Regulations on Student Self-Government
at National Aerospace University «Kharkiv Aviation Institute»

Approved by:
the General Student Assembly
of National Aerospace University
«Kharkiv Aviation Institute»
on March 1, 2023

1. General Provisions

1.1. Student self-government operates at the National Aerospace University “Kharkiv Aviation Institute” (hereinafter – the University) and its structural units.

1.2. Student self-government is an integral part of the University’s public self-governance and an important element for improving educational and upbringing activities. Its activities aim to intensify processes that enhance social activity among students, promote initiative and responsibility for assigned tasks, and contribute to the harmonious development of students’ personalities, helping them acquire qualities and skills of a leader, organizer, and manager.

1.3. Student self-government represents the interests of all University students regardless of race, political, religious, or other beliefs, gender, ethnic and social background, citizenship, property status, place of residence, or language.

1.4. Student self-government unites all students of the University. All students enrolled in the University have equal rights and may be elected to, or serve in, working, advisory, elective, and other bodies of student self-government.

1.5. The bodies of student self-government operate on the following principles:

1.5.1. Voluntariness, collegiality, and transparency;

1.5.2. Electiveness and accountability of student self-government bodies;

1.5.3. Equality of students’ rights to participate in student self-government;

1.5.4. Independence from the influence of political parties and religious organizations.

1.6. In their activities, the bodies of student self-government are guided by the current legislation of Ukraine, including the Law of Ukraine “On Higher Education,” the Law of Ukraine “On Public Associations,” the normative framework of the University, this Regulation, and other normative acts adopted by the General Student Assembly of the University or the University Student Council.

1.7. Student self-government is carried out at the levels of academic groups, majors, faculties, the University as a whole, as well as at the level of rooms, blocks, floors, and dormitories.

2. University Student Self-Government Bodies

2.1. The following student self-government bodies have the right to operate at the University: the University Student Council, Dormitory Student Councils, and, if necessary, the Faculty Student Council. The main structural unit of the student self-government system is: at the faculty level – the academic group; at the dormitory level – the room.

2.2. The University Rector ensures proper conditions for the activities of student self-government bodies (provides premises, furniture, office equipment, telephone communication, constant internet access, allocates space for information boards, etc.), formalized through an appropriate agreement for a fixed or indefinite term.

2.3. The University administration has no right to interfere in the activities of student self-government bodies.

3. Functions, Rights, and Responsibilities of the University Student Self-Government Bodies

3.1. Functions and Rights of the Student Self-Government Bodies:

3.1.1. Participate in the management of the University in accordance with the Law of Ukraine “On Higher Education” and the University Charter;

3.1.2. Participate in discussions and decision-making regarding the improvement of the educational process, research activities, scholarship allocation, organization of leisure, recreation, housing, and catering;

3.1.3. Protect the rights and interests of students studying at the University;

3.1.4. Participate in decisions regarding the provision of proper living conditions in dormitories and the organization of student catering;

3.1.5. Make proposals on monitoring the quality of the educational process;

3.1.6. Participate in resolving conflicts between students, or between students and University administration;

3.1.7. Participate in resolving disputes related to the imposition of disciplinary sanctions on students;

3.1.8. Organize the election process of student representatives to the University and Faculty public self-government bodies;

3.1.9. Organize the election of student representatives to the University and Faculty Academic Councils and other advisory or working bodies;

3.1.10. Submit proposals regarding the allocation of University funds to implement activities outlined in the student self-government program;

3.1.11. Participate in the development of documents regulating student self-government activities;

3.1.12. Jointly with the student union, participate in organizing the work of University recreation facilities;

3.1.13. Receive objective and complete information from the University administration on student-related issues and conduct its analysis;

3.1.14. Prepare and approve the annual budget of student self-government expenditures within the approved University budget;

3.1.15. Approve procedures for the use of student self-government property and funds;

3.1.16. Approve procedures for supporting student initiatives on a competitive basis;

3.1.17. Make proposals regarding curricula and academic programs;

3.1.18. Organize protest actions;

3.1.19. Participate in scholarship commissions for the distribution of the scholarship fund and student social assistance fund;

3.1.20. Perform other functions provided by the Laws of Ukraine, the University Charter, and this Regulation.

3.2. Responsibilities of the Student Self-Government Bodies:

3.2.1. Inform students on all issues concerning University life that affect them;

3.2.2. Report once a year at the University General Student Assembly on the work performed;

3.2.3. Conduct activities aimed at maintaining a high image of the University;

3.2.4. Organize and conduct organizational, scientific, cultural, recreational, and sports events among students;

3.2.5. Analyze and summarize students’ feedback and proposals regarding the organization of the educational process, social and domestic issues, and other University matters, and submit proposals to the administration.

3.3. Decisions Adopted with the Consent of the Student Self-Government Bodies:

3.3.1. On the expulsion and reinstatement of students;

3.3.2. On the transfer of students studying on a state-funded basis to contract-based studies funded by individuals or legal entities;

3.3.3. On the transfer of students studying on a contract basis to state-funded studies;

3.3.4. On the appointment of Deputy Deans of faculties and the Vice-Rector for Academic and Educational Work of the University;

3.3.5. On the settlement and eviction of students in/from dormitories;

3.3.6. On the approval of the University internal regulations regarding students;

3.3.7. On the operation of student campuses and dormitories.

Decisions of the University student self-government bodies are advisory in nature, except for their powers to consent to certain University management decisions.

4. Organizational Structure of the University Student Self-Government Bodies

4.1. The highest body of student self-government at the University is the General Student Assembly of the University. The Assembly addresses the most important issues of student life, defined as the main directions of student self-government activities.

4.2. The General Student Assembly of the University:

4.2.1. Approves the Regulation on Student Self-Government, makes amendments and additions, and defines the structure and powers of student self-government bodies;

4.2.2. Reviews reports of representative, executive, and audit bodies of student self-government and evaluates them;

4.2.3. Approves procedures for the use of property and funds of student self-government bodies;

4.2.4. Approves procedures for supporting student initiatives, if necessary;

4.2.5. Approves the annual budget of student self-government, makes amendments, and reviews execution reports;

4.2.6. Elects an audit commission from among students to oversee property use and budget execution;

4.2.7. Authorizes the University Student Council to establish a central student election commission to approve procedures for direct secret voting in student self-government elections, unless otherwise provided by this Regulation;

4.2.8. Approves the Regulation on the election of student representatives for participation in the election of the University Rector and makes amendments to it;

4.2.9. If necessary, hears speeches and debates of candidates for the position of Chair of the University Student Council.

4.3. Delegates to the General Student Assembly are elected at the Faculty General Student Assembly through direct open voting, according to the representation quota determined by the University Student Council, for a term of one year or until the next General Assembly. Faculty Assemblies are considered valid if at least 10% of students are present.

4.4. The number of delegates is proportional to the number of students in the faculty.

4.5. The total number of delegates must be at least 2% of all University students.

4.6. The General Assembly is considered quorate if at least 2/3 of delegates are present.

4.7. The General Assembly is convened by the University Student Council by its own decision or at the request of at least 10% of all students.

4.8. The General Assembly is held at least once per academic year.

4.9. The date, time, venue, and agenda must be announced at least 5 working days prior to the Assembly.

4.10. Students from all academic structural units must be represented. The Assembly includes Student Council members, student union representatives, and elected student representatives from academic units, comprising at least 75% of total elected members. Representation is proportional to the number of full-time students in each unit.

4.11. Decisions are made by direct open vote with a simple majority of delegates present, except as provided by the Law of Ukraine “On Higher Education” and the University Charter.

4.12. The Assembly elects a chairperson, secretary, and working bodies.

4.13. The minutes are signed by the chairperson and secretary.

4.14. Assembly decisions are binding for all student self-government bodies.

4.15. The highest executive and representative body is the University Student Council.

4.16. University Student Council:

4.16.1. Organizes the activities of student self-government;

4.16.2. Determines the position of student self-government on key student issues;

4.16.3. Represents student self-government in University management bodies, local and state authorities, and public organizations at local, regional, national, and international levels;

4.16.4. Makes decisions within its powers;

4.16.5. Convenes the General Student Assembly;

4.16.6. Elects the Secretary and First Deputy Chair of the Student Council;

4.16.7. Addresses participation in local, regional, national, and international student youth organizations and signs agreements;

4.16.8. Approves the composition of the central student election commission.

4.17. The Student Council may register as a public organization in accordance with current legislation.

4.18. Composition: Chair, one representative from each faculty elected by faculty assemblies, and a Deputy Chair appointed by the Student Council. Faculty representatives may head Student Council commissions.

4.19. Members must attend meetings.

4.20. Meetings are held at least once a month; extraordinary meetings may be convened by the Chair or at the request of 1/3 of members.

4.21. Meetings are quorate if at least 2/3 of members are present.

4.22. Decisions are made by direct vote, simple majority of members present.

4.23. Decisions are signed by the Chair and Secretary.

4.24. Decisions are binding for all student self-government bodies except the General Assembly.

4.25. Chair of the Student Council:

4.25.1. Organizes activities in compliance with legislation, University regulations, and this Regulation;

4.25.2. Oversees execution of General Assembly decisions;

4.25.3. Oversees execution of Student Council decisions;

4.25.4. Reports annually on funds used to the General Assembly;

4.25.5. Leads student self-government bodies;

4.25.6. Distributes responsibilities among Council members;

4.25.7. Chairs meetings;

4.25.8. Performs representative functions and signs agreements and documents;

4.25.9. May delegate powers to Council members.

4.26. Chair's orders within competence are binding.

4.27. Chair is elected by direct secret ballot (including remote voting) for one year, max two terms.

4.28. Elections held annually.

4.29. Registration of candidates for the position of Chair of the University Student Council is carried out by the University Central Student Election Commission, unless otherwise provided by the instructions approved by the General Student Assembly of the University.

4.30. The basis for registering a candidate for the position of Chair of the University Student Council is a personal written application from the candidate or an electronic application if the elections are conducted remotely, addressed to the Chair of the Central Student Election Commission, along with a certificate confirming the candidate’s enrollment as a full-time student at the University.

4.31. The application must be submitted no later than 3 working days before the election date.

4.32. Chair serves until a new Chair assumes office; powers may end early due to resignation, loss of contact for over a month, residing in temporarily occupied territories, expulsion, or removal according to this Regulation.

4.33. If Chair powers terminate early, duties are assumed by the Deputy or a member elected by the Council for up to 2 months.

4.34. Meetings may be held remotely in exceptional circumstances (pandemic, martial law, etc.); decision by the Chair.

4.35. No later than 1 day before the General Student Assembly of the University is held remotely, the secretary sends delegates of the General Student Assembly a Google Forms registration link to receive the ballot with a list of voting items via their corporate email with the domain @khai.edu. After completing the registration, the student immediately receives a link to the Google Forms with the list of items for voting. The email address included in the secretary’s materials is considered the official email of the student, who may be a member of the Student Council or a delegate of the General Student Assembly. Any messages and/or voting results sent from this email are regarded as the personal expression of will of the Student Council member or the delegate of the General Student Assembly, unless the student raises objections regarding the results of their vote during the day of the remote meeting.

4.36. A member of the Student Council or a delegate of the General Student Assembly is considered present at a remote meeting of the Student Council or General Student Assembly after their identity has been confirmed by logging into the meeting using the corporate email with the domain @khai.edu.

4.37. Approval of the agenda and discussion of issues at the General Student Assembly in a remote format are carried out using online communication tools. During the session, the chairperson or secretary informs the delegates of the General Student Assembly of the results of remote voting and the decisions made. The voting results are validated by members of the counting commission (at least 3 delegates of the General Student Assembly) and recorded in the minutes.

4.38. Decisions not requiring secret vote are taken by direct open voting.

4.39. Decisions made remotely have the same legal force as in-person decisions.

5. Audit and Revision Committee of the University Student Council

5.1. The activities of all student self-government bodies of the University are overseen by the Audit and Revision Committee of the University Student Council.

5.2. Members of the Audit and Revision Committee may be students who do not hold leadership positions in the University Student Council. The committee must consist of at least 3 members.

5.3. The Audit and Revision Committee of the University Student Council reports the results of its inspections at the General Student Assembly of the University.

6. Organizational Structure of Faculty Student Self-Government Bodies

6.1. The highest body of faculty student self-government is the General Assembly of Faculty Students. The General Assembly addresses the most important issues of student life at the faculty, determined by the main directions of student self-government activities.

6.2. General Assembly of Faculty Students:

6.2.1. hears the report of the Chair of the Faculty Student Council;

6.2.2. determines the principles for forming the Faculty Student Council and the student representation ratio in the Faculty Student Council;

6.2.3. defines current tasks, strategies, and directions for faculty student self-government and its bodies;

6.2.4. elects delegates to the University General Assembly for a term of one year or until the next General Assembly of the faculty.

6.3. Delegates to the General Assembly of Faculty Students are students enrolled in that faculty.

6.4. The delegation includes members of the University Student Council from the faculty, student representatives in the University Student Union, representatives in the Faculty Student Union bureau, and members of the Faculty Student Council, if established.

6.5. The General Assembly of Faculty Students is convened by the Faculty Student Council on its own initiative, at the request of at least 25% of the total number of faculty students, or by initiative of the University Student Council.

6.6. The General Assembly of Faculty Students is held at least once per academic year.

6.7. The date, time, venue, and agenda are announced no later than 5 days before the assembly.

6.8. The General Assembly of Faculty Students is considered valid if at least 10% of faculty students are present.

6.9. Decisions are made by open voting with a simple majority, except in cases requiring secret voting under the Law “On Higher Education.”

6.10. The General Assembly elects the chairperson, secretary, and working bodies.

6.11. Debates for the position of Chair of the Faculty Student Council may be held.

6.12. The minutes are signed by the chairperson and secretary.

6.13. Decisions of the General Assembly are mandatory for execution by the Faculty Student Council.

6.14. The highest executive and representative body of faculty student self-government is the Faculty Student Council.

6.15. Faculty Student Council:

6.15.1. organizes faculty student self-government activities;

6.15.2. defines the position of student self-government on key faculty student issues;

6.15.3. represents student self-government in faculty management bodies;

6.15.4. makes decisions within its powers;

6.15.5. approves the composition of the faculty election commission cooperating with the University central election commission;

6.15.6. convenes the General Assembly of Faculty Students;

6.15.7. elects the secretary, first deputy chair, and deputy chairs of the Faculty Student Council;

6.15.8. annually reports to the University Student Council;

6.15.9. reports to the General Assembly of Faculty Students.

6.16. The Faculty Student Council consists of the Chair, Secretary, First Deputy Chair, and Deputy Chairs for various areas.

6.17. Council meetings are held at least once a month. Extraordinary meetings may be convened by the Chair, at the request of at least 1/3 of council members, or by initiative of the University Student Council.

6.18. Meetings are valid if at least 2/3 of council members are present.

6.19. Decisions are made by open voting with a simple majority.

6.20. Decisions are signed by the Chair and Secretary.

6.21. Decisions are mandatory for all council members.

6.22. Chair of the Faculty Student Council:

6.22.1. complies with applicable law;

6.22.2. implements decisions of the General Assembly;

6.22.3. implements decisions of the Faculty Student Council;

6.22.4. reports annually on council activities;

6.22.5. organizes council work;

6.22.6. distributes responsibilities;

6.22.7. chairs council meetings;

6.22.8. performs representative functions;

6.22.9. signs agreements and regulatory documents on behalf of the council;

6.22.10. may delegate certain powers to council members.

6.23. The Chair is elected by secret ballot (including remote voting, if applicable) for one year, for no more than two terms.

6.24. In situations preventing in-person meetings (e.g., pandemics, martial law), meetings may be held remotely. The decision to conduct a remote meeting is made by the Chair.

6.25. Remote General Assemblies requiring secret voting follow procedures in clauses 4.35–4.39 of this Regulation.

6.26. Elections of the Faculty Student Council Chair are conducted according to University Student Council decisions.

6.27. Candidate registration is handled by the University central election commission.

6.28. Registration requires a personal written or electronic application (if elections are remote) and proof of full-time enrollment at the faculty.

6.29. Applications must be submitted no later than 5 working days before the election.

7. Procedure for Electing Student Representatives to the University (Faculty) Labor Conference, Academic Council, and Student Self-Government Bodies

7.1. Election of candidates as delegates to the University Labor Conference from among students:

7.1.1. Delegates from students are elected to participate in the University Labor Conference in accordance with the Law of Ukraine “On Higher Education,” the University Statute, and the Regulations on the University Labor Conference by direct secret ballot or by direct secret ballot using remote technologies at Faculty General Student Assemblies, following the procedure in clauses 4.35–4.36 of this Regulation.

7.1.2. The election of student delegates is organized and prepared by an Organizing Committee elected at the University General Student Assembly. The Committee may involve other University officials, representatives of dormitory and faculty student self-government bodies, and the primary student union. Delegates must be elected no later than 2 working days before the Labor Conference.

7.1.3. The Organizing Committee ensures all measures for organizing and conducting the election, specifically:

7.1.3.1. Establishes delegate quotas per faculty and schedules Faculty General Assemblies, ensuring proportional representation from different groups, courses, and specialties, considering student preferences.

7.1.3.2. Informs students about the election, deadlines, candidate nomination procedures, and the date and venue of elections.

7.1.3.3. Sets deadlines and procedures for submitting candidate nominations (no later than 2 working days before the General Assembly). Nominations can be made by the Faculty or Dormitory Student Council, the primary student union bureau, or by self-nomination (1 day before the assembly). The number of candidates cannot be less than the established quota. The number of ballots must match the number of registered assembly participants.

7.1.3.4. Approves ballot format, prepares ballots with group and candidate details, compiles voter lists, and ensures availability of sealed ballot boxes.

7.1.4. All full-time students of the faculty as of the first day of the month of elections have the right to vote.

7.1.5. Loss of student status terminates the right to vote or be elected.

7.1.6. Any full-time student not requesting recusal may be elected as a delegate from their faculty.

7.1.7. The Organizing Committee, with faculty and HR staff, prepares voter lists, signed by the Committee Chair and/or Dean, and sealed with the faculty stamp.

7.1.8. Delegate quotas:

7.1.8.1. Total student delegates: 27, including ex officio delegates.

7.1.8.2. Ex officio delegates are excluded.

7.1.8.3. Remaining seats form the general quota for elections at Faculty General Assemblies.

7.1.8.4. Faculty quotas are proportional to eligible student numbers.

7.1.9. Delegates are elected at Faculty General Assemblies if ≥10% of students are present, by secret ballot (in-person or remote). Committee members may oversee the process. Elected delegates are those receiving the majority of votes.

7.1.10. Chair and Secretary of assemblies are elected openly; the Secretary keeps minutes.

7.1.11. Counting commissions (3–5 members) are elected openly; the Chair is chosen from the commission.

7.1.12. The assembly Chair ensures voting is conducted via secret ballot (in-person or remote).

7.1.13. Secret ballot procedure:

7.1.13.1. Commission members issue ballots to voters upon ID verification; absence of ID can be compensated by confirmation from ≥3 present participants.

7.1.13.2. Voters mark ballots personally and deposit them in the box.

7.1.13.3. Candidates with the highest votes within the quota are elected; tied candidates go to a second round immediately.

7.1.13.4. Votes are counted immediately, openly, and publicly by the commission.

7.1.14. Invalid ballots:

7.1.14.1. Marked for more than the allowed quota.

7.1.14.2. No marks.

7.1.14.3. Cannot determine intent.

7.1.14.4. Disputes resolved by commission vote.

7.1.15. Results are recorded in two copies of the protocol, signed by Chair, Secretary, and commission members; one copy goes to the Organizing Committee, the other is archived.

7.1.16. After Faculty General Assemblies, the Organizing Committee forms the University-wide delegate list and submits it to the Rector at least 2 days before the Labor Conference.

7.2. Election of candidates to the University Academic Council and Student Council:

7.2.1. Delegates are elected via direct secret ballot (in-person or remote) at Faculty General Assemblies, following clauses 4.35–4.36.

7.2.2. Each faculty elects one representative unless otherwise decided by the University General Student Assembly.

7.2.3. The Chair of the University Student Council is an ex officio member of the Academic Council. Additional student representatives may be elected to preserve quotas according to the law.

7.3. Election of the Chair of the University Student Council is conducted according to Appendices 1 and 2.

8. Financial Basis of Student Self-Government

8.1. Funds allocated by the University Academic Council, in an amount of at least 0.5% of the University’s own revenues from its main activities.

8.2. Student membership fees, the amount of which is determined by the University General Student Assembly. The monthly fee per student cannot exceed 1% of the legally established subsistence minimum.

8.3. If student self-government bodies receive funds from entrepreneurial activities in accordance with legislation, these funds must be used according to an approved budget for ongoing work, projects, student events, and similar activities.

8.4. Funds of student self-government bodies are directed to the execution of their tasks and exercise of their powers in accordance with approved budgets.

8.5. Student self-government bodies must publicly report on fund usage and budget execution at least once a year.

9. Additional Provisions

9.1. This Regulation, as well as any amendments and additions to it, shall become legally effective immediately upon their adoption at the University General Student Assembly.

9.2. Proposals for amendments and additions to the Regulation on Student Self-Government may be submitted by the University Student Council, Faculty Student Councils, or delegates of the University General Student Assembly.

9.3. To promptly improve the organization of student self-government at the University, the University Student Council may adopt separate provisions and documents that do not exceed the scope of this Regulation. Such provisions or documents may be revoked by the University General Student Assembly.

9.4. If a student self-government body adopts decisions that require the participation of the University administration or its structural units, the student self-government body must notify the administration in writing no later than 2 days before the event.

9.5. Provided that at least 90% of all students at the University are members of the primary student trade union, the highest student self-government body—the University General Student Assembly—may decide to transfer, for one year (or until the next General Student Assembly), the rights and responsibilities of the relevant student self-government bodies to the organs of the primary student trade union at the level of student (academic) group, course, specialty, faculty (institute), dormitory, student campus, or University. In exercising the delegated powers of the student self-government bodies, the primary student trade union bodies must consider the proposals of students who are not union members.

9.6. The structure of any student self-government body must be aligned with this Regulation within one month from the date of its approval by the University General Student Assembly.

Appendix No. 1
to the Regulation on Student Self-Government
of the National Aerospace University
“Kharkiv Aviation Institute”

1. General Provisions

1.1. The procedure for electing the Chair of the University Student Council from among the students of the University is developed in accordance with the Law of Ukraine “On Higher Education.”

1.2. The Chair of the University Student Council is elected by students through direct secret ballot elections or through direct secret ballot elections using remote technologies.

1.3. All students enrolled in the University on a full-time basis have equal rights and may vote and be elected.

1.4. Upon termination of a student’s enrollment at the University, their right to vote and be elected as Chair of the Student Council ceases.

1.5. The Chair of the University Student Council is elected for a term of one year. If the elections are recognized as not having taken place, the current Chair, or their deputy, exercises their powers until the elections are recognized as valid, but for no more than one year.

1.6. To organize the election process, a Central Student Election Commission (hereinafter referred to as the Commission) is formed. The Commission is composed of students enrolled at the University. The quantitative and personal composition of the Commission is approved in accordance with this Regulation. At its first meeting, the Commission elects from among its members a Chair, a Deputy Chair, and a Secretary. Decisions of the Commission are made by a majority vote of its members (50% + 1 of those present at the meeting) through open voting.

1.7. The decision on the format of the elections (either in-person or remote) is made by the Commission.

1.8. The University administration has no right to interfere in the election process.

2. Delegation of Students for the Position of Chair of the University Student Council

2.1. Any student has the right to be elected as Chair of the University Student Council, provided they submit the full list of required documents to the Commission within the deadlines and according to the procedure established by the Commission.

2.2. The Commission includes in the ballot all candidates who have submitted the full list of required documents within the deadlines and according to the procedure established by the Commission.

2.3. The list of required documents, deadlines for submission, and procedure are determined by the Commission at its first meeting, which must take place no later than 5 working days before the start of the elections.

3. Elections

3.1. Elections are held by direct secret ballot or by direct secret ballot using remote technologies among students enrolled at the University.

3.2. All full-time students of the University have the right to participate in the secret ballot, including using remote technologies.

3.3. The Commission prepares and certifies, with the signature or electronic digital signature of its Chair, the list of persons entitled to vote, no later than one day before the election.

3.4. Ballots for the secret vote are prepared after the Commission approves the list of candidates for Chair of the University Student Council, but no later than 10 hours before the start of the elections, in a quantity corresponding to the number of eligible voters on the election lists.

3.5. On the back of each ballot, the faculty number may be indicated if necessary, and the University seal may be placed on the front if required.

3.6. The date and place of the elections are determined by the Commission, with the recommended time between 11:30 and 18:00.

3.7. Information about the date, time, and place of voting must be published by the Commission at least two days before the election through University information resources (notice boards, website, or social media pages).

3.8. Voting boxes must be sealed with tape signed by the Chair and Secretary of the Commission.

3.9. During voting and counting, the following may be present: a member of the organizational committee for the elections of the Chair and observers from faculty student councils and other accredited University bodies and organizations, accredited by the Commission at least 24 hours prior to the elections.

3.10. The polling location must have sufficient booths for secret voting. Equipment placement must ensure that ballot distribution points, entrances/exits, and ballot boxes are visible to the Commission members and authorized observers. Booths must be adequately lit and equipped with materials for completing ballots.

3.11. Organization of voting, maintaining order, and ensuring ballot secrecy are the responsibilities of the Commission members.

3.12. On election day, the Chair of the Commission provides the voting lists to the members responsible for ballot distribution, who ensure their safekeeping and proper use.

3.13. The Chair of the Commission provides the necessary number of ballots to the members issuing them to eligible voters.

3.14. Ballots are issued only upon presentation of an identity document (passport, grade book, student ID). A voter must sign next to their name on the list. Ballots may be issued without an ID if the voter's identity is verified by at least three participants with documents present.

3.15. Each voter completes their ballot personally in a voting booth. No one else may be present, and photography or video recording is prohibited. Students with physical limitations may request assistance from a person other than Commission members or observers.

3.16. Voters mark their choice with a single sign (“+”) or another symbol in the box next to the candidate of their choice.

3.17. Completed ballots are deposited in the ballot box. Voters must not be coerced or asked to disclose their vote.

3.18. After checking the integrity of the seal, ballot boxes are opened sequentially by the Commission. Ballots are placed on a table for inspection and counting by Commission members.

3.19. Vote counting is conducted openly by Commission members in the same room as the voting. Counting begins immediately after the vote ends, continues without interruption, and concludes with the signing of the results protocol.

3.20. The Commission counts the total number of ballots issued and those in the boxes. Each ballot is displayed and read aloud to all members and observers. Disputes are resolved by majority vote of the Commission members.

3.21. A ballot may be invalid if:

- more than one mark is made;

- no mark is made;

- the voter's intent cannot be determined.

3.22. During counting, each member or observer may request a recount immediately. Each Commission member may inspect or recount ballots. Results are announced by the Chair and included in the protocol.

3.23. The Commission must verify that the number of participants equals the number of ballots. Any discrepancy results in an official Act of Discrepancy signed by all members.

3.24. A sample ballot form is provided in Appendix №1.

3.25. The Commission prepares a protocol of the vote count.

3.26. The protocol is prepared in one copy, which may be requested by any member or observer.

3.27. The protocol is signed by the Chair, Deputy Chair, Secretary, and present Commission members. Any dissenting member may submit a written opinion, which is attached. Refusal to sign is not allowed.

3.28. The protocol is delivered to the elected Chair of the University Student Council.

3.29. Elections are valid if at least 10% of the University’s students participate.

3.30. Results are published on notice boards or the University website.

3.31. The Commission may organize elections over several days, dividing voters by faculty.

BALLOT
for the Secret Election of the Chair of the University Student Council
National Aerospace University “Kharkiv Aviation Institute”

PROTOCOL
of the meeting of the Election Commission on the results of the secret ballot
for the election of the Chairperson of the University Student Council from among the students
of the National Aerospace University “Kharkiv Aviation Institute”

Appendix No. 2
to the Regulations on Student Self-Government
of the National Aerospace University “Kharkiv Aviation Institute”

Procedure for Conducting a Secret Vote
Using Remote Technologies Ensuring Anonymity and Verifiability
of Such Voting for the Election of the Chair of the University Student Council

1. General Provisions

1.1. The procedure for electing the Chair of the University Student Council from among the students of the University is developed in accordance with the Law of Ukraine “On Higher Education.”

1.2. The Chair of the University Student Council is elected by the students through direct secret voting or direct secret voting using remote technologies.

1.3. All students enrolled in the University on a full-time basis have equal rights and may vote and be elected.

1.4. Upon termination of a student’s enrollment at the University, their right to vote and be elected as Chair of the University Student Council ceases.

1.5. The Chair of the University Student Council is elected for a term of one year. In case the elections are declared invalid or not held, the current Chair or their deputy performs the duties until the elections are declared valid, but for no more than one year.

1.6. To organize the process, a Central Student Election Commission (hereinafter – the Commission) is formed. The Commission consists of students enrolled at the University. The quantitative and personal composition of the Commission is approved in accordance with this Procedure. At its first meeting, the Commission elects a Chair, a Deputy Chair, and a Secretary from among its members. Decisions of the Commission are made by a majority of its members (50% + 1 vote) present at the meeting through open voting.

1.7. The Commission decides on the format of the elections (either in the traditional format or using remote technologies).

1.8. The University administration has no right to interfere in the electoral process.

1.9. The procedure for conducting a secret vote using remote technologies, ensuring the anonymity and verifiability of such voting for the election of the Chair of the University Student Council in the case of real-time video communication (hereinafter – the Procedure) is developed in accordance with the Laws of Ukraine “On Higher Education,” the Regulations on Student Self-Government of the National Aerospace University “Kharkiv Aviation Institute” (hereinafter – the Regulations) and other local normative acts of the University regulating the activities of the University Student Council (hereinafter – the Student Council), as well as the Law of Ukraine “On the Legal Regime of Martial Law,” the Decree of the President of Ukraine No. 64/2022 of February 24, 2022 “On the Introduction of Martial Law in Ukraine” (as amended), and the Resolution of the Cabinet of Ministers of Ukraine No. 392 of May 20, 2020 “On the Establishment of Quarantine to Prevent the Spread of COVID-19 Caused by SARS-CoV-2” (as amended).

1.10. The purpose of adopting and applying this Procedure is to organize and ensure that the Student Council carries out all its tasks and functions as defined by the Law of Ukraine “On Higher Education,” this Regulation, the University Charter, and other local normative acts regulating its activities, taking into account the actual state of danger in Kharkiv and at the University. This may be achieved through the election of the Chair of the KAI Student Council in a remote format and secret voting using remote technologies, ensuring anonymity and verifiability of such voting.

2. Delegation of Students to the Position of Chair of the University Student Council

2.1. Any student has the right to be elected as Chair of the University Student Council, provided they submit the full set of required documents to the Commission within the deadlines and according to the procedure established by the Commission.

2.2. The Secretary enters all candidates who have submitted the full set of required documents within the deadlines and according to the procedure established by the Commission into the Google Forms electronic ballot.

2.3. The list of required documents, deadlines for submission, and procedure are determined by the Commission at its first meeting, which must take place no later than 5 working days before the start of the elections.

3. Application of the Procedure

3.1. This Procedure establishes the recommended sequence of actions for the Secretary, members of the Counting Commission, and members of the Commission, outlining the main steps from creating the electronic ballot for secret voting using Google Forms, conducting the voting procedure, to creating, storing, and certifying the file with voting results by the Secretary of the Commission.

3.2. This Procedure may be used by the Student Council in cases of martial law, officially declared emergencies, relevant quarantine conditions, lack of transportation, or other similar situations.

3.3. The provisions of this Procedure, from the moment it comes into force, constitute an integral part of the University’s local regulations governing the activities of the Student Council and may be applied whenever a situation arises that poses a danger to students, making it impossible to conduct secret voting in the traditional manner (i.e., by physically receiving a ballot, filling it out, counting votes by the Counting Commission members, and approving the voting results).

4. Technical Instructions for Conducting Secret Voting for the Election of the University Student Council Chair Using Google Forms

4.1. Voters receive an email at their corporate address (@khai.edu) containing a link to the electronic ballot for registering receipt of the secret voting ballot. By following the link, the student is directed to the Form page, where registration as a participant in the secret voting takes place.

4.2. Voting requires authorization via the corporate email. If a student eligible to vote does not have a corporate email, authorization is carried out through a personal email provided in the lists submitted by the University’s faculties.

4.3. In the registration form, the student must enter their full Last Name, First Name, Patronymic, academic group number, and click the SUBMIT button.

4.4. After completing registration, the voter receives a link to the electronic ballot for secret voting and follows this link.

4.5. The voter selects one answer option for each question. To confirm the responses to all questions, the voter clicks the SUBMIT button.

4.6. Upon completion of voting, the voter receives the following message: “Your response has been recorded.”

4.7. After the end of the registration period, submission of the form will be disabled. Any attempt to submit the form afterward will result in the message: “This form can only be filled out once. If you believe there has been an error, please contact the form owner.”

AUTHORIZATION FOR VOTING IS REQUIRED ONLY VIA CORPORATE EMAIL!

5. Vote Counting

5.1. Votes are counted openly by the members of the Commission in real-time using video communication tools.

5.2. The Commission counts the total number of sent electronic ballots, the number of registered students who were provided an electronic ballot, and the number of responses recorded in the Google Forms response form.

The Secretary shows each ballot to all members of the Commission and any persons present during the vote counting, announcing the voting results.

5.3. A ballot may be declared invalid if no selection has been made.

5.4. After sorting the ballots, the Commission member designated by the Commission counts the number of ballots reflecting voters’ choices as well as the number of invalid ballots. Upon request by a Commission member or observer, a recount of ballots may be conducted immediately. During the vote counting, each Commission member has the right to verify or recount the relevant ballots. The vote counting results are announced by the Chair of the Commission and recorded by the Secretary in the protocol of voting results.

5.5. During the vote count, the Commission must verify that the number of participants matches the number of responses recorded in the electronic ballot. If there is a discrepancy, a Discrepancy Act is drawn up and signed by each Commission member.

5.6. A sample ballot form is provided in Appendix No. 2.

5.7. The Commission prepares a protocol based on the vote counting results.

5.8. The protocol of voting results is prepared by the Commission in a single copy.

5.9. The protocol is signed with an electronic digital signature by the Chair, Deputy Chair, Secretary, and present Commission members. In case of disagreement with the vote count results recorded in the protocol, a Commission member has the right to submit a written dissenting opinion, which must be attached to the protocol. Refusal to sign the protocol is not permitted.

5.10. The protocol of voting results is submitted to the elected Chair of the University Student Council in electronic format.

5.11. The elections are considered valid if at least 10 percent of the total number of University students participate.

5.12. The election results are to be publicly announced (bulletin board or website).

5.13. The Commission has the right to decide to conduct the elections over several days, dividing voters according to faculty.

6. Final Provisions

6.1. This Procedure, as well as any amendments and additions to it, become legally valid immediately upon approval by the General Student Assembly of the University.

6.2. The Google Form related to the election of the Chair of the University Student Council is stored on the Secretary’s Google Drive for a period of one year.