Deutsche Version: Technische Informationen zur Umsetzung EPPSG (Studierenden-Energiepreispauschalengesetz) an der Albert-Ludwigs-Universität Freiburg

We use below the definitions 'access code' and 'PIN' because now we assume that these definitions would be used in the central portal for application. The planned implementation procedure for Baden-Württemberg would possibly use the definitions 'access key' and 'PIN'. In our documentation applys: access code = access key.

Planned procedure (status 2023-02-14)

• The application of the 200 euro is completed through a new central digital application platform: https://einmalzahlung200.de
• The *universities* should deliver encrypted data, which is encrypted with an individual access code for each authorized person.

The technical impletementation at the University of Freiburg is completed through Campus-Management-System HISinOne based on the Studierenden-Energiepreispauschalengesetz - EPPSG and a planned „EPPSG-Durchführungsverordnung – EPPSG-VO“ for Baden-Württemberg. Since the EPPSG-VO has not yet been approved, not all technical details have been finalized yet. The following procedure is planned:

• The University of Freiburg starts the procedure with an information phase in which potential data errors should be corrected in advance.
• The University of Freiburg will provide students with the access code in HISinOne as soon as it's allowed.
• For students to use the central application platform a BundID is needed.
• There are two access ways to the application for the energy costs one-time grant on the central digital application platform with the BundID
  • BundID with high trust level (online ID function, European eID or personal ELSTER certificate) + access code
  • BundID with low trust level (username/password+ access code + Pin
• The better the delivered data of the university matched the data of the BundID, the fewer problems are to be expected by the application. According to the information received by the University, the data from the BundID (specifically, first name, last name, date of birth) must sufficiently match the data provided by the University in order for an application to be submitted. More to the topic 'sufficiently' see the section down below.

• In order to provide the students with a data comparison HISinOne/BundID, students who are willing to do it can also link their BundID in HISinOne. It is not necessary. Further information to BundID and HISinOne can be found under Personal/Contact data: BundID.

At present, we are technically assuming three case groups and a process in three phases:

We have technically built three case groups in HISinOne since not all students who are enrolled at the university on 01.12.2022 are eligible to receive an access code from the UFR:

Apply to the vast majority of students and enrolled doctoral candidates who were enrolled at the University of Freiburg in the winter semester 2022/23

Students who were enroll at the University of Freiburg on 01.12.2022 but belong to a special case group for which the Unversity of Freiburg will not generate access codes. This is the case for example when the access code for the person is generated from another high education institution or from other reasons no entitlement exists.

Students and doctoral students who were not enrolled at the University of Freiburg on 01.12.2022. In this case group belong for example students or doctoral students who are matriculated in the winter semester 2022/23 but were not enrolled until the 01.12.2022. All not matriculated learners fall into the case group: guest listener, contact students, EPICUR-incomings,…

Case group control and provision of information is carried out in HISinone via the Personenattribute: EPPSG-case group, EPPSG-master data, EPPSG-Code und EPPSG-PIN.

Right now three phases by the technical implementation are planned:

• The university informs via portlet in HISinOne all matriculated students and doctoral students which case group is stored for them in HISinOne.
• The students and doctoral students of the case group 1 will be asked in the same portlet to check their master data (first name, last name, date of birth), so that fewer prblems will occur when applying via the portal https://www.einmalzahlung200.de under the use of federal user account (BundID). For necessary data corrections, students are referred to the function Service | Applications | Change of personal data in HISinOne.
• This phase begins as soon as the university has finalized the criteria for case group determination
• It ends with a data export of the university for forwarding onto the responsible office of the state Baden-Württemberg. Which data are trasmitted can be found in the section below.

• The university is only allowed to provide the students with the access code when the data delivery from the university to the responsible office of the state Baden-Württemberg is carried out and the univeristy receives a clearance from there.
• The university informs all matriculated students and doctoral students of case group 1, whose master data has been delivered to the responsible office, via portlet in HISinOne. Changes which are made after the data delivery after the trasmit remains local by the University of Freiburg and would not be taken into account at https://www.einmalzahlung200.de.
• To this moment the access code itself would not be showed in HISinOne.
• Persons of the case groupa and 2 will be informed via portlet in HISinOne, that for them no access code was generated.
• This phase ends with the release through the responsible office of the state Baden-Württemberg and the import of the access codes into HISinOne.

• The university informs all matriculated students and doctoral students of case group 1, whose master data has been delivered to https://www.einmalzahlung200.de and with which individual access code the one-time payment can be requested, via portlet in HISinOne.
• Persons of case group 1 with BundID with high trust level can apply for the one-time payment with the access code directly at https://www.einmalzahlung200.de.
• For the case that there is only a BundID with low trust level, all persons of the case group 1 can request a mail for pin in HISinOne through 'My Studies | Student Service' and at the tab 'Requested Reports / Reports'. With the master data, the access code from the portlet and the pin from the pin mail the one-time payment can be requested at https://www.einmalzahlung200.de in this alternative way.
• The pin mail would be displayed directly in HISinOne as PDF document.
• The pin mail can be requested alternatively for a person of case group 1 from the administrator in the Student Service Center.
• The generation of the pin mail will be automatically documented in HISinOne with the information who request for who at when.
• Generated pin mail can be always displayed again in system by the person concerned or Student Service Center.

These are additional offers of the University of Freiburg, which are not required for the application. They are intended as support services to make the application process as smooth as possible for UFR students.

In and after the information phase students who already have a BundID can compare the master data from their BundID account with the master data that are saved in HISinOne:

• If you haven't done that then: link your BundID with your personal dataset in HISinOne. Instruction to this under Personal/Contact Information: BundID (German Federal User Account)n
• Log yourself in HISinOne in with your BundID
• At the start page, switch to the tab BundID. On mobile devices, switch from „Information“ to „BundID“ in the drop-down list.
• You can see the data from your BundID account and, in the master data, any deviations from your current data in HISinOne
• An explanation of the transmitted data can be found under Technische Hintergrundinformationen: BundID (in German)

Important notes:

• On the subject of „sufficient data consistency“, see the chapter on the subject below.
• The BundID provides the possibility to use different accesses for one BundID account:
  • Online identification function (eID, eAT, eID-Karte)
  • ELSTER
  • Username / password.
• The transferred data from the BundID can be different depending on which access to your BundID you used for the current login in HISinOne. Example:
  • Access via online ID function: 'ALBERT LUDWIG' will be tranferred to HISinOne.
  • Access via username / password for the same BundID: 'Albert Ludwig' will be transferred to HISinOne.
• We assume that this would be the same case later by the registration at https://einmalzahlung200.de.

In the release phase and in the application phase for all students of the case group 1:

• Log yourself in at HISinOne
• In the portlet which you already know from the information phase the current deviations are displayed.

After the data delivery incorrect data would be further corrected in HISinOne. A correction at the central platform of application is however not possible in the nationwide procedure.

In the release phase and in the application phase all students of the case group 1 who already have a BundID can compare the master data from their BundID with the master data which the UFR delivered for the central platform via the responsible office of the state.

• * If you haven't done that then: link your BundID with your personal dataset in HISinOne. Instruction to this under Personal/Contact Information: BundID (German Federal User Account)
• Log yourself in with your BundID at HISinOne
• In the portlet that you already know from the information phase the current deviations are displayed.

Please also pay attention to the notes in the section 'Data comparison data reported from the UFR / BundID'. After the data delivery (release phase and applicatio phase) incorrect data would be continously corrected in HISinOne. A correction at the central platform for application however is not possible in the nationwide procedure.

The better the delivered data from the university matches the data of the BundID, the fewer problems are to be expected during the application. According to the information received by the University, the data from the BundID (specifically, first name, last name, date of birth) must sufficiently match the data provided by the University in order for an application to be submitted.

At the moment we don't have any information or experience on what 'sufficient' means. However, we assume based on the current IT standards that the following constellations shoud be 'sufficient':

• difference only by case sensitivity (e.g. HISinOne 'Albert Ludwig', BundID with personal ID 'ALBERT LUDWIG')
• University only delivered a first name, in the BundID account there are several first names saved (e.g. HISinOne 'Albert', BundID 'Albert Ludwig')
• Albert versus Albert versus Albèrt? We don't know

The from the state level chosen procedure with the individual encryption of the data is from our view of point relatively safe. However, it is only an one-time data delivery for the universities without further correction possibilities, which means we only have one chance to delivery the best data that should match 'sufficiently' with BundID of the students. For this reason the University of Freiburg has decided to set an information phase in order to give the students the possibility to:

• check own data in HISinOne without BundID and if needed have then corrected by Student Service Center before the data delivery of the UFR
• compare own data in HISinOne with the data from an already existing BundID account and if needed have then corrected by Student Service Center before the data delivery of the UFR

After the data delivery (release phase and application phase) incorrect data can still be corrected in HISinOne. However, a correction on the central application platform is not provided for in the nationwide procedure. If the data of the BundID with a high level of trust (online ID function, European eID or personal ELSTER certificate) does not sufficiently match the data delivered (or no online ID and alternatives are available), students still have the option of applying via a BundID with a low level of trust (user name/password) + access code + PIN. We currently do not know if by the „access code + PIN“ alternative „first name, last name, date of birth“ would also be checked. Therefore, UFR also offers the following option as a service:

• Display of the master data delivered by the university (first name, last name, date of birth) in the portlet in HISinOne that was already used in the information phase, so that students can, if necessary, adjust the data in their BundID account to the delivered data in order to achieve a „sufficient“ consistency.

Für jede Berechtigte Person soll die UFR einen Datensatz mit folgenden Inhalten liefern: For each eligible person the UFR should deliver a data set with following contents:

• ID of the educational institutions (1240)
• name of the educational institutions (Albert-Ludwigs-Universität Freiburg)
• abbreviation of the state of the educational institutions (BW)
• encrypted data of the eligible person (first name, last name, date of birth), idividually encrypted with the access code of the person
• hash value of the access codes
• pin (encrypted)

It will be indirectly with this dataset transmitted, that the person belongs to the group of eligible persons and was matriculated at the University of Freiburg an 01.12.2022 (In other way the university is not allowed to deliver dataset for the person). So long as the person him/herself doesn't decrypt the transmitted data with his/her personal access code at the central application platform, the personal data is not available for anyone on the transportation or at the central application platform.

• BundID bpk2: special identification for the person in Campus-Managment-System HISinOne of the University of Freiburg, so that the system can again recognize the person every time by login. The unique username of your BundID would not be taken over to HISinOne at the interface.
• BundID mailbox reference: could be used in HISinOne in order to post notice in the BundID account as a part of the study place admisson process. The mailbox reference would be saved, but the functionality would not be used at the University of Freiburg at the moment. Notices would be available for downloading directly in HISinOne for the person concerned.

Further information to BundID and HISinOne: Personal/contact data: BundID
Technical backgroudinformation to BundID and HISinOne (in German): Technische Hintergrundinformationen: BundID