Information for Instructors

We generally contact you in good time, at least 8 weeks before the next course period starts (semester or next non-teaching period).

All course-related arrangements should be finalised four weeks before the course begins so that we can complete the course programme in good time.

Please send us an email to kursplanung-hssuni-greifswaldde with the following information:

• Sport, level
• Day and time when your course can take place; please provide several options so that we can be more flexible
• Is there a preferred venue?

We will then see if and how we can schedule your ideas and get back to you with suggestions if the course cannot take place as requested. If we do not contact you, your suggestion has been accepted.

If the course can take place, please send us the signed fee contract before the start of the course.

Required materials and equipment can be used by arrangement, subject to availability. In individual cases, we can also purchase new equipment. If you have any ideas or require anything, please contact us.

Preparing equipment and picking up required materials, as well as putting the equipment away properly and storing the materials appropriately with the help of the participants, must be carried out within the course time.

Damage to sports equipment, technical facilities or to sports halls/rooms must be reported immediately to University Sport so that we can take the necessary measures, e.g. buy replacements or arrange for repairs.

For some sports facilities, you will need a key or a ‘key card’. We will discuss this with you in advance.

We have installed electronic locks in our own sports complex at Fallada-Str. 11. You will need a card for this. Students and employees of the university can also use their university card.

We will then activate your (possibly new) card for the relevant rooms.

If you need a key, you can borrow one from the office by arranging an appointment prior to the start of the course period.

You will be required to fill out a form on site confirming that you have received the key. Please return the key to the office immediately after the last session of the course.

The self-service portal provides you with access to our booking system at the beginning of the course period. There is a menu for each course, which you can access by clicking on the white plus icon.

The following functions are available:

• Information about the course: here you will see the period, the scheduled dates, the course instructor, the course location and the course fee.
• View the list of participants for this course: view the list of participants as a PDF file.
• Send emails: to all participants.
• Record attendance.

If you are unable to teach a course on one or more dates, for example due to illness or holiday, please let us know immediately and be sure to inform the participants of the cancellation in good time.

However, you may also appoint a qualified substitute so that the course does not have to be cancelled. In some cases, it is also possible to agree on an alternative date with the participants. However, both possibilities must be agreed with us in advance.

At the beginning of the course period, you will receive access to our booking system. This allows you to communicate with course participants via email, for example to notify them of cancellations or to coordinate rescheduling.

Self-service access is active for the current course period. For data protection reasons, please only use this option to send course-related information to participants.

As an instructor, you decide whether there is capacity for additional participants in your course. There may be various reasons for this. Some participants may not show up at all, some participants might not attend regularly, or there may be more space in the room than you anticipated.

Please let us know and we will increase the number of places so that additional participants can register. This is often decided after just a few sessions.

The sooner you realise that there are still places available, the sooner we can admit those on the waiting list or release places.

Please bear in mind that there are often people on the waiting list. It is therefore not advisable to make commitments directly on site. If in doubt, simply ask us whether there is a waiting list for your course.

As an instructor, you are required to check the participants' registration confirmation at least once at the beginning of the course. This is particularly important for insurance reasons and for reasons related to fairness.

Participants are also required to be able to prove they belong to the status they selected when registering (student, member of staff or external). You should therefore check student and staff ID cards at the beginning of the course. External participants do not need to provide any such kind of proof.

There are 2 steps to follow!

1. To ensure that participants are insured, we need proof that they have attended the course.

        In the self-service portal, you will find a menu for each course. Click on the white plus icon. Under ‘Call up participant list for this offer’, you can call up the attendance list. Print out the list and take it with you to each course session. Each participant confirms their attendance before the start of the course session with their signature or initials. This also serves as proof for you that the course session has taken place.
 

     2. After the course session, please enter the number of participants for the respective date online. This allows us to track whether we can still offer places, among other things.

        To do this, use the ‘Record attendance’ option in the self-service menu for the course. A separate window will open where you can enter attendance details and comments, such as cancellations or substitutes.

Students and members of staff are insured through the Unfallkasse M-V accident insurance fund for designated courses provided by University Sports. Persons who are not members of staff and civil servants are not covered by this insurance. All participants are advised to ensure that they have adequate accident, health, and liability insurance.

To guarantee insurance cover, you must conduct an accident briefing for participants at the beginning of the first course session. After reading out the listed points, the accident briefing must be signed by all participants.

If not all participants are present at the first session, they must be instructed at a later date and are also required to sign the form.

The basis for invoicing is the fee contract. It must be signed and submitted before the course begins.

After the course ends, you will send us an invoice for the services rendered. You can find an invoice template here under no. 8. Please submit the attendance list and the confirmation of briefing as attachments.

Outside our opening hours, you can get help here:

University of Greifswald emergency telephone number: 03834 420 20 20

• For building damage and other unusual technical problems.
• Mon–Fri: 3.30 p.m.–7.00 a.m.
• Sat–Sun: all day

USD security: 03834 777 580

Old Town Campus caretaker: 03834 420 12 39

Judo Hall caretaker: 03834 420 12 70