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Entering course data

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Bielefeld University

Several steps to course entry

All course data is entered via several input forms, which can be edited one after the other. Only the first form for entering the basic data must be completed, all other forms can also be completed or edited later.

You will find an explanation of the individual form fields if you open the integrated help page in the ekvv (via the "Open help" link). On this page you will find further information on entering event data.

Basic data

When entering the basic data, the following points should be considered (more detailed information can be found on the help pages included in the electronic course catalogue (ekvv)):

Semester setting: If the course takes place outside the lecture period or in the off-peak times of the semester, it should be ensured that the semester to which the course is organisationally assigned is set.

The document number is usually generated automatically; this procedure is also recommended because it avoids duplicate document numbers. However, there are occasions when it makes sense to use the same document number, e.g. if a written examination course is created for a current course. The disadvantage of duplicate document numbers for two events is of course the ambiguity in communication, as well as the fact that both events then share the same mailing list. We have described on this page how the mailing lists can still be used in these courses: "Communication with students"

The entry of semester hours per week (SWS) is not enforced, but the field filled in here is used in the course catalogue.

Information on the expected attendance figures has two functions: Firstly, the required size for the room in which the course will take place and, if applicable, an attendance restriction for the course. The latter cannot take place without the approval of the Dean of Studies' Office in order to ensure sufficient capacity for the course places within a degree programme

Entering the dates

In addition to the obvious purpose of letting students know when their event is taking place, the event entry has other functions:

  • Information about the event format online or on site
  • Requesting rooms from the central room scheduling system for face-to-face events
  • "Ordering" certain equipment features
  • Information about connected video conferences for online events
  • Planning exams as a separate event date if necessary

You can find more detailed information on this page: "Dates and event formats"

Entering the subject assignments

By assigning courses to degree programmes, you ensure that students are displayed in the electronic course catalogue (ekvv) for which courses offered and in which modules the course in question can be used. At the same time, you use the subject assignment to sort the course into the list of a degree programme and ultimately also enable teaching staff, instructors, lectures to record academic achievements and the course to appear in the right place in the transcript in examination management.

How to enter subject assignments is explained on this subpage: Entering subject assignments

Linking teaching staff

All  people who are marked as "teaching" in the university's PEVZ can be linked to courses, regardless of their organisational assignment to a specific department or institution. If staff, people cannot be selected here even though they are entered in the PEVZ, this is usually due to them not being marked as teaching staff, instructors, lectures. This is easy to check:

People marked as "teaching" have a link in the electronic course catalogue (ekvv) next to their entry in the PEVZ (even if no courses are linked for them yet), with the text "Lehrveranstaltungen" (courses). If this link is missing, this is due to the missing marking in the PEVZ. The colleagues responsible for maintaining the respective entry can be contacted for correction. Their contact details are also displayed in the side menu of each person entry via the link "Contact persons for correction requests".

Comment entry

The course comments play an important role in informing students about the topics covered in the course, the literature to be read or for further organisational information about the course. In principle, the teaching staff, instructors, lectures should maintain the commentary themselves; they have access to the commentary input with their rights in the electronic course catalogue (ekvv). This help page for teaching staff, instructors, lectures explains how to use the individual fields: "Comment entry for teaching staff, instructors, lectures"

Staff, people with electronic course catalogue (eKVV) input rights can also maintain the course comments.

Courses taught in English

Courses can be specially marked in the electronic course catalogue (ekvv) if they are held entirely in English. This function is intended to enable international students to find those courses relatively quickly in which they can successfully participate without any knowledge of German. An overview of these courses can be found here:

Courses taught in English

The "Courses taught in English" can also be found immediately in the various course overviews in the ekvv  (degree programmes, all courses of a teaching staff, instructors, search results) by a corresponding note in the overview page.

Who needs this display?

This overview is not only aimed at international students who have already started a degree programme at Bielefeld University, but may also be relevant and interesting for other groups of students:

  • Prospective international students with no knowledge of German, especially those on Master's degree programmes. It can also be important for study applications to see at a glance which courses are offered in English. Such a presentation can be of decisive importance for the decision in favour of or against Bielefeld University.
  • Students planning to study abroad: As preparation, they may be interested in attending courses taught in English at their home university.

Mark courses

To add a course to the overview of English courses, the option "Language of course" must be set to English in the course's basic data. This entry can be made by the Faculties' electronic course catalogue (ekvv) administrators as well as by the teaching staff, instructors, lectures or their secretaries.

Teaching staff, instructors, lectures can access the work page for comments via the 'My courses' page. There you will find the option directly above the buttons for saving comments.

Further actions

On the detail view of a course, you will find a grey box with "Actions" in the top right-hand corner:

From here you can access the most common functions that you will need for course planning or later in the semester for course management:

  • Use the Publish link to publish the course in the electronic course catalogue (ekvv)
  • You can also delete the current course as long as it has not been published. After publication, you will find a link to cancel the course.
  • The course can be copied for the next semester's course planning.
  • Contact persons leads you to the personal entries of the responsible electronic course catalogue (ekvv) representatives and the examination offices
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