Assignment of access rights (STM) and study program management in C@MPUS

C@MPUS documentation for employees

The study program manager is primarily responsible for registering students and assigning rights in the Study Program Management (STM) section of C@MPUS. Program managers also have expanded access rights regarding their program and “their” students (student records, exports).

Study program as an organizational unit

New organizational structure in C@MPUS. Study programs are now organized under the respective faculties, and functions and roles are assigned to these units.
Organizational tree of the University of Stuttgart: New structure in C@MPUS

Rights and committees are assigned at the faculty level to the respective study program and degree. This establishes the study program as the central organizational unit under which committees, bodies, and individuals are organized.

When opening an app with an organizational filter in the STM section (examination, admissions, or selection committee), you must therefore select the relevant committee for the respective degree program, not the department.

A designated individual (the study program manager) is responsible for managing the roles and access rights for the respective study program in C@MPUS. This gives rise to the following tasks and options:

  1. Study program editing rights:
    • Rights to access student records for students enrolled in a (partial) study program and access to the student file app
    • Right to export student lists
  2. The right to register all relevant individuals (roles and access rights) associated with the study program, such as the Dean of Undergraduate and Graduate Studies, examination and admissions committees, academic advisors, etc.

Overview, information, and instructions on assigning rights and roles

2.1. Study program editing rights

Study program managers have extended access rights via the “Edit_Program(Bearbeitung_Studiengang)” function in C@MPUS:

  • Access to “your” students:
    • Enrollment status of students in (partial) study programs
    • Access to the Student File app (e.g., viewing/searching for “your own” students, master data, sending emails to individual students)
  • Access to exports from C@MPUS (student rosters). The following exports are currently available in the C@MPUS app under “Reports/Exports”:
    • Current students
    • First-year students
    • Approved
    • Pre-study internship (only for programs requiring a pre-study internship)
    • Students who have graduated from "your" study programs
    • Students for the examination committee
  • Right to enroll in a study program and register for modules/courses, and access to module handbooks

The study program manager can also assign this role and the associated access rights to other individuals.

2.2. Managing users (roles)

The “RuR_Sachbearbeitung_Studien(gang)” role can be assigned to a maximum of three people (e.g., the study program manager, the Dean of Graduate and Undergraduate Studies, and one other person). This feature allows you to add and delete individuals and roles in C@MPUS within the Study Program Management (STM) section.

The study program manager is entered by default and is designated as the primary contact for managing these rights.

This makes C@MPUS the leading system for displaying, entering, and deleting the key features and personnel associated with a study program. These entries will (in the future) be used to create lists on the website, for example. In addition, information about office holders is displayed according to these entries on certain printed documents, such as student transcripts. It is therefore essential that all relevant individuals be assigned to the program and that their records be kept up to date at all times. Please also refer to the key information provided.

You can add or delete the following roles:

  • There are two groups: 
    • Legal and/or functional (Table 1): Legal requirements (as defined by the LHG/statutes) and/or functional roles (display only, without editing rights in C@MPUS). These roles must be filled!
    • Study program-specific (Table 2): Rights to process apps, admissions, and enrollment in C@MPUS
  • In some cases, more than one person may be listed for a role (such as alternatives or job sharing) (see tables).

Table 1: Legal and/or functional:

Designation

Type

Content

Dean of Graduate and Undergraduate Studies

Legal office holder
(max. 1 person) 

Display/evaluation
according to the LHG

Chair of the
Examination Committee
 for (STG xxx)

Legal office holder
(max. 1 person)

Display/evaluation
according to the LHG/PO

Chair of the
Examination Committee/
selection committee
for (STG xxx)

Legal
(max. 1 person)

Display/evaluation
according to the LHG/ZulO/AuswSatzung (bylaws)

Study program manager

Functional (legal)
(max. 2 people)

Display/evaluation
(e.g. functional)

Academic advisor

Functional (legal)
(max. 2 people)

Display/evaluation
Consultation in accordance with LHG

Bafög (student financial aid) officer 

Functional (legal)
(max. 2 people)

Display/evaluation
Consultation in accordance with BAföG (LHG)

Table 2: Study program-specific access rights (editing in C@MPUS):

Designation

Type

Content

Examination Committee administration

Study program

Examination management processing
(e.g. placement/assessment for higher semesters)

Internship Department

Study program

Pre-study internship processing (suspension),
where applicable (optional extension: internship)

BUZ administration – Selection Committee

Study program 

Editing NC Criteria (Bachelor's)

BUZ administration entrance exam

Study program

Processing of entrance examination
selection criteria (Bachelor's)

BUZ administration admissions committee

Study program

Processing Master’s applications
(including NC thresholds)
  • Officials (Dean of Undergraduate and Graduate Studies and the Chair of the Examinations Committee) are considered ‘special’ legal roles/persons. At any given time, there may be only one valid office holder, and this position must be assigned continuously without any gaps.
  • Some roles do not have editing rights in C@MPUS, but they are publicly visible and must be entered correctly – for example, to be displayed on the website. Some people can be both, for example, a study program manager with editing access rights in the module administration system
  • In the event of a change in study program management, it is recommended that the incumbent program manager appoint their successor.
  • Please also notify the online editorial team in Division 3 of any changes to the study program’s contact persons [de] so that the contact information for the study programs can be updated.

Instructions: Entering, editing, and exiting roles

Overview of the various selection fields in the "Roles" app in C@MPUS in German
Overview of all registered roles – where to find each feature [de].

Click on the “Organizational tree” app on the C@MPUS home page and select the desired study program under Faculty > Study Programs > Bachelor's/Master's or Other Study Programs.

Please note: For changes regarding deans of graduate and undergraduate studies, chairs of examination boards, and chairs of admissions committees, you must expand the respective study program again. Next, click on the role you want to edit.

Select “Roles” under the “Resources” tab

Under the “Resources” tab, select “Roles.” You will now see an overview of the roles available for your study program.

At the top of the ribbon, you can choose to display either system-level roles (no editing rights in C@MPUS, view-only) or program-specific roles (editing rights in C@MPUS). For deans of graduate and undergraduate studies, chairs of examination boards, and chairs of admissions committees, you must select “Legal Roles” from the ribbon at the top to view the listed individuals.

Individuals who have already been registered are listed under their respective roles, including the period of their tenure. Clicking on the name of a role will display a list and description of the rights in C@MPUS that are assigned to the respective user through that assignment.

If you click the person icon with the plus sign next to a particular feature, you can assign new people to that role. Next, enter the last name of the person you want to add in the search field and click “search.” Then check the box next to the applicable person in the selection field and confirm the entry by clicking “Apply.” In the window that appears, you can now specify the time period for the assignment, with or without an end date.

Please note that certain responsibilities must be carried out continuously, without any gaps. If the maximum number of entries has been reached, or if you can only assign one person to a role, you must first remove someone from that role before adding the new person.

By clicking the edit icon next to a person’s name in the roles or people overview, you can adjust the duration of the role – for example, by setting an end date or immediately ending the person’s responsibilities.

As soon as a new person is added to C@MPUS, they are automatically displayed in the person directory on the website, which can be accessed via an interface. Therefore, it is important that each staff member updates their own profile in C@MPUS and provides information about their staff member/department page and, if applicable, their contact details. Changes to the information published on the website about the person responsible for the role can only be made by the respective role holder themselves in C@MPUS.

Information about newly assigned role holders is updated on an ongoing basis and should be posted on the website(s) within one day at the latest. The information is displayed on the following websites:     

In the event of changes to study program managers and academic advisors, we also ask you to report these changes via the contact form to Department 3 [de], so that the contact boxes on the central study program pages can also be updated for students and prospective students.

Additional instructions for study program managers

Contact

 

Division 3 - Students' Affairs

  • Further information
  • Point of contact for questions relating to the organization of study programs and teaching
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