Special use cases
How to handle individual exam dates in an exam period
Exam dates in myCampus always have a specific exam date and time (time of the start of the exam and optionally time of the end of the exam). For exams that take place over several days in a period, the start date is always given as the specific exam date and the time 00:00 for the start of the period. A note informs about the total time span of the period (from day X xx:xx hrs to day Y yy:yy hrs) in which individual exam dates can take place.
Students register for the exam date. You can then arrange an individual exam date with the individual registered students orally or in writing (see section „Notifying students“) and enter it in myCampus. Open the exam date in your list of exams/assessment. You will land in the list of candidates. In the row of a candidate, you now have the option of recording the individually agreed exam date in the column „Exam date“. This should be after the specific start dates and within the specified period.
The date cannot be before it.
How to deal with extensions of deadlines for written papers
If a student has a medical certificate, the deadline for submitting a written paper can be postponed by the period of sick leave. The doctor's certificate is processed by Student Service. If multiple candidates are registered for an exam date and the extension of the deadline only affects one student, all other students who submit their papers on time can already be assessed and receive their grades. To do this, proceed as usual according to the three steps in the instructions „The standard assessment process“. Leave the field in the „Grade“ column blank for the student with the extended deadline.
When creating the examination protocol, a system message appears stating that not all candidates have been assessed. Confirm the action „Move assessed students to a copy of the exam and print examination protocol“ with the button „Perform Changes and Print Protocol“. Continue according to the three steps in the instructions „The standard assessment process“.
The exam date now appears twice in your list of exams/assessment: Once with the candidates who have already been assessed and once with the candidates who have received an extension of the deadline.
Students with an extension of the deadline remain in the original exam date. Here, the submission date must now be individually adjusted in the column „Exam date“ according to the certificate. As soon as the grade has been determined, follow the three steps in the instructions „The standard assessment process“.
How to deal with early submissions of written papers
Sometimes students hand in their papers early in order to receive their grade in time, e.g. for job/university applications. In this case, a separate exam date is required for the respective student. Please contact Student Service for this. In the newly created exam date, you can then record the grade for the individual candidate separately, print the examination protocol and send it to Student Service.
The publication of grades is the sole responsibility of Student Service. Therefore, please do not use the action „Publish Entries in Columns „Grade“ and „Information“. This moreover affects all registered students and cannot be carried out for individual candidates.
Assessment of the oral examination interview (thesis)
Exams such as the oral examination interview for the final thesis, where more than one examiner gives a grade which is then included in the overall grade, differ from the regular assessment process in myCampus. If you are involved in an oral examination interview for the thesis as an examiner, the following applies:
The exam date will be created by Student Service in myCampus according to the date sheet submitted. The student is registered and you are entered as examiners. As soon as the appointment is set in the system, it appears in your list of exams/assessment.
Student Service enters the grades for both examiners and closes the exam date with the validation and publication of the grades for both the oral examination interview and the final paper.
In addition to the recommended standard grading process via the user interface, grades can also be entered via export/import using a CSV file.
1. Select an assessment
1. Open the “My Supervised Exams” application.
2. In the exam/assessment list, click “Assess” in the “Operation” column.
2. Export the list of candidates (CSV)
3. In the candidate list, click “Operations” and select “Export / Import”.
4. In the “Import/export of exam data” window, click “Perform export” in the Export section.
5. Download the CSV file by clicking “CSV für Excel Dokument downloaden”.
3. Entering grades in Excel
6. Open the CSV file (usually located in your Downloads folder) in Excel, enter the grades in the “Grade” column, and save the file.
Notes
- Do not change the CSV file name, otherwise the import will fail.
- When entering data, follow the editing instructions (German: „Bearbeitungshinweise“) in the CSV file (starting from column J, upper-right area).
- If these editing instructions are insufficient, you can – as in the standard assessment process – open the dropdown menu in the “Grade” column under “View (Edit)” in the candidate list to view the grading scale.
- Enter grades only and do not make any other changes to the CSV file to avoid import errors.
- To ensure a smooth import process and avoid import errors, the CSV file is currently available only in German.
4. Import the list of candidates (CSV)
7. In the Import section, click “Browse”, select the edited CSV file, and start the import by clicking “Next > Contentcheck”.
8. If all grades are recognized correctly, the system displays the detected changes in the Contentcheck. Scroll down and click “Import changes now” to apply the entries. If an error message appears, refer to the notes below.
Notes on Error Messages
- If the system does not recognize your entries, or if they do not match the configured grading scale, an error message will appear in the Contentcheck after step 7. In this case, reopen the CSV file, correct the entries, save the file, and upload it again.
- Entering additional grade comments (e.g., Q – No Grade, U – Void) does not always work reliably during export/import. It is therefore recommended to enter these directly via the dropdown menu in the candidate list.
5. Completion
9. Once all candidates have been graded, a corresponding note will appear in the list of candidates. Then follow the steps of the standard evaluation process.
If you have any questions, you can find the appropriate contact information under Support and Contact.