Information for Instructors

We generally contact you in good time, at least 8 weeks before the next programme 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, performance 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 suggestions 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 procure new materials. If you have any ideas or need anything, please contact us.

The assembly of equipment and the collection of required materials, as well as the proper dismantling of the equipment and the proper storage of the materials with the help of the participants, must be carried out within the course time.

Damage to sports equipment, technical facilities or in sports halls/rooms must be reported immediately to University Sports so that we can take the necessary measures, e.g. replace or repair the equipment.

For some halls, you will need a key, while for others you will need a ‘key card’. We will discuss this with you in advance.

We have installed electronic locks in our own hall 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 before the start of the course period by making an appointment in advance.

To do this, you must fill out a form on site confirming that you have received the key. Please return the key to the office immediately after the last course date.

With self-service, you will receive access to our booking system at the beginning of the programme period. There is a menu for each course, which you can access by clicking on the white plus sign.

The following functions are available:

• Information about the course: Here you can 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 arrange an alternative date with the participants. However, both approaches must be agreed with us in advance.

At the beginning of the programme period, you will receive access to our booking system. This allows you to communicate with course participants by email, for example to notify them of course 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 communicate with participants for course-related information.

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, not everyone may attend, 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 course confirmation of participants at least once at the beginning of the course. This is particularly important for insurance reasons and for reasons of fairness.

Participants are also required to be able to identify themselves according to the status they selected when registering (student, employee or external). You should therefore check student and employee ID cards at the beginning of the course. External participants do not need to provide proof of identity.

2 steps to the result!

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

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

     2. After the course, please enter the number of participants online for the respective date. 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 and comments, such as course cancellations or substitutes.

Students and employees are insured through the Unfallkasse M-V accident insurance fund for designated university sports events. Non-employees and civil servants are not covered by this insurance. All participants are advised to ensure that they have adequate accident and health insurance and liability insurance.

To guarantee insurance cover, you must conduct an accident briefing for participants at the beginning of the first course date. 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 example here under point 8. Please submit the attendance list and the training certificate as attachments.

Outside our opening hours, you can get help here:

University of Greifswald emergency number: 03834 420 20 20

• For boating accidents and other unusual technical problems.
• Mon–Fri: 3:30 p.m.–7:00 a.m.
• Sat–Sun: all day

USD security service: 03834 777 580

Old Town Campus caretaker: 03834 420 12 39

Judo Hall caretaker: 03834 420 12 70