Exam registration and deregistration
How examinees appear on exams through enrollment and module election, how withdrawal and leave affect grading, and how term reassessment registration windows fit the attempt lifecycle.
Exam registration in Fuxam is not a separate “sign up for this sitting” button inside My Exams. Students become examinees when they are enrolled on the module for a cohort and term — often after electing the module in the Module Catalog — and the module version carries an examination requirement. Deregistration (withdrawal before a sitting counts) is governed by examination regulations and the ruleset withdrawal deadline, and it changes who you may grade.
This chapter explains who adds examinees, how staff and students each contribute, and how withdrawal, leave, and reassessment registration windows relate to attempt tabs. For the full attempt economy after a sitting is graded, see How exam attempts work.
Why it matters
Universities must know who is entitled to sit which formal exam under which attempt number. Mistakes here produce the wrong roster, incorrect attempt usage, and grading of students who should have withdrawn. Clear registration and deregistration practice:
- Keeps My Exams aligned with the study plan and term
- Protects students who withdraw within the statutory window
- Coordinates reassessment registration periods with exam-type workflows
- Prevents examiners from marking students who are on leave or unable to take the exam
How it fits
| Related area | Relationship |
|---|---|
| Create an exam | Instances appear once requirements and enrollment exist |
| Module Catalog | Student elections (including early or alternative exam options) feed enrollment |
| Chronology | Term election and reassessment registration windows |
| Academic rulesets | Withdrawal deadline and attempt limits |
| How exam attempts work | How outcomes consume passed / failed attempts |
| Grade submissions | You cannot grade withdrawn, unable, or on-leave students |
Key concepts
| Term | Meaning |
|---|---|
| Examinee roster | Students listed on the exam / attempt for a cohort and term |
| Enrollment | Institutional placement of the student on the module for that term — the usual path onto the exam |
| Module election | Student intent to take a module (and sometimes early or alternative exam options) via the Module Catalog |
| Withdrawal (Rücktritt) | Leaving an exam before it counts, typically within a deadline set by regulations |
| Withdrawal deadline | Ruleset field: days before exam withdrawal closes |
| No-show (Nichterscheinen) | Failure to appear without an accepted excuse — often treated as a failed attempt in regulations |
| Reassessment registration window | Term dates (Reassessment Registration Start / End) when students can register for reassessment exams (when enabled) |
| On leave / unable | Statuses that block grading for the term or sitting |
Who registers examinees
| Actor | What they do |
|---|---|
| Curriculum and planning staff | Place modules in curricula and cohorts so exam instances can exist |
| Enrollment / exam office | Enroll students for the term so they appear on the exam roster |
| Students | Elect modules (and optional early / alternative exam paths) in the Module Catalog during election windows |
| Examiners in My Exams | Do not invent the academic requirement; they plan, schedule, and grade the instance once students are enrolled |
How students get onto an exam
Confirm the module version has an examination requirement linked to an exam type.
Confirm the module is on the curriculum assigned to the student’s cohort.
During the term election window (when electives apply), the student elects the module in the Module Catalog if required.
Institutional enrollment for the term places the student on the module — the exam then appears under My Exams for staff with access.
Staff open the exam and work the correct Attempt tab for that sitting.
Early or alternative exam election
When your institution enables early or alternative exam options in the Module Catalog, students may elect those paths at election time. That is different from a later exam request for an individual accommodation or alternative date after they are already on the instance.
Deregistration and withdrawal
Ruleset withdrawal deadline
On the academic ruleset version, the withdrawal deadline sets how many days before the exam withdrawal closes. This supports Rücktritt processes common in German examination regulations. Whether a withdrawal consumes a failed attempt is a regulatory / process question — Fuxam documents the deadline field; counting rules are institutional. See Edit a ruleset and How exam attempts work.
Grading consequences
You cannot grade students who have:
- Withdrawn
- Been marked unable to take the exam
- Been marked on leave for the term
Leave those rows ungraded rather than forcing a mark. See Grade submissions.
Withdrawal vs no-show (domain framing)
| Situation | Typical regulatory pattern | Practical guidance in My Exams |
|---|---|---|
| Withdrawal within deadline | Often does not consume an attempt | Confirm status; do not grade |
| No-show without excuse | Often counts as failed | Record outcome per office process; failed counter may advance toward permanent failure |
| Schedule change via request | Avoids a no-show when approved | Approve alternative date, then schedule on the attempt tab |
Reassessment registration on terms
When reassessment periods are enabled for your institution, each term in Chronology can carry:
| Field | Purpose |
|---|---|
| Reassessment Registration Start | When students may begin registering for reassessment exams |
| Reassessment Registration End | When that registration window closes |
These windows sit alongside the exam type’s reassessment period workflow (Attempt 2 needs reassessment approval; no Attempt 3+). Align term windows with Handle exam requests so students are not asked to register outside the published period.
Worked scenarios
Scenario A — Elective student appears after enrollment
A student elects Module X for Winter term during the election window. After enrollment, the written-exam instance for that cohort appears in My Exams. Staff schedule Attempt 1; the student is on the roster without a separate examiner-side registration click.
Scenario B — Withdrawal before Attempt 1
The ruleset withdrawal deadline is still open. The student withdraws. On the attempt tab they show as withdrawn. The examiner skips grading. Whether the attempt budget is untouched is decided by institutional regulations, not by inventing a mark.
Scenario C — Reassessment period + term window
The exam type uses reassessment period. After a failed Attempt 1 is published, the student submits a Reassessment request during the term’s reassessment registration window. Staff approve, schedule Attempt 2, and grade on that tab only.
Scenario D — On leave for the term
A student is on leave. They remain ineligible for grading for that term. Do not enter a fail to “close” the row — wait for status change or follow exam-office process.
Best practices
- Fix roster upstream. Missing students are usually enrollment or curriculum issues.
- Publish withdrawal rules clearly. Staff and students should know the ruleset deadline before the sitting.
- Separate election from requests. Catalog elections are planned choices; Exam Requests are case-by-case.
- Align reassessment windows with workflow. Term registration dates and exam-type reassessment gates must tell the same story.
- Train graders on ineligible statuses. Withdrawn / unable / on leave must stay ungraded.
Common pitfalls
| Situation | Likely cause | What to do |
|---|---|---|
| Student missing from exam | Not enrolled or module not on curriculum | Check enrollment and planning |
| Graded a withdrawn student | Status ignored | Leave ungraded; follow office correction process |
| Reassessment registration columns missing | Feature not enabled | Ask an administrator about exam-center reassessment settings |
| Confusing LMS course booking with exam roster | Different systems | Elect / enroll for the module; LMS booking is separate |
FAQ
Can examiners manually add any student to an exam?
Exam instances and rosters come from module examination requirements plus enrollment. There is no documented free-form “add any user” create flow that bypasses that structure.
Where is the withdrawal deadline set?
On the academic ruleset version under grading configuration — see Edit a ruleset.
Does unelecting a module in the Module Catalog deregister an exam?
Unelection and exam withdrawal are related but not identical concepts. Follow your institution’s rules for unelection windows and exam withdrawal deadlines; confirm the student’s status on the attempt tab before grading.
How do registration and attempts connect?
Registration / enrollment puts the student on the roster; attempt tabs and counters follow ruleset limits and exam-type workflow after sittings are graded. See How exam attempts work.
Related pages
How exam attempts work
Attempt consumption, withdrawal context, and permanent failure.
Create an exam
How instances appear once enrollment exists.
Chronology
Term election and reassessment registration windows.
Module Catalog
Student module election and early exam options.
Handle exam requests
Reassessment and alternative-date approvals.
Grade submissions
Who you can and cannot grade.