KAPOSVÁR UNIVERSITYOrganisational and Operational Regulations

volume III.

annex 9. Administration and confidentiality regulation of adult education activity

KAPOSVÁR2017

Contents

The aim of the regulation page 3

The scope of the regulation page 3

Interpretative provisions connected to administration, confidentiality page 3

Legal, regulatory documents underlying the Regulation page 5

General provisions page 6

The adult education activity, the adult education registration number page 6

The adult education programme page 6

The publication of the course page 7

Kaposvár University Directorate of Students’ Affairs page 7

Teacher and adult education centre page 7

Business hours page 9

Complaint management page 9

General management activities connected to the examination activity page 10

The complex professional exam page 11

The written examination activity of the complex professional exam page 11

The interactive examination activity of the complex professional exam page 13

The practical examination activity of the complex professional exam page 13

The oral examination activity of the complex professioanl exam page 15

Management of irregularities during the complex professional exam page 16

Record management, filing, asset disposal page 16

Confidentiality page 21

Closing provisions page 22

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The aim of the regulation1.§

(1) The aim of the record management and confidentiality regulation concerning Adult Education activity (hereinafter: Regulation) is to determine the record management process of the licensed adult education activity – registration number: E-000928/2014 – of Kaposvár University (hereinafter: University) and the service activity connected to it and the obligation of confidentiality of those persons who take part in the adult education activity of Kaposvár Univerity (hereinafter: University) in accord with the Record management regulation of the University and the legislation underlying it. Furthermore, its aim is to provide the professional record management, orderliness and readiness of the documents connected to the adult education of the University.

(2) The Regulation is a document adopted by the Senate of Kaposvár University.

The scope of the regulation 2.§

(1) The scope of the Regulation extends to the licensed adult education activities of the University, furthermore to the service activity conencted to the adult education activity regardless of the fact whether the training takes place at the registered seat of the University, at its practice location/establishment or in other places.

(2) 1Furthermore, the scope of the Regulation extends to all the colleagues of the Tecaher and Adult Education Centre of the Directorate of Students’ Affairs and to the employees taking part in the execution of the adult and non-formal education tended by all the Faculties and other units – belonging not to the scope of higher education - of the University, regardless of the fact in which organisational unit or legal status they do their activities.

(3) The observance of the present Regulation applies to all the organisational units - taking part in the adult education activity – of the University, the management of the units are responsible for the compliance of the Regulation.

(4) On the basis of the Filing Regulation 2.§ of the University the registration of the documents happens in Poseidon administration and filing sytem (hereinafter: filing system). All the records in the filing software are the authentic documents of administration.

Interpretative provisions connected to administration, confidentiality 3.§

(1) The observance of the present Regulation bears in mind the following notions taken from the Interpretative provisions of the Filing Regulation of Kaposvár University:

– Transfer: The documented transference of a document, a file or joint management entitlement of a document or a file.

1 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „Adult Education Group” is substituted for „Teacher and Adult Education Centre” and the text „vocational trainings” is substituted for „adult education”.

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– Submission: A paper-based or electronic document arriving from a body or a person. – Confidential information: data qualified as insurance, banking, stock, teller and

business secret, and information qualified as personal data, including the conclusions which may be drawn from them, which is given to the party taking part in examination organisation by RAESC or which come to the person’s knowledge who takes part in the examination organisation or during the conclusion of the contract in any other way.

– Opening: The inspection of the content of the mail received. – Attachment: Temporary interconnection of documents, files. – Document with electronical signature: a writing defined by XXXV. act of 2001. on

electronic signature, which is an electronic document incorporated with at least enhanced security signature. At Kaposvár University the documentation of the record management system includes the format of documents which may be considered to be elctronically normalized.

– Electronic confirmation: An electronic document which is not considered to be an estreat, which informs its sender of the acceptance and the acceptance number of the document arriving electronically.

– Register: Registration of the sender, receiver, internal recipient, the date of arrival, the sequence number of an electronic mail, the data medium, type and the way of reception of a consignment in the electronic document management system.

– Filing: The registartion of the document, administartion with a file number in the electronic document management system.

– Register book: A certified non-disposable document management in which the registration of the documents happens.

– File number: An individual registration number laid down in law which is given by the body performing public functions to the document to be filed. The order number is not part of the file number. The set-up of the file number used at the University is defined by 9.§ (12) section.

– Document: Fixed information, collected data arising or arriving during the operation of a body or the activity of a person, which may appear on paper, microfilm, magnetic, electronic or any other medium; its content may be text, data, graph, voice, image, motion picture or information in any format or their combination. The official papers (bulletins), newspapers, journals, books, advertisement and propaganda material obtained regularly must not be regarded as documents.

– Archive material: The totality of cohesive documents which remain at the body and require temporary or final preservation because of their content.

– Filing-cabinet: A physical or an electronic store generated and operated for the professional and safe keeping and the provision of the handling of the filing material.

– Document management: The activity including the preparation of the document, its registration, systematization, forwarding and the selection from the point of view of disposal, its provision with assistance, professional and safe keeping, emission for use, culling, and its archiving together.

– Record office: The provision of the document with a file number and its documented placement in the record office, and the delivery of its handling right to the record office for the period after the termination of the administration or for the temporary period of its suspension.

– Document management record: Execution or administrator directions for assistants in connection with the document or the single document.

– Delivery: The delivery of the consignment by a delivery organisation, person, data transmission equipment to the addressee.

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– Estreat: A signed and sealed collated document by the person entitled to issue it after endorsement.

– Signing: The signature or mark providing the verification, estimate (correction, acknowledgement, endorsement) of the adjustment (action) draft (proposition), or the information technology procedure substituting for it.

– True copy: An exemplified copy of the original document, which is prepared in the same way as the first copy and authenticated at the same time.

– Copy: A copy of the original document with identical text and the accuracy of form, which is a simple (not exemplified) or authentic (with attestation clause) document made later.

– Destruction: The ultimate inaccessibility, deletion of the castoff document in a way which excludes the possibility of the reconstruction of the information included.

– Annex: Organic unit of a document, its supplementary part which is inseparable of it. – Personal particular: the provisions of the CXII. Act of 2011. on information self-

determination and freedom of information are authoritative for the interpretation of notions connected to the handling of personal particulars.

– Signature: The designation of the competent organisational unit and/or administrator acting in the case, the definition of the deadline of the arrangement and the task.

– Administration: The handling of cases arising from the operation and the activity of a body or a person, the series, totality of the arising content (substantive), formal (technical) handling, oral and/or written momentums during that time.

– Administrator: The person designated for the administration of the case, the rapporteur of a case, who prepares the case for decision; makes a fair copy and gives other information management instructions.

– Dossier: All the documents of a case. – Dossier piece: That part of the file which contains the documents created in the

different phases of the administration of the case. – Procuration: The basis of the continuous operation of the body, the series of the

consecutive actions (momentums) of administration and their totality, which includes the formal and technical conditions of administration, the accomplishment of services.

– Business secret: according to Act V. 2:47.§ (1) of 2013. on Civil Code, all the data, facts, information and the compilation from them, the procurement, utilisation, the communication with others or its publication by unauthorized persons may infringe or endanger the financial, economic or market interests of the entitled person, provided no imputability burdens the person lawfully possessing the secret.

Legal, regulatory documents underlying the Regulation4.§

(1) The most important acts and laws underlying the Regulation:a.) Act LXXVII.of 2013. on Adult Education (hereinafter: AAE);b.) 315/2013. (VIII. 28.) Government Decree on the Rules of Complex Professional

Examination;c.) Act CLXXXVII. of 2011. on Vocational Training;d.) 393/2013. (XI. 12.) Government Decree on the detailed rules of the licencing

procedure and requirement system necessary for adult education activity, of the register of adult education institutions and of the monitoring of adult education institutions;

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e.) 150/2012. (VII. 6.) Government Decree on the National Qualifications Register and the codes of practice of the amendment of the National Qualifications Register;

f.) 111/2010. (IV. 9.) Government Decree on the detailed rules of the issue of the licence for the organisation of a professional examination and of the monitoring of examination organisation activity;

g.) 335/2005. (XII. 29.) Government Decree on the general requirements of document management of public service organs;

h.) 100/1997. (VI. 13.) Government Decree on the issue of the examination rules of the secondary school maturity examination;

i.) 31/2004. (XI. 13.) Minister of Education’s Decree on the lists of National Experts, National Examination and National Professional Experts and of National Professional Examination Chairmen and of expert activity;

j.) Act CXL. of 2004. on the general rules of public administration proceedings and services;

k.) Organisational and Operational Regulations of Kaposvár University volume I. Organisational and Opeartional Rule (hereinafter: OOR);

l.) The Document Management Regulation of Kaposvár University.

General provisions

The adult education activity, the adult education registration number 5.§

(1) The adult aducation activity may be done in possession of a licence of indefinite duration, its aim is that the institution may do its adult education activity according to high quality level requirements defined by NHEA and the law issued on its authorisation.2

(2) The University organises its adult education activity on the basis of the NHEA taking into consideration and observing the laws and acts.

The adult education programme 6.§

(1) The adult education activity of the University is done on the basis of licensed adult education programmes.

(2) 3The adult education coordinator of the Teacher and Adult Education Centre of the Directorate of Students’ Affairs (hereinafter: DSA TAEC) is responsible for the preparation and the licensing of the training programmes connected to every single training.

(3) The Faculty tending the training is responsible for the professional content of the training programme.

2 NHEA. 3.§ (1)3 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017.

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(4) 4The original copies of the licensed educational programmes are kept at the DSA TAEC. The adult education coordinator of DSA TAEC is responsible for the data reporting obligation concerning adult education programmes

The publication of the course7.§

(1) 5The University may publish a course exclusively – covered by AAE – for which it has an adult education licence and has an accepted adult education programme.

(2) The University publishes its licensed – non-formal – adult education nationwide in printed media, and in the local electronic media, on flyers at the partners of the University and on the homepage of the University (www.ke.hu).

(3) 6The information material about the courses is prepared by the DSA TAEC which is published in a printed fom and electronically at the partners of the university, at the DSA Schoolage, Career and Student Advice Group, at the adult education coordinators of the faculties of the University, at the University Students’ Union, on the notice boards – placed for this purpose – on the corridors, at the Central Event and Marketing Office of the University and, if it is required, it is sent to those who are interested by post or electronically. The adult education coordinator of DSA TAEC is responsible for the publishing of the courses and their content.

Kaposvár University Directorate of Students’ Affairs Teacher and Adult Education Centre 7

8.§

(1) The OOO 6.§ (7) defines the provision concerning the operational regulation of the Directorate of Students’ Affairs of Kaposvár University: „The organisational units not mentioned in section (6) – taking into consideration the present regulations of the OOO – may be divided into further units, directorates, departments and groups may come to existence to act upon the characteristic features of the scope of duties. The detailed scope of duties and authority, management and administration order and the method of contact are included in the operational regulations of the units on the authorisation of the present regulation issued by the chancellor in the form of a chancellor’s order.”

(2) The organisational framework of the adult education activity is done by DSA TAEC on the basis of the OOO, 4. chancellor’s order of 2015. The rules of the operation of the DSA TAEC are included in section III.3.5. of 4. chancellor’s order of 2015. on the Operational Regulation of the Directorate of Students’ Affairs.

4 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017.5 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. Inserted into the text „for which it has an adult education licence”.6 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. 7 The title of the § and sections (1)-(4) and (6)-(12) are amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017.

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(3) The DSA TAEC collects and administers the application forms of the courses of the National Qualifications Register, non-formal educational programmes, professional further trainings (which is linked to adult education concerning the promotion of courses, the registration of the students. The organisation and the admisnistration is realised with the cooperation of the coordinators of the faculties.) and other courses belonging to adult education, examination of module completion and complex professional examination, does the continuous tasks connected to the preparation and implementation of examinations. Because of the reception of applicants, interested people and clients it has a Student Front-Office with telephone and internet connection.

(4) The operative deputy manager of the DSA decides the start of the course published – in possession of the application forms – in agreement with the educational vice-dean of the faculty tending the training and the chancellor.

(5) The applicants express their interest to participate in the course by filling in the application form – which may be found on the homepage of the University and which has a registration number – and they send one original copy personally, by post or electronically to the DSA TAEC until the starting date of the course.

(6) The University makes an adult education contract with the participant in writing. The adult education contract must contain the provisions written in AAE 13.§ (1)-(3) sections. The adult education contract is made by the institution on the first day of the course in two original copies which are signed by the Dean of the faculty which tends the training and the participant of the course. The adult education contract is authenticated by the seal of the institution, then one original copy is preserved by the participant, one original copy is preserved by the DSA TAEC.

(7) On the day of admission the adult education coordinator of DSA TAEC informs the applicants of the conditions of participation, the training programme, the order of the implementation of the training and the conditions of the examination.

(8) The DSA TAEC organises the provision of personnel and equipment necessary for teaching taking into consideration the quality assurance and local peculiarities. In connection with the personnel, the adult education coordinator agrees with the programme officer of the training, then on the basis of this he/she does the preparation of the necessary external lecturer agreements, and he/she does the timetable of the course, the classroom and lecturer assignment, the logbook of the course, the part of which in the given training is the names of teachers, their accessibility; the timing of the course; the civil registry part of the participants (which is identical with the data on the application form); the diary; and the attendance register of the modules. He/she gives the diary (which must be kept updated by the teacher) and the attendance register to the teacher of the course who is obliged to keep them professionally, punctually, fill them in and give them back at the end of the given lesson to the adult education coordinator of DSA TAEC, who documents and stores them appropriately according to the provisions of the present Regulation.

(9) The adult education coordinator of DSA TAEC prepares – on the request of the opeartive deputy manager – the contracts of services to be made with the external lecturers, which are approved by the leader of the responsible faculty before the

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signature by the Chancellor. He/she is obliged to inform the participants, teacher(s) of the changes in connection with the course (classroom, point of time, etc.) in an electronic letter or personally.

(10) The DSA TAEC helps the adult education work of the University through the adult education contact persons of the faculties, he/she does cooperation, information flow and coordination work between the institutional units.

(11) The adult education coordinator of the DSA TAEC is obliged to supply data electronically in the adult education information system created by the national vocational and adult education organ for this purpose according to the provisions of AAE 15.§.

Business hours

9.§

(1) 8The DSA TAEC has a Student Front-Office – with a telephone, internet, a printer - suitable for the reception of clients.

(2) 9The DSA TAEC has opening hours on certain workdays of the week from 9.00 to16.00. In duly justified cases – in case of administration necessary for the organisation of examinations, trainings after pre-agreed time – we receive our clients outside the business hours. We inform our clients of the business hours on the homepage of the institution in writing, and orally during the tutorials.

(3) In a duly justified case (complaint management, etc.) – with a pre-arranged appointment – the operative deputy manager of the DSA receives the clients personally.

(4) The customer service is accessible in e-mail or on the phone (on the basis of the e-mail and telephone accessibility given on the homepage of the University as well), and may be visited personally from Monday to Thursday from 9.00 to16.00, on Friday from 9.00 to 13.00. A letter sent in e-mail must be answered in five workdays at latest.

(5) The Front-Office works within the organisational frameworks of the Directorate of Students’ Affairs of Kaposvár University.

Complaint management 10.§

(1) 10The complaint management regulations of DSA TAEC are placed in the Student Front-Office, which is available, accessible for everybody.

(2) 11Every individual request or complaint arising in connection with the activity, service, product, teacher of the DSA TAEC, in which the demandant disapproves the

8 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „AEG” is substituted for „TAEC”.9 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. 10 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „AEG” is substituted for „TAEC”.

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proceedings of the DSA TAEC, and draws up concrete and unambiguous demand in connection with it is regarded as a complaint.

(3) 12The participants of the adult education may testify their observations, problems occurrent during the training to the adult education coordinator of DSA TAEC or to the teacher. If the oral complaint may not be solved on the spot, minutes must be drawn up about the complaint in which the demandant records their quality observations in connection with the given training or the problem connected to the training in writing.

(4) 13As long as the participant of the training has pointed out the complaint to the teacher, the teacher is obliged to forward the minutes (testifying the complaint or the problem connected to the training in writing) to the adult education coordinator within two days at latest. So long as the adult education coordinator of the DSA TAEC forms an opinion that the management of the complaint does not belong to his/her competence, he/she forwards the complaint book within two days of its reception to the operative deputy manager of the DSA, who takes measures to investigate it.

(5) Before the decision on making arrangements in connection with the complaint, it is necessary to consult the teacher/administrator concerned in every case. The demandant must be informed of the decision made in connection with the complaint within twenty-one days of the record of the complaint in writing.

(6) 14As long as the complaint arrives on the phone or in person, by post or in electronic mail, it is the adult education coordinator’s task to fill in the minutes, who forwards them to the operative deputy manager of DSA TAEC immediately after filling. The process of complaint management from this section is the same as the complaint management process written in sections (3)-(5).

(7) In the case of a legal complaint, the operative law must be acted upon.

General management activities connected to the examination activity 11.§

(1) The preparation, organisation, implementation of the examinations are included in the Adult education examination organisation and execution regulation (hereinafater: AEER) of Kaposvár University according to the legislation in force.

(2) The information management connected to the examination activity extends to:a. the organisation of the examination board and the supervision of the

examination, the members’ preparationb. the safe management, preservation and if necessary, the destruction of the

documentation of the examination

11 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „AEG” is substituted for „TAEC”.12 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „the leader of AEG” is substituted for „the adult education coordinator of TAEC”.13 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. 14 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017.

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c. the selection of the place suitable for the examination and the assurance of a place of preparation for the examinees

d. the checkup of the identity of the examineese. the division of the examinees into examination groupsf. the continuous record of the examination activityg. the provision of the necessary aids h. the preparation of the printed matter necessary for the examination activityi. the obligation to inform the participants, teachers, examiners continuouslyj. the management of irregularities experienced during the examination activity.

The complex professional exam 12.§

(1) The 23-26.§ of the 315/2013. (VIII. 28.) Government Decree on the Rules of Complex Professional Examination contains the legal execution of the written, interactive and central practical examination activities.

(2) The rules concerning the preparation, implementation of the written and the practical examination activities are included in the AEER on the basis of the law above.

The written examination activity of the complex professional exam 13.§

(1) The opening of the printed test-papers sent by post in closed, safe packages is possible at the time indicated on the packaging, the opening of test-papers sent electronically is possible at the time indicated in the cover letter in the presence of the person supervising the undisturbed implementation of the written, the interactive or the central practical examination activity, and of the appointed member of the examination board. The time of the opening, the fact that the packaging is unbroken, broken or open and the names of persons present must be recorded in minutes.

(2) 15The organiser of the examination is obliged to preserve the printed examination tasks until the date indicated on the packaging, the task sheets sent electronically until the date indicated on the electronic sheet and to prevent them from falling into unauthorised hands.16 The DEA TAEC ensures the safe storage of the examination tasks in a place and way designated for this purpose to prevent them from falling into unauthorised hands and to prevent them from any damage.

(3) The participants taking part in the written examination activity must be divided in advance, if necessary, into examination groups. Every examination group must be marked successively with Arabic numerals starting from one. The examinees within the given examination group must be given an ordinal number marked successively with Arabic numerals starting from one before the start of the examination activity.

15 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „AEG” is substituted for „TAEC”.16 AEER 7.§ (6)

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(4) An examination group division – in each examination group – must be made about the examinees. The examination group division contains the data of the organiser of the examination, the identification number of the examination group, the name of the qualification, National Qualifications Register number, the location and the time of the examination, the identification number of the module and the examination task, the point of time of the start, the examinees’ names, their identification documents numbers, signatures.

(5) The examinees list their names, the name of the qualification, the ordinal number of the examination task and its title and the date of the examination on the first page of the task sheet or on the first page of the test-paper. If the examinees use several sheets of paper for the elaboration of the examination task, their names must be written on every sheet.

(6) The examinee may work during the written examination activity exclusively on the task sheet issued centrally and on sheets marked with the seal of the University. The written work must be done in blue ink and in neat script. The examinees may make a draft on a sheet of paper marked with the seal of the University, but they must write on this sheet: „DRAFT”. The task sheets which have not been distributed are preserved by the inspector until the end of the examination activity. One copy of the task sheet of the written examination activity of all modules and the classification of the examination group must be attached to the minutes of the written examination activity.

(7) If the examinees have to leave the examination room during the written examination actrivity, they ask for the recorder’s permission, and at the same time they give the test-paper to him/her. The time of the examinee’s leaving and coming back must be written on the test-paper and the minutes which contain the seating charts.

(8) The recorder takes minutes about the written examination activity. The seating chart must be attached to the minutes, and they must contain the events connected to the proceedings of the examination. The recorder and the member of the examination board defined by the AEER sign the minutes before giving them to the reperesentative of the organiser of the examination.

(9) 17The adult education coordinator of the DSA TAEC takes the minutes taken during the written examination activity, the classification of the examination group and the examination tests together with the empty tests from the recorders. He/she closes the minutes with his/her signature and attaches them to the documentation of the eaxamination.

(10) 18The adult education coordinator of the DSA TAEC totalizes the remaining, unused test-papers – except for the copy attached to the minutes – and ensures the destruction of unused test-papers.

17 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „the leader of the AEG” is substituted for „the adult education coordinator of TAEC”.18 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „the leader of the AEG” is substituted for „the adult education coordinator of TAEC”.

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(11) 19A teacher corrects the examination test-papers of the written examination activity. The adult education coordinator of the DSA TAEC gives the examination test-papers – after counting them – put together with the instructions for correction and evaluation in a closed envelope for evaluation to the teacher who corrects them and gives them together with the envelope to the group leader of the DSA TAEG at the time appointed by the adult education coordinator of DSA TAEC after correction.

The interactive examination activity of the complex professional exam 14.§

(1) The interacive examination activity may be started if the chairman of the examination board and the member of the examination board assigned by the AEER have made sure of the existence of the required (personnel, equipment, work safety, fire and health protection) conditions for that. The person responsible for the continuous support of technical conditions may be present with the written consent of the Rector for the purpose of the safe implementation of the examination.

(2) The opening of the task sheets arriving electronically happens according to the time defined in the covering letter of the electronic task sheets under the direction of the assigned member indicated in AEER and the recorder. Minutes are taken about the place, the time of the installation, the conditon of the package (undamaged or damaged, open) and of the task sheets arriving electronically and the names of the persons present.

(3) Sheets stamped with the seal of the University must be provided for the examinee – as long as they require it – for the elaboration of the interactive examination task which the examinee must give to the recorder after the completion of the examination task. The examinees lists their names, the name of the qualification and the date of the day of the examination on the first page of the task sheet or the test-paper. If they use several sheets for the elaboration of the examination task, they have to write their names on each sheet. The notes, solutions on the sheets may not be evaluated, they may not be given to the teacher who corrects the tests, but they must be documented as well.

(4) When the examinees have finished the elaboration of the examination task or the time available has run out, they save and close the examination task, which must be checked by the inspector. The inspector writes the time of closing beside the name of the examinee on the paper-based seating-chart and signs it. The files containing the results of the interactive tasks must be saved into folders created for each examinee in a way that it could not be accessible for anybody else except for the examinee. The files providing the clear identification of the examinee created in this way must be copied onto recordable CDs, on which the examinees write their names, the name of the qualification, the number and the title of the examination task, the date of the day of the examination with handwriting and sign it.

(5) In case of the questions not regulated above, the provisions for the written examination activity are applicable.

19 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „the leader of AEG” is substituted for „the adult education coordinator of TAEC”.

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The practical examination activity of the complex professional exam 15.§

(1) The practical examination activity must be executed with the usage of the examination tasks issued, the correction-evaluation guide or task disclosure sheet or the list of topics in a way that the examinee could draw the list of tasks or the task sheet. The examinee must do the task with the usage of the aids determined on the examination sheet. The aids must be provided by the organiser of the examination.

(2) The examination tasks must be sent to the chairman of the examination board and the member delegated by the designated professional organ seven days before the first examination activity of the professional examination, they must be approved by them on the basis of their opinion, and they must ceritfy it with their signatures on the front pages of the task sheet, the task disclosure sheet and the list of topics. In the case of several examination groups the identical practical examination tasks must be approved by all the chairmen and the members delegated by the appointed professional organ.

(3) In the case of the oral type practical examination activity at least two task sheets, the correction-evaluation sheet connected to them and evaluation sheets must be approved. After the approval the front page together with the task sheets – taking into consideration the number of examinees – must be copied in one more copy than the number of examinees.

(4) In the case of a written type practical examination activity after the drawing of the topic card the number of the task list must be written on the printed examination group classification, in the case of a practical and oral type of practical examination activity the number of the task sheet must be written on the evaluation sheet.

(5) The provisions of the written examination activity must be applied for the practical examination activity as long as the solution of the examination task must be done in writing in a form which may be corrected by the teacher after the accomplishment of the examination.

(6) The provisions valid for the oral examination activity must be applied for the practical examination activity as long as the examination task must be introduced, presented once and the examinee’s performance must be evaluated on its basis.

(7) In the case of the practical and the oral type practical examination activities at least one more copy of the examination sheet, correction-evaluation guide belonging to it and evaluation sheet must be made and approved than the number of the examinees.

(8) The task sheet and the evaluation sheet must be detailed enough to be suitable for the measuring and evaluation of the competences necessary for the qualification. The task sheet and the evaluation sheet must contain:

a. the draft of the content of the information, b. the competences connected to it on the basis of the draft of the information

content, c. the maximum points and the points obtained for each task,

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d. the maximum and the obtained partial points within each task, and the unambiguous denomination of the content the partial points may be allocated for,

e. the professional skills and their level according to the professional and examination requirements,

f. other competences according to the professional and examination requirements,

g. the application and the type of the professional knowledge according to the professional and examination requirements.

(9) The chairman of the examination board or a member of the chamber may change the examination tasks if it is justified by accident risk, health risk, technological or other unusual reason. Minutes shall be taken of the decision.

(10) When the examinee has finished the examination tasks, one member of the examination board records the time of the accomplishment on the evaluation sheet of the examination task.

(11) As long as the decree on the professional and examination requirements of the qualification mentions the production of an examination product, documentation suitable for identification (deatiled description, photograph etc.) must be made and it must be attached to the documentation of the examination.

(12) In the case of questions not regulated in the present paragraph, the regulations on written examinations are applicable.

The oral examination activity of the complex professional exam 16.§

(1) The lists of central oral topics are provided by the minister responsible for the vocational qualification. Every examination organiser must have an exemplified copy of the list of oral topics of each qualification, the photocopied versions of which are provided for the examination.

(2) The examinees may become acquainted with their topic only after the topic has been drawn and its number has been recorded on the evaluation sheet.

(3) The examinee may write down the draft of the oral test on a sheet of paper with the stamp of the examination organiser affixed, which the examinee is obliged to pass to the recorder of the examination after the oral examination, and it must be attached to the minutes.

(4) In case of drawing a second topic card, this fact must be signed on the evaluation sheet at the given examination task and recorded in the minutes of the examination.

(5) When the examinee has finished the development of the topic, the chairman and the members of the examination board inscribe the evaluation suggested by them on the evaluation sheet.

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(6) The evaluation of the examinees’ examination tasks – after the approval of the evaluation by the examination board – must be inscribed on the evaluation sheet.

(7) If the examinees have not started the oral examination activity of the module for reasons which may not be attributed to them, or have started but have not finished it, they may re-take the examination of the given module. Minutes shall be taken of all this.

(8) If the examinees are late for the oral examination activity for reasons which may not be attributed to them, the examination board shall make a decision about the permission of the start of the oral examination activity. Minutes shall be taken of all this.

(9) The further regulations concerning the oral examination activity of the complex professional examination are included in 14.§ of AEER.

Management of irregularities during the complex professional exam 17.§

(1) The 15.§ of the AEER contains the management of irregularities committed during the complex professional examination taking into consideration the law in force.

(2)20If the teacher who corrects the tests finds out during the correction that the examinee has committed irregularities at the elaboration, he/she writes his/her statement on the examination paper and he/she informs in word the reperesentative of the training institution and the operative deputy manager of the DSA TAEC immediately and he/she writes a report about that.

(3)The examination board check up the notification in connection with the irregularity immediately after the completion of the examination activity. They take minutes about their statements and the decision made. The minutes must contain all the data and events which make it possible to diagnose the fact and the circumstances of the irregularity, the statement of the examinee concerned and the inspector, and the fact that the examinee has been informed of the proceedings connected to the judgement of the irregularities and of the consequences of the irregularity proved. The minutes are signed by the inspector or teacher who has detected the irregularity, the examinee, the members of the examination board and the chairman. The minutes drawn up about the irregularity must be attached to the minutes of the examination.

(4)The decision made in connection with the irregularity and its motivations must be adopted by a resolution.

Record management, filing, asset disposal 20 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „the leader of the AEG” is substituted for „the operative deputy manager of TAEC”.

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18.§

(1) 21The documents of the professional examination – unless otherwise provided in the regulation – in two copies:

a. are prepared by the adult education coordinator of the DSA TAEC and are signed by the representative of the training institution before and after the time of the operation of the examination board,

b. are prepared by the recorder during the time of the operation of the examination board and are signed by the chairman of the examination board and – except for the examination certificate – by the members of the examination board and the recorder.

(2) 22According to 16.§ of AAE – the University, as the adult education training institution – with the cooperation of the DSA TAEC – must manage, record the following documents and – for the provision of practising the supervisory power for its authorities – preserve them for five years23:

a. the attendance registers kept during the theoretical lessons, practical courses, consultations signed by the adult participants and the electronically transmitted documents certifying the professional preparation, assessment of the participant

b. the personal particulars of the adult participant handled on the basis of 16.§ of AAE and the original documents or their exemplified copies by the adult education institution certrifying the necessary conditions for the start and the continuation of the training

c. the adult education contract, the training programme, the documents certifying the execution of the training according to the training programme, and the attendance book documenting the abscence of the participants

d. the exemplified copies of the document certifying the adult participant’s successful examination or the accomplishment of the training by the issuer or the original copy of the receipt about the acceptance of the certificate if the examination is organised by the training institution

e. the original copy of the contracts providing the personnel and equipment necessary for the execution of the training

f. the documents connected to the employment of the teachersg. 24the original copy of the data sheet certifying the data retrieval obligation

specified by 16.§ f.) of AAE.

(3) The documents connected to the execution of the adult education must be handled as a single document (hereinafter: single document) according to training groups.

(4) The single document – beyond the provisions of the AAE – contains: a. the name of the training programmeb. the registration number of the training institutions having a licence for the

trainingc. the training group’s

21 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. 22 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „AEG” is substituted for „TAEC”.23 NHEA.16.§

24 Registered by 39/2017. (VI. 29.) resolution number by the. Senate, effective from 29, June, 2017.

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ca.) identification determined by the adult education institutioncb.) list of namescc.) data determined by the 15.§ (1) c) section of AAEcd.) denomination of the part of the curriculum, the name of its teacher

d. the changes of the data occurring listed in point c.) with the date of the change.

(5) The attendance book is part of the single document kept continuously which contains the up-to-date information including:

a. the date of the lesson, its denomination, the teacher’s name and their signature, the ordinal number of the lesson within the training, the title and the short desciption of the topic, the attendance register with the signature of the participants

b. the names of the missing persons, the aggregation according to the number of lessons

c. the date of the termination of the training.

(6) The single document may be kept in electronic format only if the electronic signature of the teachers and the participants meet the requirements of the provisions of the law on electronic signature.

(7) Before the start of the written examination activity an evaluation sheet must be made. The evaluation sheet must contain the name of the examination board, the place of the examination, the names of the participants, the number of their registry sheet, and the participant’s evaluation percent and the grade of each module and each task within the practical examination. The evaluation sheet is signed by the chairman of the examination board, the members of the examination board and the recorder.

(8) Minutes must be made about the sessions and the meetings of the examination board on the day of the session or the meeting. The minutes are signed by the chairman and the members of the examination board and the recorder of the examination board.

(9) The certificate of the professional qualification is completed by the recorder on the basis of the professional registry sheet – with the utilization of the ceritficate form – in legible, capital letters, in non-fading ink. The certificate completed must be given to the examinee on the first working day following the meeting of the examination board terminating the practical examination at latest.

(10) While fillling in the boxes of the certificate the unnecessary boxes must be annuled with vertical lines each.

(11) 25After the meeting of the examination board terminating the professional examination the recorder must make a summary examination data sheet determined by the law about the professional examination and put it in the archives designated by the DSA TAEC. The minutes of the other examination activities and meetings, the evaluation sheet and the copies of the documents submitted for the exemption applications and the report about the professional examination must be attached to the minutes of the last examination activity of the professional examination.

25 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „AEG” is substituted for „TEAC”.

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(12) The outside and the inside pages of the registry sheet must be prepared in two copies before the start of the first examination activity, and the examination data must be recorded in it after the decision of the examination board.

(13) The data on the registry sheet must be recorded exclusively on the basis of the original documents in legible, capital letters, in non-fading ink, or with a typewriter or a computer.

(14) The resolutions of the examination board – with the application of the suitable clause – must be represented on the registry sheet. The clause(s) are signed by the representative of the training institution – in their abscence the representative person authorised to sign – and sealed with the round stamp of the institution.

(15) 26An extract of the registration sheet may be issued by the DSA TAEC, its underwriter is the representative of the examination organisation institution, in their abscence the representative person authorised to sign.

(16) Corrections in the documents of the professional examination must be made – apart from the certificate – exclusively according to the following: the misentry or the wrong entry must be deleted once in a way that it could be legible, and the right entry must be written near or above it. The chairman of the examination board and the recorder of the examination board write a date and seal the page corrected with the round stamp of the examination board, and add a clause „Corrected”, then sign it.

(17) 27Cancellation, amendment or correction must not be made in the certificate. The expression „SPOILT” must be written on each page of the spoilt certificate in ink with block capitals, and the pages must be crossed with a thick line in ink. Minutes of scrapping are taken about the copies spoilt, and the adult education coordinator of the DSA TAEC ensures the destruction of the certificates spoilt.

(18) The inside pages of the registry sheet of the professional examination must be linked together with the outside pages in every examination board in a way that no single page could be removed or replaced.

(19) The national vocational and adult education organ issues – at the request of the examinee – a true copy of the certificate lost or destroyed on the basis of the registry sheet.

(20) The true copy of the certificate – except for the change of name – is identical with the originally issued certificate concerning its text and content, its issue is realised by printing a form from the central electronic registry.

(21) 28In case of the change of the name at the request of the examinee the name changed on the basis of the licensing document must be registered on the registry sheet in the electronic registry and a true copy of the original certificate – with the data changed -

26 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „AEG”is substituted for „TAEC”.27 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „the leader of the AEG” is substituted for „the adult education coordinator of TAEC”.28 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. Juen, 2017. The text „AEG” is substituted for „TAEC”.

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must be issued. The original certificate must be destroyed or – if it is requested by its owner – it must be invalidated by the inscription „VOID” or piercing it with a document hole puncher and it must be given back to its owner. It must be recorded in the electronic registry that the original certificate has been destroyed or infirmed. The name changed must be recorded on the registry sheet, the certificate must be replaced. The recording and the change are done by the DSA TAEC.

(22) If it turns out after the issue of the certificate that the examination organiser recorded erroneous data in the certificate, the certificate must be replaced by the examination organiser and the erraneous certificate must be destroyed, and the national vocational and adult education organ must be informed of that within thirty days of the issue of the new certificate in writing. The data of the new certificate – except for the erraneous data – are identical with the data of the original certificate. The replacement for the examinee concerned is free of charge.

(23) If the examination organiser issuing the original certificate may not be found, then the corrected cerificate is issued by the national vocational and adult education organ.

(24) In the true copy of the certificate the reason for the issue of the true copy of the certificate, the date of issue, the name and the address of the issuing institution must be represented in a clause, it must be given a reference number, and it must be signed by the manager of the national vocational and adult education organ and it must be sealed with its round stamp. The data in the clause must be recorded in the central electronic registry and on the registry sheet at the national vocational and adult education organ.

(25) The national vocational and adult education organ informs the examination organiser of the issue of the true copy through the electronic interface. The data of the clause of the true copy of the examination must be recorded on the printred registry sheet at the examination organiser and it must be authenticated by the signature of the manager of the examinaton organiser institution and sealed with its round stamp.

(26) At the request of the examinee the examination centre must issue a Hungarian, English or French Europass certificate supplement with the utilization of the certificate supplement form downloadable from the National Vocational and Adult Education Office National Reference Centre. If the examinee has participated in a training the programme of which is an accredited programme on the basis of the adult education act, then the registration number of the accredited programme must be represented on the certificate supplement. For the issue of the cerrtificate supplement a fee of five percent of the monthly amount of the obligatory smallest amount of wages (minimum wage) valid on the 1st day of January of the given year must be paid per page.

(27) One copy of the printed registry sheet must be kept in their record office designated by the examination organiser, one copy must be kept in the record office of the national vocational and adult education organ. The registry sheet must not be discarded, it must be numbered consecutively and it must be tied up and filed at the end of the actual year.

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(28) One copy of the registry sheets – bound and paper-bound - must be sent to the national vocational and adult education organ after the complex professional examination.

(29) The minutes of the examination must be preserved in the record office designated by the examination organiser for five years.

(30) 29The documents of the complex professional examination must be put in the record office designated by the DSA TAEC within thirty days of the publication of the results of the professional examination. The documents must be kept and handled separately from other documents according to examination boards.

(31) The duration of the preservation of the documents of the complex professional examination – except for the registry sheet, the written, the interactive, the practical examination tests, evaluation sheets – is ten years.

(32) The registry sheets must not be discarded, they must be given to the responsible archives after fifty years.

(33) 30According to the provisions of the 315/2013. (VIII. 28.) 48-51.§ Government decree on the Rules of the Complex Professional Examination and the annex 1. of AEER, the examination organiser shall send a copy of the registry sheet to the national vocational and adult education organ within twenty days of the termination of the examination. The electronic registry sheet must be closed after the printed copy has arrived and the data found in it have been compared.

(34) The duration of the preservation of the written, interactive, practical test-papers and the evaluation sheet is one year, counting from the decision of the examination board terminating the final examination activity or – in case of an appeal – from the legally binding decision.

(35) The examination organiser applies the provisions of the Document management and filing regulations based on the 335/2005. (XII. 29.) Government Decree on the general requirements of document management of public service organs for the document management, filing, destruction and archiving of letters, documents, files and other consignment connected to the examination.

(36) The provisions of the present Regulation must be applied to the document management and destruction of the module closing examination taking into consideration the Document Management Regulation of Kaposvár University.

(37) The documents preserved in the record office must be reviewed annually and the ones must be selected whose time of preservation has expired according to the plan of the record office. The asset disposal must be done according to the Document Management Regulation of the University.

Confidentiality

29 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „AEG” is substituted for „TTAEC”.30 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017.

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19.§

(1) The notions belonging to Confidentiality are found – in the part Interpretative provisions connected to administration, confidentiality – in 3.§ of the present Regulation.

(2) All the facts, information, data which come to the knowledge of the participant of the examination organisation activity and/or their employee, any member of the staff and/or their contributor, constitute business secrets.

(3) The colleague/commissioner is obliged to keep the business secret coming to their knowledge during their work and the information of primary importance concerning the employer and their activity. In addition, they must not pass any data to unauthorised persons which have come to their knowledge in connection with their performing of their position and the announcement of which may have adverse consequences to the employer or another person. Secrecy shall not extend to the publication of the data of general interest and data retrieval and information obligation related to public data defined by a separate act.

(4) Including but not limited to any intellectual property, know-how, the data (user names and passwords) providing the check-up of informatical and physical access, business processes and methods, plans, financial, marketing and sale data, software, data bases and other intellectual property of the University are qualified as business secrets.

(5) 31The colleagues’ information about confidentiality obligation and protected data is the task of the operative deputy manager of DSA of the University and the adult education coordinator of the DSA TAEC. The University is obliged to inform about confidentiality while signing cooperation agreements and other adult education, contract services, other civil contracts.

(6)The examination organiser, the chairman of the examination and the members of the examination board have obligation of confidentiality concerning the practical task sheets until their utilization, the chairman of the examination, the members of the examination board and the recorder of the examination have obligation of confidentiality concerning the results of the examination until their publication.

(7) The violation of the confidentiality obligation may entail disciplinary, criminal or civil liability.

(8) The criminal liability of confidentiality: 300.§ (1) The person obliged to keep banking, stock, teller, insurance or employment secret discloses any data qualified as banking, stock, teller, insurance or employment secret to an authorised person in the hope of unlawful gain or causing material damage to another person, and the person who obtains a business secret illegitimately, uses or discloses to anybody else or publishes

31 Amended by 39/2017. (VI. 29.) resolution number by the Senate, effective from 29. June, 2017. The text „the leader of AEG” is substituted for „the adult education coordinator of TAEC”.

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it in the hope of unauthorised gain or causing material damage to another person, commits a crime and shall be sentenced to three years of imprisonment."

Closing provisions20.§

(1) The present Regulation was adopted by the session of the Senate of Kaposvár University on 24. March, 2016. by 11/2016. (III. 24.) resolution number.

(2) The regulation is effective from the date of adoption.(3) The regulation is available on the webpage of the institution.(4) The amendments of the present regulation were adopted on the session of the Senate

of Kaposvár University on 29. June, 2017. by 39/2017. (VI. 29.) resolution number. The amendments are effective from the date of adoption.

Kaposvár, 29. June, 2017.

Dr. Zoltán Borbás Prof. Dr. Ferenc Szávai chancellor rector

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