I B - Examination Office
I B - Examination Office

Information for Teachers

Dear Teaching Staff,

We have prepared detailed information for you to refer to in the process of transitioning to online teaching and examinations. If you have any questions or any suggestions regarding information which we have not yet included, please use our contact form.

General Information

Please use QISPOS and SAP for managing examination registrations and recording grades. Please check also the information for students.

Advices for conducting examinations

Oral Examinations

Oral examinations may be carried out temporarily by video conference. Under the circumstances it is also currently permissible for each person participating in the examination to be alone in one room.

The following prerequisites apply:

  • Candidates must be informed of all technical requirements for accessing the online examination in good time (Internet access, computer with webcam and microphone, required software).
  • Candidates may decide freely if they wish to attend an online examination.
  • All examinations that the candidate has decided to attend online will be deemed valid, unless technical problems occurred during the examination.
  • Plan more time for online oral examinations, as additional technical and formal matters may need extra time.

Conducting Online Examinations:

  • Always involve an observer or second examiner and use the protocol form, as in the case of an examination requiring attendance in person.
  • At the start of the examination, confirm the student’s identity by asking the student to present their identity card / student ID card to the camera and, if necessary ask the candidate to show you the room via the webcam.
  • If you are unable to view registrations in QISPOS or SAP yourself, please have students prove that they have registered for the examination by presenting their registration form or the extract from their QISPOS account.
  • Use the protocol form and go through each item individually with the candidate.
  • The protocol can be written and signed by the observer or one of two examiners, then scanned and sent to (another) examiner, who then also signs.
  • Documents that candidates create during the examination (such as calculations, drawings, etc.) that are usually recorded in the protocol should be sent by the candidate to the examiners either as a screenshot or as a photo during or immediately after the examination.
  • The examiner keeps the protocol form and enters grades into QISPOS/SAP or sends the complete records to I B.
  • Grade consultation: The video session should be terminated to allow consultation between the examiners on the grade. The connection may be re-established when the examiners are ready to announce and explain the candidate’s grade.

Troubleshooting:

  • With reference to the statement given by the Berlin Senate "videoconferencing is in fact comparable to physical attendance, …” (Circular from 26 March 2020: Conducting committee meetings) To this extent, oral examination via video conference may also be considered as an oral examination, this means that the format of the examination remains unaffected, provided that it was already an oral examination or second repeat examination.
  • If there are technical issues (such as connection problems), try to re-establish the connection and continue the examination. The duration of the interruption is not considered as counting towards the examination time. If the examination cannot continue immediately and a grade may still be determined based on the length of the examination up to the interruption, inform the candidate of their grade. If the candidate wishes to continue the examination or the grade cannot be determined because the examination was too short, arrange a new examination appointment and continue the examination.

Further information:
Online teaching team ZEWK
Oral examinations
video exam

 

Written examinations

Written examinations can be changed to oral examinations if it can be guaranteed thatknowledge and skills can be assessed suitably in this way.

The Examination Committee must be informed in advance.

  • The duration of the change in examination format must be specified, e.g. for the summer semester 2020 or potentially the winter semester 20/21 in the case of further online teaching. Please note that the examination format announced to students at the beginning of the semester must not be changed again during the semester.
  • If a permanent change in the examination format is to take place, the Office of Academics and Teaching at your faculty must also be informed and the study and examination regulations must be amended via the committee responsible no later than winter semester 20/21.
  • The instructions for oral examinations also apply to these examinations.

Examinations which are held and assessed electronically via ISIS with time-controlled access. In this case, the following will apply:

  • Candidates must be informed in good time, including information on the necessary technical requirements.
  • The candidate's identity must be confirmed at the start of the examination, if necessary this procedure may be replaced with a unique personal login which will only be issued once.
  • The validity of the examination must be established. You can use the wording from the protocol form and place it at the beginning of the examination for the student to confirm.

Online examinations or similar formats may be offered if:

  • TU Berlin has approved the software.
  • Usually, online examinations will require the candidate’s personal login to confirm their identity and acknowledge that they are taking the examination themselves. The ZEWK and ZECM can provide technical assistance.

Portfolio examinations

For portfolio examinations, the examination format may be changed for individual portfolio components. In this case, the following will apply:

  • The Examination Committee must be informed in advance.
  • The duration of the change in examination format must be specified, e.g. for the duration of online teaching (summer semester 2020 and possibly winter semester 2020/21). Please bear in mind that the type of examination communicated to students at the start of the semester should not be changed during the course of that semester. (Note: If an individual element changes during the course of the semester, students can decide not to take it and to continue the exam at a later date or, in exceptional cases, to withdraw altogether. They must notify you accordingly in writing before the start of the element concerned.)
  • If a permanent change in the examination format is to take place, the Office of Academics and Teaching at your faculty must also be informed and the study and examination regulations must be amended via the committee responsible no later than winter semester 2020/2021.
  • The instructions for oral examinations also apply to these examinations.

You can import existing registrations in QISPOS/SAP into the next examination period and then continue the examination. Withdrawal is not required in this case, but is still possible if students wish to do so

 

Prüfungsanmeldung

Registration for examinations to be held in the summer semester 2020 is still required. For this purpose:

  • Enable registration via QISPOS and SAP wherever possible. The switch to the summer semester takes place on 15 April 2020. The QISPOS team (Max Lehmann, Daniela Burczynski) can provide you with assistance.
  • When using QISPOS, please note that students may still have active registrations from the winter semester for examinations canceled during this time. In this case, they cannot re-register online. Please re-assign these registrations to the summer semester. You can find instructions here: http://www.pruefungen.tu-berlin.de/fileadmin/ref10/QISPOS_Import_Export_Stand_20190125_Version18.pdf
  • Students can also register by sending the completed registration form (quick access: 186789) by email to the responsible exam team.
  • After examination registrations in elective and additional modules submitted via email have been entered in QISPOS/SAP, we send them back to the students with confirmation of their entry so that they can present this before the start of the examination, along with an extract from their QISPOS account showing their registration, if required. Examiners also receive an email with confirmation of registration so that you know how many candidates to expect.

Candidates with only one examination left before graduation

We ask that you give special consideration to students who have only one examination left before graduation and enable them to take it.

Deregistration from an examination

Deregistration

Deregistration from an examination up until the day of the examination without giving reasons will be temporarily permitted in the summer semester 2020. Deregistration must be requested by email to the exam team and the examiner/academic chair at the latest on the day of the examination before the time the examination is scheduled to begin or until the start of the first element of a portfolio examination.

If examinations are canceled by the university, you will need to import the exam registrations into the next exam period in QISPOS. You can find instructions here: https://www.pruefungen.tu-berlin.de/fileadmin/ref10/How_to/QISPOS_Pruefung_verschieben.pdf Examination registrations that were not submitted via QISPOS are only canceled by the Examination Office when a further attempt is re-registered, i.e. they remain open until then; deregistration is not required.

If students deregister or withdraw from an examination/term paper, this will not count as an examination attempt.

Final theses

Registering final theses

Final theses can be registered by email to the responsible exam team. The procedure otherwise remains unchanged and will be carried out only electronically. The following steps are required to register a thesis:

  • The student registers the thesis with the exam team.
  • The student receives the application form and completes the first part.
  • The student sends the form to the exam team.
  • The examination team checks that requirements are met, completes its part of the form and sends it to the first examiner.
  • The first examiner sets the topic and recommends a second examiner, signs the form, if possible digitally (without preventing further editing) and forwards it to the Examination Committee. If a digital signature is not possible, the completed form must be forwarded from a TU Berlin staff e-mail address.
  • The Examination Committee sends its decision to the examination team.
  • The student and the examiners will receive confirmation of the set topic and deadline by email to their TU Berlin account. The deadline is determined by study and examination regulations and may be extended in accordance with temporary regulations on the extension of deadlines.

If you receive an incomplete form, please forward it to the responsible examination team.

If a candidate decides to withdraw from a thesis, this shall not count as an attempt.

Submitting and evaluating final theses

For the time being, we will not forward final theses sent by post for assessment.

We will forward final theses received via email to the examiners for assessment in a timely manner. Although the deadline for the assessment will continue to be 6-8 weeks in the cover letter, reminders will not be sent before 10-12 weeks have passed.

Deadlines

Extended deadlines for repeat examinations

Applications to the Examination Committee for extensions of repeat examinations which have been either canceled or from which students have withdrawn are not required from 12.03.2020. The coming summer semester (2020) will also not be counted in the calculation of deadlines for repeat examinations. In other words, deadlines which expire on 31.3.2020 or 30.9.2020 will be automatically extended until winter semester 20/2021 - i.e. 31.3.2021 (the same procedure as applies to academic leave of absence).

All requests for extensions which are justified before 12.3.2020 and are not related to the outbreak of the coronavirus, must continue to be assessed and decided on by the Examination Committee.

Extended deadlines for term papers and final theses

  • The writing periods recommence after the end of the digital summer semester on 20.07.2020. This means that
    • for all term papers and theses commenced prior to 12.3.2020, you still have as many days left to complete your paper or thesis as remained on 13.3.2020. For example: if the original date of submission was 31.3, then there remained 19 days to complete the project on 13.3 (including 13.3). These 19 days continue to count again from 20.7, meaning a new submission deadline of 7.8.2020.
    • all students whose writing time commenced on or after 13.3 have not yet used any of the allotteddays, meaning that the writing period only begins on 20.7.2020. The Study and Examination Regulations (StuPO) apply.
    • Individual students prevented from continuing to work on their thesis or paper from 20.7 due to ongoing restrictions regarding the use of labs or other facilities or any other restrictions arising from the coronavirus should apply for an extension to their examinations board.

Diplom programs / Hardship applications in Diplom programs

  • For students enrolled in a Diplom program ending on 31.3.2020, all deadlines are extended according to the information on our website. Re-registration for the summer semester 2020 is possible.
  • For students who have to finish their studies in an already discontinued Diplom program by 31.3.2020 due to a positive hardship decision, all deadlines are extended according to the information on our website. Re-registration for the summer semester 2020 is possible.
  • Students enrolled in a Diplom program ending on 30.9.2020 who cannot complete their studies in time due to the current situation have the option of submitting a hardship application to the relevant Examination Committee by 30.9.2020.

Study and examination regulations due to expire

Students in degree programs whose study and examination regulations will expire on 31.3.2020 or 30.9.2020 have the possibility to complete their degree program by 31.3.2021 in accordance with the expiring regulations. A separate application for an extension is not required.

Please note that information on the timely registration of examinations may need to be adjusted.

Inspection appointments

Appointments to inspect examinations and grades may only be held after regular academic operations resume. The one-year deadline to appeal grades will take effect when regular academic operations resume to avoid any disadvantages.

Applications

Applications for credit transfer

Students/applicants must submit applications and supporting documents electronically to the module coordinator; proof must be signed as far as possible and attached as a scan or photo. After processing the modules you are responsible for (complete and sign electronically if possible), the following action may be taken:

  • If you are the only module coordinator required to process the application: send it by email directly to the Examination Committee, in CC to the student (campus email address)
  • If further module coordinators need to process the application: send it back to the student by email, please always include the Examination Committee in CC.

Other Examination Office forms

All applications available from the Examination Office website can be used by students; they can be completed electronically or printed, completed and scanned. If necessary, please sign the documents submitted electronically or send us the students’ requests as an email attachment with your confirmation in the text. Please use your TU Berlin email account.