Guides, videos and FAQs on campo
Information materials on HISinOne-EXA
In addition to the training sessions we offer for EXA (Examinations and course management), we also provide informative guides and helpful documents.
In the following, the training materials are organized by topic. In the first section, you can find general information on the online systems at FAU, start page and logging into campo.
Our regular online courses offered via Zoom are an excellent way to quickly learn how to use the new system and we can answer your questions directly.
Start page, login and general information
I can’t log in to the campo portal.
You can only log in to the system if you have been assigned at least one campo role or your existing role has been migrated from the old system mein campus. You can check this by visiting “im IdM-Portal überprüfen“.
I can’t switch to a different role
You can only switch between roles if you have been assigned more than one campo role. If you only have only been assigned one role, the role selection dropdown menu will not be shown and you cannot switch to another role.
Why were UnivIS roles not migrated to campo?
During the planning phase, several discussions were held with the UnivIS managers to explore the possibility of migrating the existing roles UnivIS manager and room manager from UnivIS automatically. However, due to the poor quality of existing data in UnivIS, the decision was made to assign new roles in campo.
Local login or SSO?
All users apart from applicants can log in to the campo portal via Single Sign On (SSO) with their IdM username and password. Existing examiner or staff accounts for logging in to mein campus are no longer needed.
How can I set my default role?
If more than one role has been assigned to you in campo, you can set a default role which is enabled each time you log in. Generally, this should be the role that you work with most frequently in the system.
To set the default role, in the main menu under User information > Set my default role select the role you would like to set as default and click the star icon. When you next log in, this role will be activated automatically.
Error: Insufficient access rights for switching roles
If you change roles from a specific function and this error message is displayed, it means that the area of the system that you are currently using is not assigned to the role that you have selected. To avoid this error message, you can return to the start page by clicking the home icon and switch roles from there. This stops this error message occurring.
Where can I find the module plan?
From the main menu, navigate to “My studies” and “Study planner with module plan”.
The examination regulations view is set as default.
Clicking “Show module plan” switches to the module plan view.
This replaces the study plan from mein campus.
Can parallel groups for a course be assigned to individual degree programs?
No, this option is not available in campo.
Can anyone book seminar rooms managed by departments or chairs?
Generally, rooms cannot be booked freely by anyone in campo. To book a room for a course or an examination, a room request must be made via campo. You can find all rooms that are available in campo using the search function and send a room request. The room manager is responsible for accepting or rejecting room requests.
Can links to modules be removed?
Yes, from the “Course groups” tab, click the delete icon to the right of the link. This deletes the link.
Can you access StudOn courses directly from the course catalog?
Yes, in the production system there is a direct link between the course entry in the course catalog and the relevant StudOn course.
Where can I find detailed information on the interface between campo and StudOn
For detailed information, please see the support section in StudOn.
Why can nobody see my special event?
Please check whether the visibility is set correctly when you edit the special event. You can find this option under “Edit basic data”.
The following options are available:
- Public: the special event is visible for everyone.
- FAU internal: The user must be logged in to HISinOne to see the special event. This means that they must have at least one university account.
- Participants only: The special event is only visible for participants who have been added to the event.
What do I need StudOn for?
The course management function is spread between two systems. Courses are created and edited in campo and this data is transferred to StudOn.
Course registration, management of registration deadlines, admission procedures, waiting lists etc. for courses will be managed entirely in StudOn from the winter semester 22/23.
How can I find my courses and register? –> https://www.studon.fau.de/studon/goto.php?target=lm_4675981
How can I integrate lectures and seminars into my website?
The plugin that was previously used with UnivIS has been updated for campo by the webmaster at RRZE and can feed information about lectures and seminars directly into your website.
Further information is available here: https://www.wordpress.rrze.fau.de/plugins/externe-daten-einbinden/lehrveranstaltungen/ WordPress-Plugin RRZE-Lectures.
How can I enter the maximum number of participants for lectures and seminars?
The maximum number of participants for lectures and seminars is entered in the StudOn portal. The interface to StudOn was adapted in this way because the number of participants plays an important role in admission procedures and is required by StudOn (especially if there is a limited number of places). The number of participants entered in StudOn is synchronized with campo automatically, which means it will also be displayed in campo with a time delay of between 60 and 90 minutes.
Is it possible to only add examinations once that occur in several modules?
The campo data model allows several modules to be linked to one examination. This means that examination data only needs to be entered once. If adjustments need to be made to the data model, please contact L2.
Is it possible to book more than one room at the same time for an examination, for example in Erlangen and Campus Regensburger Straße?
Yes, you can book two rooms for the same time. Use the function “Add planning matrix” and assign each room.
What is a parallel group?
If a course or an examination is offered on several dates or with a different examination format (oral examination or written examination), several parallel groups are created in campo. However, the term parallel group is also used in the system for courses and examinations that are only held on a single date, if a choice must be made between equivalent courses or examinations, even when the courses or examinations are not held at the same time or there is not an alternative examination format. This term is used in the system and cannot be changed.
Can examinations be created without a date?
Yes, however if an examination is created without a date it cannot be assigned to a room. The date and time need to be added for room assignment.
Who decided that individual examinations should be created instead of using Excel files?
This procedure was proposed by the Q-coordinators in consultation with the Examinations Office and the project team and approved by the Deans of Studies.
What do examination periods 1, 2 and 3 mean?
Examination period 1 is the first examination date offered during a semester, examination period 2 is the first resit examination in the same semester and examination period 3 is the second resit examination in the same semester. Examination period 3 is rarely used for degree programs at FAU.
Can I find a room using its door sign?
The door sign data was transferred during the migration and can be found by searching the “Room name” field. Check your selection for the “Room filter” field. If the room you are looking for is not assigned to a room coordinator, you will not find the rooms if the filter “Free requestable rooms” is active. Use the filter “Free reservable rooms” instead.
Where can I find the protocol template for oral examinations?
Please note that the examination type “Oral examination” must be selected to enable the protocol.
Open the main menu and navigate to “Teaching management”, “My examinations and courses”.
Select the examination and then click the participant list action. In the participant list, there is a dropdown menu, which you can use to generate documents including the protocol for oral examinations.
How can I create individual appointments for oral examinations?
The system allows for individual appointments for oral examinations (which the student can also choose themselves if required) by setting up the examination grid before the examination registration phase, so that the students can then choose their desired appointment on the dates you have specified. Since registration in the summer semester 2022 was still carried out with the old system, only a workaround can currently be used to realize the allocation of individual oral examination appointments. We created a function to assign individual examination appointments.
We are aware that this way of allocating appointments is cumbersome. For the winter semester 2022/23 we therefore recommend creating and publishing the examination grid with the individual appointments before the exam registration, so that the students can choose the desired appointments themselves before the exam registration.
Why should I approve the examination dates I have created?
The approval status for examinations (and courses) affects several functions in the system. During the examination registration phase, students can only see examinations as “available for registration” if the examination status has been set to approved. If the examination status is set to “in progress”, students cannot register for the examination themselves.
Room booking for examinations that have not been approved are not visible on public room schedules. This is problematic as cleaning staff, technicians and other users need to know when the room is not occupied and therefore accessible to them.
How do I create a date for examination inspections?
Create a special event room booking for the examination inspection and inform the examinees using the mass e-mail function to all examination participants.
How can I check if all the examinations at my Chair have been approved, are visible to students and that students can register for them?
Go to the course catalog where only approved examination dates are displayed. Any examinations not included in this list either do not have an approved examination date or no examination date has been set for the selected semester.
How do I create an examination date as an examiner?
If you offered an examination during a previous semester, you can add examination dates to this examination in the current semester. You can do this by clicking the “My courses and examinations” function and selecting the previous semester that you offered this examination. By going to the screen for semester-dependent editing, you can create an examination date for the current semester and assign yourself as the examiner. Your campo coordinator is responsible for all other semester-dependent examinations.
A step by step guide:
- Select the role “examiner” in campo.
- Navigate to teaching management -> My courses and examinations.
- Select the semester in which you have already offered the examination.
- Click on the pen symbol in the line for the examination under the column Actions. This takes you to the examination dates view.
- Change to the semester in which you would like to offer the new examination date and click on the button “Create new examination date”. In the window that opens you can select whether you would like to create an individual date or a series of dates. The information in the examination period column is decisive for whether students can register or not. You can enter 1, 2, or 3.
How do I change the date for an examination to a past date?
- Delete room booking, if applicable.
- Delete current date and time.
- Save >> Withdrawal date is deleted automatically.
- Open the basic data for the examination date again.
- Enter a new examination date.
- Save >> Withdrawal date is re-calculated.
- Book a room
How do I change the date for an examination to a date in the future?
- Delete room booking, if applicable.
- Change existing examination date
- Save >> Withdrawal date is re-calculated.
- Book a room
Entering examiners for planning grid appointments
If the planning grid is used for booking several rooms or organizing individual appointments for an examination, it is essential that at least one examiner is assigned for each individual appointment on the grid. If the examiner is not entered and the examiner is only added to the higher-level appointment, this can prevent the examiner from accessing the function “My courses and examinations” in the examiner role.
This problem mainly occurs in the campo administrator role, as the examiners are not automatically transferred to the individual appointments on the grid when the grid is created. If the examiner creates a planning grid themselves, the examiner is transferred automatically to the individual appointments.
Why is the send email function not displayed below the participant list?
To show the send email function, you need to go to “Edit table” above the participant list on the right, activate the “Checkbox for sending email” and then click close.
How can I activate the buttons above the grade entry ?
The “Finalize grades” button is activated after all grades have been entered. After the grades have been finalized, no further grades can be entered for this examination.
The buttons “Withdraw finalization request”, “Publish”, “Withdraw publication request” and “Approve temporarily” are not used at FAU but cannot be deactivated at the current time.
Why can’t I see the withdrawal status (RT)?
Students with this status are not shown in the grade entry list for the campo system.
How can I add student results manually?
Select the examination and open the grade entry screen for the examination by clicking the edit icon.
At the top of the screen, you can see the list of participants who are already registered for the examination and when you scroll below you can see second section for “Manual entry”.
Enter the student registration number in the relevant column and click save if you do not have a grade to enter yet. Now the student will be added to the examination manually.
You cannot see examinations or courses that do not have any registered participants under “My courses and examinations” with the Examiner or Examinations Administrator role. However, if you are assigned the examiner role you can view examinations with 0 participants via the function Achievements > Edit grades
This also shows examinations that do not have any registered participants.
I have been assigned the examiner role for an examination and can view the examination, but cannot enter any grades. Why?
Grades can only be entered by examiners who have been assigned the first examiner role for an examination. You cannot enter grades if you have been assigned the second or third examiner role. If the role you have been assigned is incorrect and you cannot therefore enter grades, please contact the campo administrator in your organizational unit, the Examinations Office or EXA Support.
This section covers the training topics “Editing module data” and “Degree program coordinators”.
What is the difference between a parent and child element?
A parent element is an element that can be edited and in which all changes must be made. Changes made to a parent element are transferred identically to the child element. Child elements cannot be edited.
Who can see the comment field on the basic data tab?
This field is visible for all roles that have access to the basic data tab on the module level. This includes module coordinators, degree program coordinators and the L2 team that are responsible for the data model.
The editing status “for review” is set by the module coordinator when the module description is complete and the module can be reviewed by the degree program coordinator. If no further changes are required, the module is set to the status “approved” and becomes visible.
How can I tell whether an element is a parent element?
Parent elements and child elements are listed on the “Linked modules” tab. The parent element is listed first and marked as the parent element.
Have all modules been added to the system?
All modules that are available in mein campus will also be available in campo. Module description texts have been imported from UnivIS or Word documents provided by departments for example at the School of Business, Economics and Society, who requested data migration from L2. For the School of Business, Economics and Society, the courses and modules still need to be linked in campo.
What is the “Structure” used for under “Module data” ?
In the “Structure” tab, you can view which elements (courses and examinations) are assigned to the module and also where the module itself is also assigned to. Relations to higher-level elements can only be viewed within one degree program but they can also occur in several degree programs.
How do the different examination regulation versions affect the module handbook?
In campo, a module handbook is generated for each examination regulation version in a degree program. If modules are used in more than one version of the examination regulations, they will be incorporated into the module handbook for each of the examination regulation versions.
Will the room bookings be imported from UnivIS with the initial migration of course data?
Yes, the room bookings for the current semester and the next semester will be imported into campo from UnivIS, insofar as this data has already been entered.
When the “Copy semester data” function is used, will room bookings also be copied with course data?
Yes, room bookings will be copied with the “Copy semester data” function.
In UnivIS there was a function for printing a list of the most frequently booked rooms. Is this also available in campo?
No, there isn’t an equivalent function in campo. However you can create a search set using the room search function. Search sets are parameters that can be applied to the room search which make it easier to show the rooms you book or use most frequently.
No, the room bookings that are being migrated to campo are transferred with the status “accepted” and do not need to be accepted again.
Who can I contact if I notice an error in the room data?
If you notice an error in room data, please contact the FAMOS support team (firstname.lastname@example.org), who are responsible for maintaining room data.
Can room requests that have not been processed yet be accessed by clicking on them from the room schedule and edited by the room coordinator?
You can see which room requests are pending and have not yet been processed from the room allocation plan but they cannot be edited from the room allocation plan.
Can several rooms be booked at the same time for special events?
Yes, this is possible, for this you have to create the date of the special event per room, because only one room booking is possible per date.
What can I contact to request changes to the room equipment?
If the equipment needs to be changed for a room, please contact the campo building managers for the respective faculty. Equipment that isn’t listed already can only be added by request to the administrators in L2, via the support team email@example.com.
Why are special events not shown on the room allocation plan?
Special events are shown on the room allocation plan.
They are highlighted with a green background and have a small calendar icon.
Why do I not receive a room request if I request a room that I am the room manager for?
If you request a room for an examination, course or special event that you are responsible for, you will not receive an additional room request. The system will automatically confirm the request and book the room.
I want to create a weekly course for my class with the location alternating between room A and room B.
There are two options in this case: Either you create two date series in a parallel group which only take place every 14 days on Mondays, where one starts on April 17 and the other on April 24, for example. You can then assign these to two different rooms. Or, you can create just one date series with an event that occurs weekly and reserve room A for them. You must then delete the room booking for every second date and assign room B as an alternative location.
How does the room filter affect the search results when making a room request?
The room filter is always applied to the results list. The following options are available:
- Free reservable rooms: Shows all rooms that are available at the specified time and that are not assigned a room coordinator or the current user. These rooms can be booked directly.
- Free rooms in my organizational unit: Shows all rooms available at the specified time in your organizational unit. Results can include rooms that need to be requested or rooms that can be booked directly.
- Free requestable rooms: Shows all rooms that are available at the specified time but are assigned to a room coordinator To book a managed room, you need to make a request to the room coordinator responsible.
- My free rooms: Shows all available rooms that are assigned to the current user (room coordinator role). These rooms can be booked directly by the current user. This filter is only available when the current user is assigned as the room coordinator for at least one room.
- Booked rooms: Shows all rooms that are booked at the specified time and which would result in a room conflict if they are booked again. Only users with the Save room location/time conflict right can make a conflicting booking.
- Blocked rooms: Shows all rooms that are blocked at the specified time.
The room filter Free reservable rooms is activated by default. The room type filter is set to Room by default. The search function also only returns rooms that are available on all dates and times specified.
I would like to book a room managed by Universitätsklinikum Erlangen for my course and I can’t find it.
For all rooms managed by Universitätsklinikum Erlangen there is no room coordinator in campo, which means that these rooms can always be found under “Free reservable rooms”. The booking of the lecture halls managed by the Faculty of Medicine must always be coordinated with the contact persons there before the booking can be entered in campo.
What is the easiest way of searching for a vacant room at a specific time?
Once you are logged in you can use the “Advanced room search” function for this. You can access this function from the menu “Management > Rooms and Buildings”. From here you can enter a specific date or time when searching for an available room. You can also search for rooms by capacity and available equipment.
Can I access the course catalog even when I am not logged in to campo?
Yes, you can access the course catalog when you are not logged in to campo. You can also search for courses in campo when you are not logged in.
What are discontinued examinations?
Discontinued examinations is the area in the examinations management system where exams that are not to appear on the certificate or transcript are assigned.
What is the difference between the campo coordinator and course catalog editor role in relation to editing the course catalog and course data?
The campo coordinator role can edit, assign and manage individual courses but they cannot edit the course catalog.
The course catalog editor can edit the course catalog but they cannot edit courses.
Under the general electives section including key qualifications and language courses the previous structure of the course catalog has not been migrated completely
Our test database is not complete. All sections will be available in the production system.
What do levels mean in the course catalog structure?
Intermediate levels have been created in the structure to structure or perform calculations. If desired, this area can be hidden using the visibility options.
Can I enter a module that has a course in the summer semester and the winter semester?
Yes, it is possible to add a course in the summer semester and in the winter semester that are assigned to one module.
The relevant course will be shown in course catalog based on the active semester.
Are changes made to the course catalog structure transferred from semester to semester?
Yes, in campo the structure of the course catalog is transferred from semester to semester.