Check-in – Digital Contact Data Collection

Check-in is the university's digital contact data collection. Due to coronavirus regulations, the university is required to collect the following information from all visitors, users and participants of on-site events: 

  • First and last name
  • Address
  • Telephone number
  • Date and time of attendance (automatically recorded from the system’s date/time)

Check-in facilitates electronic data collection by allowing participants or visitors to scan QR codes with their smartphones at the entrance of a room or at their seat and enter their data directly into the system by filling out input fields on an automatically-opening registration page.

Target Group and Uses

Staff members, instructors, students

  • Simple and fast digital data collection of all attendees at university events helps reduce the workload of those responsible for the event and its organizers.
  • Check-in replaces paper data collection and accelerates the process of data collection, storage and transmission.
  • Centralized organization and coordination of information requests from the public health department

Access and Requirements

In order to complete a scan, you will need to bring a mobile device with a scan function, such as a standard smartphone with a camera. Many Android and iOS devices can recognize QR codes with their camera app. Otherwise, you will need a dedicated QR-code-scanning app, which can be downloaded from your operating system’s app store. As long as the hygiene rules are observed, a third-party device can also be used for the scan, or you can request a person you trust to enter your contact data on your behalf. Every person who enters a room equipped with electronic data collection is required to provide their contact information.

If you do not have a mobile device on hand,  it is also possible to register via another device with internet access (PC, laptop, tablet) by clicking a link. This registration should be submitted during the event or while you are present in the room. The following link can be used as an alternative to the QR code:

https://check-in.uni-heidelberg.de/erfassung/####.##.###

The pound signs (#) are to be replaced by the room number specified under the QR code. (Example: https://check-in.uni-heidelberg.de/erfassung/2050.01.101).

Many rooms have already been assigned a QR code, which can be found at the entrance. In centrally-organized rooms with fixed seating, data collection can be implemented by scanning the seat-specific QR codes attached to each seat. For lectures, seminars, etc. occurring regularly throughout the semester, data collection is required for each and every course and meeting.

Technical Information

The service Check-in is managed by the software Pretix.

Frequently Asked Questions

If you need QR codes for rooms, please send an e-mail with your request for a QR code with information about the room(s) (building number, floor, room number) to check-in@urz.uni-heidelberg.de. Then you will be sent a link to the QR code download via e-mail.

QR codes that have already been created can be downloaded again through this link. (Login via Uni-ID necessary).

No, once the data has been entered, it is not necessary to sign out or log off the system after the event.

Should you not have a mobile device on hand, you can ask another person or participant (e.g. a teacher, staff member or student) to submit your data via their device - provided, of course, that you are willing to pass your data on to them.
 
Alternatively, you can register via a different device with internet access (PC, laptop, tablet) by clicking a link. This registration should be submitted during the event or while you are present in the room. The following link can be used as an alternative to the QR code.
 
https://check-in.uni-heidelberg.de/erfassung/####.##.###
 
The pound signs (#) are to be replaced by the room number specified under the QR code. (Example: https://check-in.uni-heidelberg.de/erfassung/2050.01.101).

 

  • First and last name
  • Address
  • Telephone number
  • Date and time of attendance (automatically recorded from the system's date/time)

 

Yes, participation in data collection is obligatory for all people in attendance. The grounds for this obligation are the Corona Regulations of the State of Baden-Württemberg (German) and the Corona Regulations for Academia and Art (German). The university is required to collect and store the contact data of all persons who take part in on-site events, services and activities of the university. People who decline to provide their contact data will be excluded from using our facilities or participating in events.
 
The data collection serves the sole purpose of tracing possible chains of infection. If the public health department requests information to track infections, the university will coordinate a compilation of the necessary data from a central site and, thus, the selection of the electronic data collection. The data must be transmitted to the public health department within 24 hours of the request.

The recorded data will be stored for 28 days. After that, it will be deleted in accordance with data protection regulations. The Check-in service uses the university's own installation of Pretix in heiCLOUD, where the data is stored - this means all data is stored on the universitys own servers in the computing centre. The Data Protection Statement for Electronic Data Collection will soon be available on the Check-in user interface.

You are required to provide your contact data each time you use a room or seat equipped with a QR code. For lectures, seminars, etc. occurring regularly throughout the semester, data collection is required for each and every course and meeting.

Please send an e-mail to: check-in@urz.uni-heidelberg.de

Image: Julia Lemba/Shutterstock

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