Division 1.3 - Central Examination Office
Division 1.3 - Central Examination Office belongs to the Department of Academic Affairs and Registrar's Office within RWTH Aachen's Central University Administration.
Due to the coronavirus pandemic, we are still unable to offer regular office hours. Your designated ZPA contact is available via email or phone at the following times: Monday through Thursday from 8am to 3:30pm and Friday from 8am to 2pm.
If we are able to offer regular office hours again, we will inform you on this page. On our Exams and Final Theses page, you will find FAQ and further information about your exams.
Our staff supports the faculties in implementing newer examination regulations and conducting exam administration for exam boards in various courses of study, with a few exceptions. This includes:
- Administering exam registrations and cancellations
- Registering grades
- Issuing certificates or transcripts
- Checking admittance or non-admittance to exams and final theses.
Communication and Advising
A crucial part of our work consists of the communication and advising that takes place at the cross section of the Central Examination Office and RWTH Aachen courses of study for all those involved. This means faculties and students.
FAQs on Exam Management in RWTHonline
How do I log in to RWTHonline?
Please go the RWTHonline website and click on the "Login Access" button in the "Login for students and employees" box. Enter your user name and your password for RWTH Single Sign-On.
Why can I see lists for other examiners in my teaching unit?
The "Performance Records", "Performance Records Registration (own exam)", and "Performance Participation Management" functions will be made available at the organizational level in late November. For this reason, after logging in, all lists belonging to the teaching unit chair can be viewed.
How do I access exam/assessment lists?
Navigate to your organizational unit (You can find instructions on how to do so in the RWTH documentation portal: "Eigene Organisationseinheit finden"). Once you are there, select the Exam Management application. Enter your Exam Management PIN and click on the Login button. When examiners open the application for the first time, their PIN code will be displayed. Please note down this code as it will be displayed once only. You can change the PIN code in the Exam Management application under “Settings". See the instructions "eigenen PIN-Code ändern" in the RWTH documentation portal for more information.
You can find the exam/assessment lists in the “Assess Exams” module. You can find a detailed description of how to enter exam/assessment results in the instructions "Leistungen eintragen" in the RWTHonline documentation portal.
Please note that students who have de-registered or withdrawn from an exam no longer appear on the candidate list.
How can I see last-minute changes in the exam/assessment lists?
Exam/assessment lists are changed all the time – students withdraw from exams or submit doctor's notes. If you have exported a participant list a few das before an exam, you may receive notification messages when re-importing the list, for example if you want to overwrite grade entries made by the ZPA in the meantime (such as Q for doctor's note) or want to grade students who have de-registered from an exam.
How do I enter grades?
With the “PV-Leistungserfassung” (“PV Performance Record”) or "PV-Leistungserfassung (eigene Prüfung)“ (“PV Performance Record (Own Exam”) functions, those responsible for the assessment of exams within an organizational unit can enter exam and assessment results. You are able to enter comments on grade and additional comments on grades in the grades section, print out exam records and mark exams you have conducted as “valid.” You can also delegate the validation of exams to another person in your department who is also authorized to perform the functions outlined above. You can find more detailed information in the "Leistungserfassung" section in the RWTHonline documentation portal.
In what format do I have to enter grades?
Grades are entered into the “Grade” field.
All grades have two digits with one decimal place; following the German convention, the two digits are separated by a decimal comma (not a decimal point) – e.g. “1,3”, “2,7”, or “5,0”. Each grade bigger than 4.0 leads to the status NB, that is “not passed”. In case of "No appearance" ("Nicht erschienen") please enter the grade “X” into the system, which corresponds to a grade of “5,0” (NE/not passed). If an exam or assessment is not graded but the candidate can pass or fail, please enter “B” for “passed” ("bestanden") and “5,0” for “not passed” ("nicht bestanden").
Pursuant to the General Examination Regulations (ÜPO §10 (1)), in-between grades can be given by adding 0.3 to or subtracting 0.3 from the regular, i.e. whole-number, grades 1 to 5 (excluded are grades such as “0,7”, “4,3”, “4,7”, and “5,3”). Other grade values cannot be entered into the system. Entries such as M (passed with a grade of at least ‘sufficient’/4.0), Q (doctor’s note), R (permitted withdrawal), S (cancellation), E (replacement), A (annulment), G/GL/GA (deletion of grade) and PAQ (exam terminated / doctor’s note) cannot be entered by instructors at the department/institute.
What do I enter if students were not admitted to the exam?
RWTHonline allows you to specify requirements for admission to exams, so the system automatically verifies whether candidates meet the requirements and can therefore register.
Students can also conditionally register for an exam. The requirements will be checked at a later date. If these requirements are met by the student and the automatic verification yields a positive result six days before the exam at the latest, the student is automatically registered for the exam. If this is not the case, the student will be automatically deregistered from the exam.
If the requirements have not been specified in the system, you yourself must check whether the candidate has met the requirements and enter the grade comment “NZ” in the grade field if this is not the case.
What do I enter if students terminate an exam due to illness?
If a student falls ill during an exam and terminates it, please enter the note "PA" ( = exam terminated) in the "grade" ("Note") field.
If the student does not submit a doctor's note, this entry means that the student has failed the exam (grade 5,0). If the students submits a vaild doctor's note to the ZPA after the exam, this entry is to be changed into "PAQ", which stands for "exam terminated with doctor's note." In this case, the terminated exam attempt is considered as a retroactive withdrawal from the exam due to illness.
Further steps are determined by the Guidelines for Inability to Take an Examination due to Illness.
What do I need to pay attention to when sending a list?
The Excel or csv file must remain unchanged, except for the "grade", "date of assessment", and "remark" columns. Do not delete any columns or rows. Students who were not registered for the exam cannot subsequently be registered in this list. After the exam date late registrations must be requested via the Exam Office.
Why do entered grades have to be marked as "valid?"
The entered grades must be marked "valid" so students can see the grade and can register for follow-up exam dates if necessary.
Can I make changes after saving the entered grades?
People authorized to perform the functions "PV-Leistungserfassung" and "PV-Leistungserfassung" can supplement or change grades after saving them and marking them as "valid" within the grade correction period. A grade may need to be changed after a student views their exam or after an oral supplemental exam.
Grade corrections in valid modules are possible until mid-November for the summer semester and mid-May for the winter semester. Please select the examination status "correctable" in the yellow action box in the exam/assessment list. An exception to this are expired and therefore inactive modules. For students who are in a pending examination process, three examination dates must still be scheduled after the last time the course was offered. To ensure that only the students concerned can register for the examination, the exam must refer to the semester in which the course was last held. For corrections in such cases, please contact the ZPA's officers.
Do I need to pay attention to anything when entering the grades for oral supplemental exams?
In RWTHonline you can enter the date of the oral supplementary examination for the student concerned directly in the candidate list in the column "oral supplementary examination". After a successful oral supplemental exam, change the grade to 4.0, but please do not amend the assessment date, since the examination date counts.
Can I also view results after assessments have been closed?
Yes. To do so, please go to the exams/assessment list and select the exam status "valid" in the yellow action box under “Actions”. There you will find an overview of validated examinations from the previous semesters and can make any necessary grade corrections.
Which abbreviations can people with the functions "PV-Leistungserfassung" and "PV-Leistungserfassung" enter on their own?
- B = a pass-fail exam has been passed
- X = exam no-show
- NZ = the requirements for admission to an exam have not been met
- PA = exam terminated by student – if the student does not submit a doctor's note, this entry means that the student has failed the exam (grade 5,0)
- U = an examination offence has been committed and thus the exam is declared invalid and marked with a fail grade (5,0)
How long must exams be kept?
You can find the regulations for saving exam work and exam records in the Guidelines in the Official Notices.
Your ZPA Contact
By following this link, you can find all the ZPA contact persons sorted by subject.