Department of Documentary Support of the Educational Process 

(URL: https://kneu.edu.ua/ua/University_en/subdivisions/154564/ )

Andrii Vasylenko — Head of the Department of Documentary Support of the Educational Process

Contacts of the department: 

tel. (044)-371-61-30 (internal: 61-30)

e-mail: dznp@kneu.edu.ua

FUNCTIONS AND RESPONSIBILITIES OF THE DEPARTMENT

Department shall, in accordance with the tasks assigned to it:

1. Monitor changes in the regulatory framework regarding the content of diplomas and their supplements. Make timely suggestions for the development of templates.
2. Provide information, advisory, and methodological assistance in the preparation of protocols of examination commissions:
3. preparation of sample protocols of the Examination Boards and consultations with the secretaries of the Examination Boards on the execution of protocols of the Examination Boards;
4. verification (reconciliation) of the lists of admitted students to the defense of qualification (bachelor’s/master’s) papers 
5. reconciliation of the protocols of the examination boards in accordance with the orders;
6. control over the timely and correct submission of information on graduates. 
7. reconciliation and signing of orders on completion of study.
8. Working with duplicate documents on higher education:
9. acceptance of a package of documents;
10. formation of orders;
11. preparation of graduate data for creating an order in the Unified State Electronic Database on Education (work with archival documents);
12. formation of orders for the production of applications and their transfer to the relevant deans, control over their timely execution;
13. creation and printing of duplicate diplomas;
14. issuance and accounting of duplicate documents on higher education;
15. creating personal files of graduates and transferring them to the archive.
16. Ordering, accounting, and issuance of forms of documents on higher education (diplomas, supplements, academic certificates), forms of certificates. preparation of reporting documentation:
17. issuance of diploma forms, diploma supplements and necessary accessories to the persons in charge, printing of stickers, etc.
18. ordering and signing acts on the transfer of material assets to materially responsible persons, controlling the use and write-off of forms;
19. ongoing replacement of damaged forms, with their subsequent replacement and write-off;
20. providing documentary support for the movement of tangible assets on the University’s balance sheet.
21. Reinstatement, transfer of students from other higher education institutions:
22. acceptance of the application and necessary documents;
23. formation of the initial package of documents;
24. drafting an order on admission to the elimination of missing academic credits/backlog;
25. work with persons who are reinstated/transferred from higher education institutions (sending requests for admission to the submission of missing academic credits/backlog or refusal to reinstate/transfer);
26. work with higher education institutions (sending requests for the transfer of personal files of applicants);
27. work with the office for receiving and sending postal transfers of documents;
28. drafting an order for renewal/transfer to/to the student body;
29. preparation of packages of documents for deans’ offices and accounting department;
30. formation of personal files for transfer to the student HR department (in accordance with the established norms);
31. preparation of acceptance certificate of personal files.
32. Coordinating and controlling the actions of the university’s structural units in entering data into the Unified State Electronic Database on Education;
33. Ensuring the maintenance of the main modules of the Unified State Electronic Database on Education (Educational Institution, Electronic Licensing, Admission Campaign, Education Applicants, Ordering Documents, Individuals, Administration, Appeals) and providing consultations and explanations to the users of the Unified State Electronic Database on Education on how to work with the above modules of the database.
34. Ensuring that orders (enrollment, reinstatement, expulsion, transfer, graduation, etc.) on the movement of higher education students are entered into the Unified State Electronic Database on Education, and that the data is kept up to date.
35. Ensuring the organization of ordering, issuing, and accounting of educational documents.
36. Preparation of questionnaires and orders to provide University employees with access parameters to the Unified State Electronic Database on Education (personal mailboxes and personal passwords) for different types of connection.
37. Control of the correct use of personal passwords by users of the web service of the Unified State Electronic Database on Education — a client of a higher education institution, if necessary, make changes or block users.
38. Interaction between departments to ensure the preparation and submission of objective and reliable data to the Unified State Electronic Database on Education.
39. Preparation of orders on improving the work with the Unified State Electronic Database on Education and timely bringing them to the attention of the University’s structural units.
40. Compliance with the Collective Bargaining Agreement, the University’s Internal Code of Conduct, the University’s Occupational Health and Safety Rules, job descriptions, and internal regulations.