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FAQs from the Exam Management

Registration and submission of your thesis

Submission by email:

The registration form must be completed in full, signed and sent as a PDF file to the Exam Management Office as a single copy by email. Please include your thesis advisor in CC. Your advisor’s signature can be sent in digital form. After your registration hasbeen processed, you will receive confirmation of your registration by email.

Submission by regular mail:

As in the past, please send us the registration in triplicate by regular mail. You will then receive confirmation of your registration by regular mail as well.

 

The thesis is to be sent as a PDF, with a signed declaration, by email (pruefungen.wirtschaft (at) hs-mainz.de).

Please name the file as follows:Last name_First name_Student number_Bachelorarbeit or Masterarbeit (bachelor’s or master’s thesis), for example: Max_Smith_123456_Bachelorthesis

Please include your advisor in the distribution list, if everything can be sent by mail.

If the amount of data (includinginternet sourcesand anyattachments) is too large to be sent by email, please let us know in sufficient time before your submission deadline.

We will then send you an upload link to the university cloud, Seafile. After we have downloaded your work and verified that the deadline has been met, you will receive confirmation of submission by email.

Your examiner will receive a link to the location of your work upon upload.

Subsequent submission of a printedversion is not required by the Exam Management Office. It is possible that your advisor may request that you submit a printedversion of your paper.

 

The following applies to bachelor’s theses:

Last possibility to register:

Under Section 22 Para. 2 of the General Exam Regulations for Bachelor’s & Master’s Theses at the School of Business:

If the results of all examination and academic achievements are available during a winter semester, the registration for the bachelor’s thesis must be submitted by April 15th at the latest. If the results of all examinations and academic achievements are available during a summer semester, the application for the bachelor’s thesis must be submitted by September 15th at the latest. The bachelor’s thesis is considered failed for the first time if the registration deadline has been exceeded by two semesters.

Earliest possibility to register:

You can register your bachelor’s thesis in your 5th degree-related semester at the earliest.

Here are some examples:

  • Example 1: The student took and passed their last exam in the 2019 summer semester, but has one academic achievement that is not yet completed. Since the coursework is still pending, the student in this example is not completely finished with all credits and there is no deadline by which the student must register for their bachelor’s thesis.
  • Example 2: The student passed their last exam in the 2019/2020 winter semester and all academic achievements have been completed. Since the student in this example completed all credits during a winter semester, the registration deadline is April 15, 2021.
  • Example 3: The student passed their last exam in the 2020 summer semester and all academic achievements have been completed. Since the student in this example completed all credits during a summer semester, the registration deadline is September 15, 2021.

 

The following applies to master’s theses:

Under Section 26 Para. 2 of the General Exam Regulations for Bachelor’s & Master’s Theses at the School of Business:

If the results of all examination and academic achievements are available during a winter semester, the registration for the master’s thesis must be submitted by April 15th at the latest. If the results of all examinations and academic achievements are available during a summer semester, the application for the master’s thesis must be submitted by September 15th at the latest. The master’s thesis is considered as failed for the first time if the registration deadline has been exceeded by two semesters.

Here are some examples:

  • Example 1: The student took and passed their last exam in the 2019 summer semester, but has one academic achievement that is not yet completed. Since the coursework is still pending, the student in this example is not completely finished with all credits and there is no deadline by which the student must register for their master’s thesis.
  • However, the registration must still be submitted to the Exam Management Office before they begin writing.
  • Example 2: The student passed their last exam in the 2019/2020 winter semester and all academic achievements have been completed. Since the student in this example completed all credits during a winter semester, the registration deadline is April 15, 2021.
  • Example 3: The student passed their last exam in the 2020 summer semester and all academic achievements have been completed. Since the student in this example completed all credits during a summer semester, the registration deadline is September 15, 2021.

 

There is the possibility of an extension, but only in extraordinary situations, such as illness during the thesis period, or if planned and necessary work cannot be carried out due to unforeseen events.

Please submit an application for a thesis extension by email to the Exam Management Office using the following form: Antrag_Verlaengerung_MA_BA_Onlineformular.pdf.

If you are requesting an extension due to an inability to complete the exam, please also submit the following form by email: Antrag_Pruefungsunfaehigkeit_NEU_Okt._2017.pdf.

Your request, along with the reasons and supporting documents and any certification you can provide of your inability to take the exam, will be reviewed by the Examination Board representative on your subject.

All applications are considered on a case-by-case basis.

 

The following applies to bachelor’s theses:

Under the General Exam Regulations for Bachelor’s & Master’s Degrees at the School of Business the writing period can be extended by a maximum of 4 weeks.

The following applies to master’s theses:

Under the General Exam Regulations for Bachelor’s & Master’s Degrees at the School of Business the writing period can be extended by a maximum of 1 month.

 

Yes, this is possible within 4 weeks after the date of admission of the thesis without giving any reasons.

If you are still within the time limit, you can withdraw the thesis and submit a new topic by the beginning of your time limit at the latest. Withdrawal for other reasons is not planned for. A case-by-case review may be possible here if the reasons are compelling and substantiated.

 

You have only two attempts for your bachelor’s thesis and master’s thesis, so it is generally not recommended to waste your first attempt. Should you decide to do so, the procedure for the second attempt is initially the same as for the first attempt: You look for a topic and an advisor, whereby the topic must be different from that of your first attempt. You must re-apply within two months of the date of the notice of failure.

If you fail to hand in your thesis or if your thesis does not pass, you will receive a notification of failure of the thesis for the first time.

With this notice, you will receive a new registration deadline of 2 months starting from the date of the notice.

In the event that you fail your thesis, the assessment report can be viewed at the Exam Management Office.

 

Yes, in consultation with your advisor.

 

Under Section 22 Para. 2 Bachelor’s Thesis & Section 26 Para. 2 Master’s Thesis:
Upon application by the student, which must be submitted no later than two weeks before the registration deadline, the Examination Board will ensure that the student receives a topic/advisor for their bachelor’s thesis and master´s thesis. The registration of the thesis is done through the Exam Management Office.

 

Final Transcript Documents

No. In all cases, upon completion of your studies or upon submission of your last academic achievement, please fill out the application for your bachelor’s/master’s degree transcript (Zeugnis). Depending on the degree program, you will need to specify which courses from the elective areas should be included and displayed on the transcript.

You can find the form on the homepage under: https://www.hs-mainz.de/en/academics/services/school-of-business/exam-management/downloads/

 

Once you have created the application for the transcript and all evaluations have been received, the transcript will be created and forwarded for signature and certification.
You will be notified when the transcript is ready.
Due to the corona pandemic, there are no scheduled office hours to personally issue transcripts, so we offer to send them by certified mail.
Upon notification, you will receive a form to use for having your transcript documents mailed to you.

 

Internship paper AND ACADEMIC AND LEGAL RESEARCH PAPERS

For Business Administration Part-Time (dual/on-the-job):

Please send a PDF of your internship paper to the Exam Management Office and CC your advisor.
Make sure that the declaration is signed and saved.
You will receive confirmation of the submission by email after it has been processed and downloaded from the system.

For Business Administration Full-Time:

Please send a PDF of your internship paper to the Exam Management Office and CC your advisor.
Make sure that the declaration is signed and saved.

Scan in and attach the references (Zeugnis) and verification of your internships.
The same applies to the recognition form, which you can find in the download section of the Exam Management Office’s homepage: https://www.hs-mainz.de/en/academics/services/school-of-business/exam-management/downloads/
Complete the recognition form with your personal information and specify the period of time and the company in the table.
You will receive confirmation of the submission by email after it has been processed and downloaded from the system.

 

You can find information about this in the guides in the Erstsemesterkompass you received upon starting your studies. This information is also available in the download section.

We also advise that you always check with your examiner.

 

 

 

Inability to take exams

You may send your scanned-in doctor’s note (Krankmeldung) by email to ensure compliance with the deadline. (Email: pruefungen.wirtschaft (at) hs-mainz.de). The original must be submitted by regular mail right away. Please note the requirements of the university as to what the doctor’s note must include.

You can find the form for the inability to take exams and more information under the following link: https://www.hs-mainz.de/en/academics/services/school-of-business/exam-management/exams/

 

Exam-related appeals

The signed appeal, stating the grounds for the appeal, can be sent by email to comply with the deadline. (Email: pruefungen.wirtschaft (at) hs-mainz.de). The original must be submitted by regular mail right away. Please note the requirements for and information about the appeal procedure under the following link: https://www.hs-mainz.de/en/academics/services/school-of-business/exam-management/exams/

 

Information from the Examination Board

You can find the responsible representative on the Examination Board on the Exam Management Office’s homepage under the following link: https://www.hs-mainz.de/en/academics/services/school-of-business/exam-management/examination-board/

 

Section 8 Para. 4 of the General Exam Regulations (APO)
If a student can credibly show they are unable to complete exams in whole or in part in the form provided for due to a prolonged or constant disability or chronic illness, the examination board must allow them to take the examination within an extended completion time or to take equivalent assessments in another form. The submission of a medical certificate from a public health officer (amtsärztliches Attest) may be required.


The examination board adopts a general decision in this regard (No. 4/2017)
a)       Extended time for taking examinations represents a considerable intrusion into the examination procedure (organizationally, but especially also in terms of content, because the requirement of the same examination procedure fundamentally precludes unequal treatment without objective reason) and should always be the exception.

b)     Acutely ill students must submit a medical certificate from a doctor in private practice, see Section 8 Para. 4 sentence 1 of the General Exam Regulations (APO).

c)       Chronically ill students must submit a medical certificate from a public health officer (amtsärztliches Attest), see Section 8 Para. 4 sentence 2 of the General Exam Regulations (APO).

d)      The certificate (from the public health officer/private practice physician) must indicate the type and nature of the treatment, which may also be the reason for an extension of the exam completion time.

e)       In cases where decision-making practices are in effect, there may be case-by-case decisions made by the representative of your discipline.

f)       The request for extended time to take examinations must be made early, at least in the case of a chronic illness, and at the latest before the end of the examination registration period.

Please note:
The medical certificate from the private practice physician or public health officer must state the following:

  • Type of illness (with confirmation whether chronic or temporary)
  • Nature of the limitation to the ability to take the examination due to the illness.
  • Percentage specification of the needed extension of the regular examination time or specification of the type and manner of the adjustment for mitigating circumstances.
  • Differentiation of the adjustment for mitigating circumstances by the form of examination

 

Exams

You can find important information on the exams by clicking on the following link: https://www.hs-mainz.de/en/academics/services/school-of-business/exam-management/exams/

 

The respective dates of the exam registration periods (both full-time and part-time) can be found in the School of Business calendar online.

 

Full-time degree programs

Students in full-time degree programs can generally withdraw five business days before the exam period exclusively on CIM if they do not wish to take the exam.

Part-time degree programs

Students in part-time degree programs can generally withdraw five working days before each exam exclusively on CIM if they do not wish to take the exam.

The days from Monday to Friday are considered business days. Saturday, Sunday and public holidays are not considered business days.

The following are excluded from the possibility to withdraw:

  1. Retakes, since according to Section 14, Paragraph 2 of the General Exam Regulations (APO), the retake must take place in the following semester.
  2. Options and compulsory elective subjects that were taken onHIP and were thus subject to mandatory registration for the exam.
  3. Courses that have to be taken due to missed deadlines, under Section 21, Paragraph 4, Sentence 2 of the General Exam Regulations (APO).

 

If there are any problems with electronic registration or withdrawal, you must submit a notification to the Exam Management Office before the withdrawal deadline.

 

The latest version of the exam schedule for full-time degree programs can be found on the homepage of the Exam Management Office. Please note that the schedule is subject to change.

You can find the exam schedule for part-time degree programs on HIP.

 

This is not possible. For data protection reasons, you can find out your grade in a face-to-face appointment or directly in your personal account in HIP.

 

Certificates

Please apply well in advance for the desired certificate by email: pruefungen.wirtschaft (at) hs-mainz.de

 

You will need a clearance certificate (which automatically includes a current grade transcript) if you wish to apply to another university in order to prove whether you are still eligible to take exams.

 

You will receive the certificate as soon as we have received the confirmation of payment from the budget department of Mainz University of Applied Sciences.

 

At present (due to the pandemic) you will receive the certificate by regular mail. As soon as office hours are being held again, you can pick up the certificate in person by presenting your personal ID.

 

First, you will need to save the German-language form Bescheinigung nach § 48 (Certificate in accordance with Section 48) as a PDF file on your computer, and then complete it and send it to us by email.

  1. open the form.
  2. go to print.
  3. select save as PDF.
  4. save it on your computer.
  5. complete the form.
  6. attach the form to the email.

Or

  1. open the form.
  2. complete the form.
  3. go to print.
  4. select save as PDF.
  5. save it on your computer.
  6. attach the form to the email.

 

Send a scan of the digitally completed application to the Exam Management Office.

 

For BAföG certificates in accordance with Section 48, you are required to specify the semester to be confirmed and the date of the confirmation. We also ask you to provide us with the address where we should send the certificate if it differs from the one saved in HIP.

 

One test/academic achievement or the equivalent is permitted to be missing: You must have earned 85 ECTS credits from tests/academic achievements.

 

One test/academic achievement or the equivalent is permitted to be missing: You must have earned 115 ECTS credits from tests/academic achievements.

 

One test/academic achievement or the equivalent is permitted to be missing: You must have earned 145 ECTS credits from tests/academic achievements.

 

Viewing exams

As long as you do not have sufficient opportunity to review your examinations, the appeal period does not begin to run. In this case, it is advisable to file an appeal in advance.

 

Please contact the following email address if you have problems viewing your exams: klausureinsicht.wirtschaft (at) hs-mainz.de

If you have problems logging in, please contact the ZIK:
T +49 6131 628-6363
Mail: helpdesk (at) hs-mainz.de

 

There are no set viewing periods.

Note that viewing each file is limited to 6 months from the scan date.

In case of discrepancies in the evaluation, please contact your examiner immediately. If the examiner cannot be reached by the end of the respective appeal period, or if you still feel that the evaluation is not correct, you can submit a written appeal to the responsible Examination Board, stating your reasons. You can file this appeal through the Exam Management Office.

 

Help us continue to develop our FAQ list based on our students’ needs.

If you did not find your question and you think that it is of general interest, please send us an email (pruefungen.wirtschaft (at) hs-mainz.de) with your question or contact us personally. We will answer the question as soon as possible and add it to the FAQ list where applicable.

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