Regulations on the Academic and Methodological Council
of the National Aerospace University «Kharkiv Aviation Institute»

Approved:
Academic Council
of the National Aerospace University «Kharkiv Aviation Institute»
protocol № 8 of March 21, 2018 

СУЯ ХАІ-НМВ-П/013:2018

Date of introduction March 22, 2018

Edition № 1 

1. General Provisions

1.1. The Regulations on the Scientific and Methodological Council (hereinafter – Regulations) of the National Aerospace University “Kharkiv Aviation Institute” (hereinafter – University) have been developed in accordance with the Laws of Ukraine “On Education” dated 05.09.2017 No. 2145-VIII, “On Higher Education” dated 01.07.2014 No. 1556-VII (as amended), the “Regulations on the Organization of Scientific and Scientific-Technical Activities in Higher Education Institutions of III and IV Accreditation Levels” approved by the Order of the Ministry of Education and Science of Ukraine dated 01.06.2006 No. 422, and the Charter of the National Aerospace University “Kharkiv Aviation Institute” (hereinafter – Charter). These Regulations define the general principles of functioning of the University’s Scientific and Methodological Council (hereinafter – SMC of the University).

1.2. The SMC of the University is an advisory body that monitors, analyzes, coordinates, and plans educational and methodological work at the University and develops recommendations to improve it in order to ensure the quality of educational services and modernize the process of specialist training.

1.3. In its activities, the SMC of the University is guided by the Laws of Ukraine, orders and letters of the Ministry of Education and Science of Ukraine, the University Charter, the University Collective Agreement, and other regulatory documents concerning higher education.

1.4. The SMC of the University is established for a term of five years, and its composition is approved by order of the University Rector.

1.5. Changes in the composition of the SMC of the University (removal or inclusion of new members) during its term of office must be carried out by order of the University Rector.

1.6. Upon expiration of the SMC of the University’s term, the new composition must be approved by the Rector’s order within five working days from the end of the previous term.

1.7. The activities of the SMC of the University are carried out based on an annual (or semester) work plan approved by the University Rector.

1.8. Monitoring and evaluation of the SMC of the University’s activities are conducted in accordance with the procedure defined by the legislation of Ukraine and current regulatory documents.

1.9. The time allocated for work in the SMC of the University is determined in accordance with the regulation “Time Norms for Planning and Accounting of the Work of Scientific and Pedagogical Staff,” approved by the University Academic Council, and is reflected in the individual plans of SMC members under the section “Organizational and Methodological Work.”

2. Main Tasks and Functions

The competence of the Scientific and Methodological Council (SMC) of the University includes:

2.1. Summarizing and approving best practices in organizing educational and methodological work of the University’s faculties and departments, as well as experience accumulated by world leaders in technical education; developing recommendations for its dissemination and implementation in the University’s educational process.

2.2. Implementing the University’s policy in the field of quality assurance of educational activities and higher education.

2.3. Approving the annual plan of activities for monitoring the quality of educational activities and higher education.

2.4. Coordinating scientific and methodological work across faculties and departments.

2.5. Coordinating the work of the University’s scientific and methodological commissions by fields of knowledge.

2.6. Coordinating and monitoring the development of the University’s higher education standards as part of the national system of higher education standards.

2.7. Coordinating the development of educational programs.

2.8. Discussing draft new regulatory documents governing the organization and content of educational and methodological support, and preparing recommendations for their improvement.

2.9. Considering issues initiated by the Rectorate and the University Academic Council regarding the organizational and methodological level of the educational process and its scientific support at specific departments and faculties, and preparing conclusions on their compliance with established requirements.

2.10. Evaluating the appropriateness of submitting new regulatory documents to the University Academic Council.

2.11. Providing explanations, interpretations, and consultations regarding the application of regulatory documents in educational and methodological work.

2.12. Developing proposals for improving the internal quality assurance system at the University.

2.13. Developing proposals to ensure the quality of educational activities and higher education at the University, taking into account modern educational technologies, and preparing corresponding recommendations and regulatory documents.

2.14. Analyzing the results of monitoring the quality of educational activities at the University and developing recommendations for its conceptual development and procedural improvement.

2.15. Developing proposals for creating and developing institutional foundations to ensure clarity and comparability of learning outcomes, acquired competencies, and qualifications.

2.16. Developing proposals for the development of certification programs at the University and for forming elective courses for students.

2.17. Approving educational program profiles.

2.18. Standardizing requirements for the form and content of curricula and syllabi; ensuring consistency of curricula and syllabi across the University.

2.19. Reviewing and approving draft curricula for all educational levels.

2.20. Reviewing and approving the academic calendar.

2.21. Evaluating the appropriateness of including new courses in the curriculum.

2.22. Reviewing and approving syllabi for courses at all educational and scientific levels.

2.23. Approving sets of educational and methodological materials for bachelor’s and master’s programs.

2.24. Developing recommendations to improve the educational and methodological support of courses.

2.25. Providing assistance to promote the use of innovative teaching methods, modern technical tools, and software products in the educational process.

2.26. Developing tools to verify the alignment between teaching methods and expected course outcomes.

2.27. Recommending textbooks and educational literature for publication.

2.28. Promoting the professional development of teaching and research staff.

2.29. Developing external relations with other institutions and educational establishments, contributing to the professional growth of the University’s teaching and research staff.

2.30. Approving professional development course programs for teaching and research staff.

2.31. Participating in the organization of the University’s scientific and methodological conferences (defining issues, relevance, determining the format, etc.).

3. Composition and Leadership

3.1. The Scientific and Methodological Council (SMC) of the University includes representatives of the University’s structural units involved in organizing the educational process—intellectual and creative activities in the field of higher education and science—implemented through a system of scientific, methodological, and pedagogical activities.

3.2. The composition of the SMC is formed based on submissions from the heads of structural units.

3.3. The SMC is chaired by the Vice-Rector for Academic and Research Work in the relevant educational area.

3.4. The composition of the SMC is approved by the Rector’s order based on the submission of the Vice-Rector for Academic and Research Work within five (5) working days after the expiration of the previous SMC’s term for a period of five years.

3.5. Early termination of powers of individuals who are members of the SMC:

- Upon termination of employment with the University or being on long-term business assignment (more than four (4) months);

- In the event of absence from SMC meetings for four (4) months without valid reasons.

Early termination may be carried out upon the submission of the SMC Chair by the Rector of the University.

Vacant positions in the SMC are filled by new members according to the procedure for forming its composition (clause 3.2) by the Rector’s order.

3.6. Leadership of the SMC

3.6.1. The SMC is headed by a Chair, appointed by the Rector’s order.

3.6.2. The Deputy Chair of the SMC is appointed by the Rector upon the recommendation of the Vice-Rector for Academic and Research Work.

3.6.3. The Secretary of the SMC is elected from among the SMC members at the first meeting by open voting with a majority of votes of those present.

3.6.4. The Chair and Secretary of the SMC, in performing their duties, are guided by the University Charter, this Regulation, and relevant normative documents of the Ministry of Education and Science of Ukraine.

4. Organization of the Work of the University SMC

4.1. The organizational form of the SMC’s work is its meetings, which are held at least once a month during the academic year according to a set schedule.

4.2. A meeting of the SMC is considered valid if at least two-thirds (2/3) of its registered members participate.

4.3. To address urgent matters (including during vacation periods), an extraordinary meeting of the SMC may be held. Such a meeting can be convened at the initiative of the Chair, Rector, Vice-Rector, or the relevant Scientific and Methodological Commission (SMC) by fields of knowledge or Faculty SMC, with at least 50% of the registered members present.

4.4. SMC meetings are open. All University staff may attend.

4.5. The Chair of the SMC presides over the meetings.

In the absence of the Chair, the Deputy Chair presides.

4.6. The counting of votes in open voting is performed by the SMC Secretary.

4.7. The draft agenda of each SMC meeting is prepared by the Secretary in agreement with the Chair according to the annual (semester) work plan of the SMC.

4.8. By order of the Chair, the preparation of materials for consideration of specific issues is carried out by SMC members and/or heads of relevant units together with the SMC Secretary.

4.9. Working groups (commissions) may be formed to prepare decisions on urgent issues, which develop relevant proposals and submit them for SMC consideration.

4.10. Persons preparing materials for SMC meetings are personally responsible for the content and timely submission (no later than three (3) days before the meeting) of draft decisions to the SMC Secretary, specifying concrete measures, deadlines, executors, and responsible controllers.

4.11. The Secretary coordinates the agenda and draft decisions with the Chair no later than three (3) days before the meeting.

4.12. The Secretary informs SMC members of the date, place, time, and agenda of the meeting at least two days in advance.

4.13. The Chair at the SMC meeting:

- Opens and closes the meeting;

- Presents draft decisions for discussion;

- Organizes the consideration of issues;

- Gives the floor for reports or speeches and announces the next speaker;

- Makes official announcements and other statements deemed necessary.

4.14. Decisions on each agenda item are made by open vote with a simple majority of members present. Decisions are enacted by orders of the University Rector.

4.15. Implementation of SMC decisions is assigned to heads of structural units unless otherwise specified by SMC decisions.

4.16. Oversight of implementation is generally assigned to the Rector and Vice-Rectors according to their functional responsibilities.

4.17. Executive-type decisions of the SMC are enacted by orders of the Vice-Rector for Academic and Research Work in the relevant educational area and are mandatory for all staff and students.

4.18. Consideration of issues and decisions are recorded in the meeting minutes, signed by the Chair and Secretary.
If necessary, extracts from the minutes on specific issues can be prepared and signed by the Chair and Secretary.

4.19. Other procedural or organizational matters may be additionally regulated during the SMC meetings.

5. Rights and Responsibilities

5.1. The rights and responsibilities of the University SMC are exercised through the rights and responsibilities of its Chair, Secretary, and members.

5.2. The SMC has the right to:

- Cancel decisions of the University SMCs by fields of knowledge or Faculty SMCs if they contradict normative documents and the established procedure of the educational process at the University;

- Submit proposals to the University Academic Council regarding the consideration and approval at its meetings of decisions and/or proposals adopted by the University SMC.

5.3. Members of the SMC have the right to:

- Submit proposals on issues requiring collective discussion and decision-making;

- Propose changes to the agenda and the conduct of SMC meetings;

- Participate in discussions and submit proposals on draft decisions of the SMC;

- Receive from the heads of University units the necessary materials on issues prepared for SMC meetings, as well as information on the progress of implementation of its decisions and orders issued based on these decisions;

- Participate in all SMC meetings (if a member cannot attend, they must notify the SMC Secretary in advance).

5.4. Members of the SMC are obliged to:

- Exercise their powers personally;

- Ensure the effective work of the SMC;

- Fulfill the duties and assignments entrusted to them by the SMC;

- Ensure the implementation of SMC decisions within the University’s structural units;

- Timely and accurately execute SMC decisions;

- Actively participate in drafting the SMC work plan.

5.5. Members of the SMC bear personal responsibility for the organization of work assigned by the SMC and for the fulfillment of their duties.

5.6. The Chair of the SMC reports on their activities at SMC meetings.

5.7. Duties of the SMC Secretary include:

- Preparing the SMC work plan for the academic year (semester);

- Planning meetings and preparing materials for them;

- Organizing the work of the SMC and ensuring proper documentation of its decisions;

- Recording and preparing minutes of meetings;

- Preparing extracts from SMC meeting minutes (if necessary);

- Monitoring the implementation of SMC decisions;

- Assisting in the organizational support of discussed issues;

- Facilitating the exchange of information and experience in the field of higher education;

- Maintaining SMC administrative records.

6. Final Provisions

6.1. The Regulations on the University SMC are signed by the Chair of the SMC and coordinated with the Head of the Educational-Analytical Department, the Head of the Educational-Methodical Department, and the University’s Lead Legal Counsel.

6.2. The Regulations are approved by the University Academic Council and come into effect by order of the University Rector.

6.3. Amendments and additions to these Regulations are considered and approved in the procedure established for their adoption.