Questions on online examination administration (FAQs)

Where can I find the online examination administration for lecturers?

  1. Log into your StudIP account.
  2. Under Teaching, click on the tab ‘My examination administration’. You will find an overview of the exams you have created here. 
  3. You will find an overview of the exams you have created here.

You can find step-by-step instructions in our handbook.

Other tools for the administration and documentation of exams are provided via StudIP.

Further information can be found in the handbook or can be obtained in a training course (booking via PEOE) on online examination administration.

How do I submit an examination to the Examinations Office?

After logging into the online examination administration, the ‘Examination date announcement’ function can be selected via the ‘Actions’ box. A window opens where you can enter the data for your examination and send it to the Examinations Office by saving.

It is important that the right semester is selected and a module assignment is displayed. Please fill out all necessary fields required for your examination record. 

In the ‘Note field for the Examinations Office’, you are welcome to pass on further information, such as different examination formats for individual modules or the limitation to certain module examinations. 

Once the examination data has been saved, the Examinations Office will receive a notification of new examination date announcements.

A processing time of at least one week for the Examinations Office should be observed when planning deadlines and appointments.

What should I do if my type of examination cannot be selected?

If the required examination cannot be selected when entering the examination record, but it corresponds to the subject-specific annex of the applicable examination regulations, any desired type of examination can be sent by selecting ‘Other’ and entering the more precise name. If in doubt, use the note field to specify your wishes.

The Examinations Office will check the admissibility of the examination type and, if necessary, provides feedback.

Where can I see my current examinations?

  1. Log into your Stud.IP account.
  2. Under Teaching, click on the tab ‘My examination administration’.
  3. You will find an overview of your exams already created by the Examinations Office here. 

You can find step-by-step instructions in our handbook.

How do I enter grades? And what should I do if registered students do not show up for the assessment or miss a deadline?

All examination records that have been unlocked by the Examinations Office can be found via ‘My examination administration’ and ‘Current examinations’. Once the corresponding module examination is displayed and students have registered, the module grades can be recorded.

Grades should be recorded according to the examination regulations like this:

  • 100; 130; 170; 200, 230; 270; 300; 330; 370; 400 und 500. 

Non-appearance or withdrawal of students

NE is entered to mark a ‘no-show’ for students who failed to attend an examination without providing reasons.

An application to withdraw for good cause must be made to the Examinations Office immediately. Students can also use the withdrawal function in StudIP to do this.

Following verification and approval, the Examinations Office enters AT for ‘Certificate’ or RM for ‘Withdrawal with valid reason’ here. An application for withdrawal not submitted in good time cannot be considered, regardless of whether there is good cause, and leads to a failed attempt.

Missing deadlines

Students who have been given a deadline which, due to a lack of good cause or a violation of equal opportunities, can no longer be extended (see Deadlines and appointments), must notify the Examinations Office stating the deadline.

The examination attempt is thus terminated. The Examinations Office records an FÜ for ‘deadline missed’.

I’m having trouble registering in the online examination administration!

There are various possible reasons for this. An examiner code must be stored with the Examinations Office so that the examination administration can be used. The IT department also needs to have granted the necessary rights.

Send an email to the relevant administrator in the Examinations Office so that they can find the cause.

Academic Examinations Office

I’m the module coordinator for a more complex module – how can I display assessments and register an online examination?

This is what the Gradebook was developed for. This is a digital form that can be used to manage more complex examination components

This is what the Gradebook was developed for. This is a digital form that can be used to manage more complex examination components next to the module. There you have the option to create and manage assessments individually and related to your module under ‘Manage Gradebook’.

Step-by-step instructions are saved in the Gradebook.

The Examinations Office will be happy to provide you with training and support.

However, the Gradebook does not replace the online examination administration.

It is only used to digitally represent your examination administration. The module examination itself as well as the final grade entry must always be done via the examination date announcement and the examination administration.

There is currently no interface.

I offer an oral or practical examination, can I log this online?

Recording is compulsory for an oral/practical examination. It is possible to manage these examinations via StudIP. For this purpose, you will find the tab ‘Examination dates’ within your course.

 

Not only can you digitally coordinate the scheduling of the oral and practical examination there, you can also create a report for each student which has to be sent to the Examinations Office.

Step-by-step instructions can be found in the handbook.

Watch out!
The digital representation of the oral/practical examinations does not replace the online examination administration.

The module examination itself as well as the final grade entry must be done via the examination date announcement and the examination administration.

There is currently no interface.

What should I do about forms of assessment that can be completed throughout the semester (seminar papers, formal presentations etc.)?

Just one module examination with the technical date 31/03 or 30/09 is sent and created per semester for such forms of assessment. You can set and extend the deadlines during your course – see Deadlines and appointments.

When recording the grade, the examination date can then be adjusted to the actual date of submission. This can also be done beyond the semester.

My students are reporting problems registering for one of my examinations or have forgotten to register.

There are various possible reasons for registration problems:

  • The student is on their third attempt and therefore cannot register independently.
  • The student already has an exam registration in this module which has not yet been completed.
  • There are technical problems preventing registration.

The Examinations Office must verify the reasons in all cases. Please refer your students to the responsible administrator.

Academic Examinations Office

Students have failed to register

Here too, there are registration and de-registration deadlines, as well as for an examination registration due to absence or lack of TAN lists.

It is not possible to register after this deadline in the interest of equal opportunities. The only option would be to open the registration period for all students. This is only possible if the examination date has not yet passed.

When can I complete an examination and what does this mean?

Once all entries including the entries on non-attendance and withdrawals have been made, the examination can be completed. 

Modifications are no longer possible after completion. The examination goes into your examination archive. 

The list of grades generated by PDF no longer has to be sent to the Examinations Office. 

I’m stuck, who can help?

The Examinations Office is there to help and advise you with any questions you may have.

Academic Examinations Office

In addition, you can use our handbook or book a training session via PEOE.

Handbuch Online Prüfungsverwaltung – coming soon for English

PEOE – Portal for staff training and organisational development (only in German available)

(Changed: 29 May 2024)  | 
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