Regulations on the Admissions Committee | ХАІ
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Regulations on the Admissions Committee
of National Aerospace University

Approved by:
Academic Council of
National Aerospace University
Protocol No. 3 of November 25, 2015

СУЯ ХАІ-НОВ .П/003:2015

Date of introduction January 1, 2016

Edition No. 1

1. General regulations

1.1 Regulations on the admissions committee of National Aerospace University (hereinafter,the University) was developed in accordance with the laws of Ukraine "On Education" dated 23.05.1991 № 1060-XII (as amended), "On Higher Education" dated 01.07.2014. № 1556-VII (as amended), the Order of the Ministry of Education and Science of Ukraine "On approval of the conditions of admission to higher education institutions of Ukraine in 2016" dated 15.10.2015 № 1085 (hereinafter, the Conditions of admission), the Statute of the University.

1.2 In order to organize the admission of enrolleesto the University, an Admissions Committee is created, which is a working body of the University.

The term of office of the Admissions Committee is one calendar year.

1.3 The work of the Admissions Committee is based on the principles of democracy, transparency and openness and is performed in accordance with the legislation of Ukraine, the Conditions of Admission, the Statute and the current Regulation.

1.4 The staff of the Admissions Committee is approved by order of the Rector of the University, who is the chairman of the commission.

1.4.1 The Chairman of the Admissions Committee is responsible for performing the tasks assigned to the Admissions Committee and fulfilling its functions.

1.4.2 The Admissions Committee includes:

- Deputy (deputies) Chairman of the Admissions Committee;

- Executive Secretary of the Admissions Committee;

- an authorized person of the Admissions Committee for the acceptance and consideration of electronic applications;

- Deputy Executive Secretaries of the Admissions Committee;

- members of the Admissions Committee (deans of faculties, heads of departments, etc.);

- representatives of student self-government bodies in accordance with paragraph 6 of part five of Article 40 of the Law and trade unions.

1.4.3 The Vice-Rector for Scientific and Pedagogical Work (hereinafter,SPW) is appointed Deputy Chairman of the Admissions Committee.

1.4.4 The Executive Secretary of the Admissions Committee and his deputies are appointed by order of the Rector of the University from among the leading scientific and pedagogical (pedagogical) staff of the University.

1.4.5 The order on approval of the Admissions Committee staff is issued by the Rector of the University before the beginning of the calendar year.

1.5 In order to perform the tasks assigned to the Admissions Committee and carry out its functions in accordance with the order of the Rector of the University, the following subdivisions of the Admissions Committee are formed:

- subject examination boards;

- boards for conducting interviews;

- professional certification boards;

- subject boards;

- appeal board (appeal boards);

- faculty selection boards.

It is allowed to include scientific and pedagogical (pedagogical) employees of other educational institutionsto these boards.

1.5.1 Subject examination boards and boards for conducting interviews are formed in the cases stipulated by the Conditions of Admission, for conducting entrance examinations for admission to study at the bachelor's degree on the basis of complete general secondary education. These boards may include (by consent) employees of other educational or research institutions.

1.5.2 Professional certificationboards are formed to conduct entrance examinations for admission to study on the basis of a previously obtained degree (educational qualification level). These boards may include (by consent) scientific and pedagogical (pedagogical) employees of other educational institutions.

1.5.3 Subject boards are formed to conduct entrance examinations to graduate school. The subject boards include doctors of philosophy and doctors of sciences who carry out scientific research in the relevant specialty and are responsible for the implementation of the relevant educational and scientific program. Subject boards may also include representatives of other higher education institutions (scientific institutions) (by consent) with which agreements have been concluded on joint scientific activities and / or joint management of postgraduate research and / or joint implementation of educational and scientific programs or if doctors of philosophy are trained according to an educational and scientific program agreed between the higher education institution and the research institution. The subject board on a foreign language may also include persons who do not have a scientific degree and academic title, but are fluent in the relevant foreign language and by the decision of the Academic Council are qualified to assess the level of the language proficiency.

1.5.4 The AppealsBoard is formed to consider the appeals of enrollees. The vice-rector of the University for SPW, who is not a member of the subject or professional certificationboardsis appointed сhairman of the AppealsBoard. When enrolling on the basis of complete general secondary education, the AppealsBoard is formed of leading scientific and pedagogical (pedagogical) employees of the University and teachers of general secondary education in the region who are not members of the subject examination board of the University or the University Board for conducting interviews.

1.5.5 When enrolling on the basis of previously obtained bachelor's degree, junior specialist or specialist, the staff of the AppealsBoard is formed from among leading scientific and pedagogical (pedagogical) employees of higher educationinstitutions and research institutions of Ukraine.

1.5.6 The order of work of the AppealsBoard is approved by the Rector of the University.

1.5.7 The faculty selection board is formed for career guidance work, acceptance of documents, registration of personal files of enrollees, as well as for the performance of other functions related to the admission of enrollees. If necessary, field selection boards can be formed, the procedure of which is established by the Admissions Committee.

1.5.8 The faculty selection boards include the chairman –the dean of the faculty, the executive secretary of the selection board, as well as members of the selection board from among scientific and pedagogical staff and teaching and support staff of the University, the number of which is determined in accordance with the selection board.

1.5.9 The order on approval of the composition of subject examination, professional certification, appeals and selection boards is to be signed by the Rector of the University not later than March 1.

1.5.10 The list of employees who are allowed to work to ensure the activities of the Admissions Committee and its departments is approved by order of the Rector of the University from among the scientific and pedagogical (pedagogical) staff and teaching and support staff of the University.

1.6 The composition of the Admissions Committee and its subdivisions, except for persons who are members of them in accordance with their official duties, is renewed annually by at least one third. The same person may be the executive secretary for no more than three years in a row.

1.7 The Admissions Committee, subject examination, selection and professional certificationboards and the appealsboard may not include persons whose children enter the University in the current year.

2. Main tasks and responsibilities of the AdmissionsCommittee

2.1 In accordance with the Conditions of Admission, the Charter of the University, the existing license (certificates on accreditation), the Admissions Committee develops the Rules of Admission, which are approved by the Academic Council of the University in accordance with part five of Article 44 of the Law.

2.2 Admissions Committee:

- provides information to enrollees, their parents and the public on all issues of admission to the University;

- organizes the reception of applications and documents, decides on the permission of enrollees to participate in the competition (to participate in entrance exams);

- submits to the Unified State Electronic Database on Education (hereinafter,the Unified Database) the data received from enrollees about them, makes changes to the status of enrollees' applications in the Unified Database;

- coordinates activities of all structural units of the University for the preparation and arrangement of competitive selection;

- organizes and holds consultations on admission to study and choice of specialty that best suits the abilities, inclinations and level of enrollees’ training;

- organizes and controls technical, information and household services to create conditions for the admission campaign;

- provides publication of this Regulation, Rules of Admission and other documents provided by law on the University web-site;

- decides on the enrollment of entrants by forms of education and sources of funding.

2.3 Decisions of the Admissions Committee are made in the presence of at least two-thirds of the Admissions Committee by a simple majority of votes, and enrollees are informed about them.

Decisions of the Admissions Committee are recorded in the protocols, which are signed by the Chairman and Executive secretary of the Admissions Committee.

3. Work Arrangement of the AdmissionsCommittee

3.1 Acceptance of applications and documents of enrollees is carried out within the terms provided by the Conditions of admission and the Rules of admission.

3.1.1 Applications and documents of enrollees are registered in thefiledregistration logbook of enrollees’ applicationsincluding the following data of the enrollee (the logbook with numbered pages should be sealed by the University):

- a serial number and personal file number;

- the date of documents acceptance;

- last name, first name and patronymic;

- place of residence;

- gender, date of birth;

- the name of the educational institution that issued the document on the obtained degree / educational qualification level;

- number, series, date of issuance of the document on the obtained degree / educational qualification level, the average score of the document on education;

- number of the certificate of external independent assessment, the grade in competitive subjects;

- priority of the application;

- information on documents entitling to special enrollment conditions;

- the reasons for which the enrollee was denied participation in the competition and enrollment;

- signature of the enrollee in receipt of returned documents or a note on their return (postal receipt number).

3.1.2 The enrollee is issued a note for the acceptance of documents signed by the executive secretary (his deputy) and stamped by the faculty selection board.

3.1.3 Refusal to register the enrollee's application is not allowed, except in cases of absence of documents provided by the Conditions of Admission for registration of the applicant.

3.1.4 During the registration of enrollees' applications using automated accounting systems, the pages of the registration logbook are printed at the end of the working day, each page is endorsed by the Executive Secretary of the Admissions Committee (his deputy), numbered and filed in the journal. Upon receipt of the documents, the registration logbookof enrollees’ applications is endorsed by signatures of the Chairman of the Admissions Committee and the Executive Secretary and stampedby the Admissions Committee. Corrections, crossouts and omissions of lines are not allowed in the registration logbook. If any, an appropriate note is indicated, which is endorsed by the Executive Secretary (his deputy) and stamped by the Admissions Committee.

3.2 The Admissions Committee decides on the admission of the enrollee to participate in the competition and notifies the enrollee of their decision.

3.3 The higher educational institution organizes examination groups to conduct entrance examinations in the order of registration of documents. According to the groups, statements of the interview, entrance exam and (or) receipt-return of written work are formed.

The number of enrollees in the examination groups should not exceed 30 people. Persons admitted to the entrance exams are issued a sheet entrance exam results.

3.4 The schedule of entrance examinations held at the University is approved by the Chairman of the Admissions Committee and published by posting on the University website and information stand of the Admissions Committee no later than three days before the start of admitting applications and documents for getting relevant degrees, educational qualification levels and forms of education.

3.5 Copies of documents and photographs of non-enrolled entrants, not received by them, as well as their examination papers are stored for one year, after which they are destroyed, about which a relevant act is drawn up.

4. Arrangement of entrance exams

4.1 The chairmen of subject examination, professional certificationboards, subject boards responsible for conducting entrance examinations annually compile the necessary examination materials: entrance examination programs held at the University, examination tickets, test tasks, criteria for assessing the applicant's answer, etc. and submit them to the chairman of the Admissions Committee not later than three months before the beginning of acceptance of documents.

The form of entrance examinations in a higher educational institution and the procedure for their holding are approved each year in the Rules of Admission. Entrance examinations for the relevant bachelor's degree on the basis of complete general secondary education for the relevant categories of enrollees are conducted in accordance with the external independent evaluation programs of the respective year.

4.2 The entrance exams should provide a calm and friendly atmosphere, and enrollees should be given the opportunity to fully express their level of knowledge and skills.

Unauthorized persons are not allowed to enter the premises where the entrance examinations are held without the permission of the Chairman of the Admissions Committee.

4.3 An oral examination or an interview in each subject (discipline) shall be conducted by at least two members of the board with each enrollee, who shall be appointed by the chairman of the subject board according to the schedule, on the day of the examination.

4.3.1 During the interview (oral examination), the members of the relevant board note correct answers in the interview sheet (oral answer sheet), which is signed by the enrollee and members of the relevant board at the end of the interview.

4.3.2 The enrolleeis informed about the results of the interview or exam in oral form on the day of its holding.

4.4 Entrance examinations in written form conducted by the University in cases provided by the Conditions of Admission, take at least two members of the relevant board in each classroom.

4.5 Forms of interview sheets, written answers, as well as title pages with the stamp of the Admissions Committee are kept by the Executive Secretary of the Admissions Committee of the University, who issues them to the Chairman of the examination board in required quantity immediately before the exam.

4.5.1 Forms of written works are distributed to each enrollee in the classroom where the entrance written examination is held, and the enrollee is to sign the statement of receipt and return of written work. Written examination papers (including drafts) are performed on sheets with the stamp of the Admissions Committee. Any conditional signs revealing the authorship of the work are not allowed on the sheets. The enrollee should indicate the name only in the designated places.

4.5.2 Tasks of entrance examinations, conducted with the use of computer equipment, and the answers to them are printed on paper and signed by the enrollee.

4.6 The following time norms are set for conducting written entrance examinations (in astronomical hours, no more):

a) in language and literature:

- essay - 4 hours;

- retelling - 2 hours;

- dictation - 1 hour;

b) in other subjects - 2-3 hours;

c) test - no more than explanatory notes to the tests indicate.

4.7 The use of electronic devices, textbooks, manuals and other materials is not allowed during the entrance exams, unless otherwise provided by the decision of the Admissions Committee. If the enrollee uses other sources of information (including tips) during the entrance exam, he is suspended from participating in the exams, about which an act is drawn up. A member of the relevant board shall indicate the timeandreason for dismissal of the enrollee who was doing the examination work. When checking, such work is deciphered and is given a score less than the minimum number of points determined by the Admissions Committee and the Rules of Admission for permission to the competition or enrollment in out-of-competition, regardless of the volume and content of the written.

4.8 After completing the work on the entrance exam, the enrollee submits a written work together with the task, which is signed in the receipt-return of written work, and members of the examination board are obliged to check the correctness of the title page.

4.9 Enrollees who did not appear for the entrance exams without good reason at the time specified in the schedule are not allowed to participate in further exams and competitions. If there are valid documentedreasons, enrollees are allowed to take missed entrance exams with the permission of the Admissions Committee within the established time limits and the schedule of entrance exams.

4.9.1 Persons who did not have time to complete the examination tasks in full during the written examination (testing), hand them out unfinished.

4.9.2 At the end of the examination, the Chairman of the subject (examination or professional certification) board hands over all examination papers to the Executive secretary of the Admissions Committee.

4.10 The Executive Secretary of the Admissions Committee or his deputy encrypts the written works, for which a digital or other conditional code is affixed on the title page and on each sheet of the written answer. In cases when the encryption of written examination papers reveals work that has special signs that may reveal its authorship, the work is not encrypted, and such work in addition to a member of the subject (examination or professional certification) board is additionally checked by the Chairman of the board.

After encryption, title pages are kept by the Executive Secretary of the Admissions Committee until the end of the inspection of all papers. Sheets of written answers, together with the statement signed by the Executive secretary of the Admissions Committee or his deputy, who encrypted the written works, shall be sent to the Chairman of the relevant board, who shall distribute them among the members of the board for verification.

4.11 Verification of written works (test assignments) is carried out only in the premises of the University by the members of the Admissions Committee and must be completed no later than the next working day of the Admissions Committee.

In some cases (the work was not encrypted, the enrollee was remarked during the test, etc.) the Executive secretary of the Admissions Committee, or the Chairman of the subject examination or professional certificationboard involve two members of the relevant boardto verify the papers.

4.12 The chairman of the subject examination or professional certificationboard manages and controls the work of relevant board members. He additionally examines written works, which are evaluated by the members of the relevant boards on a 100-point scale of knowledge assessment (from 100 to 200 points) less than 124 (100) points, more than 175 points, and on a 12-point scale of knowledge assessment (from 1 to 12 points) - less than 4 points, more than 10 points. The chairman of the relevant board additionally checks the written papers, evaluated with the number of points less than the number of points determined by the Admissions Committee and the Rules of Admission, required for admission to the competition or enrollment out-of-competition. The chairman of the relevant board also additionally checks 5 percent of other papers and certifies with his signature the correctness of the assessment.

Cases of the change in the information of grades for written work verified by members of the subject examination or professional certificationboard (based on the results of additional verification by the Chairman of the relevant board or the conclusions of the appeal board) are certified by the signature of the Chairman of the relevant board, a written explanation of the board member and are validated by the decision of the Admissions Committee.

4.13 The chairman of the subject examination board or professional certificationboardhands oververified written works, as well as completed examination statements with codes and signatures of relevant boardmembersto the responsible secretary of the Admissions Committee or his deputy, who decipher the papers and enter the surnames of enrollees.

4.14 Retaking of entrance examinations is not allowed. Enrollees whose knowledge has been evaluated lower than the required number of points determined by the Admissions Committee and the Rules of Admission for permission to the competition or enrollment out-of-competition, are not allowed to take entrance exams and participate in the competition.

4.15 The enrollee's appeal against the examination grade (number of points) received at the entrance exam in a higher education institution (hereinafter, the appeal) must be submitted by the enrolleein person no later than the next working day after the announcement of the examination grade.

4.15.1 The appeal is considered no later than the next day after its submission in the presence of the applicant.

4.15.2 Additional questioning of enrollees during the consideration of appeals is not allowed.

4.15.3 The procedure for submitting and reviewing the appeal must be made public and entrants should be notified of itno later than 7 days before the start of the entrance examinations.

5. Enrollment of enrollees

5.1 The list of enrollees recommended for enrollment is published by the Admissions Committee in accordance with the total number of points scored by each enrollee within the period specified in the Rules of Admission. The list indicates the grounds for providing recommendations for enrollment in the forms of funding for studying.

5.1.1 Persons who have not submitted to the selection committee the originals of certificates of the Ukrainian Center for Educational Quality Assessment, originals of documents on the obtained degree of higher education, educational (qualification) level, appendices to them of the state standard, lose the right to enroll in studying at the expense of the state budget, as well as to study at the expense of state preferential long-term loans.

5.1.2 Certificates of external independent assessment and / or certificate / examination letter (for enrollees who have taken entrance exams) with exam results, written exam papers, interview sheets and oral answers, etc. of entrants enrolled in the University are kept in their personal files throughout the term of study.

5.1.3 For enrollment at the expense of individuals or legal entities, the enrollee together with the application for admission to study has the right to submit to the selection committee copies of certificates of external independent evaluation, a document on higher education, educational (educational qualification) level and appendices to it, certified in accordance with the established procedure, provided that they study simultaneously in this or another educational institution under another educational-professional (educational-scientific) studying program and form of education. These copies of documents are stored at the University for the entire period of study together with the original certificate of the higher education institution where the original documents are kept. The certificate is issued at the request of the student by the higher educational institution in which the originals of the specified documents are kept.

5.2 The decision on enrollment of entrants is made at the meeting of the Admissions Committee and is drawn up in the Protocol, where conditions of enrollment (out of competition, according to the interviewresultsor the results of participation in the competition, etc.)areindicated.

5.3 Based on the decision of the Admissions Committee, the Rector of the University issues an order on enrollment of enrollees; information about the enrolled entrants is brought to their attention and made public.

5.4 Enrolled students, at their request, are issued certificates of the established form for registration of dismissal in connection with admission to the University.

5.5 After the Rector of the University issues an order on enrollment of entrants, the authorized persons of the Admissions Committee put relevant notes on changing the status of entrants in the Unified database during the day and verify orders on enrollment of entrants in the Unified databasewithin the terms indicated in the Conditions and Rules ofAdmission.

5.6 Persons who are not enrolled in the study are issued, at their request, a certificate on the results of their participation in the competition (exams) to participate in the competition for admission to another higher education institution.

Based on the results of the work of the Admissions Committee on enrollment in the relevant forms of education, the report on the results of admission to the University is drawn up, which is approved at the meeting of the Academic Council of the University.

6. Final regulations

6.1 The regulations are approved by the Academic Council of the University and put into effect by order of the Rector of the University.

6.2 Control over the implementation of the Regulations is exercised by the officials of the University within the limits of their powers established by the job descriptions.

6.3 Changes and additions to the Regulations are considered and approved by the Academic Council of the University and put into effect by order of the Rector of the University.