Ukrainian Research Institute of Archival Affairs and Record Keeping (URIAARK)
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Provisions on the Scientific Council of the Ukrainian Research Institute of Archival Affairs and Records Keeping

1 General Provisions

1.1 The Academic Council of the Ukrainian Research Institute of Archival Affairs and Records Keeping (hereinafter referred to as the URIAARK) is a collegial advisory body aimed at administrating the scientific, scientific-publishing and scientific-organizational activities of the Institute.

1.2 The Academic Council works in accordance with the Law of Ukraine «On Scientific and Scientific-Technical Activity», the Procedure for Preparing Graduates of Higher Education for the Degree of Doctor of Philosophy and Doctor of Science, the Procedure for Appointing Scientists to Scientific and Research Pedagogical Workers, and other regulatory acts in the field of scientific institutions activities, orders and instructions of the Ministry of Justice of Ukraine, the State Archival Service of Ukraine, and the Statute of the URIAARK and this Regulation.

1.3 The Provision on the Scientific Council is approved by the Director of the Institute.

1.4 Three quarters of the Scientific Council shall be elected by secret ballot team of researchers of the Institute, and the rest of its members shall be appointed by the Director.

1.5 Director of the Institute, Deputy Directors and Academic Secretary are members of the Scientific Council ex officio.

1.6 In addition to the staff of the Institute Scientific Council shall involve leading experts of the State Archival Service of Ukraine, National Academy of Sciences of Ukraine, higher educational establishments and other specialized institutions.

1.7 The Chairman, the Deputy Chairman and the Academic Secretary of the Council are elected by secret ballot from among its members.

1.8 Quantitative composition of members of the Scientific Council of the Institute is regulated by the Charter and shall consist 17 persons.

1.9 Personal composition of the Scientific Council of the Institute shall be approved by the Order of the Director of the Institute for a period of 3 years.

2 The main objectives and functions of the Scientific Council

2.1 The main tasks of the Academic Council are:

  • define the strategy of development of the URIAARK and the perspective directions of the Institute’s activities;
  • forecast scientific researches in the field of archival studies and records keeping;
  • consider and evaluate the results of the scientific, publishing and scientific-organizational activities of the Institute.

2.2 In accordance with the tasks entrusted, the Academic Council:

  • carries out a scientific assessment of the subject and results of the Institute’s research work;
  • considers and approves the annual thematic plans of scientific research carried out by the URIAARK;
  • considers the improvement and development of the structure of the URIAARK;
  • approves the topics of doctoral dissertation for PhD students and doctoral degrees, and appoints their scientific supervisors (consultants);
  • approves the results of the certification of scientific workers, postgraduates, applicants of the URIAARK, results of the competition for vacant positions of scientists of the Institute;
  • nominates significant scientific works for the awarding of prizes, medals and other types of awards, including international ones;
  • within the scope of its competence, considers the issue of assigning the Institute researches the academic ranks of professor and senior researcher and provides corresponding decisions for approval to the certification body of the central executive authority, which ensures the formation and implementation of state policy in the field of scientific and scientific-technical activities of scientists, and applies for the awarding of honorary titles;
  • nominates candidates for full members (academicians) and correspondent members of the National Academy of Sciences of Ukraine;
  • adopts for publication monographs, scientific reference books, regular volumes of periodic and continuing publications and other research papers prepared by the Institute’s staff;
  • within its competence, considers and concludes on the passport of the scientific specialty «Records keeping, archival studies», curricula of higher educational institutions for the training of documentologists and archivists;
  • considers the issues of international scientific cooperation of the Institute;
  • recommends the staff of the Institute for postgraduate studies;
  • considers the providing of research vacations to the staff of the Institute;
  • considers and approves annual reports on the implementation of research and financial plans of the Institute;
  • decides to allocate own revenues to the territorial bodies of the central executive authority, which implements the state policy in the field of treasury service of budget funds, or in banking institutions of the public sector;
  • agrees on the list of the URIAARK staff positions, which may include flexible working hours and remote working conditions;
  • solves other issues of the Institute’s activity defined by its Statute.

3 Rights of the Scientific Council

3.1 Give proposals to the administration of the State Archival Service of Ukraine as to optimization of activities of the Institute.

3.2 Carry out as necessary joint meeting of the scientific advisory bodies of archival, academic and other institutions.

3.3 Receive conclusions, references and suggestions from the state archival institutions, scientific institutions, structural subdivisions of the State Archival Service of Ukraine on matters pertaining to the competence of the Academic Council and documents under consideration.

3.4 Involve to consider specific issues scientists and specialists, who are not members of the Scientific Council.

4. Organization of Work of the Scientific Council

4.1. Activities of the Scientific Council shall be in accordance with the plan of operation approved by the Director of the Institute.

4.2. Plan of the Scientific Council is based on the plan of scientific and organizational work of the Institute, taking into account the plan of activity of the State Archival Service of Ukraine, orders and decisions of the Board of the State Archival Service of Ukraine, motivated proposals of archival institutions, individual members of the Scientific Council.

4.3. The Scientific Council meeting shall be held as needed, but not less than once per quarter.

4.4. The Scientific Council have the right to decide if the meeting is attended by at least 1/2 of its members, unless consideration of personnel matters, nominating papers for premiums and medals, petitions for assignment the employees of the Institute academic rank and other issues, which require the presence of 2/3 of the Scientific Council.

4.5. Decisions of the Scientific Council shall be adopted, if they were voted for by more than 50% of the members of the Scientific Council, except petitions for assignment the employees of the Institute academic rank, where decisions are adopted if they were voted by no less than 3/4 of the members of the Scientific Council. Decisions shall be taken by open or secret (as decided by the Scientific Council) vote.

4.6. Meetings of the Scientific Council shall be formalized in minutes signed by the Chairman and the Secretary of the Council. Excerpts from the minutes, if necessary, shall be sent to institutions, organizations, individuals.

4.7. The Secretary of the Academic Council supervises the timely preparation of materials for consideration at the Council meetings, organizes meetings, keeps records and monitors the implementation of its decisions.

4.8. Materials for the meeting of the Scientific Council shall be submitted to the Secretary no later than 10 days prior to the meeting.

4.9. The Secretary of the Scientific Council shall introduce board members and other stakeholders with the materials that are to be considered at the next meeting, no later than 7 days before the meeting.

4.10. Costs associated with activities of the Scientific Council shall be made from appropriations provided in the estimate of the Institute.



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