campus concludes a residential contract with the Student and issues a warrant, which serves as the sole basis for check-in and residence in the specified living space. The warrant specifies the dormitory address and room number.
2.5. Record keeping of warrants and Students residing in dormitories, processing of necessary documents, registration, and deregistration are carried out by a designated person. Warrant forms are stored in accordance with established procedure as strict accountability documents.
2.6. A Student checking into a dormitory is required to present their passport in person and submit the warrant for the right to occupy a space in the dormitory to the dormitory manager, along with advance payment for accommodation for at least one month ahead.
2.7. A Student checking into a dormitory is assigned their living space and provided with necessary equipment, a set of bed linen, and an entry pass to the dormitory.
2.8. The Student must acknowledge in writing that they have read and understood the Dormitory Internal Regulations, safety regulations, and fire safety rules.
2.9. Registration documents for Students checking into the dormitory are submitted by the Student Campus administration in accordance with the established procedure.
2.10. In case of unforeseen circumstances and for valid reasons, Students living in the dormitory may be relocated to another room or dormitory by decision of the dormitory or Student Campus administration without degradation of living conditions.
2.11. Places in student dormitories for student families are determined by the Director of the Student Campus in compliance with sanitary standards and in agreement with the primary trade union organization of students and relevant deans' offices.
2.12. Registration of student families in need of dormitory accommodation is carried out by the Director of the Student Campus in agreement with the primary trade union organization of students. If a student family consists of students from different higher educational institutions in the city, registration and provision of housing may be arranged by mutual agreement between these educational institutions.
2.13. Dormitories accommodating student families with children must designate areas for storing strollers, toys, etc., as well as rooms for temporary stay and play area for children.
3. Use of Dormitories. Living Conditions
3.1. Entry into and exit from the dormitory is permitted to residents of the given dormitory:
- entry from 6:00 AM to 12:00 AM upon presentation of a pass, and from 12:00 AM to 6:00 AM upon presentation of a pass and with an entry in a special logbook specifying the reasons for late arrival;
- exit from 6:00 AM to 12:00 AM freely, and from 12:00 AM to 6:00 AM upon presentation of a pass and with an entry in a special logbook specifying the reasons for leaving the dormitory at night.
Refusal to state the reasons for late arrival when entering the dormitory or reasons for exiting the dormitory between 12:00 AM and 6:00 AM is considered a violation of the dormitory access control regime.
3.2. Visitors have the right to remain in the dormitory from 8:00 AM to 11:00 PM. Upon entering the dormitory, a visitor presents an identity document to the duty staff member and is registered in the visitor book. The Student residing in the dormitory is required to meet the visitor in person, leave their pass with the dormitory duty staff member, and accompany the visitor upon their exit from the dormitory.
3.3. Responsibility for the timely departure of visitors from the dormitory and their compliance with the Internal Regulations rests with the Students who invited them.
3.4. Cultural events in dormitories are carried out in accordance with a plan agreed with the Student Campus administration. All events must end by 10:00 PM.
3.5. A room/unit leader (starosta) is elected from among the residing Students for each room or unit.
3.6. All Students residing in the dormitory are involved in self-service maintenance work (maintaining order and cleanliness in residential areas and common spaces, etc.).
3.7. A Student residing in the dormitory has the right:
- to use educational, cultural, medical, and sports facilities, storage rooms, and other equipment and property of the dormitory;
- to elect student self-government bodies of the dormitory and be elected to their composition;
- through student self-government bodies of the dormitory, to participate in resolving issues related to the improvement of housing and living conditions, organization of cultural and educational activities and leisure, work of dormitory staff, etc.;
- to file complaints regarding the performance of dormitory staff and housing conditions that do not meet the requirements of the Regulations on the Student Dormitory and standards for dormitory equipment and maintenance to the university management and other institutions in accordance with the Law of Ukraine «On Citizens' Appeals».
3.8. A Student residing in the dormitory is obliged:
- to know and comply with the Internal Regulations;
- to make timely payments for accommodation and additional paid services used;
- to maintain cleanliness and order in their rooms and common areas, and participate in all types of self-service maintenance work;
- to treat dormitory property with care, and use heating, electricity, gas, and water economically;
- to ensure that duplicate room keys are available with the dormitory manager, and submit a corresponding duplicate key in the event of replacing a door lock;
- to submit timely requests for repairs of electrical equipment, plumbing, and furniture;
- to immediately report all emergency incidents in the dormitory to the dormitory manager and dormitory student self-government bodies;
- to compensate for material damage caused in accordance with legislation;
- to comply with safety regulations and fire safety rules;
- to register additional household electrical appliances with the dormitory manager;
- to notify the dormitory manager when leaving the dormitory for an extended period (more than 5 days);
- upon completion of studies or early termination of the right to reside in the dormitory, to hand over the dormitory property that was in their use and the room in proper condition, and vacate the dormitory within a two-week period.
3.9. A Student residing in the dormitory is prohibited from:
- moving from one room to another without agreement with the dormitory manager;
- modifying or moving equipment and furniture from one room to another, or removing them from the dormitory without permission from the dormitory manager;
- carrying out electrical installation work in rooms and within the dormitory, or modifying and repairing electrical equipment;
- using space heaters and electric stoves in residential rooms;
- holding mass events in the dormitory without written permission from the Student Campus administration;
- allowing unauthorized persons to stay after 11:00 PM without written permission from the Student Campus administration;
- smoking tobacco products, consuming and storing alcoholic beverages, narcotic, or toxic substances, or being present in the dormitory while in a state of alcohol, toxic, or drug intoxication;
- disturbing the peace from 10:00 PM to 7:00 AM;
- making excessive noise, as well as turning on television, computer, and audio equipment at a volume exceeding the soundproofing capabilities of the room;
- keeping animals in the dormitory.
3.10. For active participation in cultural events and work aimed at improving living conditions, the state of the dormitory, and adjacent territory, Students residing in the dormitory may receive commendations.
For violations of the Internal Regulations of the dormitory, the following penalties may be imposed on Students residing in the dormitory:
- warning/admonition;
- additional maintenance work servicing the dormitory;
- reprimand;
- refusal of dormitory accommodation for the following academic year;
- termination of the accommodation contract;
- expulsion from the university.
3.11. Commendations or penalties for Students residing in the dormitory are issued in accordance with established procedures by the Rector of the University or the Student Campus administration upon submission by student self-government bodies and the primary trade union organization of students.
3.12. The procedure for Students residing in dormitories during the vacation period is determined by the Director of the Student Campus, taking into account their preferences.
4. Eviction from Student Dormitories
4.1. Upon expulsion from the University (including graduation), termination of employment relations, or termination of the residential contract, Students residing in the dormitory shall vacate it according to established procedure within a two-week period from the date of issue of the corresponding order.
4.2. In case a Student cannot vacate the dormitory within the specified period due to valid reasons, this period may be extended by decision of the Director of the Student Campus in agreement with the primary trade union organization of students.
4.3. Eviction of a Student from the dormitory is carried out in accordance with the legislation of Ukraine. In case of violation of the dormitory accommodation agreement by the Student, they shall be evicted from the dormitory, fully compensating for any damage caused.
5. Payment for Housing and Services
5.1. The cost of living space in the dormitory consists of the cost of its maintenance and the cost of mandatory household services and additional services provided to Students residing in the dormitory.
5.2. The specific accommodation fee for dormitories is established by the Director of the Student Campus and approved by order of the Rector, calculated in accordance with legislation, tariffs, and utility payment procedures based on the level of housing comfort.
5.3. The specific calculation of accommodation fees and service costs for residing in dormitories is agreed with the primary trade union organization and brought to the attention of the students.
5.4. Payment for housing and provided services shall be made at least one month in advance.
5.5. Additional services provided upon request to Students residing in the dormitory are paid for separately.
6. Duties of the Student Campus Administration Leadership
6.1. The Student Campus administration is responsible for the proper operation and maintenance of dormitories, compliance with established order and Internal Regulations, organization of living conditions of Students residing in the dormitory, as well as educational, cultural, and sports-recreational work.
6.2. The Student Campus administration and the dormitory administration must comply with the Regulations on the Student Dormitory of the University, the contract concluded with the Student, and current legislation.
6.3. The Student Campus administration and the dormitory administration directly manage economic activities and the operation of the dormitory, organizing the living conditions of Students in compliance with sanitary, environmental, and fire safety standards.
6.4. The Student Campus administration and the dormitory administration are obliged to:
- ensure compliance with the Internal Regulations in the dormitory;
- maintain the dormitory premises in proper condition in accordance with established sanitary standards and rules;
- furnish dormitories with furniture, equipment, bed linen, and other inventory in accordance with established standards;
- change bed linen in accordance with sanitary rules;
- provide Students residing in the dormitory with the necessary equipment, inventory, tools, and materials for maintenance and cleaning work of the dormitory and adjacent territory;
- implement measures to safeguard the material assets of the dormitory and the personal belongings of Students residing in the dormitory;
- organize timely repairs of the dormitory, inventory, and equipment, and maintain the assigned territory and green spaces in proper condition;
- take measures to improve living conditions in the dormitory, promptly act on proposals from Students residing in the dormitory, and inform them of decisions taken;
- provide Students residing in the dormitory with necessary household services, and allocate premises in the dormitory for educational work, self-study, and cultural and sports events;
- staff the dormitory with maintenance personnel in accordance with established procedures;
- assist in resolving issues regarding the living conditions and leisure of Students residing in the dormitory;
- inform Students of decisions affecting their accommodation and living conditions;
- ensure the necessary lighting and heating conditions in all premises in accordance with established comfort standards;
- ensure timely funding of dormitory maintenance expenses.
6.5. The University Administration and the Student Campus administration, together with the primary trade union organization of students, resolve disputes and potential conflict situations.
6.6. The dormitory administration is responsible for the safety of students' property handed over to the dormitory storage room. The administration bears no responsibility for items that were not handed over for storage.
6.7. The University Administration and the Student Campus administration, together with the primary trade union organization of students, may create construction teams to carry out work on the territory of the dormitory and the University Student Campus.
6.8. Routine maintenance of dormitories consists of the systematic and timely execution of work to protect structural elements, finishes, engineering equipment, and exterior landscaping elements from premature wear, as well as to eliminate minor damage and defects arising during operation, adjustment, and regulation of engineering equipment.
6.9. When carrying out capital repairs on a dormitory, if it cannot be performed without relocating residents, the Student Campus administration, in agreement with the committee of the primary trade union organization of university students, shall provide Students with living space in the same or another dormitory for the duration of the repairs. Upon completion of capital repairs, Students shall be provided with the living space they previously occupied.
7. Operation of Dormitories as Part of the Student Campus
7.1. The Student Campus was established by decision of the Ministry of Education and Science of Ukraine.
7.2. The Student Campus may include catering enterprises, medical and domestic services, sports facilities, and other buildings, the territory on which they are located, and production premises and workshops necessary for the operation and maintenance of facilities, engineering equipment, utilities, etc.
7.3. The targeted purpose of the Student Campus is to meet the housing, domestic, cultural, sports, and other needs of Students, and to provide them with medical/health-improvement, cultural, domestic, commercial, and other services.
7.4. Management of the Student Campus is carried out by an administration whose composition is determined by the Rector of the University. The Student Campus administration determines the main directions of economic and social development, manages all activities, organizes the work of the Student Campus, and resolves issues regarding the improvement of its structure.
7.5. Direct management of economic activity and operation of the Student Campus, organization of Students' living conditions, and maintenance of established order are carried out by the Director of the Student Campus, who bears personal responsibility for these matters.
7.6. In order to ensure the operation and repair of buildings and structures of the Student Campus and the provision of services to Students, necessary subdivisions and services are created based on requirements.
7.7. Functional duties of Student Campus employees are determined by the Director of the Student Campus and approved by the Rector.
7.8. The Student Campus administration cooperates with the primary trade union organization of students and the Department of Educational Work on issues of educational work, organization of leisure and sports, catering, medical services, etc.