Iryna Deuschle

Email: intdep@maem.edu.ua

PHEI “IAEM”

Order dated November 26, 2020 No. 94-Unit

GENERAL PROVISIONS

The Department for Work with Foreigners and Stateless Persons (hereinafter referred to as the Department) is a structural division of the PHEI IAEM (hereinafter referred to as the Academy).

The department is headed by the head of the department, who is directly subordinate to the rector of the Academy and the vice-rector for organizational and legal issues. The head of the department is appointed to the position by order of the rector of the Academy on the proposal of the vice-rector for organizational and legal issues.

The deputy head of the department, the senior inspector of the department, and the inspector of the department are appointed by order of the rector of the Academy on the proposal of the head of the department and with the approval of the vice-rector for organizational and legal issues.

In their activities, the employees of the department are guided by: the Constitution of Ukraine, the Laws of Ukraine: “On the Legal Status of Foreigners and Stateless Persons”, “On Freedom of Movement and Free Choice of Residence in Ukraine”, “On Ensuring the Rights and Freedoms of Citizens and the Legal Regime in the Temporarily Occupied Territory” of the territory of Ukraine”, “On higher education”, “On refugees and persons in need of additional or temporary protection”, Resolutions of the Cabinet of Ministers of Ukraine, orders and orders of the Ministry of Education and Science of Ukraine (hereinafter – MES), the Ministry of Health of Ukraine ( hereinafter referred to as the Ministry of Health), the Statute of the Academy, the Regulations on the department, the Instructions for the organization of recruiting for training (internship) of foreigners and stateless persons, the Procedure for issuing invitations to study at the Academy to foreigners and stateless persons and their registration and other normative and sub-normative acts of the current legislation of Ukraine.

TASKS OF THE DEPARTMENT

Ensuring and carrying out the work of the Department in accordance with the current legislation of Ukraine and the statutory requirements of the Academy, developed for the purpose of starting and conducting educational activities for foreigners and stateless persons, subject to compliance with the requirements stipulated by the license conditions.

Processing of documents for foreigners and stateless persons enrolling in studies at the Academy (completion of documents for issuing temporary residence permits in Ukraine and submitting them to the State Migration Service of Ukraine (hereinafter referred to as the State Migration Service of Ukraine), monitoring of submitted documents, control over the receipt of permits by foreigners and stateless persons.

Organization of measures regarding the legality of the stay of foreign citizens on the territory of Ukraine on legal grounds (registration at the place of residence, issuance and exchange of temporary residence permits in Ukraine, registration of foreign students who have been renewed or transferred to study at the Academy from other educational institutions of Ukraine).

Control over timely registration, deregistration of residence, and cancellation of temporary residence permits of foreigners and stateless persons – students and trainees of the Academy. Timely response to any violations of the requirements for the stay and behavior of foreigners and stateless persons who are students and listeners of the Academy on the territory of Ukraine and the implementation of the Rules of Internal Procedure of the Academy.

Carrying out proper cooperation with embassies, consulates, and representative offices of foreign countries regarding the study and stay of foreigners and stateless persons studying at the Academy.

Implementation of cooperation with business entities in accordance with the agreements concluded with the Academy and in accordance with the current legislation of Ukraine, which concerns the recruitment of foreigners and stateless persons to study at higher educational institutions on the territory of Ukraine.

Promoting the development of international relations through the structures of states, incl. foreign (through embassies, consulates, representative offices), business entities, foreign students, and stateless persons.

FUNCTIONS OF THE DEPARTMENT

The functions of the department are an integral part of the performance of job instructions by employees of the department, namely:

• Drawing up and issuing study invitations to foreigners and stateless persons:
• acceptance and registration of an application from a natural or legal person to issue an invitation to a foreigner or a stateless person to study at the Academy;
• formation of the register of foreigners and stateless persons and the transfer of questionnaires of candidates for studies at the Academy to the selection committee (unless otherwise provided by the current legislation or internal administrative documents of the Academy). The procedure of the selection commission is established by the admission commission of the Academy on the basis of the corresponding order of the Academy;
• implementation of measures for the preparation and transfer to UDCMO of invitations completed in electronic form together with copies of documents based on the protocol of the admissions committee;
• monitoring the receipt of the electronic version of the registered invitation from the UDCMO and subsequent printing and issuing of invitation forms;
• ensuring the conclusion of contracts on the receipt by a natural or legal person of invitations to study based on the decision of the Academic Council of the Academy and its implementation by order of the rector of the Academy, their registration, payment, and control over their implementation;
• informing the state border protection body about the arrival of the invited foreign applicant or stateless person in Ukraine (arrival date, flight number, information about the representative of the Academy who will meet the foreigner at the airport);
• organization of a meeting of foreign applicants and stateless persons at the airport by a designated authorized person of the Academy, ensuring their accommodation and accommodation;
• familiarization of foreigners and stateless persons with the Rules of Internal Procedure (for signature) and Regulations on the stay of foreigners and stateless persons on the territory of Ukraine during training.
• control over compliance by foreigners and stateless persons with the rules of residence and movement on the territory of Ukraine.

Verification of documents certifying the data of foreigners and stateless persons, namely:

• availability of a translation of a foreigner’s passport document or a document certifying a stateless person in Ukrainian with a notarized translation;
• the validity period of a foreigner’s passport document or a document certifying a stateless person;
• the validity period of the visa in the foreigner’s passport document.
• Organization of measures for registration and completion of the case for the student for submission to the State Department of Internal Affairs:
• establishing the presence of a passport document of a foreigner or a document certifying a stateless person;
• establishing the availability of a valid health insurance policy, and in case of absence, providing practical assistance in concluding it.
• availability of 6 photo cards measuring 3.5×4.5 cm.;
• completion by an employee of the department of a registration card for a foreigner or a stateless person, in accordance with the sample established by the authorities of the State Internal Revenue Service;
• establishing the presence of a photocopy of the order on the enrollment of a foreigner or a stateless person;
• preparation of a letter – a request from the Academy addressed to the head of the territorial body/territorial subdivision of the State Ministry of Internal Affairs with a request to issue a permit for temporary residence in Ukraine (to exchange the permit, register, etc.) a foreigner or a stateless person.
• Ensuring the timely submission of documents to territorial bodies or divisions of the Ministry of Internal Affairs of Ukraine for the issuance or exchange of temporary residence permits in Ukraine for the period of study to foreigners and stateless persons enrolled in studies in accordance with the procedure established by law:
• submission of documents for issuing a passport is carried out no later than 15 working days before the end of the established period of stay in Ukraine (visa validity period).

In the event of circumstances (loss or theft of a passport), the submission of documents for its exchange is carried out within one month from the date of filing an application regarding the occurrence of such circumstances.

In the case of a change of surname and (or) own name or patronymic, establishing other discrepancies in the records of a foreigner’s passport document or a document certifying a stateless person, the submission of documents for the exchange of a passport is carried out no later than one month after receiving a new passport document or document, certifying a stateless person.

Organization of ensuring the timely presence of students at the State Medical Center to obtain a permit.

organization of photocopying of passports for keeping them in personal files.

provision of timely warning to the student and his contractor about the terms of registration at the place of residence.

Implementation of control over timely (within 30 days after obtaining the permit) registration by place of residence in the Centers for the Provision of administrative services in the district state administrations of Kyiv and Kyiv region and corresponding interaction to prevent violations.

Ensuring registration of foreigners and stateless persons – students of the Academy who are enrolled in studies and who have been renewed or transferred from other educational institutions of Ukraine:

preparation of a request letter with the appropriate package of documents from the Academy addressed to the head of the territorial body/territorial subdivision of the Ministry of Internal Affairs regarding the registration of a foreigner or a stateless person.

Organization of measures to deregister foreigners and stateless persons expelled from the Academy:

drawing up a letter from the Academy to the Ministry of Internal Affairs with a notification about the expulsion of a foreigner or a stateless person within 10 days from the date of expulsion.

control over the removal of foreigners from registration of place of residence.

Execution of actions to cancel temporary residence permits in Ukraine, in case of expulsion of foreigners and stateless persons, namely:

• execution of the Academy’s reasoned request to the Ministry of Internal Affairs to cancel temporary residence permits in Ukraine in connection with the expulsion of foreigners and stateless persons;
• requisitioning the passport of a foreigner or a stateless person with the purpose of submitting it to the authorities of the State Internal Revenue Service with its subsequent cancellation.
• provision of a copy of the decision on the cancellation of the permit is issued by the territorial body/territorial unit of the Ministry of Internal Affairs, which made such a decision, to a foreigner or a stateless person for signature, or is sent to such a person and the receiving party by registered letter (no later than five working days from the day of its adoption ).

Monthly reporting on the contingent of foreigners and stateless persons – students of the Academy to the authorities of the Ministry of Internal Affairs.

REPRESENTATION OF THE INTERESTS OF THE ACADEMY

On the instructions of the Academy’s management, the department’s employees can:

• to represent the interests of the Academy in organizations and institutions when considering issues of competence of the department;
• to interact with the employees of the structural units, faculties, and departments of the Academy in order to obtain the necessary documents for the timely performance of the relevant tasks of the Department;
• to improve the qualifications of the department’s employees in the tasks of performing functional duties;
• to ensure the necessary level of technical and material equipment of workplaces of Department employees in order to obtain the necessary work efficiency. To this end, to take measures for the material and technical support of their activities;
• to make proposals for the necessary and timely provision of orders, resolutions, and regulations of higher state bodies, orders, orders of the rector of the Academy, and other organizational and administrative documentation related to the department’s activities.

REORGANIZATION AND LIQUIDATION

The department may be reorganized and liquidated in accordance with the current legislation of Ukraine on the basis of the Academy’s statutory requirements.