Electronic recording of examination dates
Examiners are responsible for notifying their examinees of the examination dates (§ 36 RPO). The binding dates are communicated or announced via the university's web service (see also the instructions and FAQ). The web service is only accessible via the university network (including Eduroam Greifswald) or VPN with an LSF account.
What needs to be considered when setting the examination dates?
Examinations are usually offered after the end of the courses, but:
- the respective examination and study regulations may provide for exceptions;
- oral final examinations may also be held during the lecture period;
- Repeat examinations generally take place in the following semester and may also be held at the beginning of the semester
Please also note that
- the dates for examinations and assignments must be announced via the web service at least four weeks before the examination.
- no separate notification of the examinees will be sent, i.e. the examination dates are set without consulting the students.
- the examination dates must be announced via the web service no later than the last week of the lecture period.
- exams must always be taken by the end of the respective semester.
By the way: Short-term transfers for compelling reasons are generally possible. Please contact the responsible staff at the Central Examination Office immediately.
Information about the performance of individual students and their marks may only be disclosed to them. It is not permitted to publish a list of examination dates and/or results with the names of the candidates on the Internet or to post them on the notice board. The supposed anonymisation by simply indicating the student ID numbers is also not permitted!
Please note that violations of data protection law may result in fines and/or consequences under employment or civil service law.
If you would like to have a representative (e.g. the relevant secretariat) authorised to enter examination dates, please send an email to the Central Examinations Office stating the name of the representative. The relevant functions will then be activated immediately.
Frequently Asked Questions
FAQ on university's web service
In principle, the web service can only be accessed from the university network or via VPN. If these options are not available, a proxy can be designated to make the entry.
However, external examiners also have a university login with which they can access the portal.
There may, however, be various other causes. If the problems persist, staff at the Central Examinations Office can assist you.
The problem is probably the browser cache. Pressing the keyboard shortcut CTRL+F5 (or Cmd+F5) in the loading window will clear the cache and reload the page. The loading screen should disappear immediately and redirect you to the web service.
This is generally down to the browser. However, when using Safari, Opera and Microsoft Edge, there are frequent issues with the retrieval of exam dates. So far, the web service has been working smoothly with Firefox and Google Chrome.
There is currently no logout button. The web service is linked to the Shibboleth system. Logging out of the Shibboleth system will automatically log you out of the web service as well.
As part of the preparatory work for the new campus management system, the roles and permissions framework also had to be updated. Under this framework, examiners must now notify the Central Examinations Office themselves of their substitutions on a one-off basis. Only then can we activate the substitutions for the relevant examiners.
No. Any number of substitutes can be assigned to each examiner or customised as required. However, data protection regulations must be observed.
In any case, the examiners retain access to the data and can view and amend it as well.
Next to the headings “Exam date”, “Time” and “Location / Room” is a copy icon. Clicking on the icon copies the details for the entire exam.
This is not possible due to data protection regulations. However, the exam management section of the self-service portal does include a function for generating a list of participants for each exam.
Even though data entry via the web service is time-limited, access remains possible outside the entry period. Read-only access therefore remains available for the entire semester.
There may be various reasons for this. For example, as things stand at present, academic records are not displayed in the web service. Sometimes it is ‘merely’ a technical issue that can be resolved with just a few clicks.
If, for instance, a list has already been finalised in the examination management section of the self-service portal, these records can no longer be viewed or edited in the web service either.
In all cases, however, the relevant staff at the Central Examinations Office can assist and restore or reactivate records.
Yes, the two systems are linked. When exam dates are entered in the web service, they are immediately saved in the self-service portal.
However, access rights are configured individually for each system. If you are not yet authorised for the "Mark entry" and "Exam administration" functions or would like to have a representative (e.g. the relevant secretariat) activated, you need to open a ticket via the groupware. Select the "E-Administration > HIS/LSF" tab under "Type". Your colleagues in the E-Administration Office will then authorise you for the corresponding function.
The room list is now complete and includes all "public rooms" (lecture theatres, seminar rooms, laboratories, etc.). You can easily search for rooms using the drop-down menu. The drop-down list displayed at the start is not exhaustive.
Further rooms can be added by staff at the Central Examinations Office. However, to avoid a recurrence of uncontrolled data growth, a conscious decision was made not to allow free-text entry.
A full list of the examination centres and rooms is available at the bottom of the German website. See Übersicht der erfassten Prüfungsorte und -räume.
