FAQs for Staff Members and Employees

Guidelines can be found  here (PDF, 1.87 MB).

You can only process the regular coursework and assessments for which you are authorized.

To do this, your exams (regular coursework or exams) must be released for processing in the portal HISinOne-Student Administration by the relevant examination office. These are usually the exams for which students can register online. Individual papers (e.g. Bachelor's and Master's theses), final oral examinations and other individual examinations are not processed via the portal HISinOne-Student Administration and can only be viewed under "Results Archive".

In the Grading function, all the students of all the scheduled exams associated with a course are grouped together in one list, and all the students of all the scheduled coursework associated with the same course are grouped together in another list. So if students can take either a scheduled coursework or a scheduled exam in a course, two lists will be displayed for you to enter results.

In order for these lists to be grouped correctly, all associated assessment dates for a course and for each assessment type (exam or regular coursework) within an assessment period must have the same date, time and examiner. This is true for assessment dates with any status, including "copied".

If there are any discrepancies, the red exclamation mark will appear. In this case, please contact the relevant examination office.

In this case, please contact the Examinations Office or the HISinOne team:

Email:  hisinone@uni-osnabrueck.de

You cannot view your exams in the portal HISinOne-Student Administration until at least one student has registered.

The "My exams" function groups together all the students who will be examined in your course into a single list. This is regardless of the type of exam (presentation, written exam, term paper, etc.) or the module or examination regulation context in which the exam is taken. The second tab, "Grades", allows you to view the exams or coursework of individual students. Please also note that different types of assessment may occur in the "My Exams/Courses" function if different types of performance are assessed in your course.

"Grading" will separate students according to these criteria, and there may be lists of participants for different exams for a course. This function allows you to view all the exams assigned to the person (examiner/assistant examiner).

Once you have selected "My exams/events" from the "Achievements" menu, you can proceed to choose the relevant semester and, if necessary, apply a filter to view the specific exam in question. Should you wish to receive a list of participants, please click on the "View grades" or "Enter grades" button located next to the required examination. Should you require a list of participants and results in PDF format, please navigate to the "Choose order" section located at the top of the page. Please select " Teilnehmer- und Ergebnisliste". If you would like to receive a list of participants and results in Excel format, please navigate to "Excel Export" at the bottom of the screen. You can edit the Excel list and upload it to this list again. Please note that before the results are entered, this will be a list of participants only, and after this a list of results.

Yes, it includes all currently enrolled students, current withdrawals and, if available, assessments. The exception to this is students who have a hold in the system due to missing prerequisites for the exam.

If students cancel their registration online (only possible before the cancellation deadline), they will also disappear from the corresponding list. The same applies if the registration records are deleted by the Examinations Office. Registrations can only be made online by students or by the Examinations Office. If there are any discrepancies, please contact the Examinations Office.

Yes, you can. Download the list of participants as an Excel spreadsheet, then save and edit it. Scores can only be entered in the "Valuation" column. Columns may not be renamed, deleted, or swapped. Then upload this file to the appropriate exam/event. Once uploaded, the results from the Excel list will appear in the online form. The results must be confirmed by saving. Please note the feedback from the system in the "Annotation" column as you complete these steps.

If the results entry has already been completed, it is no longer possible to import, but it is still possible to export.

Grade entry is blocked for students who are registered as sick (by the Examinations Office). The Examinations Office can also block grade entry in special cases. If there are any discrepancies, please contact the Examinations Office.

It is not possible to enter credit points individually. For the exam, there should be a separate registration record for each possible number of credit points that can be earned. At the time of registration, students select the number of credits they wish to earn. In most cases, a distinction is made between course work and exam work.

If you wish to assign individual credit points when entering the results, please contact the Examinations Office.

The results are immediately visible in the student's performance overview.

If you have not yet finalized the list, you can change the grade at any time. To do this, enter the corrected grade or an “AN” (which stands for “result deletion”) in the grade field. Then click on “Save”.

When you click "Save", the assessment is stored in the database and is visible to all authorized editors from that point on; it appears immediately in the Student Performance Summary. Once the grades have been entered for all students, the list can be closed with "Close Input". It can no longer be edited online.

A closed list can be reactivated at the Examinations Office.

As a second examiner, you can enter and view grades for regular study and exam performance.

The "Written Work" tab appears under "Achievements" > "My Exams/Events".

The "Close Input" button is not active until all student grades have been entered and saved.

No, examiners and secretariat staff cannot change the results. If, for organizational reasons, a list needs to be reopened for editing, please contact the Examinations Office.

The actions available depend on whether the entries for an event have already been completed: the services for which the entry has already been completed can only be viewed. On the other hand, services that have not yet been completed can be edited.

Students whose registration is marked as “under reservation” are hidden from participant lists as long as the reservation is not deactivated.

In this case, please contact the examination office so that the reservation can be deactivated there.

The Examinations Office must check whether late registration is permitted and, if so, carry it out.

Examination offices can use the "Edit Achievements per Student" function to find information about various activities, including student exam registrations, on the "Functional Audit Log" tab.

The Examinations Office must check whether the withdrawal is legitimate and, if necessary, carry it out.

The relevant examination office can rebook a registration. Within the registration and cancellation deadlines, students can do this themselves online via the portal HISinOne-Student Administration.   

At Osnabrueck University, the administrators of the examination offices are not supposed to organize and manage these groups, as the periods should be uniformly valid for the university. Therefore, the restricted function only makes sense for viewing the periods.

Grades can only be entered if students are registered for the exam.

Check whether the service you are looking for is an exam that is linked to a course or not. Go to "Course Organization" > "Exam Dates" and select "Create linked exam dates" or "Create exam dates".

In order to assign rooms to exams in "Course Organization" > "Exam Dates" > "Edit Exam Dates", the date and time of the exam must be set.

The information is entered in the "Exam Date" and "From - To" columns. In addition, the attendance and return dates must be entered using the appropriate action icons. Then save the information by clicking on "Save". The room assignment action icon will then become active.

The availability of the rooms has to be verified through organizational channels.

Under "Administration" > "Assign Examiner Representatives", you can assign substitute examiners to the respective examiners.

Contact the HISinOne team:

Email:  hisinone@uni-osnabrueck.de

Students whose registration is under reservation are hidden from participant lists as long as the reservation has not been deactivated.
Please deactivate the reservation so that the registration becomes visible.

 If it is a recognition of an NB in the last trial, the last trial must be recognized as an EN.

If it is a regular NB without recognition, please contact the HISinOne team:

Email:  hisinone@uni-osnabrueck.de.

To recognize an external final thesis, please follow these steps:

• Create a new achievement in HISinOne for the element of the final thesis that corresponds to the PO-Version
• Enter the thesis topic under the "written work" tab
• Mark the achievement with the notation "AK"
• Add supplementary text of type "Recognition" with details about the recognition (institution, examiner if applicable) in both German and English. This text will then be displayed on the certificate

An information exchange interface is built into the HISinOne and Stud.IP systems. This interface is designed to enable event-based exam registration and result entry. It is also a prerequisite for a module-based course catalog. The following videos explain how this interface works, what information is exchanged between the systems and what is important on the exam planning page ("Planungszuordnung").

The terms "module component" and "course group" (abbreviated LVG) are used interchangeably.

A course group combines courses that have the same characteristics. For example, if a seminar is to be taken as part of an examination or course requirement, all courses in which students can fulfill this requirement are combined in a course group. As a result, students only ever take one course within a course group.

All subjects use the data transfer between the portal HISinOne-Student Administration and Stud.IP.

"Planungszuordnung" is an optional feature of the interface, and it is up to subjects to decide whether to use it.

• When course offerings change from semester to semester
• When students can register for multiple exams through one course
• When another course can be taken as an alternative to completing the assignment
• To create a common list for entering grades per course

• When the course offerings are identical from semester to semester
• In clear cases where the exam and the course have the same name
• For real module exams

If there are some modules for which a subject uses the "Planungszuordnung" and some for which the subject does not use it, the technical handling via the interface is not a problem, but it can lead to more organizational effort. It can become confusing if different functions are used for the initial creation of appointment records for different modules.

If a course has e.g. different credit points when used in the Core curriculum for Teacher Education area opposed to when used in education science, there are no problems occurring because the information about the credit points is attached to the examination elements, i.e. to the course or examination, and not to the courses.

This makes it much more difficult to create exam dates. If possible errors are noticed before the start of the registration period, the assignments should be updated as soon as possible, if necessary in close coordination with the Campus Management Team. If errors are discovered during the registration period, the only option is to correct the registration process. After the registration period has ended, the Examinations Office must carry out manual corrections.

The responsibility should be clarified in the subject. Preferably, the program coordinator will assign the modules.

Courses should be created and assigned to module components no later than four weeks prior to the creation of exam dates.

If a person in Stud.IP is assigned the function "not authorized to examine here," this designation is not transferred to the portal HISinOne-Student Administration. The entries "not specified" and "authorized to examine here" have the same effect and result in the person being transferred.

The term "global registration period" denotes a specified timeframe within the academic semester during which students may register for examinations. Individual registration periods may be permitted within this framework, subject to institutional policy.

The global registration period for the summer semester is defined as the period between April 1st and September 30th.

The global registration period for the winter semester is from October 1 to March 31.

In the portal HISinOne-Student Administration, open registrations are no longer permitted by default. In the event that a repeat examination is conducted with insufficient time between the examination date and the registration deadline, the requisite correction period must be coordinated with the lead time required for the registration to be organized and conducted.

In the portal HISinOne-Student Administration, a second attempt at registration is only possible after the first attempt has been graded.

While registrations for examinations from other departments can be technically supported, the decision of whether and according to which criteria areas are restricted ultimately rests with the respective departments.

In the portal HISinOne-Student Administration, the examination is directly linked to the semester. This means that the date of the examination determines the examination semester. To illustrate, if an examination is taken in the summer semester, the summer semester is considered the examination semester, even if possible courses were already taken in the winter semester.

To send an email to participants of an examination, one may utilize the functions "Exams/Events of My Organization Unit" (only for examination offices), "My Exams/Events," and "Grading." To do so, one must first click on the list of participants for the examination.

In the subsequent table, the "Customize Table" option can be utilized to display additional columns, such as "Checkbox for sending e-mails" or "Degree programs." The "Checkbox for sending e-mails" column can be employed to specify the students to whom the e-mail should be dispatched. It should be noted that the settings of the aforementioned columns are retained.

The "Display filter" function may be employed to specify the status with which the services are to be displayed. The default status is "Registered."

To send an email, select the "Serial email to all participants" option from the "Execute orders" drop-down menu located above the table. This will open an extended mask, where the subject, reply address, and free text can be entered. The university logo will be added to the email below the text.

It should be noted that the email is always dispatched to the address of the computer center (RZ-Mail) stored in the system. In the "E-Mail" column (if displayed), the specified email address may differ from the address stored as RZ-Mail.

The entries made under "Subject," "Reply-to Address," and "Content" can be saved as an "order" for subsequent access.

To accomplish this, it is necessary to complete all the requisite entries, after which the "Create new task configuration" option, located above the input field, should be selected. The task should then be designated with a name and saved using the disk symbol.

Upon subsequent invocation of the function, the option "Serial e-mail to all participants" may be selected, after which the previously