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electronic course catalogue (ekvv)

FAQs from students about the electronic course catalogue (ekvv)

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Please note that it is not sufficient to reset the PRISMA password alone, but that you must also reset the web (Shibboleth) password once in the PRISM portal in a second step.


Maintaining the timetable in the electronic course catalogue (ekvv)

Towards the end of each semester, all students are asked to create a timetable for the coming semester as part of the university-wide online requirements survey. This creates attendance lists for the following semester at an early stage in the semester, which help the Faculties and administration to estimate how much demand there will be for individual courses, whether larger rooms need to be provided or whether individual courses can be added. These timetables, which are drawn up well in advance, help to estimate capacity, but do not have to and cannot be completely binding.

As the new semester approaches, you should check your timetable again and update it if necessary (e.g. if your timetable has changed or you may have to attend a course again because you have failed an exam). As soon as the semester starts, your timetable should contain exactly the courses you want to attend so that the teaching staff, instructors, lectures have an up-to-date attendance list for the first course date.

There are occasions when your semester planning changes. Then you should definitely update your timetable. It should always be tidy and contain exactly the courses you are attending. This is important for the teaching staff, instructors of your courses, who depend on up-to-date attendance lists, but it also benefits you: In the "My Uni" app and in the "My Uni" portal, your next event dates are displayed as a university calendar so that you can see at a glance what's coming up next and where you need to go next.

What are occasions when you should revise your timetable?

  • To be on the safe side, you may have included courses in your timetable that you only need to attend if you fail an exam from the previous semester. However, the academic achievements from the previous semester have now happily ended up in your transcript of records and the course has been removed from the timetable.
  • You have included several courses in the timetable for which places have been allocated as part of the place allocation process. The place allocation process is completed and you remove all courses from the timetable for which your status is "not attending".
  • You have planned generously and included some courses in your timetable that you find interesting, but realise that the workload is becoming too heavy or that you have less free time in the semester than you had hoped. You remove all courses from your timetable that you cannot attend after all.
  • Two courses in your timetable overlap. You decide in favour of one of the two courses and remove the other from your timetable, as you cannot be in two different places at the same time.

Participation management in the electronic course catalogue (ekvv)

Participation management is sometimes used in allocation procedures of Faculties that distribute restricted-attendance courses within the Faculty. However, neither will the electronic course catalogue (ekvv) attendance management be used for all courses with restricted attendance, nor are all courses with electronic course catalogue (ekvv) attendance management necessarily restricted. For example, teaching staff can use the electronic course catalogue (ekvv) participant management in their course after the start date of the lecture period to delete students from the list of participants who have the course in question in their timetable but are not attending.

  • Courses with limited participation can be recognised in the electronic course catalogue (ekvv) by a coloured note: "Limited number of participants"
  • Courses with participation management are marked with a staff, people icon and the text "eKVV participation management".

Register for the electronic course catalogue (ekvv) and add the course to your timetable. In the brief overview of your timetable, you can then see the status that has been assigned to you for the respective course. As a rule, the participation status will initially be "undefined" (grey arrow). After the allocation of places has been carried out, the status changes, as you can see from the colour change in the arrow symbol. You can therefore see the results of those allocation procedures that are carried out via the electronic course catalogue (ekvv) directly in your personal ekvv timetable. With the support of the "Details" link, you can find out more about the respective status and see who is responsible for determining the status.

 

The electronic course catalogue (ekvv) participant management is only used to document whether a place has been allocated or not. The allocation is based on criteria defined in the BPO or in the Master's examination regulations. The decision on participation lies either with the respective teaching staff, instructors, lectures or, in the case of Faculty or subject-wide allocation procedures, with the staff, people responsible there. You can see who has entered the participation status for the course in question in Participation Management via "Details". If in doubt, you should first contact the lecturer. This also applies to questions about when you will be notified of the decision on participation or non-participation.

If you have caring or childcare responsibilities, you can have this added to your enrolment data at the Student Office. The colleagues who deal with place allocation procedures in the Faculties can then view this "parental status" in the allocation software so that your time requirements can be taken into greater consideration when allocating places.

Parental status is not included in the allocation algorithm of the automatic place allocation procedure. This means that parents are not favoured per se in the allocation of places. Please contact your Faculty's hardship advice centre regarding the allocation of places if you are unable to attend a course due to caring responsibilities.

Faculties determine the dates for the allocation procedures themselves. As a rule, you will be informed of the exact procedure via your subject's electronic mailing list(s).

The time frame in which the allocation procedures are to take place is set out in the curriculum planning calendar.

If in doubt, ask your teaching staff, instructors, lectures or the staff, people responsible for the allocation procedures.

If a seating plan is created in advance in an examination course in the electronic course catalogue (ekvv), you can view this as well as your participation status in the '''Quick view''' of your timetable in the "Status" column.

Managed courses are a special form of participation management. They were first introduced for the Faculty of Medicine's courses in order to support their special features in teaching. In the case of managed courses, participation is decided exclusively by the Faculty; such courses cannot be freely assigned, nor can this place be released again independently via the electronic course catalogue (ekvv) once it has been assigned to the course. If you would like to take part in such an event but are not on the list of participants determined directly by the Faculty, you must contact the Faculty directly. Contact addresses can be found on the event details page under persons to contact. IMPORTANT: Admission to these courses cannot be granted by the teaching staff, you must contact the Faculty's electronic course catalogue (ekvv) representatives.

 

Exams in the electronic course catalogue (ekvv)

The organisation of (Modules) examinations varies from Faculty to Faculty, and exact arrangements are made in the courses. Therefore, if in doubt, the most important rule is to enquire with the teaching staff of the course in good time as to whether binding registration for the examination is planned.

Examinations are often organised via the electronic course catalogue (ekvv), especially in degree programmes in which examinations are written with large numbers of participants. For this purpose, separate examination events are published in the electronic course catalogue (eKVV), which must then be included in the timetable by students who wish to take part in an exam, for example. This way, the organisers know how big the rooms for the exam need to be and how many exam copies need to be printed.

It is common practice to set deadlines for this registration, which are displayed in the electronic course catalogue (ekvv). Once the deadline has expired, registration is no longer possible.

In the electronic course catalogue (ekvv), examinations are always found in the same Modules as the associated course and often have the same title and document number. This makes it easy to find examination events.

Examination events are one-off events that are displayed in the timetable via the weekly view, but only in the week in which they actually take place. To be absolutely sure that the event has been successfully included in the timetable, it is best to use the "Detailed" timetable view, in which all events in the timetable are displayed.

If seating plans are published in advance for the organisation of the examination event, you can also find your own seat via this timetable view.


Mail address in the electronic course catalogue (ekvv)

Please check the following points:

  • Is the course in question actually saved in your timetable?
  • Has participation management been activated in the course? If so, check your participation status: you can only receive emails if you are marked as a "participant" in the course. Contact the teaching staff, instructors, lectures if you think that your participation status needs to be changed.
  • Which email address is stored for you in the electronic course catalogue (ekvv)? Adjust it if necessary or set up a forwarding to a mailbox that you use.
  • Check the spam folder in your mailbox. Sometimes system mails are incorrectly categorised as spam.

You can be contacted by the university via the e-mail address stored in the electronic course catalogue (ekvv). If we delete your e-mail address, you will not only miss out on e-mails to large groups of university members, but you will also no longer be contactable by teaching staff, instructors and examination offices. We strongly advise against this.

You can edit your e-mail address in the electronic course catalogue (ekvv) yourself and, for example, store an address there that you can retrieve specifically so that university e-mails do not mix with your private e-mails. We have described here how to manage your email address in the electronic course catalogue (ekvv):

The mail address in the electronic course catalogue (ekvv)


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