Regulations of the Admission Committee

General information

1. The Admissions Committee of the International Academy of Ecology and Medicine (hereinafter referred to as the Admission Committee) is a working body of the higher education institution provided for in part one of Article 38 of the Law of Ukraine “On Higher Education” (hereinafter referred to as the Law), which is formed to organize the admission of applicants. The term of office of the Admission Committee is one calendar year.

The Admission Committee operates on the principles of democracy, transparency, and openness following the legislation of Ukraine, the Terms of Admission to Higher Education Institutions of Ukraine approved by orders of the Ministry of Education and Science (hereinafter referred to as the Terms of Admission), the rules for admission to a higher education institution (hereinafter referred to as the Rules of Admission), the charter of the higher education institution and the Regulations of the Admission Committee of the higher education institution (hereinafter referred to as the Regulations).

The Regulations are approved by the Academic Council of the International Academy of Ecology and Medicine following part three of Article 38 of the Law.

1. The composition of the Admissions Committee is approved by the order of the Rector of the International Academy of Ecology and Medicine, who is the chairman of the committee.

The Chairman of the Admissions Committee is responsible for the fulfillment of the tasks assigned to the Admissions Committee and the exercise of its functions.

The Admission Committee consists of:

• Deputy (deputies) Head of the Admissions Committee;
• Executive Secretary of the Admissions Committee;
• an authorized person of the Admission Committee for acceptance and consideration of electronic applications;
• Deputy Executive Secretary of the Admissions Committee;
• deputy executive secretary for the organization of acceptance of applicants’ documents;
• technical secretary;
• authorized representative for acceptance and consideration of electronic applications;
• Members of the Admissions Committee (Dean of the School of Medicine, heads of structural subdivisions, etc;)
• representatives of student self-government bodies following paragraph 6 of part 5 of Article 40 of the Law.

The first vice-rector or head of a structural subdivision of a higher education institution is appointed as the Deputy Head of the Admissions Committee.

The executive secretary of the Admissions Committee and his deputy are appointed by order of the Rector of the Academy from among the leading scientific and pedagogical staff of the Academy. The order approving the composition of the Admissions Committee shall be issued by the Rector of the Academy before the beginning of the calendar year.

1. To perform the tasks assigned to the Admission Committee and exercise its functions following the order of the Rector of the Academy, the following subdivisions of the Admission Committee are formed:

• subject examination commissions;
• commissions for conducting interviews;
• professional certification commissions;
• subject commissions;
• Appeal Board (appeal boards);
• selection committee(s), if necessary.

It is allowed to include academic staff of other educational institutions in these commissions.

Subject examination commissions and commissions for interviews are formed in cases stipulated by the Terms of Admission and the Rules of Admission for conducting entrance examinations for admission to a master’s degree based on complete general secondary education. These commissions may include (by agreement) employees of other educational institutions, and research institutions.

Specialized certification commissions are formed to conduct entrance examinations for admission to study based on a previously obtained educational qualification level following paragraph 4 of Section VI of the Rules of Admission. These commissions may include (by agreement) academic staff of other educational institutions. 

The Appeals Board is formed to consider appeals of applicants. The first vice-rector or vice-rector of the International Academy of Ecology and Medicine, who is not a member of the subject or professional attestation commissions, shall be appointed as the chairman of the appeal commission. When admitted to study based on complete general secondary education, the composition of the Appeal Commission is formed from among the leading scientific and pedagogical staff of the higher education institution and teachers of the general secondary education system of the region who are not members of the subject examination commission, the commission for conducting interviews of this higher education institution (Regulations on the Appeal Commission – Appendix 1).

When admitted to study based on a previously obtained educational qualification of a junior specialist or specialist, the composition of the appeal commission is formed from among the leading scientific and pedagogical staff of higher education institutions and research institutions of Ukraine.

The procedure for the work of the appeal commission shall be approved by the rector of the higher education institution.

Appeal commissions may be formed in separate structural subdivisions. One of the deputies of the head of this subdivision is appointed as the chairman of the appeal commission of a separate structural subdivision.

The selection committee shall be formed if necessary for career guidance, acceptance of documents, registration of personal files of applicants, as well as for the performance of other functions related to the admission of applicants. If necessary, on-site selection committees may be formed, the procedure for which is established by the Admission Committee.

The selection committees include the chairman – the dean of the faculty, the executive secretary of the selection committee, as well as members of the selection committee from among the research and teaching staff, and teaching and support (administrative) staff of the Academy, the number of which is determined based on the need of the selection committee.

The order approving the composition of subject examination, professional certification, appeal, and selection commissions shall be signed by the head of the higher education institution no later than March 01.

The list of employees who are allowed to work to ensure the activities of the Admissions Committee and its subdivisions is approved by an order of the rector of the higher education institution from among the research and teaching staff and educational and support (administrative) staff of the institution.

1. The composition of the Admissions Committee and its subdivisions, except for individuals who are members of them following their official duties, shall be renewed annually by at least one-third. The same person may be the executive secretary for no more than three consecutive years.

The Admissions Committee, subject examination, selection and professional certification commissions, and appeal committee may not include individuals whose children are enrolled in the same higher education institution in the current year.

Main tasks and responsibilities of the Admission Committee

1. Following the Admission Terms, the Charter of the International Academy of Ecology and Medicine, and the available license (accreditation certificates), the Admission Committee develops the Admission Rules, which are approved by the Academic Council of the higher education institution following part 5 of Article 44 of the Law.

1. The Admissions Committee:

• provides information to applicants, their parents, and the public on all issues of admission to a higher education institution;
• organizes the acceptance of applications and documents, makes decisions on the admission of applicants to participate in the competition (to participate in entrance examinations); –
• submits to the Unified State Electronic Database on Education (hereinafter – the Unified Database) the data received from applicants, makes changes to the status of applications in the Unified Database;
• coordinates the activities of all structural subdivisions of the higher education institution in preparing and conducting the competitive selection;
• organizes and conducts consultations on admission to study and the choice of a specialty that best suits the abilities, aptitudes, and level of training of applicants;
• organizes and controls the activities of technical, information, and consumer services to create conditions for the admission campaign;
• ensure publication of this Regulation, the Admission Rules, and other documents required by law on the website of the higher education institution;
• decides on the enrollment of applicants by form of study and source of funding.

1. Decisions of the Admissions Committee shall be made in the presence of at least two-thirds of the members of the Admissions Committee by a simple majority vote and shall be timely communicated to applicants.

Decisions of the Admissions Committee are drawn up in minutes signed by the chairman and executive secretary of the Admissions Committee.

Organization of work of the Admissions Committee

1. Applications and documents of applicants are accepted within the terms stipulated by the Admission Rules.

Applications and documents of applicants are registered in laced, numbered pages and sealed with the seal of the higher education institution or the seal of the relevant structural unit of the higher education institution in the registration journal of applications of applicants, which indicates the following data of the applicant

• serial number (and/or personal file number)
• date of receipt of documents;
• surname, name, and patronymic or middle name;
• place of residence;
• gender, date of birth;
• name of the educational institution that issued the document on the degree/educational qualification level;
• number, series, date of issuance of the document on the degree/educational qualification level, grade point average of the document on education;
• number of external independent evaluation certificates, number of points in competitive subjects;
• priority of the application;
• information on documents entitling to special conditions of enrollment; 
• reasons why the applicant was denied participation in the competition and enrollment;
• the applicant’s signature on the receipt of the returned documents or a note on their return (postal receipt number).

The applicant is issued a receipt of acceptance of their documents signed by the executive secretary (their deputy), sealed with the seal of the higher education institution or the stamp of the Admissions Committee.

Refusal to register an individual’s application is not allowed, except in cases of the absence of documents required by the Rules of Admission for registration of an applicant.

During the registration of applications using automated accounting systems, the pages of the registration journal are printed at the end of the working day, each page is signed by the executive secretary of the Admissions Committee (his deputy), numbered, and filed in a journal. After the end of the acceptance of documents, the journal of registration of applications is signed by the chairman of the Admissions Committee and the executive secretary and sealed with the seal of the higher education institution or the stamp of the Admissions Committee. Corrections, erasures, and omissions of lines are not allowed in the Journal of Registration of Applications. If there are any, a corresponding note is indicated, which is signed by the executive secretary (his deputy) and sealed with the seal of the higher education institution or the stamp of the Admissions Committee.

1. The Admissions Committee decides on the admission of an applicant to participate in the competition and notifies the applicant.

1. To conduct entrance examinations, the higher education institution forms examination groups in the order of registration of documents; according to the groups, the information of the interview, entrance examination, and (or) receipt-return of written work is formed.

The number of applicants in the examination groups shall not exceed 30 individuals. Individuals admitted to the entrance exams shall be issued a sheet of entrance exam results.

1. The schedule of entrance examinations conducted by the higher education institution is approved by the chairman of the Admission Committee and published by posting on the website of the higher education institution and the information stand of the Admission Committee no later than three days before the start of accepting applications and documents for admission to study.

1. Copies of documents and photographs of non-enrolled applicants, as well as their examination papers, shall be kept for one year, after which they shall be destroyed and a corresponding act shall be drawn up.

Organization and conduction of entrance exams

1. The chairmen of subject examination, professional certification commissions, and subject commissions responsible for conducting entrance examinations annually prepare the necessary examination materials: programs of entrance examinations conducted by the higher education institution, examination papers, test tasks, criteria for evaluating the applicant’s answer, etc. and submit them for approval to the chairman of the Admission Committee no later than three months before the start of the admission process.

The form of entrance examinations at a higher education institution and the procedure for their conduct are approved annually in the Admission Rules. For studying for a specialist’s or master’s degree based on a complete general secondary education, entrance examinations for the relevant categories of applicants are conducted following the external independent evaluation programs of the respective year.

1. The entrance examinations shall be conducted in a calm and friendly atmosphere, and applicants shall be allowed to demonstrate their knowledge and skills to the fullest extent possible.

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

1. An interview for each subject (discipline) is conducted by at least two members of the committee with each applicant, appointed by the chairman of the subject committee according to the schedule on the day of the exam.

During the interview, the members of the relevant committee mark the correctness of the answers in the interview sheet (oral answer sheet), which is signed by the applicant and the members of the relevant committee at the end of the interview.

Information about the results of the interview or oral examination is announced to the applicant on the day of their conduct.

1. Entrance examinations in written form, conducted by a higher education institution in cases provided for in the Admission Rules, are taken by at least two members of the relevant commission in each classroom.

1. Forms of interview sheets, written answers, as well as cover sheets with the stamp of the Admissions Committee, are kept by the executive secretary of the Admissions Committee of the higher education institution, who gives them to the chairman of the examination board in the required quantity immediately before the start of the exam.

Forms of written papers are distributed to each applicant in the classroom where the entrance written examination is held, and the applicant puts their signature on the written paper receipt-return sheet. Written examination papers (including drafts) shall be completed on sheets stamped by the Admissions Committee or its subdivision. The sheets are not allowed to contain any conventional marks that reveal the authorship of the work. The applicant shall indicate their surname only in the places designated for this purpose.

The tasks of entrance examinations conducted using computer technology, together with the answers to them, are printed out on paper and signed by the applicant.

1. The following time limits shall be established for written entrance examinations (in astronomical hours, no more):

Language and Literature and other subjects – 2-3 hours, but no more than provided for in the explanatory notes to the tests.

1. The use of electronic devices, textbooks, and other materials is not allowed during the entrance examinations unless it is provided for by the decision of the Admissions Committee. If an applicant uses third-party sources of information (including hints) during the entrance examination, they shall be excluded from participation in the examination, and an act shall be drawn up. On the examination paper of such an applicant, a member of the relevant commission indicates the reason for the suspension and the time. During the examination, such a paper is decrypted and a grade is assigned for it less than the minimum number of points determined by the Admissions Committee and the Admission Rules for admission to the competition or enrollment in training outside the competition, regardless of the volume and content of the written work.
2. After completing the tasks of the entrance examination, the applicant shall submit the written work together with the task, which shall be indicated in the statement of receipt and return of the written work, and the members of the examination committee shall check the correctness of the title page of the written work.
3. Applicants who fail to appear for the entrance exams without good reason at the time specified in the schedule are not allowed to participate in further exams and the competition. If there are valid reasons confirmed by documents, applicants are allowed to take the missed entrance exams with the permission of the Admissions Committee within the established time limits and schedule of entrance exams.

Individuals who do not have time to complete the examination tasks in full during the written examination (testing) shall submit them as unfinished.

At the end of the exam, the chairman of the subject (examination or professional certification) commission shall submit all examination papers to the executive secretary of the Admission Committee.

1. The Executive Secretary of the Admissions Committee or their deputy shall encrypt written examination papers by affixing a digital or other conditional cipher to the cover sheet and each sheet of the written answer. In cases where the encryption of written examination papers reveals a paper with special marks that can confirm its authorship, the work is not encrypted, and such work, in addition to a member of the subject (examination or professional certification) commission, is additionally checked by the chairman of the relevant commission.

After encryption, the cover sheets are kept by the executive secretary of the Admissions Committee until all papers are checked. The answer sheets, together with a statement signed by the Executive Secretary of the Admission Committee or their deputy who encrypted the written papers, are handed over to the Head of the relevant committee, who distributes them among the committee members for verification.

1. The examination of written papers (test tasks) is carried out only at the premises of the higher education institution by 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 applicant made comments during the test, etc.), the executive secretary of the Admissions Committee or the chairman of the subject examination or professional certification committee involves two members of the relevant committee to check the work.

1. The chairman of the subject examination or professional certification board shall supervise and control the work of the members of the relevant board. They additionally check written works that are evaluated by members of the relevant commissions on a 100-point scale of knowledge assessment (from 100 to 200 points) for less than 124 (100) points, and more than 175 points. If other grading scales are used, the Regulations on the Admissions Committee shall specify these scales and the number of points assigned to the applicant’s work, above which the chairman of the relevant committee additionally checks the written work. The chairman of the relevant committee additionally checks written works evaluated with a number of points less than the number of points required for admission to the competition or enrollment in training outside the competition as determined by the Admissions Committee and the Admission Rules. The chairman of the relevant committee also additionally checks 5 percent of the remaining papers and certifies the correctness of the grade with their signature.

Cases of subsequent changes in the grades assigned to the written work and in the records by members of the subject examination or professional certification commission (based on the results of additional verification by the chairman of the relevant commission or the findings of the appeal commission) are certified by the signature of the chairman of the relevant commission, a written explanation by a member of the commission and approved by the decision of the Admissions Committee.

14. Retakes of entrance exams are not allowed. Applicants whose knowledge was assessed lower than the number of points required for admission to the competition or enrollment in training outside the competition, determined by the Admissions Committee and the Admission Rules, are not allowed to take further entrance exams and participate in the competition.

15. An applicant’s appeal against the number of points received at the entrance exam at a higher education institution (hereinafter referred to as the appeal) must be submitted in person by the applicant no later than the next business day after the announcement of the exam score.

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

Additional interviewing of applicants is not allowed when considering appeals.

The procedure for filing and reviewing an appeal must be published and communicated to applicants no later than 7 days before the start of the entrance exams.

Applicants enrollment

1. The list of applicants recommended for admission is published by the Admissions Committee following the total number of points gained by each applicant within the time limits specified in the Admission Rules. The list shall indicate the grounds for providing recommendations for admission by form of tuition financing.

Individuals who have not submitted to the Admissions Committee the original certificates of the Ukrainian Center for Educational Quality Assessment, the original documents on the received educational (educational qualification) level, and annexes to them within the period established by the Admission Rules, lose the right to enroll in training.

Certificates of external independent evaluation and/or certificate/examination sheet (for applicants who have passed entrance exams) with the results of examinations, written examination papers, interview sheets and oral answers, etc. of applicants enrolled in a higher education institution shall be kept in their files for the entire period of study.

To be enrolled for study at the expense of individuals or legal entities, an applicant, together with an application for admission to study, has the right to submit to the Admissions Committee copies of external independent evaluation certificates, a document on the degree of higher education, educational (educational qualification) level of the state standard and its annexes, certified following the established procedure, provided that they simultaneously study at this or another educational institution under another educational and professional (educational and scientific) training program and form of study. These copies of documents shall be kept at the higher education institution during 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 education institution where the originals of the specified documents are kept.

1. The decision to enroll applicants is made at a meeting of the Admissions Committee and is documented in a protocol that specifies the conditions of enrollment (out of competition, based on the results of an interview, based on the results of participation in a competition, etc.)
2. Based on the decision of the Admissions Committee, the head of the higher education institution issues an order on the enrollment of applicants; information about the enrolled applicants is brought to their attention and made public.
3. Enrolled students, at their request, are issued certificates of the established form for registration of dismissal from work in connection with admission to a higher education institution.
4. After the head of the higher education institution issues an order to enroll applicants for study, the authorized individuals of the Admissions Committee shall make appropriate marks in the Unified Database within a day regarding the change in the applicant’s status and verify in the Unified Database the orders to enroll applicants for study within the time limits established by the Admission Rules.
5. Individuals who are not enrolled for study shall be issued, at their request, a certificate of the results of their participation in the competition (examinations) for participation in the competition for admission to another higher education institution.

Based on the results of the Admission Committee’s work on enrollment, a report on the results of admission is drawn up, which is approved at a meeting of the Council of the International Academy of Ecology and Medicine.