1.1. Operating procedures of Academic Council of Kherson State Maritime Academy (hereinafter referred to as Academy) are determined by the Statute of the Academy.
1.2. Operating procedures determine the procedure of preparation and holding of Academic Council meetings, procedure of issues’ consideration and decision making, procedure of control functions implementation by Academic Council.
1.3. Academic Council holds meetings generally in the Academic Building # 1, in the Academic Council Hall (20 Ushakova ave., Kherson).
1.4. Meetings of Academic Council are held in Ukrainian (state language).
1.5. Meetings of Academic Council are open, except cases determined by these Procedures.
1.6. Representatives of structural subdivisions of Academy, rectorate officers, representatives of public organizations, students, mass media can be invited to participate in meetings. Presence of the individuals claiming to be awarded with academic title or to be chosen to take a position is obligatory.
1.7. Closed meetings of Academic Council for consideration of separately defined issues can be held according to the decision of Academic Council.
1.8. Placement of Academic Council’s members in the Hall of Academic Council is specified by the Academic Council Secretary approved by the Head of Academic Council, the Rector of Academy. Persons invited to the open meetings of Academic Council take designated seats.
1.9. Head of the meeting informs the members of Academic Council about invited persons present at the meeting.
2. Organization of Academic Council activity and preparation of meetings.
2.1. Academic Council realizes its functions through holding meetings. Meetings can be regular and extraordinary. Meetings of Academic Council can be commemorative.
2.2. Regular meetings of Academic Council are held monthly (except July-August), every first Thursday and are started at 14.00. If first Thursday of month is a holiday, the date of regular meeting is defined by the Head of Academic Council.
2.3. Registration of Academic Council members is done by the Secretary.
2.4. Extraordinary meetings of Academic Council are held to consider and solve issues defined by the Statute of the Academy. Date, place and time of extraordinary meeting are defined by the Head of Academic Council.
2.5. Information about date, place, time and agenda of extraordinary meeting should be personally given to every member of Academic Council by Secretary via e-mail not later than 5 days before the meeting.
2.6. Regular meetings of Academic Council are held according to Calendar Plan of Academic Council Activity approved at October meeting of Academic Council.
2.7. Regular meetings of Academic Council are held according to agenda, designed by Secretary of Academic Council in line with Calendar Plan of Academic Council Activity approved at October meeting of Academic Council.
2.8. Agenda contains following sections:
– Staff issues;
– Main issues (inter alia scientific reports);
– Current issues.
2.9. Agenda of regular meeting should be personally given to every member of Academic Council by Secretary via e-mail not later than 5 days before the meeting. Amendments to Agenda, if any, should be announced by the Head of meeting at its beginning.
2.10. Documents being prepared for consideration of Academic Council on Main issues are: Information, Annexes, Draft decision of Academic Council. The documents should be signed by the persons preparing the issue for consideration. In case Draft decision presupposes change in expenditures or income of Academy, there must be Annex with financial grounding (costing) and proposal covering the costs.
2.11. Materials for replication are given to the Secretary of Academic Council by issue preparation responsible persons not later than 10 days before regular meeting of Academic Council.
2.12. Preparation of Staff issues is done by heads of Faculties and other structural subdivisions of Academy.
3. Holding meetings of Academic Council
3.1. Before beginning of every meeting of Academic Council every member of Academic Council must register personally in the list.
3.2. Justifications of absence of Academic Council Member can be: performing the assignment of Academic Council, business trip, temporary incapacity, determined by the labour legislation vacation as well as other valid reasons.
3.3. Meetings of Academic Council are opened and closed by the Head of Academic Council (Rector of Academy). In case of Head’s absence – member of Academic Council delegated by the Head.
3.4. Academic Council Head (delegated Academic Council Member):
– keeps to of Statute of Academy and these Regulations and takes measures so that every present at the meeting will keep the same;
– informs about the results of registration of Academic Council members and about the number of absent members of Academic Council;
– opens, holds and closes the meeting;
– gives the floor for report (co-report), questions, speech, announces next speaker;
– if necessary, takes measures to maintain order at Academic Council meeting;
– organizes consideration of issues according to these Procedures;
– announces results of voting and taken decisions;
– performs other duties according to these Procedures.
3.5. Head of Academic Council meeting has the right to:
– submit a proposal on procedure issues;
– unite discussions on several interconnected issues of agenda;
– sum up discussion of issues;
– ask follow-up questions to a speaker;
– read out or delegate First Vice-Rector (other Vice Rectors) reading out written proposals and other documents connected with discussed issue.
3.6. Procedure of issue discussion during Academic council meeting includes:
– report of Academic Council member on issue discussed, questions to reporter and answers;
– speeches of invited persons, if provision is made for that in the process of premilinary preparation of issue.
3.7. Decisions of Academic Council are taken through open or closed ballot in the order defined by these Procedures.
3.8. Open ballot is performed through raising hand.
3.9. At the end of each ballot, its results are announced by Head at Academic Council meeting.
3.10. Closed ballot is performed through marking ballots.
3.11. Monitoring and control over closed ballot is done by counting commission with representatives chosen through open ballot out of Academic Council members.
3.12. Head of counting commission reports on results of secret ballot, which are included into minutes. Minutes are signed by all members of commission and approved after announcement of results by Academic Council through open ballot.
3.13. Decisions of Academic Council taken according to procedure are implemented into action through Rector’s orders.
3.14. Minutes of Academic Council meetings with all materials and documents are kept by Academic Council Secretary during 2 years with following transfer to archive of Academy. 3.20. Operating procedures of KSMA Academic Council are approved at Academic Council meeting. Amendments to Procedures are done if initiated by the Head, Secretary or members of Academic Council. Amendments to Procedures are approved by decision of Academic Council.