Registration Data Updating

1. The University Card

Registration uses the University Card as the primary source of information about people in the University, and from it determines entitlement to services. A copy is taken of certain fields of the University Card database each night. The fields of the card data that are used for this are:

  • card record identifier
  • family name
  • personal name
  • department
  • college
  • status
  • barcode
  • date of birth
  • course or department code
  • start date of first card
  • completion date of current card
  • student number
  • staff number

From this, IT Services creates a Single-Sign-on account for all eligible people. For units who don't run their own mailers, this will also give access to their email account; an email address is generated for each affiliation. See Computing entitlements for what facilities we give which status.

The data items that Registration is authoritative for are:

  • Single signon account name
  • Email addresses for the Units for whom IT Services handle mail

On Card renewal,

  • existing accounts are automatically extended to the new Card completion date
  • a primary SSO username is created or resurrected.
  • status and affiliations are updated
  • new email address are created for the new affiliations
  • new email addresses are created for name changes
  • old affiliations and old names in email addresses are set to expire in 2 months

On Card expiry,

  • access to all accounts is stopped. For students, accounts are extended for one month after card expiry.
  • email addresses will work for a further 2 months if forwarding or vacation is set
  • accounts cannot be extended for more than a few days unless the University Card is updated.

2. What data is obtained from other sources?

2.1. SITS

We obtain course data and the external email addresses of incoming students from SITS.

2.2. CoreHR

This is used to provide central admin with staff email addresses and SSO usernames.

2.3. Depts/Colleges who run their own mailers

Departments and colleges which run their own mailers provide IT Services with their email address for inclusion on the University Contact Search. IT Services use the data to register addresses centrally.

2.4. Clubs and Societies

Information on Sports Clubs is provided by the Sports Federation and used to authorize Sport Club accounts

Mansfield Road Clubs - authorizing data is from the Club

Proctors Clubs - authorizing data is from the Proctors

3. Who sees/uses what data?

Card data is made available to ITSS only by the permission of the Card Office.

  • Users : Staff and students can see what information we hold about them - usernames, mail routings, TSM registrations, expiry dates at http://register.it.ox.ac.uk
  • ITSS: real time data for all their own users from restricted ITSS pages https://register.it.ox.ac.uk/itss/index
  • CUD: takes the email address and Oxford username of students and staff.

4. Timing of Registration processes

Many registration processes are batched and run at certain times of the day. Others eg updating Nexus outgoing sender addresses are effective immediately.

4.1. University Card

Data from the University Card is processes after midnight, Tuesday to Saturday.

4.2. Card dependent jobs

Overnight jobs

  • Creation of Oxford username, SSO and Nexus accounts and email addresses
  • Update existing accounts on Card renewal.
  • Generate lists of affiliation and name changes.
  • Generate data for ITSS, HRIS, CUD

At 15.00, Oxford usernames are created for those whose affiliation needed to be changed manually and who did not have a current account.

4.3. Mailer table updates

For Units for whom IT Services handles mail, all valid incoming addresses are downloaded by the Oxmails. Changes become effective at:

  • 07:00
  • 10:00
  • 13:00
  • 16:00
  • 19:00

This affects both email addresses changes, new addresses and deletions.

4.4. Remote Access accounts

Creation of Remote Access accounts, and Remote Access password changes, are usually effective within 15 minutes.

4.5. TSM registrations

TSM registration of new machines via Self Registration, changes to existing TSM registrations e.g. password setting, change of contact are effective immediately

Changes from 'weekly to daily' backup may take a day or so, as there are some manual steps.

4.6. University Card expiry warnings

One month prior to card completion date, warnings are sent at if an email address is available.

4.7. Account project time warnings

One month prior to project time on Nexus, Remote Access and TSM registrations, warnings are sent if an email address is available. Email account expiry warnings are also sent 14 days before account expiry.

4.8. Account expiry and deletions

Remote Access accounts are deleted on project time expiry.

SSO and Nexus accounts are disabled after project time is exceeded. Nexus mailboxes can still receive mail. The owner can longer access the account, however, Forwarding and Vacation messages will continue to function for 2 months. If neither a forward has been set on a Nexus account nor vacation set up, and the University card has expired, an automatic Vacation message will tell the sender that the mail is unlikely to be read. If the person's University Card is updated with a completion date in the future, the account will be available the next day and the automatic Vacation message removed. SSO accounts are deleted 2 months after project time.

4.9. Mail delivery for IT Services managed units stops at 2 months after Card completion date

At card expiry plus 2 months (3 months for students), mail delivery will stop and forwarding and vacation will no longer work (except for identified student returners).

4.10. Email address wind down ( for current people)

When a person's University Card affiliation or name changes, the old form is available for a period of 2 months to allow smooth transition to the new email address.

The day after the change is made, the person will be automatically emailed the list of expiring addresses. Two months later, the email address will be automatically deleted.

 

Written by IT Services. Latest revision 23 May 2017