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Student Registration Process: New Award Programme

Students starting a new Award Programme: process for issuing University Card, Single Sign-On (SSO) username and institutional email address

Correct at June 2017

See the accompanying Students starting a New Award Programme: Registration FAQs

Process Diagram

Students starting a new award programme flow chart - text description below image

Download process diagram (PDF)

Process description

It takes a minimum of three nights for a student to receive their Single Sign-On (SSO) username, once the University Card Office has recorded in eVision that they have received the student's University Card form.

On the flow diagram, the grey boxes, and boxes containing an image of the world, represent IT systems. While key parts of the process are done by people, IT systems also do a lot of the work.

The red call-outs show how many overnights have passed since the University Card Office recorded receipt of the University Card Form in eVision.

The process begins in the the top left-hand corner.

  1. The applicant's college and, for postgraduates, University Admitting Body (UAB) record an unconditional admissions offer on the application record in eVision. This is one of the pre-requisites for generating a University Card, SSO username and institutional email address.

    1a. (Lower left-hand Start bubble) An applicant must ensure that the main email address on their admissions application is a non-school, non-university one, and that it is free of typing errors.

    This is so that, if they receive an unconditional offer, we are ultimately able to send them a Single Sign-On (SSO) activation email.

    We do not send SSO activation emails to email addresses which we have identified as being school or university ones. This is because, by the summer, those accounts have often either closed, or applicants have lost access to them.

  2. The unconditional applicant's college or University Admitting Body (UAB), as appropriate, sends them a University Card form to fill in.
     
  3. The unconditional applicant returns their completed University Card form. Postgraduate applicants, except PGCE (Postgraduate Certificate in Education), send their completed form directly to the University Card Office. All other applicants, including PGCE, send their completed form to their college, University Admitting Body (UAB), or a central administrative team, as they are advised.
     
  4. A staff member in a college, University Admitting Body (UAB) or central administration team as relevant sends the University Card form to the University Card Office, for  applicants including PGCE but excluding other postgraduate applicants.
     
  5. The University Card Office records in eVision that they have received the University Card form. This is one of the pre-requisites for generating a University Card, SSO username and institutional email address.
     
  6. For undergraduate applications, the College uses eVision to release the application to the University Card Office, for further processing. This release is, for undergraduate applications, one of the pre-requisites for generating a University Card, SSO username and institutional email address.
     
  7. SITS:Vision (the back end of eVision) generates an on-course student record from the application record, if the required eVision steps have been completed (see above) and the application record is in a suitable state  Once the application record is ready, SITS:Vision will automatically create the on-course student record, overnight.
     
  8. The University Card Office prints the University Card, and sends it to the appropriate college, University Admitting Body (UAB), or central Student Information team, for issuing to the student. Then, overnight, the University Card data (e.g. barcode) are automatically sent to Student Self Service and to the Registration database (which is different from student registration in Student Self Service). This happens two nights after the University Card Office has recorded in eVision that they have received the University Card form.
     
  9. The same night, the Registration database generates the student's Single Sign-On (SSO) username and institutional email address(es). It sends these data to Student Self Service.
     
  10. The following night, the Registration database automatically sends the student a Single Sign-On (SSO) username activation email, to the main email address on their admissions application.The email explains how to activate their SSO username and institutional email account, and is sent three nights after the University Card Office has recorded in eVision that they have received the University Card form.
     
  11. The student activates their Single Sign-On (SSO) username in WebAuth, and activates their institutional email account, using the details specified in their SSO activation email. Once they have done this, they are ready to access a number of IT facilities in the collegiate University.
     
  12. The student logs into Student Self Service, and registers there, verifying their personal details.
     
  13. When the student arrives at their college, department, or central administrative team as appropriate, or fulfils other criteria in certain cases, a staff member in that organisational unit uses eVision to enrol the student. The student's record will appear in the enrolment functionality as soon as SITS:Vision (the back end of eVision) has generated their on-course student record.

Written by IT Services. Latest revision 6 December 2017