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Digital Semester: FAQs for teachers

Answers to the most frequently asked questions
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Dear lecturer,

The Corona pandemic has also brought about many challenges for teaching at our University. We would like to continue providing you with the best possible support in preparing and organizing your teaching in the summer semester 2021. Therefore, we have compiled the most important information about teaching, which may be helpful for you, on this page.

The pandemic is a dynamic situation and developments in the prevalence of the virus may require future adjustments to teaching. We now need the flexibility and joint efforts of all to contain the spread of the virus as far as possible. You can find regularly updated information from the central FAQs on the coronavirus on the homepage of the University, from letters of the Executive Board, or from this website.

Information

last update on 26 March 2021

Teaching and examinations in the summer semester 2021

Will the lecture period in the summer semester also be adjusted due to the pandemic? Show content

The semester and lecture period are currently unchanged, unchanged: https://www.uni-jena.de/en/Semestertermine.

How should teaching take place in the summer semester 2021? Show content

The summer semester 2021 has already been announced as a hybrid semester. But the Teaching staff were asked to ensure that all planned face-to-face courses could be converted to a digital format at short notice if they did not involve essential practical elements.

In view of current developments in the pandemic and federal, state and municipal regulations, we would ask you now to prepare for a mainly digital start to the summer semester. Face-to-face teaching may only be provided for courses with practical components, i.e., practical courses in the laboratory and using equipment, practical sports exercises and medically indicated supervision. Excursions and field trips must be authorised through the approval of an individual infection prevention plan. This authorisation can be obtained from the Office of the Dean of Studies of your faculty, through the Technical Security section (Division 4).
Please inform your students if the teaching format of your course changes. (As the regulations apply until mid-May, the allocation of rooms and the designation of courses in Friedolin do not have to be altered.)
These regulations currently apply until 16 May 2021.

All previously announced rules regarding distance and hygiene remain in force. What is new is that teaching staff and students must wear a suitable mouth and nose covering (surgical masks or FFP2 masks) in buildings and elsewhere on the site of Friedrich Schiller University. In addition, the University is making surgical masks available for collection by its employees as well as students who need to attend on-site teaching.

The city rapid test centres are also open to you for testing. Please note that the rapid tests may not be taken as a compulsory requirement for participation in examinations, labs or practical training. Moreover, even a negative rapid test or self-test does not release you from compliance with the infection protection concept

Please refer to the FAQ below for the current regulations regarding examinations in the summer semester 2021.

Do the examinations in the summer semester also have to be converted to digital formats? Show content

The current situation allows for the scheduling of face-to-face examinations under limited room capacity. However, due to the pandemic, examinations with more than 100 participants should be planned and conducted in digital format.

For the planning of room allocation for face-to- face examinations (especially written examinations) in the summer semester 2021, centralized planning is again necessary due to the continuing pandemic-related limited room and seating capacity. The deans of studies are currently inquiring about the room requirements in order to set reliable examination dates at the beginning of the lecture period of the summer semester.

All information on online examinations can be found at https://www.uni-jena.de/digitalesprüfen de (in German).

What should to be considered when carrying out face-to-face courses? (e.g. QRoniton and the golden rules to prevent the spread of COVID) Show content

Please refer to the current regulations for courses under FAQ "How should teaching be offered in the summer semester 2021?"

If there are face-to-face courses that must be carried out on site for compelling (see listed courses formats at FAQ "How should teaching take place in the summer semester 2020/2021?), it is particularly important that all members and affiliates of the University adhere to the applicable rules for infection control and that contact persons can be traced quickly.

In buildings and elsewhere on the site of Friedrich Schiller University, all staff must wear a suitable mouth and nose covering (surgical mask or FFP2 mask). This applies to:

  • people moving around in all publicly accessible areas inside University buildings, for example corridors, sanitary facilities, entrances and exits, staff kitchens and social spaces, around shared printers, in the open stack areas (bookshelves) of the ThULB, and when approaching or leaving workstations in lecture theatres, seminar rooms, computer rooms, etc.;
  • people in lecture theatres, seminar rooms, computer rooms and during exams;
  • people who are closer than the minimum distance of 1.5 m (in laboratories, FFP2 masks are mandatory if the distance is less than 2 m).

For all courses taught in person and other on-site courses, please use the digital QRoniton system to record contacts. Awareness posters and QR codes have been put up in the course rooms. (See https://www.uni-jena.de/en/qr for further information, e.g. on how QRoniton works, and a privacy notice.)

For lecturers or organizers of face-to-face events this implies the following tasks:

  • Inform participants about the digital contact tracing system QRoniton before the start of the course and request that all students attending your course register via this system. Registration is mandatory. Please set a good example and register as a lecturer for your course. For this purpose, use the button "Veranstalter" (organizer).
    (In the event of a network failure, the University would fall back on the participant data in Friedolin. Students are requested to update their details there as well.)
  • Before the start of each session, please point out that individuals with a high risk of transmitting a coronavirus infection are not permitted to attend courses on site. (See also the Organizational instructions on the implementation of face-to-face courses in HanFRIED, in German only.)
    By registering via the QRoniton system, students confirm that they are not pose a risk to others.
    Courses may only be taught with the maximum number of persons permitted in the room concerned.
    QRoniton also facilitates counting: Participants are notified when the number of permitted people has been reached. You can also find the number of people permitted on the printout of the QR code in the room (in brackets after the address).
  • Before every session, inform the participants about the University's distance and hygiene rules [pdf, 6 mb] de, and ensure that these are observed throughout the session. You can refer to the ‘Hands, Face, Space’ rules (wash your hands, wear a face covering and keep your distance) as well as to the importance of airing rooms and using the (Corona) app).
  • Make sure that rooms without mechanical ventilation are aired manually for three to ten minutes every 20 minutes and for 15 minutes after every teaching session (at least every 90 minutes) with windows wide open. After airing the room after the last session of the day, please help to ensure that the windows are closed again to prevent the room from losing temperature at night. In rooms with automatic ventilation, the windows remain closed. All central rooms are currently marked accordingly, so that you can recognize rooms with automatic ventilation.
  • The Division for Construction and Facility Management arranged tables and chairs in classrooms and put tape in place according to the Hygiene and Infection Prevention Plan. Everything must be left in place.

In the Organizational instructions on the implementation of face-to-face courses (in German only), you will find a detailed list of the rules to be observed. Please also refer to the central FAQs about the coronavirus, which are regularly updated in line with the current dynamics of the pandemic.

Teaching and Examinations in the winter semester 2020/2021

Will the lecture period in the winter semester also be adjusted due to the pandemic? Show content

The following applies for the winter semester 2020/2021:

The semester period from 1 October 2020 to 31 March 2021 will remain unchanged. The lecture period will begin on 2 November 2020 and end on 12 February 2021.

The decision to postpone the beginning of the lecture period by two weeks, to 2 November 2020, is based on a decision of the Standing Conference of Ministers of Education and Cultural Affairs from 3 April 2020. This is due to the postponed Abitur examinations and, consequently, the postponed application deadlines for study programmes with admission restrictions subject to the DoSV application procedure.

Do the examinations in the winter semester also have to be converted to digital formats? Show content

The Executive Board of Friedrich Schiller University once again urges all examiners to convert the examinations planned on site to digital formats in order to avoid any mobility that comes with on-site exams.

Examinations should only take place on site if a conversion to digital formats is not possible and postponing them would lead to an extension of study time or is not possible due to overlaps.
In contrast to face-to-face courses, approval is not necessary, as it results from the already completed allocation room in compliance with infection control and the instruction to comply with the Infection Prevention Concept.

Please inform the students about a changed examination format at least 14 days before the examination date.

In addition please, do not forget to inform Lecture Hall Management in the Division for Construction and Facility Management (raumverwaltung@uni-jena.de) if you no longer need the rooms booked for on-site examinations.

All information on digital exams can be found at https://www.uni-jena.de/digitalesprüfen de (in German only). Dr Wolf is still available if you need advice (contact details also on the mentioned website). In addition, you will find the "Dienstanweisung Online Prüfungen" (22.01.2021, in German only) which contains the legally binding framework for digital examination formats at our university (HanFRIED/ deDatenschutz/Dienstanweisung).

Many lecturers and examiners of our University have already had varied and very good experiences with these types of examinations in the summer semester. (Please also see FAQ ‘What should be taken into account with regard to online examinations?’ and 'Who can support me in the preparation of online exams?').

Who can I contact with questions?

Who can I contact with questions regarding the contents and organization of courses and examinations? Show content

If you have any questions regarding courses and examinations, please contact the person responsible for the study programme or the relevant examination office.

Where can I get information digital teaching and learning formats? Show content

The Service Centre for Higher Education Didactics (LehreLernen) supports you in creating digital teaching and learning formats. In addition to the usual advisory services, the staff of the Service Centre are available to answer your questions about e-learning on Monday, Wednesday and Friday, 10:00–14:00 by telephone on +49 3641 9‑401255. Please also refer to the website ‘Teaching during the Corona pandemic’ for extensive information and tips regarding digital teaching.

Where can I find information about the use of recording technology in my course room? Show content

The Multimedia Centre offers you a wide range of support for the recording and live streaming of courses in university rooms: https://www.uni-jena.de/universit%C3%A4t/fakult%C3%A4ten+_+einrichtungen/urz/dienste/dienste+von+a+bis+z/aufzeichnen+und+livestreaming+von+lehrveranstaltungen (in German)

If you have been allocated a course room and would like record your course (or have it recorded), please contact the Multimedia Centre by email (mmz@uni-jena.de) or via the ticket system (‘Service Desk’ à ‘Lehre & Multimedia’ à ‘Aufzeichnen einer Veranstaltung’) and register your request.

If your course room is a lecture theatre in which you can start and stop the recording yourself, you are welcome to attend a technical briefing session. In all other lecture theatres, a staff member of the Multimedia Centre will carry out the recording on site.

Who can support me in the preparation of online exams? Show content

Dr Tina Wolf, Office of the Vice-President for Learning and Teaching, will be happy to provide individual advice on questions concerning online examination formats. For the contact details of Dr Wolf as well as a lot of further information regarding online examination formats, please see https://www.uni-jena.de/digitalesprüfen de (in German). (There is also an information page on online examinations for students (in German). You are welcome to make your students aware of it.)

Assistants at the Multimedia Centre of the University can provide support with regard to digital teaching. Support is also available at short notice. Please send an email to saskia.wenck@uni-jena.de stating what you need. If the faculty is in need of more assistants, but the funds available are not sufficient, please contact the Dean’s Office of your faculty.

Who can I contact if I have further technical question? Show content

On the website of the Service Centre for Higher Education Didactics (LehreLernen) regarding ‘Teaching during the Corona pandemic’, you will find a comprehensive overview of contacts for technical or legal questions regarding the conversion to digital teaching and examination formats.

The Office Digital University provides information regarding the availability of learning and teaching platforms and videoconferencing systems for digital teaching on its website (in German, https://www.uni-jena.de/digital de).

What do I have to consider when offering digital teaching and online examinations?

  • Is there legal certainty with regard to alternative examination formats and are there any special arrangements to compensate for disadvantages suffered in examinations?

    In order to create legal certainty with regard to alternative examination formats, to avoid disadvantages under examination law for students in the current semester and to ensure a generous interpretation of the current regulations with regard to restrictions related to the pandemic, the Senate of the Friedrich Schiller University adopted Corona Framework Statutes (Corona Rahmensatzung). The framework statute is continuously updated depending on the Thuringian state legislation.

    The statutes provide lecturers with the legal framework for necessary deviations from examination formats and for conducting online examinations, among other things. (When changing the examination format, please take into consideration that the students must be informed at least 14 days before the examination date.).

    Students can, for example, cancel their exam registration up to one week prior to the examination without giving any reasons. In addition, students may apply for an extension of the deadlines for the submission of term papers and theses at the office responsible according to the examination regulations if this is necessary to compensate for pandemic-related disadvantages.

    Corona Framework Statutes (Corona Rahmensatzung) can be found at HanFRIED/CORONA de.
    Please make the students aware of the Corona FAQs for students where they can find detailed information about various options for compensation of disadvantages due to the pandemic.


  • What should be taken into account when digital teaching formats are provided?

    Students must be able to access online lectures and digitized learning materials during the entire lecture period or at least until the date of the examination. (The following is an example as to how a copyright statement could be included in digitally published contents: ‘This video may contain material protected by copyright. Any redistribution or reproduction of part or all of the contents in any form is prohibited and could result in prohibitory injunctions and claims for damages.’)
    Please ensure that all students are able to participate in digitized courses.

    If video recordings and screencasts are not sufficient from a didactic point of view and if synchronous interaction is indispensable for you please make sure to record the livestream of the lecture for the reasons stated above or make all teaching contents of relevance to the examinations available to students in a suitable form.

    This is also true for the use of conferencing tools, e.g. for virtual meetings with students: should the web conference contain contents which are relevant for completing an assessment, it is vital that the contents are made available after the meeting in a didactically reasonable way (in the form of recordings, lecture notes, minutes or the like).
    In principle, all contents of digital courses that are relevant for examinations must be made available to the students admitted to the course during the semester and in a timely manner and must be available at least until the first possible examination.

    Please also take the data protection regulations applying to the use of digital teaching and learning formats into consideration. When using conferencing tools, for example, appropriate data protection notifications must be included in the invitation to the meeting. For further information on data protection, please refer to HanFRIED de.

    The Service Centre for Higher Education Didactics (LehreLernen) provides didactic advice regarding the use of above-mentioned tools in a higher education context (https://www.lehrelernen.uni-jena.de/en/teaching+during+corona-pandemia).


  • What should be taken into account with regard to online examinations?

    When determining the contents and forms of assessment, you should make sure that students can realistically meet the requirements, especially having in mind the overall situation they are facing (several examinations at the same time, reduced lecture period, unfamiliar course formats, limited opportunity for queries, etc.).

    Possible disadvantages in the preparation of written work, which may have arisen due to the closure of the ThULB, should also be taken into account. In consultation with the Examination Office, please ensure that the submission deadlines are extended accommodatingly in these cases by the time the library is closed. (Information on current services, e.g. the special copy service, and on pandemic-related restrictions on use of the ThULB can be found under the headings "Digital Semester" or "Current Services" on the ThULB website: https://www.thulb.uni-jena.de/start.html).

    As a general rule, please notify students of a change in exam format at least 14 days prior to the exam date!

    Since 20 July 2020, a dedicated examination server for online exams has been available at the University. This ensures the stability of the system even under high workloads.The system is based on the Moodle system known from teaching, but has been adapted for the examination context and is therefore is therefore defined in the Dienstanweisung zum digitalen Prüfen as the platform to be used for online examinations (Dienstanweisung zum digitalen Prüfen (in German only): HanFRIED de). The server can be reached at exam.uni-jena.de.

    A lot of further information on the subject of online examination formats (e.g. general information, brief instructions, forms for the implementation of online examination formats) can be found at https://www.uni-jena.de/digitalesprüfen de (in German).
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Information

Your questions are not answered yet?

You are also welcome to visit the general website for information about the current semester, for example with information for students or for employees.

If you have further questions that are not answered in the FAQs, please feel free to contact us directly by email. We will attend to your questions and queries as quickly as possible and ask you for your understanding and patience.

Office of the Vice-President for Learning and Teaching
Fürstengraben 1
07743 Jena
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