Organisation and conduct of examinations during the corona crisis

Dear Examiners
Please find information regarding the organisation and conduct of on-site examinations at Ulm University below. Dezernat V (Division V)  has defined rooms for conducting written exams and rooms for conducting oral examinations. Please find information below how you as examiners can proceed when planning your examination and what hygiene measures must be followed. Please take note of the mentioned regulations to ensure that exams can be held in compliance with applicable hygiene regulations.

Wearing an FFP2 mask is mandatory for students and invigilators during written examinations from 01.02.2021.

Before each test, the contact details of the test items must be recorded.

Information on exam inspection for examiners

Here you will find information on examen inspection for examiners.

Note

Wearing an FFP2 mask is mandatory for students and invigilators during written exams from 01.02.2021.

Notes on the conduct of oral examinations

I want to offer an oral exam in the format “Oral online examination”. What must I do?

  1. Register the exam with Studiensekretariat (student administration and examinations office) via your examination coordinator. As part of the organisation of exams, a new online examination format was created for the planned oral online examinations. Please find the exams in Hochschulportal under “Mündliche Online-Prüfung/Oral online examination”.
  2. Please read the Guidelines for examiners regarding the conduct of oral examinations by video conference at Ulm University during the corona crisis.
  3. Exams are registered in exactly the same way as oral on-site exams. Students register for an oral online examination via Hochschulportal and fix a date with the examiners. The examiners enter the examination date and later the exam grade in Hochschulportal.
  4. The examination record is transmitted to Studiensekretariat as with any oral on-site examination.
  5. Please note that students already registered for an examination as oral on-site must first contact Studiensekretariat  to cancel the on-site examination registration; only then is it possible to register for an oral online examination.
  6. By registering for an oral online examination, the examinee consents to being examined online.

Which rooms are available for on-site oral examinations?

Information about the possible examination rooms can be found here.

How can I book a room for my on-site examination?

Exam rooms must be reserved or booked via the central room allocation service (Zentrale Raumvergabe). The programme or examination coordinators make the bookings. Please contact your programme/examination coordinator for your booking.

What hygiene regulations must I observe in the rooms during oral examinations?

  1. The rooms are equipped with disinfectants for disinfecting the hands and disinfection cloths for disinfecting the surfaces. The rooms must be ventilated after the test. Sufficient time for changing persons and ventilation must be allowed between individual test blocks (at least 15 minutes). Instructions for use are posted in the examination rooms.
  2. The students' contact details must be recorded.
  3. The house rules of Ulm University apply to all examination participants when they make their way to the exam rooms. There must be a distance of at least 1.5 metres between all persons involved (examiners, examinee, other members of the examination board) (e.g., 3 tables with 60 cm each). If this minimum distance cannot be maintained.
  4. The candidate should be advised to leave the University premises promptly after the end of the examination.

What proof must students provide if they cannot wear an MNS mask for health reasons?

Excluded from the obligation to wear an MNS mask are persons who can credibly demonstrate that it is not possible or reasonable for them to wear an MNS mask for health reasons or other compelling reasons.

As a rule, a medical certificate is required to substantiate health reasons. The certificate must show which health impairments exist for the students and what effects these impairments have on their performance in the course or examination. It is not the doctor, but the teaching staff or examiners who decide whether or not to exempt students from the oral examination.  This is only possible if the health impairment is sufficiently described so that the principle of equal treatment can be applied in the interests of the students.

Notes on the conduct of written examinations

I want to change the exam format and plan to have, e.g., an assignment, oral online examination etc. instead of a written exam ( ...). What must I do?

  1. Notify your students in due time giving them enough time to prepare for the changed exam format.
  2. Register the exam with the changed exam format with Studiensekretariat via your examination coordinator. Here, the change of exam format will be documented and the chair of the examination board will be notified.

What must I observe when preparing an examination?

  • Students must be notified in good time about time and place of the exam and their attention must be drawn to the Informationen des Dezernats II für Studierende zur Abnahme von Prüfungen.
  • If written exams are conducted in several rooms: Students must be assigned alphabetically - based on their family names - to examination rooms and they must be notified thereof.
  • The invigilators must bring their own masks. From 01.02.2021, the wearing of an FFP2 mask is compulsory, both for the invigilators and for the students.
  • For students who do not have an FFP2 mask with them, replacement masks can be collected from the respective study committee. The use of replacement masks for the invigilators is not permitted.
  • Plan for and use assistant invigilators - we recommend that there should be two invigilators per exam room.
  • Print sufficient Information sheets for the invigilators.
  • Procure enough containers (plastic/cardboard boxes) (two per exam room) for exams and label them correspondingly.

What must be observed on the day of the examination?

  • Information sheets for announcements regarding infection protection must be distributed to the invigilators before the written exam.
  • Invigilator checks the following 30 minutes before the examinees enter:
  1. Does the seating correspond to the information displayed?
  2. Are the seats numbered?
  3. Are disinfectants and masks* available as indicated? Note: Important phone numbers for reporting insufficient or faulty stock, building management and janitors, control room for technical emergencies are shown on the room plans displayed in the examination rooms.
  • Exam cover must be placed on the indicated seats where students can sit.
  • Keep two containers available at the exit of the room, one for exam sheets and one for self-declarations.

Example: 8:00 a.m. Start of the examination in the room plan -> 7:30 a.m. Check room and place exams and self-declarations on desks -> 8:00 a.m. Examinees enter -> Exam starts after examinees have been instructed

*Please note that from 01.02.2021 there is an obligation to wear an FFP2 mask during the examination. For students who do not have an FFP2 mask with them, replacement masks can be collected from the respective study committee. The use of replacement masks for the inviligators is not permitted.

What happens during the examination?

  • Students are invited in at the time indicated in the examination schedule. Please note that group formation in front of the examination room is prohibited and must be prevented by you if necessary. Distance markings are placed in front of the examination rooms.
  • Mouth-nose covering must be worn during the entire examination period. As of 01.02.2021, the wearing of an FFP2 mask is mandatory during the entire examination period.
  • While wearing their masks, students take their seats in an orderly fashion, row by row, beginning with the seat furthest from the entrance.
  • After the students have taken their places, they have to register so that their presence is recorded.
  • Then, the invigilator reads out the Information sheet regarding infection protection measures during the written exam.
  • Students enter their seat number on the exam cover sheet.
  • Students place their student ID card clearly visibly on the desk before them. Invigilators can walk through the empty rows to check identities and answer questions.  From 01.02.2021, the wearing of an FFP2 mask is also mandatory for invigilators.
  • If students must leave the room during the examination or wish to terminate the examination prematurely, they indicate this to the invigilator by raising their hand.  The invigilator ensures that seat neighbours leave the row to create enough space. If and when the person concerned returns, seat neighbours leave their row to let the returning person go to their seat.
  • When the exam ends, the invigilator reminds the students to quickly leave the building.  They leave the room in an orderly fashion starting with the row closest to the exit and place their exam sheets in the containers at their disposal at the exit.
  • Once the exams have been graded and viewed by the students, they must be submitted to Studiensekretariat to be scanned.

What proof must students provide if they cannot wear an MNS mask for health reasons?

Excluded from the obligation to wear an MNS mask are persons who can credibly demonstrate that it is not possible or reasonable for them to wear an MNS mask for health reasons or other compelling reasons.

As a rule, a medical certificate is required to substantiate health reasons. The certificate must show which health impairments exist for the students and what effects these impairments have on their performance in the course or examination. It is not the doctor, but the teaching staff or examiners who decide whether or not to exempt students from the oral examination.  This is only possible if the health impairment is sufficiently described so that the principle of equal treatment can be applied in the interests of the students.