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 observe the applicable hygiene protection regulations of the University of Ulm and the regulations listed below on how you as examiners can proceed when planning the examinations so that the examinations can be taken under the applicable hygiene protection regulations.

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.

Notes on the conduct of oral examinations

  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.

Information about the possible examination rooms can be found here.

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.

  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. Provided that a minimum distance of 1.5 m is maintained during an examination with seating, examinees may remove the mask during the actual examination. For examinations, with the exception of doctoral and post-doctoral examinations, "3G" proof is no longer required until 30.09.2021. From 01.10.2021, the university may only be entered with a 3G "proof".
  5. The candidate should be advised to leave the University premises promptly after the end of the examination.

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

  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.

  • 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 hygiene protection regulations of the University of Ulm are to be complied with.
  • Plan for and use assistant invigilators - we recommend that there should be two invigilators per exam room.
  • Procure enough containers (plastic/cardboard boxes) (two per exam room) for exams and label them correspondingly.

  • Invigilator checks the following 30 minutes before the examinees enter:
  1. The hygiene protection regulations of the University of Ulm are to be complied with.
  2. Does the seating correspond to the information displayed?
  3. Are the seats numbered?
  4. Exam cover must be placed on the indicated seats where students can sit.
  5. 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.

  • 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.
  • The hygiene protection regulations of the University of Ulm are to be complied with.
  • 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.
  • 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.
  • Once the exams have been graded and viewed by the students, they must be submitted to Studiensekretariat to be scanned.

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.