Information for examination offices
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Contact us
Open EXA consultation via Zoom
We have set up an EXA consultation hour via Zoom, which takes place weekly every Tuesday from 09:00 to 10:00. No registration is necessary. Please log in to the Zoom meeting room below:
Join EXA consultation hour via Zoom
Contact for queries by e-mail:
You are welcome to contact us at any time via the central e-mail address if you have any questions, uncertainties, worries or concerns:
Information material
Further information about the project
on our project SharePoint, including
- Overview of all stakeholders
- User documentation: basic operation, creating, deleting, editing events, etc.
Schedule
There are 5 major stages up to go-live, which are described in more detail below:
- Stage from the end of September 2025:
Basic data migration and event planning for summer semester 2026 - Stage from November 2025:
Start of room planning for summer semester 2026
Development of the information websites and student handbook - Stage from January 2026:
Start of examination planning for summer semester 2026
Start of dress rehearsals for going live - Stage from February 2026:
Final preparations for going live and start of the changeover (February 20, 2026) - Stage on March 9, 2026:
Latest activation of EXA for all users
The prerequisite for event planning is basic data that must be transferred from the old system:
- Rooms and buildings
- facilities
- Personal data from the person directory
Once this initial data migration is complete, the system is released for the departments and central facilities. The planning of courses for the summer semester 2026 can now begin:
- Entering courses
- Assignment of courses to existing modules of the degree programs
- Planning the dates for the summer semester 2026
- Requesting/booking rooms
You can find out who can assign you rights (system role) in your department at https://sharepoint.uni-kassel.de/sites/ecampus/Lists/Akteure/AllItems.aspx. The ProductOwner and KeyUser are authorized to do this.
From November, the central room administration department will be able to process room requests from the departments. Departments will probably still be able to book rooms or submit room requests.
The information website required for the changeover phase is expected to be finalized in November. In this context, communication on the changeover and maintenance phase will be intensified. Manuals and videos for students will be created.
The planning of examination dates for the summer semester 2026 will begin in January. For this purpose, target group-oriented training courses will be offered on an ongoing basis, similar to event management. There will be two training courses, one for teaching staff and one for examination offices.
The support services will also be extended to examination management, and the EXA consultation hours can also be used for this purpose.
From January 2026, departments can apply for course registration deadlines and registration procedures. Once ITS has set up the document deadlines, they can be assigned to the courses by the departments.
The IT team will begin (probably) weekly dress rehearsals for the changeover from January at the latest. We will rehearse the entire process internally, from shutdown to release, on our test infrastructure. The main purpose of this is to eliminate any final errors and ambiguities and to refine the checklist for the "real" changeover.
To ensure that everyone involved is aware of the individual steps of the changeover phase, these are briefly listed below and provided with an estimated time frame. The performance is based on a successful/positive implementation of the previous step. The following dates should therefore be seen as an ideal progression. As a precautionary measure, all regulations were planned to cover the following week. A start of the new system on 9.03. can be regarded as certain.
- Friday, 20.02. 15:00: Switch off the productive systems and switch on the maintenance pages; link to information offer
- Friday, 20.02.: After shutdown of the productive environment, the setup of the shadow systems begins
- Friday, 20.02.: Start of preparatory work for data migration
- Saturday, 21.02.: Start of performance data migration (duration approx. 24 hours).
- Sunday, 22.02.: First visual inspection of the performance data migration. After positive visual inspection, start of grade calculation for all examination regulations (duration approx. 36 hours).
- Monday, 23.02.: Start-up of the shadow systems and information to employees
- Tuesday, 24.02.: Start of post-processing of the migration and technical quality control of the migrated performance data.
- Thursday, 26.02.: If technical quality assurance is successful, release of advance access to the new system environment for the specialist departments.
- Monday, 02.03.: If the feedback from the departments is positive, the productive system can be released as early as 02.03.
The time schedule mentioned here assumes that all steps run smoothly and that there are no unforeseen interruptions or problems. A time buffer of approx. one week is planned for this case, so that in the worst case there is time for a complete second transfer of the data.
With the release on March 9, all users can access the eCampus. Students can start pre-booking courses and exams. Help pages and explanatory videos for students will also be published.
The shadow systems will be switched off with the release and will then no longer be available. For research purposes, there will be a purely internal legacy system with read-only access for departments. If, for example, students express doubts about the correctness of the transferred performance data in individual cases, it will be possible to verify the correctness.
Results for examinations taken by students shortly before or during the changeover phase can now be recorded in the system by teaching staff and can then be viewed by students. Deadlines then run again in the usual way.
Deregistrations or late registrations can also be stored in the system.
The additional support offered by the IT team will remain in place until the end of the project: There will continue to be ongoing training on how to use the systems. In addition to the usual e-mail support, the established EXA consultation hours will continue on a weekly basis and the chat channel that has already been set up will be maintained. For questions relating to EXA, a telephone hotline for initial support will be offered by trained support staff for the period after the changeover.
FAQ (Frequently Asked Questions)
Due to the maintenance phase, the course catalog in 2026 will not be published until March 10, 2026.
The procedure for preferential admission to courses (PRIOS) is still being prepared and may vary from department to department. We will inform you here as soon as more detailed information is available.
Registration
Students must register for all examinations between 20.2. and 9.3. in the old HISPOS before 19.2. You are also urgently requested to register for examinations up to 16.2. in the old system before 19.2. The old HISPOS will be shut down on 20.2. in order to transfer all data as of 20.2. to the new EXA system. This will also transfer all registrations for examinations that have been made up to 19.2. Changes to the data in the old HISPOS are no longer possible from February 20.
Subsequent registrations of students for examinations that take place in the period from 20.2. to 9.3. via the examination offices are only intended for cases in which requirements that were fulfilled in time were not entered in HISPOS by lecturers and students were therefore unable to register in time through no fault of their own. In this case, registrations can be accepted in writing at the examination offices and subsequently entered in EXA from March 9th.
Deregistration
As it is not possible for students or the examination secretariats to deregister in either of the two electronic systems in the period from 20.2. to 9.3. and not everyone may be able to use the new system in the following week, an exception has been decided that a "failure to appear for the examination" in the period from 20.2. to 16.3. is deemed to be "duly deregistered". It is therefore not necessary for deregistrations to be accepted manually.
From March 9, the lecturers will enter the grades for the examinations taken in EXA. As the registration lists are available in the system, this process will be possible as usual. For students who did not appear for examinations in the period from 20.2. to 16.3., a "deregistered" must be entered in EXA when the grades are posted so that the above-mentioned exception rule becomes effective.
Students will not be able to download documents themselves from the self-service during the changeover phase (Imma certificate, tax office certificate, etc.).
Necessary documents should therefore be downloaded in good time before the maintenance phase. In urgent cases, however, departments (transcript of records) and the Registrar's Office (student notifications) can generate these at any time on request.
Certain deadlines are extended by the planned duration of the maintenance phase of 17 calendar days. This includes in particular the registration for the supplementary oral examination if the registration deadline had not already expired on February 19. Students whose examination result was entered in HISPOS after 22.01. can register for the supplementary oral examination up to 4 weeks plus 17 days after the examination result was entered. The 4-week deadline applies again for examination results entered into the system from March 9.
In some subject areas, deadlines of several days or a whole week before the exam apply for exam registrations. This can lead to problems for examinations that take place shortly after 16.3, as registration is then required either very shortly after 9.3 or before 19.2.
Status: 19.12.2025
Go-Link of this page: www.uni-kassel.de/go/ecampus-wartung_pruefungsbueros