Applications – Examination Committees (App)

• Examination Committee
  Clicking on Examination Committee takes you back to the basic view.
• Statistics
  Retrieve the application statistics for your study program.
• Recently Viewed
  Access the applicants and applications you viewed most recently.

By entering an application number (or applicant number or student ID number) in the quick search, you can go directly to a specific application.

If the basic view is reloaded or the “Reset” button is clicked, certain filter parameters are preset. This preset filter displays all applications for which the Application, Admission, and Enrollment Department (BZE) has requested a decision from the examination committee and for which no decision regarding the right to admission to examinations has yet been recorded.

Semester: Only applications from the selected semester are displayed.
Decision/Right to admission to examinations: Here, you can filter the applications assigned to your examination committee according to specific criteria. Set the filter criteria, and click on “Apply filter”.

The following filter settings can be applied for the criteria “Decision” and “Right to admission to examinations”:

• “All” – shows you all applications assigned to your examination committee, regardless of status. Some of the applications shown here may not require your review because the decision can be made directly by the Application, Admission, and Enrollment (BZE) Department, and/or the admission is rejected based on other criteria.
• “Decision not required” – shows you applications that are being handled by the BZE department and are either not yet ready for a decision or have already been decided by the BZE.
• “Decision required” – shows you all applications that have been reviewed by the BZE department and now require a decision from your examination committee.
• “Right to admission to examinations confirmed” – shows you all applications where your examination committee has already made and saved the decision “Right to admission to examinations confirmed”.
• “Right to admission to examinations not confirmed” – shows you all applications where your examination committee has already made and saved the decision “Right to admission to examinations not confirmed”.
• “Right to admission to examinations cannot be determined” – shows you all applications where your examination committee has already made and saved the decision “Right to admission to examinations cannot be determined”.

Please note:
Only application requests marked as “Decision required” need to (and can) be processed by the examination committee. Make sure the semester is selected in the “Filter” section for which the applications should be displayed. If you temporarily save applications with a decision on right to admission to examinations, they will no longer be listed with the filter setting “Right to admission to examinations = Unknown”

All applications that match the selected filter criteria are shown here.

By default, the results list is sorted by the last names of the applicants. You can also sort the results list by other criteria by clicking the small triangles in the column headers.

If you hover the mouse pointer over one of the displayed symbols or one of the underlined abbreviations in the header row without clicking, a tool tip will display the meaning of the symbol or abbreviation.

• Positive entries are indicated by a green check-mark.
• Negative entries are indicated by a red “X”.
• A yellow exclamation mark indicates that the status is currently under review.
• A gray question mark indicates that the status is still unknown or has not been entered.
• An orange clock indicates that the status currently cannot be determined.
• A dash indicates that no status entry is required.

The columns in the results list contain the following information:

• Application number: The application number serves to uniquely identify an application request. Clicking on the application number opens the detailed view of the application.
• Applicant number: The applicant number uniquely identifies the applicant during the application process just like the student ID number does later on. An applicant has only one applicant number but can have multiple application requests and thus multiple application numbers.
• Name of the applicant: Last name, first name
• Student ID number: If a student ID number has already been assigned, it will be displayed here.
• Date of birth: In addition to the applicant’s name, the date of birth is provided to enable clear identification in the overview list.
• Electronic submission: Date and time when the application was received in C@MPUS.
• Last modified on: Date of the last change made to the application. No distinction is made as to whether the change was made by the BZE department, the selection committee, the admissions committee, the examination committee, or the applicants themselves.
• Delivery: If an application has been received and is active, a green check-mark is shown here.
• BU (Application documents): An automatically derived status regarding the review of the application documents. This status is currently used solely to provide feedback to applicants. (When application documents are jointly processed by the BZE department and the examination committees, the derived status values are not reliably usable for the examination committees.)
• FOVS (Formal entry requirements): The status of the formal entry requirements (FOVS) is recorded by the BZE department.
• Green check-mark = formal admission requirements fulfilled
• Red “X” = formal admission requirements not fulfilled
• Gray question mark = unknown, the application has not yet been processed by the BZE department
• FAVS (Academic entry requirements): The status of the academic entry requirements (FAVS) is recorded by the admissions committee. It is relevant only for applications to Master’s degree programs.
• Green check-mark = academic entry requirements fulfilled
• Red “X” = academic entry requirements not fulfilled
• Gray question mark = unknown, the application has not yet been processed by the admissions committee
• Zul (Admission): If the formal and academic entry requirements are fulfilled or if applicants have a conditional admission during the enrollment process, admission will be granted.
• Green check-mark = Admission granted (potentially based on a restricted admission ranking list).
  If the formal or academic entry requirements are not met, the application will be rejected.
• Red “X” = Admission rejected
• Stpl (Study place acceptance): Applicants must accept the study place for enrollment to proceed.
• Green check-mark = Study place accepted.
• EVS (Enrollment requirements): To complete the enrollment, the enrollment requirements must be fulfilled. These include, among other things, uploading a passport photo for the student ID, providing health insurance information, and, if applicable, checking the right to admission to examinations. If the right to admission to examinations must be reviewed by the examination committee as part of the enrollment process, the following appears in this column:
• Yellow exclamation mark = Enrollment requirements temporarily not fulfilled
• Beitr (Tuition and fees): To complete enrollment, the required tuition and fees must also be paid.
• Immat (Enrollment): If the enrollment requirements are met and the tuition and fees have been paid, enrollment will be completed.
• EN (Decision): This section shows whether a decision by the examination committee is required for this application.
• Gray question mark = Decision required
• Dash = Decision not required
• PA (Right to take examinations): If a decision by the examination committee is necessary, the status of the right to admission to examinations will be displayed here.
• Gray question mark = Right to admission to examinations unknown or not yet reviewed
• Green check-mark = Right to admission to examinations confirmed
• Red “X” = Right to admission to examinations not confirmed
• Orange clock = Right to admission to examinations cannot be determined 

Here, you enter your decision regarding your request to admission to examinations.

• Green check-mark = Right to admission to examinations confirmed
• Red “X” = Right to admission to examinations not confirmed
• Orange clock = Right to admission to examinations cannot be determined

Selecting the option “cannot be determined” during placement and admission means that the right to admission to examinations must be reviewed again during enrollment.
If the option “cannot be determined” is recorded during the review of the right to admission to examinations for enrollment, this will result in a rejection of enrollment.

Here you will find the personal data, information on the university entrance qualification, and, under “Academic Background”, the applicant’s details about their previous studies.

Here you will find the basic application data such as: Application number, start of studies, intended degree, study program, type of admission, and requested semester.

If you are classified into a higher academic semester, enter your classification decision here under ‘Academic semester classified’.

Comments regarding the application can be added in the remarks field. The remarks field is visible to all staff members processing the application (e.g., the BZE department) but not to the applicants themselves.

Documents: Here, you can view the documents required for assessment by the examination committee.

For processing a placement into a higher academic semester, you will find the relevant documents (transcript of records and details on definitively failed examinations) under the section “For Admission”.
For the review of the right to admission to examinations during enrollment, you will find the relevant documents (transcript and details on the right to admission to examinations) under the “For enrollment” section.

The current status of each document (e.g., received, OK, not OK, or not submitted) is displayed under “Status”. After reviewing the document, please enter the appropriate status here as either “OK” or “not OK”.
Always provide feedback to applicants regarding document uploads via the “not OK” document status and the corresponding justification text.

For the “not OK” status, you can select one of the predefined justification texts or enter a custom justification using the pencil icon (see image).

Under Actions, you will find various icons with different functions:

• Processing Log: You can view a processing log via the list icon here. 
• Upload: Documents can be uploaded here. This is normally done by the applicant.
• Download: Here you can download the documents and view them for your review.
• Pencil: Applicants enter their information regarding the right to admission to examinations via this section.
• Magnifying glass: You can view the information entered by the applicant here.

Please note: In general, applicants may submit or replace documents at any time within the deadline as long as the document status has not yet been recorded as “OK”.

Please refer to the relevant guides to see which documents you need to review and enter for each specific evaluation:

• Enter Placement into a Higher Academic Semester
• Review right to admission to examinations for enrollment

Application status: This section appears as a tab behind the “Documents” section. Here, you can view the overall status of the application.

Recognitions/notes/additional graded assessments: Please enter any recognitions and additional notes here as they should appear on the placement notification; you can also indicate here, for example, whether the orientation examination is considered passed.

Please save any interim results of your processing using the “Save” button.
Clicking “Cancel/Close” takes you back to the basic view.
Once you have fully completed your processing, select “Make decision” to enter the final decision. (As long as you have not yet recorded “Make decision”, the application remains with the examination committee. The BZE department will continue processing only afterward.) You can view a preview of the notification at any time via “Show notification”.
After the final “Make decision”, the digital notification will be placed in the applicant’s student file overnight. The applicant will receive an e-mail informing them that the notification is now available.

The BZE department also accesses this notification in the student file and continues processing the application/enrollment accordingly.

Please note: By clicking “Make decision”, your entries are saved permanently and can no longer be changed. Please carefully review your entries beforehand and use the option to preview the placement notification.