Khoja Akhmet Yassawi International Kazakh-Turkish University

Policy on Identifying and Engaging Local External Stakeholders

Policy created: 2025 y.

Policy revised: 2026 y.

Turkistan, 2025

1 Purpose and commitments

The University establishes a continuing procedure for identifying local stakeholders outside the institution and enabling meaningful participation in matters affecting local communities. The University commits to seeking views before relevant decisions, considering proposals, explaining the outcomes and assessing engagement effectiveness. This policy supports accountable and inclusive governance, SDG 16 and partnerships under SDG 17.

2 Scope and participants

The policy applies to all University units, projects and campuses in Turkestan, Shymkent and other locations within the extent of their impacts on local communities. Local external stakeholders are residents, groups, organisations and institutions outside the University that are affected by its activities, have a legitimate interest in them or can contribute. They include local authorities, employers, schools and colleges, healthcare institutions, NGOs, community associations, neighbouring land users and representatives of vulnerable groups. Alumni outside the institution may participate as community representatives.

3 Principles and participation rights

Engagement is open, equitable, accessible, voluntary and respectful of differing views. Stakeholders may request inclusion in the register, obtain accessible consultation information, submit proposals and receive a reasoned response. Limited influence, lack of funding or critical views are not grounds for exclusion. Pressure or retaliation for good-faith participation is prohibited. Consultations are advisory; decision-making authority remains with the authorised University bodies. Membership and voting rights on external or internal councils are governed by separate regulations.

4 Stakeholder identification

At least annually and before a new project with significant local impacts, the relevant unit identifies affected locations, groups and organisations. Methods include activity and risk analysis, public data, previous submissions and meetings, partner information and residents’ own requests. Assessment considers the nature and extent of impacts, interests, knowledge, vulnerability and participation barriers. Active invitations prioritise the most affected and underrepresented groups; selection extends beyond existing partners. Reasons for inclusion, refusal or changes are documented and made available to the applicant insofar as this respects others’ rights.

5 Register and engagement plan

Each unit maintains the register in Annex 1; the Sustainable Development Research Centre consolidates records and coordinates annual updates. Records identify stakeholder categories and interests, the basis for inclusion, impacts, contact channels, barriers, responsibility and participation arrangements. Personal data are held in a restricted section; an aggregated map of categories and topics is public. The annual plan specifies consultation topics, participant groups, timing, channels, accessible formats and responsibilities. The register is revised when projects, risks or community composition change.

6 Organising consultations

Consultation covers strategy and regional development, workforce preparation, community education and healthcare services, accessibility, environmental and other campus impacts. Formats include meetings, surveys, round tables, open discussions and advisory groups. Invitations and understandable materials are published on the official website and sent to affected groups, normally at least 10 working days before the meeting or comment deadline. Any urgent reduction is justified in writing. Written and remote participation, language assistance and reasonable accessibility arrangements are provided. Minutes record outcomes and differing positions.

7 Receiving and considering proposals

Proposals are accepted through official email, an online form, written submissions to the registry office and minuted consultations; current contact details are published on the website. The University registers submissions and acknowledges receipt within 3 working days, assigns an officer and provides a reasoned response within 20 working days of registration. These are internal maximum periods; specific mandatory deadlines and procedures apply where established by law. Where an extension is necessary, the applicant is informed of the reason and revised date before the original deadline, within permissible limits. Anonymous reports are assessed where sufficiently informative; an individual reply requires a contact channel.

8 Incorporating proposals into decisions

The responsible officer assesses the proposal, seeks clarification where needed and prepares a decision to accept fully or partly, reject or refer it to the competent unit. Annex 2 records the proposal, assessment, reasons, decision, related change to a plan or document, responsible person and implementation deadline. Significant consultation records are submitted to the authorised body before its decision. Applicants receive the outcome and next steps; aggregated results are published. A person challenging the process may request reconsideration by a higher-level manager uninvolved in the original review, within the same internal time limits. Specific appeal procedures remain available.

9 Responsibilities and integrity

Management approves the policy, appoints coordinating and responsible units and provides resources. The Sustainable Development Research Centre coordinates the register, plan and consolidated reporting; units conduct consultations and implement accepted commitments. The registry office handles registration and deadline monitoring; legal and specialist services support compliance. Participants disclose relevant conflicts of interest; a staff member must not assess their own proposal alone. Gifts, donations and contractual relationships do not confer preferential access to decisions.

10 Monitoring and public reporting

Annual assessment covers category representation, involvement of the most affected and underrepresented groups, accessibility, timeliness, proposal numbers and substance, reasoned responses and implementation of measures. Participant views on process quality are considered; meeting counts alone do not establish results. A consolidated report presents examples of consultation influencing decisions and explains unresolved issues. Personal data and protected information are not disclosed without a lawful basis. Findings inform changes to the register, participation formats and improvement plan.

11 Entry into force and review

The policy takes effect upon approval and is published with contact channels. Responsible units, a baseline register and a plan are approved within 90 calendar days and updated annually thereafter. The policy is reviewed at least every three years and following significant legislative or operational changes. Creation and review dates reflect actual decisions. The policy does not replace specific procedures for procurement, admissions, employment disputes, ethics or mandatory public hearings. The annexes form an integral part of the policy.

12 Legal and international foundations

Current legislation applies to the extent relevant to the University and the matter concerned. The deadlines and procedures in this policy become internal rules upon approval and do not replace mandatory requirements.

Law of Kazakhstan No. 319-III of 27 July 2007 on Education - the general legal framework for educational activities and institutional governance. [1]

Law of Kazakhstan No. 94-V of 21 May 2013 on Personal Data and Their Protection - collection, use, storage and protection of participant data. [2]

Law of Kazakhstan No. 401-V of 16 November 2015 on Access to Information - information access within the law’s scope and applicable restrictions. [3]

UN 2030 Agenda, Targets 16.6 and 16.7 - accountability, transparency and inclusive participation in decision-making as reference principles for University governance. [4]

UN 2030 Agenda, Target 17.17 - effective partnerships with public authorities, business and civil society. [5]

Approval must ensure consistency with the Charter, governing bodies’ powers and existing internal regulations. Implementation is evidenced by completed registers, minutes, responses and decisions; the policy text alone does not establish that particular consultations have taken place.

Annexes

Complete records for each stakeholder or group and each proposal. Personal contact details and restricted information are excluded from the public version.

Annex 1 Register of local external stakeholders

Annex 2 Proposal and outcome record