Participation management for teaching staff
Participation management for individual courses in the electronic course catalogue (ekvv) enables teaching staff, instructors and lecturers to edit the participation lists for their courses. Individual staff, people on the list are assigned the status "attending", "not attending" or "waiting list". It is not possible to remove staff, people from the attendance list completely.
The participation management functions and various usage scenarios are explained on this page. FAQs on this topic can be found on this page: FAQs on participation management
Avoid the first error
When participation management is activated, all students are initially set to the status "undefined". This status effectively means that no student is marked as a "participant" and means, among other things, that no participants are transferred to learning platforms or evaluation software.
Immediately after activation, the participation management must therefore be edited and the students assigned one of the statuses explained below. If this is not possible, it is better not to activate participation management, or to do so at a later date!
Using scenarios
The participation management is not initially activated in the electronic course catalogue (ekvv). However, it can be activated at different times during the semester. Please note that once participation management has been activated, it must also be maintained in order to document any additions or withdrawals in the course (see "Avoiding the start error")
- Before the event begins: Documentation of allocation procedures
Some Faculties use place allocation procedures before the start of the course and allocate places to students in courses. For this purpose, so-called "document managers" are used in the Faculty, who are given special rights to access the participation management of all courses in a Faculty before the start of the course. Participation management is the tool used to document the results of the procedures in the electronic course catalogue (ekvv) and at the same time provides re-enrolment for the allocation of places to students.
Please observe the requirements of the Framework Examination Regulations if you wish to allocate places or contact the BIS for advice.
You can read more about the centrally supported allocation of places here: LSO portal (with login to the staff area)
- Start of the event
Teaching staff, instructors and secretaries's offices can only access the attendance management system from the first course date onwards; prior to this, it can only be used by the above-mentioned document managers. Teaching staff, instructors, lecturers will therefore either find a deactivated attendance management system at the start date of the semester or one that has already been used to document the allocation of places. In both cases, the attendance list serves to provide an overview of the expected participants.
- During semester
There are usually some changes in the courses at the start date of a semester when students decide to study differently than originally planned after the first meetings. This means that the staff, people actually attending a course no longer match those on the attendance list.
Attendance management can now be used to adjust the attendance list to the actual circumstances. In addition to an updated attendance list, this also enables more accurate mailing lists and regulation of access to the learning rooms connected to the electronic course catalogue (ekvv) and the evaluation software. If participation management is already activated in the course, it can now be used for subsequent maintenance, otherwise it will now be switched on. But beware: Activating participation management means that all students initially have the status "undefined". The list should then be edited directly.
- At the end of the semester: Clearing the participation list for the reporting of examination results
The web forms used at the end of the semester to report examination results to the examination office are based on the course attendance lists. In order to make better use of these, it makes sense to clean them up beforehand using attendance management.
Conversely, the reporting of examination results becomes complicated if participation management has been activated in a course but not maintained: This is because only those students with the status "participating" are then offered for booking credits.
Participation management for courses
Participation management is called up via the link of the same name in the detailed view of a course. It is always deactivated when creating an event.
Participation status
- "participating (teilnehmend)"
- "not participating (nicht teilnehmend)"
- "undefined (undefiniert)"
The student has not yet taken part in the assignment because it has either not yet taken place or the student only added the course to the timetable after the assignment. Students with the status "undefined" are displayed as "not participating" in the participation list , are not on the mailing list and cannot enter the learning room.
- "Waiting list (Warteliste)"
The student has not been allocated a place on the course but is on the waiting list. The student will not be moved up automatically but must be added manually. You can only save the status "Waiting list" if you also enter a corresponding place on the list.
Students who are on the waiting list expect to have the opportunity to move up. However, they are not moved up automatically; the teaching staff, instructors and lecturers must move students from the waiting list to the participation list manually. It is advisable to use this function after the first course dates at the latest, when it is clear which students will attend the course and which will not.
Set markers
In addition to selecting individual students, you also have the option of using the buttons at the end of the list to "Mark all as participating", "Mark all as non-participating" or all "Mark undefined status as non-participating". We recommend using the last button to mark students who have registered late and after the degree has been awarded as "non-participating" with one click.
Only when you save this assignment by clicking the "Save" button at the bottom of the page will the change take effect. The participation list is then sorted into different blocks according to participation status.
Add students to the course
Participatione lists are usually created by students adding the course to their timetable. Participation management makes it possible to add students to the participation list even if they have not added the course to the timetable themselves.
There are two options for this:
"Add individual students"
You will find an "Add" link at the top of the participation list in Participation Management. You can use this to add individual students or an entire list of students by copying the matriculation number(s) or registration names of guest users into the corresponding field.
If you only know the name but not the matriculation number, you can contact your examination office.
Please remember to save the imported matriculation numbers in Participation Management so that setting the participation status takes effect!
"Importing attendance lists"
You will find a link to import entire attendance lists in the same place. This function is useful if you want to transfer a complete participation list from another event, e.g. because you have organised an additional event.
ATTENTION There is a special feature with this function: Importing a list overwrites any existing allocation in Participation Management and marks students who were already on the list as "undefined".
Confirmation of participation by password
In addition or as an alternative to explicitly setting the participation status, you can also set a password in Participation Management that students must enter to confirm their participation. This allows students to register themselves in a course and set themselves to "participating" when participation management is activated.
The password department is part of Participation Management and can be accessed via a link at the top of the Participation Management page.
If an additional password is set up, this must be communicated to the students (e.g. as part of the course). Only those participants who have independently set themselves to "participating" in the participation list via the password can then access the learning room. However, you can also manually set students to "participating". If you want to switch off self-registration by password, simply remove the password in the participation management. Students who have registered up to this point will not lose their access status.