For examination offices & placement coordinators

Internship reports submitted complete — first time round

One submission form with required fields and file upload: report, employer certificate and student ID arrive together — instead of trickling in by e-mail over weeks. Recognition starts without a follow-up loop.

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~2 Std less matching and chasing work per submission week

What submission season looks like today

Submissions trickle in for weeks

The report arrives today, the employer certificate in three weeks, a corrected report somewhere in between. The examination office keeps tally sheets of who has sent what — and still loses track.

Matching is detective work

An e-mail from a private address, no student ID, attachment named "report_final_v2.pdf". Which programme, which examination regulations, which mandatory placement? Every submission costs research before it can even be processed.

Delayed recognition hits students

A missing certificate stalls recognition — and with it the ECTS credit, in the worst case re-registration or graduation. Students chase, the office digs through mailboxes, everyone loses time.

Submission and recognition with a system

  1. 1

    Build the form around your regulations

    Required fields for student ID, programme and placement period, mandatory uploads for report and employer certificate, plus confirmation of the formal requirements. The link goes on the examination office page and into the placement info e-mail.

  2. 2

    Students submit in one go

    The form walks through every requirement and only submits once both documents are uploaded and all details are complete. Anyone still waiting for the certificate saves a draft and submits later — but always complete.

  3. 3

    The office processes instead of sorting

    Every submission arrives complete and unambiguously matched: student ID, programme, both documents, timestamp. Recognition follows its usual path — just without the detective work and follow-up e-mails first.

Built for deadlines and formal requirements

Mandatory uploads

Report and employer certificate as separate required fields — no submission without both documents.

Unambiguous matching

Student ID, programme and regulations version as required fields — no more "report_final_v2.pdf".

Conditional logic

Mandatory and voluntary placements need different details — the form branches automatically.

Save & resume

Certificate still with the employer? Save the draft, submit complete later.

E-mail notifications

The office learns of every submission instantly — students get certainty instead of silence.

Hosted in Germany + DPA

Reports and certificates stay GDPR-compliant on German servers — with an Art. 28 DPA for your institution.

Cheaper than an hour of chasing

Free to try (3 forms, 100 responses/month). Pro at €12/mo (€9/mo annually) for several programmes and large cohorts — unlimited forms, your own branding.

Free

3 forms, 250 responses/month

Pro

Unlimited, 10,000 responses/month, AI included

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Questions from the examination office

May we as a university accept submissions through an external tool?
With the right provider, yes: Questee hosts exclusively in Germany, provides the Art. 28 GDPR data processing agreement and transfers encrypted — the requirements public institutions must impose. Align briefly with your data protection officer; the DPA is ready for that. US tools like Google Forms fail at exactly this hurdle.
What is the advantage over e-mail submission?
By e-mail you receive fragments: a report without the certificate, a certificate without the student ID, attachments to the wrong address. The form enforces completeness before submission, matches every entry unambiguously and stamps it with an arrival time. A mailbox of loose parts becomes a list of ready-to-process cases.
Does the form timestamp count for the deadline?
Every submission gets an unambiguous, tamper-proof logged arrival time — a far sturdier basis than e-mail headers. Whether it counts as meeting the deadline is governed by your examination regulations; many offices simply declare the form the official submission channel. After the deadline you just close the form.
How do we handle different programmes and regulations?
Either one form with conditional logic — students pick their programme and only see the fields and notes that apply — or one form per programme if requirements differ widely. Both are restructured in minutes, without a ticket to central IT.
What about unreadable or wrong uploads?
You define allowed file formats per upload field (e.g. PDF only) — preventing phone photos of certificates at the point of submission. Every file is also automatically virus-scanned. Content review naturally stays with the office, but the formal classics are caught up front.
Can international students submit in English?
Yes — the form runs bilingually DE/EN: students choose their language, and the details land in the same structured overview. Especially for English-taught programmes with mandatory placements, the separate English e-mail process disappears.
How long are submitted documents stored?
As long as you need them — and not a day longer: once recognition is complete and filed in the examination record, you delete submissions individually or in bulk, permanently. That satisfies GDPR storage limitation instead of hoarding reports in a shared mailbox for years. Your university's retention rules naturally take precedence.

Your next submission season without tally sheets

Set up the form around your regulations, share the link, receive complete submissions. Start free.

Digitise submissions