Application management

Via the CampusNet® web portal, prospective students can easily contact any university and access relevant information. They can submit their study interests and contact information directly to the university. This way university staff can asses their specific interests and are then able to inform the applicant about relevant courses and invite them to apply when applications are open.

Via the CampusNet® web portal, prospective students can easily contact anyuniversity and access relevant information. They can submit their study interests andcontact information directly to the university.This way university staff can asses their specific interests and are then able to informthe applicant about relevant courses and invite them to apply when applications areopen.

Summary of features:

Configurable enquiry forms allow students to submit their interests
The data from the enquiry forms will be automatically recorded in a master database
Applicants and their interests can be grouped into prospective categories, each student can be contacted with information relevant to them
Information can be distributed electronically via an extensive mail merge function
With the help of our process, tasks can be created for resubmission and completed tasks are clearly noted, (e.g. who has received which information)

Application and approvals

CampusNet® supports the complete application process at universities: from course requirements to authorisation and enrolment. Increased numbers of applicants can be processed and places can be offered quickly.

Different process to allocate student places

Normally student places are allocated via a fully automatic ranking and remaining places filled successively. In addition (or as an alternative) a qualification exam can also be configured into the system.

Selected functions in detail

A complex and highly configurable process automatically evaluates which applications are successful. Each application according to their data will be assigned one or more ranking (e.g. performance, waiting period, special cases). The total university places to be awarded will be allocated to the individual rankings according to a contingency scheme. Subsequently the application data gets evaluated based on an evaluation scheme using a point system. This calculates a score, which results into the equivalent position on the ranking hierarchy. The entire evaluation process is automatic. Though for each step of the process there are various control mechanisms available, which allow manual interference. This way available places can be distributed from one ranking to the other or certain ones can be intentionally overbooked.

Following the main selection process any number of successive ’move up the list’ procedures can be performed
Easily configurable correction scores can be stored on an application when degree grades are available. The use of these corrections can be controlled so long as the upper limit of places isn’t exceeded.
A comprehensive analysis provides guidance on optimising the selection

In an individual aptitude test an applicant will be reviewed and evaluated by an expert. The result of that test can be the basis of an offer or be entered into the automatic rankings. All parts of the aptitude test can be run in parallel to the processing of the automatic system.

The assignment of test reviewers is simplified by managing appraiser resources.
The categorization of the appraisers different roles can be collated.
Supported by a notification and reminder system, the evaluation can be done automatically online
Various monitoring functions ensure a smooth running evaluation process.

Complete online application

Applicants can submit their admission form and any additional requests online. The supplied data can be saved and processed at a later date. The completed application form and all special requests are digitally transmitted to the university and can be printed as PDFs.

Selected functions in detail

Applicants can be prompted to answer questions that will gradually guide them towards matching study courses.
Using different search criteria applicants can target a specific range of courses
Via a user account the candidate can view their application status.
All special student requests can be viewed directly on their application form
Students are able to switch their main and secondary subjects online.
Once a subject is chosen, the course regulations are automatically displayed.
Barcodes on the printed documents allow an electronic register (in case forms are posted)

Options to configure the selection process

Configuring the selection process is simplified by using numerous individual components. Different study courses can be viewed while at the same time the selection processes can be adapted accordingly to the courses on offer.

Selected functions in detail

A priority process for duplicated or parallel applications is available as an option. The priority of an application will be noted in a ranking so that only one place will be allocated per student.
A part-approval can be set up for multiple studies. This way, candidates who have not been authorized for all their desired subjects gain access.
The different states of an application can be viewed at any time.
Configurable checklists aid the processing of applications by prompting the student ensure that all boxes are ticked resulting in clean applications.
Using lock functions, applications can be paused or blocked anytime, for instance, if documents are missing.
Assigned student applications are compared to the available number of places so that an over-booking alert can be triggered in advance.
Each selection process can determine how many unique applications are possible throughout the process
A fee can be attached to each application which is payable by the candidates before they are enrolled

Easily configurable forms

Each university can configure their application forms according to their requirements. This enables the structure and contents of the application form to be tailored to each course.

Selected functions in detail

Certain help functions for form completion

Special sections are available for application forms. Predefined queries, e.g. master data from a candidate or their chosen course, can be included in the application form.
Automatic functions can be activated depending on data input: individual sections of the form can be highlighted or hidden, emails sent directly to the students, or applications can be blocked. On creation of an applicants file, all necessary data from the application form will automatically be saved.
All data from the application form can be viewed and considered for a ranking at a later stage
Special sections of application forms are available for predefined queries, e.g. master data from a candidate or their chosen course can be included in the application form. These special sections include essential sub-sections and form fields to check credibility and ensure data quality.
Version management allows changes to the forms on the fly

Linking DoSV (DoSP)

The Dialog orientated Service Procedure (DoSP) was developed to aid the assignment of student applicants to the number of places at German universities. All compulsory interfaces and numerous support functions are available.

Selected functions in detail

Applications can be registered via the web portal of the university
All applicant data in CampusNet® is continuously synced with the admissions office of the Foundation for Higher Education.
Multiple applications can be easily recorded, as can restricted admissions or when courses do not have an admission limit.
Following the DoSP assignment, remaining places can be assigned via the university internal clearing procedures.

Digitally created notifications

When applications have been assessed, PDF admission or rejection notifications can be created using the mail merge function. The notification letters can then be posted and/or sent online.

For each applicant an appropriate status notification can be created (e.g. admission, waiting list, rejection)
An acceptance period can either be transferred from the application form or noted on the admission acceptance letter.

Course management

The course management program provides the framework for the course and course conditions offered by the university. It focuses on the management of exam regulations and modules where global, and exam specific, regulations are in force.

Administration of multiple courses

The course details are determined by the exam regulations. As well as key study guidelines, examination regulations contain topics and part-exam systems - the so-called trial blocks (modules, termination modules or individual courses). The hierarchical structure of examination regulations, and the repeatability of curriculum modules, reduces the effort in planning courses.

Selected functions in detail

Different exam regulations can be managed per subject / study course.
Exam regulations are organised hierarchically so basic settings can easily be re-used.
Formal examination regulations (and data reported to the State Statistical Office) can be controlled
Multiple course regulations can be defined, i.e. if students must meet certain conditions in their choice of subjects.
Parallel management of courses with different lengths, e.g. Law in trimesters and economics in semesters is possible.
Basic information about the examination regulations can be easily used for the Diploma certificate
An export function is available for courses and their allocated examination regulations

Flexibility while in operation

A number of examination regulations can be assigned to a course, allowing changes for the next semester at anytime. However exam regulations in existence do not lose their validity.

Selected functions in detail

Complete exam regulations or individual parts can easily be copied over
The copy function for standard examinations can be used whilst student continue to study under the regulations they enrolled under
Existing performance data can be fully transferred into new examination regulation models

Efficient management of modules

Study modules are created independently to examination regulations. Individual courses, modules or general qualifications can be applied to any number of examination regulations. The same applies to part exam regulations. This considerably reduces the workload.

Selected functions in detail

Settings like participation requirements can be adjusted at the modules or context specific in the respective examination regulation.
A clear structure is given by allocating modules to certain areas of examination regulations.
Separately from study courses, other teaching tools and E-learning can be combined via modules.
The descriptive text for each module can be managed and displayed via an interface and can also be assembled to module manuals.

Differentiated configuration options

The core data is linked to the examination regulations (e.g. fee structure, evaluation system, admission limit, standard study period). All other settings concerning modules can be adjusted at module or sector level and even at course level. The settings of the previous level are passed onto the next lower level, this way only discrepancies need to be addressed.

Selected functions in detail

Different examination systems can be used within the examination regulations, their performances can be converted
For each regulated exam element individual rules can be applied in regards to repetition, weighting of individual performances, commitment level, etc.
Main focus areas and areas of specialization can be viewed by selecting fields of your choice.
For course ranges, minimum and maximum numbers can be defined that specify how many study modules must be completed or the number of credits that must be used.
For the study blocks of a particular subject, you can specify that students must complete the compulsory parts and other students can complete them in work experience.
Based on the examination regulations, different curriculums can automatically be created that are graphically displayed, this can show when, and in what sequence, the individual study elements have to be completed.

Course management

The course management in CampusNet® includes the creation of modules and educational events for a particular semester, it also includes the assignment of lecturers, time and location planner, processing and monitoring registration and the selection of participants.

Efficient course management

To simplify the process, all required modules and events are created in brief. Important information such as deliverables, credits, participation requirements etc. are all listed and transferred into the course curriculum at a later stage. Additions and amendments can be carried out anytime.

Selected functions in detail

Freely configurable lecture types allow a flexible categorization of lectures, which are relayed in different ways.
Registration deadlines and other notable dates are managed centrally for all calendars, but can be adjusted as needed for other individual events.
All master lecture data is summarized in a single view. Separately, linked data such as lists of participants, test data or registration logs are accessible at all times.
In additional fields, university-specific information can be saved to a particular event.
Mapping of repeated lectures can be done automatically or manually linked with modules from previous semesters
Create and manage lectures for small or training groups
Lecture directories (or a selected course notification) can be shown in the web portal, exported to be sent to a printer or be printed directly.
Lectures can also be shown as an individual notification.
Data collection allows processing of multiple lectures in a single step.

Extensive Online Functions

Throughout the admission process, students register for lectures and modules. Lecturers and participants can access several functions within each lecture using the web portal. Lecturers can capture detailed descriptions of the lecture and provide literature lists. Participants and teaching staff alike can upload information and get in touch via the lecture-linked mailing list.

Selected functions in detail

During the registration period, a students study details are assessed and they can then only apply for those modules and lectures that are part of their course.
When registering for lectures via the online portal, the student will automatically be enrolled into any exams / tests.
Using the supervisor function, teaching staff can decide which lectures students should register for.
In case lectures overlap, or are clustered together, students are able to prioritise which they attend.
A notification system automatically informs lecturers and students about date or location changes.
All lectures are listed in the lecturers and students calendars
Participants can evaluate lectures online, and lecturers can view those assessments.

Flexible & configurable student participation selection

In addition to certain student requirements, a maximum number of participants can be set for each lecture. A selection process is triggered if too many students have registered for a lecture. If a lecture is oversubscribed, a decision based on configurable criteria is made as to which applicants are accepted and which are rejected.

Selected functions in detail

When selecting participants, individual criteria such as hardship cases, examination regulations, or their amount of semesters are considered.
When selecting participants using enrolment groups, students will automatically receive a place once registered in the group
Several events and modules can be combined into a group when enrolling. Students can then enter all lectures (or modules) of their enrolment group to their preferences, which in turn are taken into account in the selection of participants.
When places become available, they are automatically filled with people moving up from the waiting list.
Lectures can be released irrespective of the students who just ‘listen in’

Simple organisation of smaller groups

Organisation of small (or sub study groups) can be set up for each event. Dates, room locations and lectures can be specifically allocated to these groups. After participants registered their interest on the web portal, they can be selected and distributed to these smaller sub groups.

Selected functions in detail

When registering for several smaller study groups, students are able to prioritise these on the web portal.
Smaller study groups can be linked to lectures at a later stage.
All smaller study groups are visually linked to the associated main event.

Reliable scheduling and planning

Calendar events are automatically created for the required course. Dates of lectures can be set up for just one session or multiple dates. The availability of lecturers and rooms will automatically be checked while entering a lecture. In addition, any conflicts arising are automatically reported (e.g. bank holiday, clashing with dates of other events for participants).

Selected functions in detail

Lecturers and rooms can be set for all dates of an event or for individual appointments.
For groups of students, or certain subject combinations, mechanisms are in place that enable scheduled events not to overlap, so that students can participate in all events.
When selecting a room, an automatically check is done to asses whether it is free and meets the requirements of the lecture in terms of size and equipment.
All event dates, including associated exam dates, are displayed on the web portal in the lecturers and participants personal calendars.

Location planning

CampusNet® manages spaces according to location, site, building, room. Suitable attributes can be managed, for example the address of a building or distance and travel times between all sites or individual buildings.

Centralised room management

All rooms are managed centrally, even at multiple campuses. Information for each room, like location, size, equipment, furniture, number of seats or access, are all stored centrally.

Selected functions in detail

Required travelling time between buildings is noted
Equipment available can be easily noted with the help of a selection list.
Alongside the fixed equipment in that particular room, availability of any additional (movable) appliances can be noted.
Any university internal room facility management system can be synced with CampusNet®.

Room planning for lectures and exams

Rooms can be assigned when events or exam dates are created. They are automatically checked if they are free and meet the requirements of the course or examination in terms of size and amenities

Selected functions in detail

An evaluation function for room occupancy determines its high and low capacity. It can respond flexibly if numbers of participants changes. This aids the utilisation of room capacity at universities.
A room distribution overview can be printed, digitally exported or accessed via an interface.
One date can be linked to several rooms, for example when dissertations take place in different rooms at the same time.

Online bookings of rooms

All users or dedicated user groups can book selected rooms online via the web portal. The capacity, schedule, and also their equipment are displayed online. The staff responsible for the allocation of rooms are notified and can organise the request online.

Student management

Supports all processes of student management from enrolment, subject choice and change, replies, annual leave – all the way to graduation. The electronic file of each student contains their generic and study specific information.

Simple management of master data

The original master data of students is managed in a clearly laid out electronic file. All study related information can be viewed anytime, like course structure, modules, lecture and exam registrations, as well as their performance to date.

Selected functions in detail

The original data is automatically copied from their registration form
Different contact details can be saved, e.g. students home address and their student accommodation.
Extra configurable fields make it possible to save any further data.
A complex search function can be used to search any original data, study data and any extra information.

Transparent fee management

Payments from students can be managed in CampusNet® or replaced with an external financial system.

Selected functions in detail

With each new semester all related charges can be generated automatically
Charges incurred are set out in detail in the fee model for the course, so fees can be subject to certain study status or semester count.
In addition to the provisions in the fee model a student can be charged for a single semester or their entire studies. Scholarships can also be allocated.
Standardised interfaces can transmit claims to external financial systems and payment data is imported.
Imported payments are allocated using reference numbers automatically linked to applicants and students and can also be divided in different semesters.
Automatic tracking of charges is also supported, as is the calculation of overdue fines.

Online Services

Students can use several functions via the university web portal to ease their day-to- day student life. This can take workload off the university staff.

Selected functions in detail

• Students can change their own data by themselves
• Students can make online applications.
• Students can place standing orders and pay for their study-related fees simply via web portal
• Once data is released by the universities, students can download indiviual documents, e.g. term related information

Selected functions for study management

Students can enrol for any number of courses in parallel or sequentially, based on their authorised application, data from external sources, or manual processes. Their study progress is documented automatically. Their current study status and up-to-date semester counter can be accessed at any time.

Selected functions in detail

Automated feedback alerts are used to check various credentials: has the fee been paid, has the standard longevity of a study period been exceeded.
When annual leave is requested, a reason must be specified in advance. The result gets automatically transferred into the students’ statistics.
A student content plan facilitates that students and lecturers can choose the appropriate study focus. These are evaluated to select matching modules and lectures.
For each course a student supervisor can be assigned.
Changing a subject can be simply carried out via the Application management
All statistics required by law can be created and tested for credibility before submission.

Communiucation and documentation

A Mail merge function is available to communicate with the students. Group letters and emails can be directly sent using CampusNet®.

Selected functions in detail

Certificates can be created on university tailored templates, delivered to the students electronically, by mail or be made available to download on the web portal.
In the ‘activities’ section tasks can be allocated, reminders created and procedures documented.
Several student groups can be notified via a distribution system

Lecturer management

Any information relevant to teaching staff such as master data or contact data can be specifically be stored on CampusNet®. This can include qualifications and organisational issues.

Management of Teaching staff

Teaching staff will be allocated to different groups, e.g. lecturers, junior lecturers, academic advisors, teaching assistants etc. This simplifies HR planning and also aids with the licensing distribution of the web portal.

Selected functions in detail

Along with the master data, lecturer specific data can be stored, such as organisational assignments, academic administrative positions, job functions or terms of employment.
Professional links between members of staff, supervised students, external links to industry or co-operations can be also be stored.
Staff absences can be logged and can aid the planning of lectures and examination schedules
Professional qualifications, their ability and responsibility level can all be checked before assigning a lecturer to a course
Each staff has a deputy to take over their role or certain functions if necessary

Salary calculations for teaching staff

Payments for peripatetic lecturers can be monitored and paid. This allows precise control over what lectures were taught and what fees are owed.

Selected functions in detail

Once configured, the salary calculation system allows a simple and transparent way of staff payment.
When assigning a lecturer to a course, their agreed rates and payment methods are automatically configured.
Their lectures and fee agreements can be viewed from the master data
If lecturers are only allowed to work a certain amount of hours in an academic year, a monitoring function ensures that this number is not exceeded.

Reliable allocation of individual lessons

If lecturers offer one to one sessions, their subjects and capacity can be monitored. When the scope of one-to-one sessions is agreed, a structured system between the lecturer and student is noted on the system. This will be monitored to ensure that the student receives the agreed one-to-one sessions.

Examination management

Our Examination management system, with its extensive functions, offers support for the examination admin office, examiners (and students) with planning, exam applications, performance and results all the way up to graduation.

Prospective Examination planning

Exam expectations are set by the course regulations. This automatically determines which tests need to be sat.

Selected functions in detail

Exams and re-tests can be planned many terms in advance.
Individual exams and sequences of exams are shown in chronological order.
Preferences for the various types of exams are easily made, specific tests preferences can be made manually.
Depending on the type of exam, it is simple to plan for relevant individual or group dates and locations.
Exams can be divided into sub-tests using different examiners.
Exams for module blocks can be fixed by the module or per semester.
Dissertations and assesment times can be managed. The finished work can be simply uploaded to the web portal.
Examiners and exam participants are automatically notified of all their relevant exams and any changes of dates or rooms.

Convenient result management

Results can be entered by the examiners directly into the web portal. Students can view their results online once released by the examiner or examination admin office. Their total grade is automatically calculated based on their individual test results.

Selected functions in detail

Results can be listed in different valuation systems and are automatically converted into the target evaluation system for each student.
Absences (including the reason for absences) are recorded by default.
If more than one examiner is involved, all their scores will be combined on the webportal.
Results can also be marked externally, by exporting a score sheet and re-importing it once the assessment is finished.
Based on different weighting systems, individual results are automatically calculated into a total score.
Results can be released directly from the examiner (step one) or only after being checked by the examination admin office (step two).
• ECTS scores are calculated based on individual courses, modules or subjects (with optional export options).
Different GPAs** can be calculated, it can be agreed that test results are rounded up or down and if the lowest mark discounted
Via the web portal, students can independently request to view their external performances
• The ability to import performance data from legacy systems is built in.

Creation of certificates and other report documents

It is possible to create certificates and other reporting documents with extensive print and export functions.

Selected functions in detail

Many templates can be managed for the creation of certificates
Additional documents, such as transcript of records or diploma supplements, can automatically be generated based on the results
The examiner can separately print out location, participant and result list

Various options for the examination application

Options are available for the organisation of exam registrations. Students can be: automatically entered into all relevant exams, can sign up individually for exams, be entered by admin staff or be entered by the examiners themselves.

Selected functions in detail

Students can register, or cancel exam participation, themselves online
Once registered for certain modules or courses, students are automatically entered into the relevant exams.
All aspects of participation and deadlines are automatically checked with registration
Students can register (or cancel) semester exams or a single exam only.
If a grade can be achieved by alternative tests, the students have the choice which combination to opt for when they register so long as it does not violate predefined guidelines.
All registrations and cancellations are logged in detail.

Campus Reporting Services

You want answers to questions today which might only come up in the future?

How many students have subscribed to which course? What is the drop-out rate in specific student years? With the Campus Reporting Services (CRS), offered by Datenlotsen, universities have a comprehensive reporting solution, tailored to their needs. CRS provides all the functionality of a modern management information system (MIS) - with two different on demand variants: standard and individual ‘ad-hoc’ reports.

More info >

Areas of operation

The CRS not only draws on data from CampusNet® but are also able to retrieve data from other systems such as financial accounting, or HR software, and assimilate them. In this way the university gains a comprehensive database for future control-specific decisions. A comprehensive database is provided for future developments (for example, the numbers of new applicants per term) and "what if" scenarios.

Standard reports can be defined and are then automatically supplied within a certain time frame (to view via web portal or received by email). Reports can be sent on a regular basis to the most recent applicants. Many standard reports are already preconfigured and included in the basic package and can therefore be used immediately. and included

On demand ad-hoc reports supply data on individual requests. Adhering to the permission settings of the CRS, users can only access data they are authorised to. For example: In response to a press inquiry about dropout rates in a particular subject, the system carries out a data scan over the last semesters.