Examination office
Responsibilities
- Processing of exam registrations and withdrawals
- Issuing of iTAN lists
- Processing of illness notifications
- Administration of grades
- Monitoring of degree program deadlines in accordance with the applicable examination regulations
- Issuing of transcripts/official transcript copies
- Issuing of certificates:
- BAföG certificate (where applicable, in consultation with the respective full-time faculty member)
- Certification of grades/academic achievements
- Clearance certificate
- Certification (Beglaubigung) of transcripts/academic achievements (by the management of the School of Engineering), fees: 2.50 Euro for the first page, 1.50 Euro for each additional page
- Appeal procedure in examination-related matters (receipt and forwarding to the responsible examination board)
SICK SLIPS/PHYSICIAN-ISSUED MEDICAL CERTIFICATES
In the event of the inability to take an examination due to illness, the following must be complied with:
1. Certificate of inability to take examinations:
The inability to take an examination must be determined by a doctor. The doctor must issue a certificate of inability to take the examination on the medical certificate form (Application for recognition of inability to take an examination (only available in German, Antrag auf Anerkennung von Prüfungsunfähigkeit), download available on the right) of Mainz University of Applied Sciences. A certificate of inability to work (Arbeitsunfähigkeitsbescheinigung) will not be accepted.
2. Deadline
The recognition of the inability to take an examination must be applied for without delay.
Under Section 16 (3) of the exam regulations PO-BaFbT as amended on 17.05.2017, the application in conjunction with the medical certificate must be submitted:
1) for a written exam or an oral exam/colloquium and for revision/in-person appointments, submitted no later than the third day after the date of the exam,
2) for a term paper, seminar paper, project paper or thesis, as well as for coursework that must be submitted by a certain date and which you are prevented from continuing to work on due to illness, must be submitted no later than the third day after the onset of the illness.
Example for number 1): The examination date is on Friday. The deadline for submitting the application and the medical certificate ends on Monday at 24:00, because weekends count in the calculation of the deadline. The stamp of receipt of Mainz University of Applied Sciences is what counts.
Example for number 2): The onset/start of the illness is on Friday. The deadline for submitting the application and the medical certificate ends at 24:00 on Monday, because weekends count in the calculation of the deadline. The stamp of receipt of Mainz University of Applied Sciences is what counts.
3. Form and content of the application
For the application for recognition of the inability to take an examination, the university’s medical certificate form is to be used (Application for recognition of inability to take an examination (only available in German, Antrag auf Anerkennung von Prüfungsunfähigkeit), download available on the right). The application for recognition of inability to take an examination must be submitted together with the medical certificate. In addition to the address and contact details of the applicant (phone no., email), the application must contain the student ID number, information on the missed examination and the date of the examination. The application must be signed by hand.
The download document includes the instructions for the application form for the recognition of inability to take an examination (see Instruction sheet (Merkblatt) on pp. 3-4). It is essential to comply with these instructions.
4. Submitting the application with the medical certificate
The application including the medical certificate can either be delivered in person to the Examination Office or dropped into the mailbox of the Examination Office (1st floor, P.O. Box No. 110), or sent by regular mail. Please address the letter to Mainz University of Applied Sciences, School of Engineering, Examination Office, Holzstraße 36, 55116 Mainz. Outside business hours, the application including the medical certificate can be dropped into the university's outside mailbox at Holzstraße 36.
The stamp of receipt of Mainz University of Applied Sciences is what counts. In the above examples for calculating the deadline, this would mean, for example, that the application sent by regular mail must also be received by the examination office by 24:00 on Monday.
It is not possible to send the application together with the medical certificate by email or by fax. Applications sent in this manner will not be accepted.
5. Response from the Examination Office
For written examinations and exclusively oral examinations, the appointment will be excused and entered in the HIP with the comment "KR". No separate notification will be issued. The exam must be taken on the next date it is offered.
For papers to be submitted (term papers, seminar papers, project papers, bachelor’s/master’s theses), a new submission date will be communicated by email. The old submission date will be deleted in the HIP and a new submission date will be entered. If an oral examination follows the submission date, the new date for this will be communicated by email.
A submission date is postponed by the period of illness certified in the accompanying medical certificate. Weekends are included in the calculation of the new deadline. If the new submission date falls on a Saturday, Sunday or public holiday, the submission must be undertaken on the following weekday.
A rejection of the application for recognition of the inability to take the examination will be communicated in written form.
In the event of repeated inability to take the examination due to illness, the Examination Board may require the submission of a medical certificate from a public health officer (amtsärztliches Attest). You will receive a written notice requesting you to do so. An official medical certificate is issued by the local health office (Gesundheitsamt) on the form of the health office responsible.
If an examination is interrupted while being taken due to illness, the proctor of the exam must be informed.
DEREGISTRATION/WITHDRAWAL FROM EXAMS
The deregistration of examinations or the withdrawal of examination registrations must be carried out in the online service of the HIP using the iTAN procedure.
An exception to this rule: In the Master's degree program in Architecture, a written application is required. The written application must be signed by hand and submitted to the Examination Office. Submission by email will not be accepted! The withdrawal deadline is deemed to have been met upon receipt of the application.
HIP
Using the online service HIP, you can access the following functions after personal identification (IT account) and using the iTAN procedure:
- Exam registration
- Exam withdrawal
- Viewing of grades
- Printout of academic achievement overviews/certificates
For more information (demo videos), please see the HIP.
ELECTRONIC REVIEW OF EXAMS
The electronic review of exams takes place using the Document Management System (DMS) of Mainz University of Applied Sciences (only available in German).
In the event of discrepancies in the grading, please contact your examiner immediately.
If you have not been able to resolve the matter with the examiner within one year of the publication of the examination result, you have the right to submit a formless written and substantiated appeal against the grading decision to the responsible Examination Board (signed by hand, no email). Please submit it to the Examination Office of the School of Engineering, Holzstraße 36, 55116 Mainz.
If you have problems viewing your exams, please send an email to the following address: klausureinsicht.technik (at) hs-mainz.de
For login issues, please contact the ZIK:
T +49 6131 628-6363
Mail: helpdesk (at) hs-mainz.de
Chairpersons of the Examination Boards at the School of Engineering
susanne.reiss (at) hs-mainz.de
andreas.garg (at) hs-mainz.de
martin.schlueter (at) hs-mainz.de
