University of Hamburg - to research, to teach, to educate and form, to homepage

Photo: UHH/Patillo/Thieler

Participant Import with Campus Management Reporting

In OpenOlat, it is possible to import lists of examinees into a course. This help card explains how to generate this list and how to add it to the OpenOlat course.

 

Good to know

Via the Campus Management Reporting tool provided by the Computing Center, you can generate a list of examinees for your exam. Only exams scheduled for the next 7 days are retrieved here. Only exams for which you are registered as the person responsible are displayed.

Also, pay attention to the registration and deregistration deadlines if you want to export a final version of the list.
Example: If the deregistration deadline for exams at your faculty is 7 days (at the end of the day), the report will provide you with the valid data set containing the exam participants on the following day. If, however, the deregistration deadline ends 72 hours (exact to the hour) before the exam date, you must also wait for the following day here, as the data synchronization between STiNE and the report tool only takes place at night.

How to proceed

How to generate a participant list in Campus Management Reporting:

  1. Open the page of the Campus Management Reporting tool.
  2. If you are not yet within the UHH network, log in to the University of Hamburg VPN network with your B-ID.



  1. You will now arrive at the reporting tool. Click on pruefungen and then on Pruefungsteilnehmende.
    Attention: Pay attention to the registration and deregistration deadlines as well as the nightly synchronization of the lists if you want to export a final version of the list.

  2. A view with all exam participants opens. Now click on the disk icon in the menu bar and select Excel from the menu.

  3. Open the file Pruefungsteilnehmende.xlsx with Excel or a similar spreadsheet program. You will now find a separate data sheet for each exam in the table.
    Select all entries in the Email column and copy their content with [ctrl-c] ([cmd-c]). The content is now in your clipboard. From here you can paste the content of the list into various places.

Importing members into OpenOlat:

  1. In your course, click on Member management under Administration at the top. Member management opens.

  2. To import your exam participants, click on Import members.
  3. In the window that opens, you can now paste the email addresses/matriculation numbers of the participants. You can copy these from the previously generated Excel list.
  4. Then click Next. All found participants are displayed. If participants are not found here, they have not yet logged in to OpenOlat - a notification via STiNE is then recommended.
  5. Click Next again. You can then assign course rights to the participants. Check the box for Participant here and click Next.
  6. In the next window, you can decide whether you want to notify the exam participants via email that they have been added to the THE course.
  7. Clicking Finish completes the import process and adds the participants to the THE course.

Removing deregistrations

Students can deregister from the exam up to three days before the exam date. To reflect these deregistrations in OpenOLAT, you must identify the deregistered students.

Analyzing deregistered students via Excel

  1. Download a list of participants from Campus Management Reporting again three days before the exam.
  2. To find out as easily as possible who has deregistered, we have prepared an Excel spreadsheet: Download Excel comparison template
  3. Enter the 7-day-old list of examinees in the first data sheet of the Excel comparison template.
  4. Then copy the 3-day list of examinees into the second data sheet.
  5. In the third data sheet of the comparison template, right-click in the first column.
  6. Click Refresh in the context menu.
  7. Now the participants who have deregistered from the exam in the last four days are displayed.

Removing in OpenOLAT

  1. In your course, click on Member management under Administration at the top. Member management opens.
  2. Now search for a student to be removed. The search bar above the table is suitable for finding people in a course with many participants.
  3. Click on the gear icon on the far right in the column of the participant to be removed. A small menu opens.
  4. Click on Remove.

Scripts