Students

= ED students who wish to write a thesis (Bachelor's thesis or Master's thesis). 

For the degree program Environmental Engineering, student research projects are also managed here.

Chairs

= Organizational unit where the student would like to write a thesis (includes examiner, supervisor, registrant in the text).

Examiner: Topic provider, eligible examiner according to APSO definition (can also be supervisor and/or registrant at the same time); requires TUM ID.

Supervisor: academic staff member who is usually responsible for the direct supervision of students (no legal examination function/relevance), can also be the registrant at the same time; requires a TUM ID.

Registrant: non-academic staff member. Chair staff member; requires TUM ID.

Chairs of the ED are authorized to use the ED portal by default.

Chairs outside of ED have to be given access to the ED-Portal. Changes can be made via the Technical Support (Admin) within the user administration.

School Office

= School Office of ED, i.e. employees from the School Administration who manage theses (registrations, extension requests, submission and grade reporting); as a rule, these are the administrative and clerical staff of the examination boards.

Employees of the School Office only see theses for degree programmes for which the employee has been given access. Changes can be made via Technical Support (Admin) within the user administration.

Application for registration of a thesis

Registrant: Log into Koinon and check the organization unit you are currently logged in for (relevant for people belonging to more than one organization unit). If applicable, choose the correct organization unit (see FAQs - ED portal).

Registrant: In the lefthand menu, navigate to Theses → Theses

Registrant: Click on + report new thesis

Registrar: Enter the student ID in the field Matriculation and click Search student(s).

If a student is enrolled in more than one degree program, please select the appropriate one under Type in the next step.

Registrant: complete the following information:

• Preliminary title (in German and English, if applicable)
• Planned language of the written thesis, if applicable
• Supervisor: If the registrant is not the supervisor, please indicate the supervisor here by entering the TUM e-mail address.
• Second supervisor: only add if a second person is supervising the thesis. Enter the TUM e-mail address.
• First examiner: Select via drop-down menu, Second examiner if required in the form. A second examiner is optional for some degree programs.
• Start date (registration is possible at the earliest two weeks before the start date)
•  Closure remark, if provided in the form
• Cooperation partner: If the thesis is to be completed externally (company or external university), please select “Yes” here and add information about the cooperation partner. Important: No emails will be sent to external email addresses!

Click Report to send the application.

Upon submitting the registration, the supervisors and examiners of the registered work will receive an e-mail with the data provided. If the persons concerned do not agree with the registration, please contact the School Office. A list of contacts for the individual degree programs can be found under Contacts for Theses at ED

Confirmation of the Registration by the Student

Student: The student will receive an email asking them to confirm the registration of their thesis. If the student agrees to the registration, please click on the link Please confirm here in the e-mail. (If they do NOT agree, students should consult the chair). The student will be forwarded directly to Koinon to confirm the thesis.

Approval of the Registration by the School Office

School Office: Once the student has confirmed the registration the School Office will receive an email notifying them that the registration has been received. The email contains a link that leads directly to this registration in the ED portal.

Alternative access to registered theses for the School Office:

School Office: Log in to the ED portal (https://portal.ed.tum.de/en/, login with TUM ID), in the menu on the left under Theses → Management → Overview.

School Office: In the upper section you can filter for theses according to their status, study program, type of thesis (Bachelor or Master thesis) or by supervising chair, supervisor or examiner. On the right one can also search for students by their matriculation number.

To check registrations choose the status filter Notified, admission requirements is being checked.

School Office: Click on Details in the thesis to view the data (title, examiner, start date etc.) (in the portal this overview is called Evaluation Form).

School Office: Check the requirements and data in the Evaluation Form and the student's data in TUMonline (e.g. is the chosen examiner eligible to be examiner in the study program? Are required exams and credits passed?)

Change of Data after the Registration

In case changes need to be made to supervisors and examiners after a thesis has been registered (e.g. due to illness, leaving of TUM, etc.), this data can still be changed at a later date. These changes can only be made by the School Office and only if the thesis has already been confirmed by the student. 

School Office: In the Evaluation Form of the thesis, click on Edit.

Supervisors can be changed by entering a new email address in the field Edit Supervisor.

Examiners can be changed in the drop down menu. If two examiners have been registered, it is not possible to remove one examiner. In this case, the thesis registration would have to be deleted and registered anew.

To save edited data, click Submit.

Theses of Exchange Students

The process for registering theses of exchange students (incoming students) is basically the same as for regular students. Exchange students are enrolled in special degree programmes and are automatically recognized as exchange students by the ED portal. As the exchange degree programs are not separated into Bachelor's and Master's degree programs, you need to indicate whether you want to register a Bachelor's or Master's thesis for the students when registering. To do this, select the desired thesis under Type.

Exposé in the degree programs of Mechanical Engineering

Bachelor Mechanical Engineering: The module assessment of module MW1265 Bachelor's Thesis consists of the scientific paper including a presentation (the presentation must be passed, it is not graded) and a proposal. This proposal is prepared as an exposé in the course of the seminar Scientific Working - Fundamentals and should ideally be completed at the beginning of the project work. In order to pass the Bachelor's Thesis module, in addition to the scientific paper and the presentation, the exposé must also be submitted and assessed as passed. Only then is the module deemed to have been passed and students receive credits for it.

Master's degree programs in PP Mechanical Engineering: The module assessment of the Master's Thesis module consists of the scientific paper including a presentation (the presentation must be passed, it is not graded).  and a report. This report is prepared as an exposé in the course of the seminar Scientific Working - Structure and should ideally be completed at the beginning of the project work. In order to pass the Master's Thesis module, in addition to the scientific paper and the presentation, the exposé must also be submitted assessed as passed. Only then is the module deemed to have been passed and students receive credits for it.

This applies to the following degree programs:

Chair: Exposé as part of the Master's Thesis and Bachelor's Thesis module: With the introduction of the ED portal, the examination of the exposé as part of the seminar Scientific Working is now only carried out by the supervising chair. Please make sure to request the exposé from the student promptly at the start of the thesis (4-6 weeks after the start). The “pass” of the exposé is entered when the grading is entered via the ED portal. It is no longer necessary to submit the exposé to the Center for Key Competencies (ZSK). Your students will receive all information on this at Prüfungsleistung Exposé in Mechanical Engineering

For information on posting the Exposé in the ED portal, please check Exposé in Mechanical Engineering

Returning the Thesis Topic

According to APSO §18, sec. 7, the topic of a thesis can once be returned within the first third of the project time of the thesis without counting as a failed attempt.

Student: In the overview of your thesis, the last possible return date is listed. After this date, returning the topic of your thesis counts as a failed attempt for the final thesis. 

To return the thesis topic, click the button return thesis.

Student: You will be redirected to a form where you have to enter the reason for your wish to return the thesis topic an confirm that you really wish to return the topic.

INSERT SCREENSHOT

Chair and School Office will receive an email that  a returning of the thesis topic has been requested.

School Office: Look for the respective thesis in the ED portal and click Action. In the drop down menu choose return thesis.

School Office: Check the reason for the student´s wish to return the topic and select Yes or No in the field approve_return: Confirm by clicking Submit.

Student and chair will be informed about the decision by email.

School Office: the thesis will get the new status Returned theses.

Request for Suspension or Extension 

In the case of sickness or other valid reasons that the student is not responsible for, the student can request an extention of the thesis (ref. § 18 para. 6 sent. 2 and 3 APSO)

An extension always has to be requested by the student.

For Study Projects, there is not yet the possibility to request extensions via the ED portal. Please contact the responsible contact person for your study programme directly.

Student: In the overview of your thesis below the details there is a button Request extension.

Student: In the Request extension screen, please indicate whether you are requesting a suspension for health reasons or an extension for other reasons for which you are not responsible.

If you are requesting a suspension due to sickness, please provide a brief explanation of how the sickness affects your ability to complete your thesis in due time and attach a medical certificate The certificate must contain information on the duration of the sickness. A suspension due to sickness is always granted on the exact day specified in the certificate. For technical reasons, however, you must enter a “requested extension time” in the form and this can only be entered in whole weeks. When the application is approved, the exact duration of the sick leave according to the medical certificate will be added.

In the case of an extension for other reasons (Other), please provide a detailed explanation of why you were prevented from working on your thesis. A certificate is not necessary.

Chair: Only in the case of an extension request due to other valid reasons the Chair will be informed about the request by email and asked to comment on the request. To do so, click on the Action button for the specific thesis in your overview page and choose Comment  on extension request in the drop down menu.

Chair: Please enter in the Comment field to which extend you can confirm the reasoning of the student and whether you support the requested extionsion time or find a shorter or longer extension more suitable.

School Office: In the administration overview on the top righthand side above the filters you find the button Requested extensions. Here you will find a list of all open requests.

School Office: The list of open requests is divided into requests due to sickness and due to other reasons. By clicking the button Extend you are forwarded to the details of the requests. No extension will be approved with this button.

School Office: For requests due to sickness you see the reason for the request in the details and by clicking on the underlined word Attest you can open the medical certificate and archive it in the student file.

Enter the new due date in the field Authorized new due date. As only whole weeks can be requested, please extend for the actual duration of sickness as provided in the medical certificate.

The field Additional Explanation can be used to add an optional text that will be included in the email that is send to student and chair.

Finalize the approval or rejection by clicking Approve extension or Reject.

School Office: Requests due to other valid reasons also include the comment by the chair in the details.

Chair and School Office: After a suspension or extension has been approved, the new due date is marked as Mod. Due Date in the thesis overview.

Change of Examiner(s)

If there is a need to change examiners during the thesis process (due to leaving TUM, illness, etc.), please contact the contact person of the respective degree program at the School Office. The School Office may change examiners during the project time.
You can find a list of contact sat Contacts for Theses at ED

Deadline Monitoring

In the ED portal, the submission deadline for each thesis is indicated in the Period column. If the submission deadline has been exceeded, this is indicated by the symbol (triangle with exclamation mark) next to the deadline in the overview list. The Chair is also notified of any deadline overruns in this way. For an easier overview, the Period column can be sorted chronologically.

The School Office also has the option to filter all ongoing theses for theses with Due Date in the past. To do so activate the check box on the lefthand side above the overview list.

Upload of the Written Thesis by the Student

Student: In the overview of the thesis data, click on Upload thesis in the lower part.

Student: Upload the thesis at Datei auswählen and in a second step confirm the final submission of the thesis . After that, no more changes can be made to the document. 

Download of the Written Thesis by the Chair

Chair: Once the written thesis has been finally submitted in the ED portal by the student, the Chair will be notified by email. In overview of all theses, click on the Action button and in the drop down menu choose Download Thesis. 

Depending on the browser, the pdf file opens in a new window and can be saved or it is directly saved in your downloads.

Presentation

Depending on the degree program, in addition to the submission of the written thesis, the oral presentation (lecture) of the thesis is also part of the final thesis module. The presentation is then part of the assignment and, depending on the degree program, the grade of the presentation is also included in the overall grade of the thesis or is even a separate grade. The date of the presentation can be decisive for the student's graduation date.

Please refer to the respective regulations for the specific degree program, see Program-Specific Academic and Examination Regulations of ED.

Grade Submission

Examiner: Assessment of the thesis.

Chair: To submit the grade, click on Action and choose Submit Grade in the drop down menu.

Chair: Review and clomplete all data of the grading form.

Confirmation of the Grade

Examiner: Once a grade has been submitted for a thesis, the examiner will receive an email asking to confirm the grade and final title in the ED portal. This task cannot be delegated. The english link in the email will redirect you directly to the english version of the thesis in question.

If the person submitting the grade has been the examiner themselves, confirmation by the examiner is not necessary. The grade is then directly communicated to the student and School Office.

Examiner: If you agree with the final titel and grade, click Confirm. Should you wish to change it, click Edit Grade.

Publication of the Grade

Once the assessment of the thesis has been confirmed by the examiner(s), the student will receive an email with the grade.

The grade(s) and other relevant information are then transferred to TUMonline by the School Office.

School Office: Select the status filter Evaluated. To review the data, click Completed.

School Office: On the review page check that all data is correct. Transfer data to TUMonline by submit.

School Office: Open the thesis in TUMonline, check the data and validate the grade.