Direct access to
The C@MPUS Appointment Management System offers features such as creating, canceling, and rescheduling appointments.
The step-by-step instructions guide you through creating a new appointment (for course timetable coordinators only), canceling it, and important considerations to keep in mind during the process.
Access via the Course Administration app
Open the “Course Administration” app and click on the link in the “Time / location” column. In the Course Appointments view, you can perform a variety of actions using the ribbon at the top, depending on your authorizations.
Creating New Appointments
In the Course Appointments view, you can either create a new individual appointment or a new appointment series using the ribbon at the top. This opens the “Course appointment - create new appointment” template.
Known Location/Room
Step 1: Enter the location using the quick search and check for conflicting appointments
If the available room is already known, you can enter it directly into the template using the quick search and then enter all other details for the appointment. The system then checks for conflicting appointments to avoid double bookings.
Step 2: Check status
Depending on the authorization profile assigned to the room, the created appointment will have a specific status:
- Fixed: The appointment is confirmed as 'fixed'
- Planned: the appointment is planned but not confirmed. The resource managers have yet to confirm the appointment.
Fixed and planned appointments are published and can be viewed in the “Course Appointment” view.
Step 3: Email confirmation
Resource managers will be notified by email when an appointment is created. You can find out who the resource manager is for the room you have selected on the “Create New Appointment” template under “Location (details/contact person)”.
Unknown Location/Room
Step 1: Find available rooms
Click on the Find Available Rooms option in the ribbon at the top of the screen. You can enter the relevant details in the “Find Available Resources” template that opens. Please note:
- The “Category” search field should be set to “Room” in order to search across all room types.
- Check the “Desired appointment” box under “Other options” if you only want to search for rooms that are available at a specific time.
- The search can be restricted by adding specific equipment (e.g. projector). You can select several configurations by holding down the Ctrl key while clicking.
Then click on the “Search” button.
Step 2: List of results and checking for conflicting appointments
Once the search is complete, a list of results will be displayed. Only one room can be selected from this list, which is then transferred to the appointment template. Depending on the search options, the results may include rooms with conflicting bookings for certain dates in the appointment series (see columns to the right). Therefore, ensure that the selected room is available for all dates in the series.
Confirm your selection by clicking the “Allocate” button.
Step 3: Check status
Depending on the authorization profile assigned to the room, the created appointment will have a specific status:
- Fixed: The appointment is confirmed as 'fixed'
- Planned: the appointment is planned but not confirmed. The resource managers have yet to confirm the appointment.
Fixed and planned appointments are published and can be viewed in the “Course Appointment” view.
Step 4: Email confirmation
Resource managers are notified by email when a desired appointment is created. You can find out who the resource manager is for the room you have selected in the “Create New Appointment” template under “Location (details/contact person)”.
Managing appointments
Click on “W” for winter semester / “S” for summer semester in the list of courses under the “Time/location” column. This opens the list of course appointments
Appointments can be canceled (remain visible) or permanently deleted by selecting them and clicking on either Cancel or Delete.
Creators and participants will be notified by email.
You can move individual appointments by clicking on the appointments. A new window will open when you click “Move” button. You can enter and save the desired changes in the new window.
Creators and participants will be notified by email.
To edit an appointment series, click on the S in the “Series” column for an appointment in the appointment series.
A new window will open showing the details of the appointment series. Here you can use the respective buttons to cancel, delete, delete + create (old appointment is used as a template) or move the appointment series.
If you select Move, you must click on the “Change” tab in the next window before making any further changes (see screenshot). Then click on the Continue to Preview button. You will now see an overview of all appointments, which you can confirm by clicking the Move Selected Appointments button. The appointment series has now been assigned the new room and is back in “Planned” status. The resource manager of the new room must confirm the appointment.
Please note when moving an appointment:
- Data on the appointment template is retained.
- Only existing appointments can be moved. Gaps remain in the appointment series.
- Recommended if the appointments in the series differ.
- No room search possible.
If you select Delete + Create, please note the following information:
- Data on the appointment template is lost (e.g. lecturer, contact person, course unit).
- Gaps in the series can be filled (e.g. in the event of postponed appointments).
- Recommended if all appointments in the series are the same.
- Easy to search for a new room.
Using the menu ribbon at the top under “Operations”, you can choose to copy dates between course groups within a course.
Using the ribbon at the top under “operations”, you can choose to copy dates between course groups within a course or between courses. This results in conflicting appointments if an appointment is not subsequently deleted.
You can select the source dates and target groups in the window that opens. Alternatively, you can modify the location and time in the second tab.
Via the menu ribbon at the top under “Operations”, you can perform the action Copy appointments and/or groups from the previous year so that individual appointments that were not copied by the semester transfer are restored.
Important information
The 3 most important checks by conflicting appointments are:
- Appointments may not be created if they conflict with other appointments in the same room. In the case of appointment series, you can also request/book only conflict-free individual appointments.
- There are conflicting dates recorded for other compulsory courses in the same recommended semester.
- The date falls outside the semester during which the course is being held.
Depending on the situation and authorization, you can confirm your selection with the Enter anyway button.
In the “Create New Appointment” template under “Location”, you can open the drop-down menu by clicking on “Filter”. Under “Filter”, select the Location Placeholder and then specify the user profile by clicking on “Resource”.
Both a start and end date, as well as a start and end time, must be specified. If neither time nor place is known, we recommend entering the last day of the semester from 00:00 to 23:59.
Online Appointments
Online appointments are a special form of placeholder appointments. To do this, you can select either “Online”, “Online live appointment” or “Online self-study” bý clicking on “Resource”.
Appointment series are completely restored when the semester is transferred, i.e. copied to the new academic year. The prerequisite for this is that the appointment series contains at least three appointments. If appointments from the previous semester are canceled or deleted, gaps may appear in the transferred date series, potentially leading to double bookings of rooms. Therefore, please check after the semester transfer whether all appointments have been entered correctly.
Deleted appointments and appointment series, where all appointments in the series have been canceled or deleted, will not be copied.
FAQ on Course Administration
First go to the “My Course Administration” app.
- Course Timetable Coordinator: Click on “Rights-based survey” at the top of the ribbon. You will now see all courses of the organization for which you have the rights as Course Timetable Coordinator.
- Lecturers: Click on “My courses” at the top of the ribbon. You will now see the courses for which you are registered as a lecturer.
If you have any questions regarding content please contact C@MPUS Support (semester transfer) or Lecture Hall Management (double occupancy of rooms).
- Courses can be assigned to various modules. This means that it is often not clear which module description should be copied into the course.
- Modules can consist of several courses. This raises the question of whether the same text should be copied into the lecture, the exercise and the practical course. In the case of two-semester modules, the same text would also be copied for the winter and summer semester courses, even though they deal with different topics.
No, students are not shown the “Exam details” section.
The following reasons may explain why a person cannot be found:
- If the contract with the person has not been finalized, enter a temporary position and assign it to the course. Replace the temporary position with the real person as soon as they are in the system.
- If the person comes from a cooperating institution, e.g. University of Hohenheim, University of Tübingen, Ludwigsburg University of Education, State Seminars: Enter a temporary position and report the person with title, date of birth and cooperating institution to Division 1.
- If the person has already retired but is still teaching: Enter a position and report the person to Division 4 (Personnel). In the case of retired professors, a corresponding employment contract is drawn up by the relevant faculty.
Yes, the selected option is copied from winter semester to winter semester and from summer semester to summer semester.
Contact
Division 3 - Students' Affairs
- Further information
- Point of contact for questions relating to the organization of study programs and teaching