The contact person is Gudrun Thoß.

• The proposal will be processed by Gudrun Thoß. Room management is the responsibility of the Faculty Administration.
• Office keys must be collected in person from the caretakers.

The contact persons here are Regina Kudinow, Kerstin Temmen and Gudrun Thoß.

• Distribution and procurement of office supplies

A form entitled ‘Letterhead FK 1_Institute of Education’ is available on the administration portal in Word format, which you can use as a template for your own letterhead.

Here is the link: https://editor.signavio.com/p/hub/de_de/file/f9c8457393af43a4be603c1ba9889a42

The form can also be found via the search function by entering the keyword ‘letterhead’.

On the university’s administration portal, you will find:

• Forms, information sheets and other regulations,
• links to all e-services,
• clear overviews of workflows (processes)

Please always use the latest forms available on the administration portal.

The contact persons are Regina Kudinow, Kerstin Temmen and Gudrun Thoß.

• You can find the proposal (and further information) on the administration portal. Please complete it yourself and then submit it to the Institute of Educational Sciences’ office .
• Once approved, the original proposal form will be returned to your postbox
• You will need the original for the settlement of your business trip expenses
• The business trip must be approved before you set off; therefore, for domestic travel, please submit your proposal at least one week in advance; for travel to other European countries, at least two weeks in advance; and for travel to countries outside Europe, at least four weeks in advance.
• For academic staff, the business necessity of the trip must be confirmed by the immediate supervisor (on the form).
• It is essential to attach invitations etc. to conferences or lectures to justify the business trip.
• Please ensure that the form is completed in full – in particular, if you are using your own car, a justification is mandatory.

The contact persons here are Regina Kudinow,Kerstin Temmen and Gudrun Thoß.

• Registration
• Cancellation
• Change of details

Information on call forwarding
With the rise of mobile working, the question arises as to whether your university line can be forwarded to your mobile phone or landline:
Here you will find the instructions for using call forwarding to external numbers (mobile or landline)

You will also find information on IT services, you’ll find many useful tips, such as how to access the campus network from off-campus (VPN, virtual desktop, remote control), as well as guidance on using VDI, guidance on remote desktop and guidance on using the VPN.

The contact persons for this are Regina Kudinow, Kerstin Temmen and Gudrun Thoß.

• Allocation and management of post office boxes, including the management of post office box keys

The contact persons are Florian Hellmers and Phillip Lange. Please direct any enquiries regarding hardware and software, as well as orders for the IT department, to them. Please report any faults or make enquiries by telephone or by email to [https://uol.de/fk1/it-support].

The contact person is Gudrun Thoß.

There are some forms and templates that include the phrase ‘Through official channels’ in the address field. Where necessary, written submissions may also be sent ‘Through official channels’.

If it states that something is to be sent ‘through official channels’, proceed as follows:

1. Obtain approval by having your line manager sign the document.
2. Then submit the form or document to the the Institute’s administrative office .

The Institute’s administrative office will then arrange for the necessary next steps to be taken.

To ensure early involvement and information sharing, it is essential to follow the official channels via your line manager, the Institute management and the Faculty management.

The contact person is Ulrike Düßmann-Koch

Proposals should be sent by email directly to by the applicant. The dates and application deadlines for the meetings can be found on the website.

Examples of proposals include:

• Proposals for approval of a block course
• Proposals for approval of participant restrictions
• Proposal for a research semester

The contact person is Ulrike Düßmann-Koch.

• The Institute Assembly takes place annually and is scheduled by the Institute’s management.

The contact person is Manuela Eiben

This applies to:

• Budget funds
• third-party funding
• Invoices
• Reimbursement of expenses
• Guest lectures
• Business travel expense claims

The application forms can be found on the administration portal. The completed form, together with the original supporting documents, should be sent to Manuela Eiben, who will forward the documents to Division 2 for further processing.

Please contact the administrative office in advance of any procurement or ordering. This also applies to projects, including those funded by third parties, and all other contracts awarded within the Institute.

The following documents are required:

• From €500 = two written quotations
• From €1,000 = three written quotations

(Rejections also count as quotations) or a declaration of exclusivity.

(if, for specific reasons, only one company is eligible to provide the service)

• Reason

The contact person is Manuela Eiben.

The completed form, which you can find on the university’s administration portal, should be sent, together with the original receipts, to Manuela Eiben, who will forward it to Division 2 for reimbursement of the amount you have paid out.

The contact person is Manuela Eiben.

• You can find the proposal form on the administrative portal.
• Please complete it yourself.
• The original business trip proposal form, train tickets, other travel tickets or receipts, flight tickets, hotel bills, etc., must be attached to the proposal and must not be stapled. Smaller supporting documents should be glued onto A4 sheets.
• The proposal, together with the original business travel proposal and the original supporting documents, should be sent to Manuela Eiben and will be forwarded by her to Division 2 for reimbursement.

The contact person is Manuela Eiben.

Guest speakers are commissioned directly and digitally by the relevant administrative staff or finance officers in the Institutes or the Faculty Office.

To arrange a lecture, the event must be registered in good time, providing the following details (usually by email):

• A brief description of the lecture’s content, the title, details of the associated course (seminar, module, series of lectures: link to the website/poster), date, venue and time, and whether it is a public lecture or whether only a specific and therefore limited group of participants is invited
• Fee for the respective guest speakers
• Information about the respective guest speakers, including contact details (an email address is sufficient)
• Details regarding the reimbursement of travel expenses
• Completed data collection form*

Applications for lectures should be submitted in advance so that the respective guest speakers can be commissioned in good time and the service and fee are secured through a review and confirmation of funding.

The completed proposal for the engagement of internal or external guest speakers should be sent to Manuela Eiben, who will forward the proposal to Division 2 for further processing, or – in the case of internal engagements – to Division 1 first.

The contact person is Ulrike Thies.

• Subject to prior approval by the relevant degree programme committee, you may take up a teaching post with Ulrike Thies by email.

The contact person is Ulrike Thies.

• Submission of course proposals
• Room allocation for courses
• Maintenance / changes to courses
• Maintenance of the module database and
• Teaching assignments

Use of media equipment in seminar rooms: Access to the projector is (only) possible if you have applied for a key to the media cabinet in the relevant seminar room in good time. Please use the form (https://uol.de/bis/media technology/schluessel) provided by Media Technology Services. Allow time to collect and return the key at the library! Lecturers can obtain organisational support from the administration office.”

The contact person is Ulrike Düßmann-Koch.

• You can find the proposal on the Institute of Educational Sciences’ website (institute council).
• The completed proposal should then be submitted electronically to Ulrike Düßmann-Koch by email .

The contact person is Ulrike Düßmann-Koch.

• You can find the proposal on the website (institute council) . Please submit the proposal electronically to Ulrike Düßmann-Koch by email .

The rooms are booked by the Institute of Educational Sciences’ administrative office .

The contact persons are Regina Kudinow, Kerstin Temmen and Gudrun Thoß.

• Room bookings for rooms A04 4-403, A04 5-513, A04 1-116, A04 4-428 and A06 5-509
• Issue of the relevant keys or the code for the key box

Room booking for written exams

Teaching staff can now find the new ‘Exam Room Request’ feature under ‘Teaching > Exam Administration’.

The Room Office requests that all future exam room requests (from the winter semester 24/25 onwards) be submitted exclusively via this tool.

If you have any organisational queries, please contact Katharina Dannecker at the Room Allocation Office at Katharina Dannecker ()

For technical enquiries, please contact the Stud.IP Support team:

Please note: This tool is used solely for allocating examination rooms. You must still submit the examination dates to the Examinations Office via the ‘Examination Date Announcement’ as before.

The contact person for the Institute of Educational Sciences is Ulrike Düßmann-Koch

• If you are planning to recruit staff or extend a contract, please contact Ulrike Düßmann-Koch.
• The proposal will be processed by Ulrike Düßmann-Koch and, once signed by the person responsible for the appointment, submitted to the Institute of Educational Sciences’ administrative office for further processing

The accompanying form will be processed by Ulrike Düßmann-Koch and forwarded accordingly for further processing.

The contact person is Gudrun Thoß.

• The proposals for recruitment, continued employment and salary increases (separate forms for research assistants and student assistants) can be found on the administrative portal.
• The proposal must be completed by the person responsible for recruitment and submitted, signed, to Gudrun Thoß. Once it has been checked, she will forward it to Division 1 for further processing. From there, the research assistant will be notified to sign the employment contract. This procedure also applies to increases in hours for existing contracts.

• The proposal is in the Administrative Portal and must be completed by the applicant themselves.
• The completed proposal must be submitted by the applicant to the Institute of Educational Sciences’ administrative office for further processing.

The contact person for the Institute of Educational Sciences is Ulrike Düßmann-Koch

If you wish to terminate your employment contract, please follow the official channels.

What do you need to do before your employment ends? Please also refer to the general checklist on this subject on the administration portal.

At the Institute of Educational Sciences, please proceed as follows:

• Notify the IT support team at the School I of the end of your employment so that the equipment can be prepared accordingly
• Clear all personal belongings from your office – return any borrowed books to the library – BIS – Library and Information System
• Visit the administrative office to hand in your postbox keys and post folder; provide your new address there
• Your telephone will be deactivated by the administrative office
• Finally, return all the office keys you have been using to the caretakers (keys for cupboards and rolling filing cabinets should remain in the office)

The contact persons are Regina Kudinow, Kerstin Temmen and Gudrun Thoß.

Please report sick by emailing https://uol.de/krankmeldung.

Please note that you are still obliged to inform your line manager immediately of your inability to work or perform your duties.

Members of the academic mid-level staff are also requested to inform the department’s administrative office

(paed ).

The contact persons are Regina Kudinow, Kerstin Temmen and Gudrun Thoß.

• Once you have started work, Division 1 will send you a holiday entitlement card showing your specific entitlement for the holiday year.
• You become entitled to annual leave after 6 months.
• Enter your preferred dates on your holiday card and have it countersigned by your line manager.
• You should then submit the holiday card to the administrative office for further processing. Academic staff must take their teaching commitments into account when planning their holidays.
• Professors are exempt from submitting an application. Notification of absence should be made to the Institute’s administrative office.
• Please note: Even if you carry your leave over to the following year, you must first reduce the days on your ‘old’ leave card to 0 before using the new leave card.

The contact person for the Institute of Educational Sciences is Ulrike Düßmann-Koch

• Proposals should be submitted via the administration portal and must be completed by the applicant themselves.
• The proposal must be submitted to Ulrike Düßmann-Koch for further processing.
• The proposal for exemption pursuant to Section 24(3) of the NHG must be accompanied by a document signed by the substitute lecturers setting out the arrangements for cover.
• According to the Guidelines on the Granting of Leave of Absence dated 1 June 2024, Section 5(3) states: The proposal must be submitted in good time so that it is available for a decision by 31 December at the latest for the following summer semester and by 31 May at the latest for the following winter semester. Proposals received after these deadlines cannot, as a rule, be considered.

The contact person for the Institute of Educational Sciences is Ulrike Düßmann-Koch.

Should your personal circumstances (address, bank details, marital status, spouse’s occupation, etc.) change, please notify us immediately. You will find the relevant forms and templates on the administration portal. Please then submit the form to Ulrike Düßmann-Koch for further processing.