Student registration process: New award programme

REGISTRATION PROCESS

Correct at June 2017

 

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 prerequisites 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 an 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 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, UAB, or a central administrative team, as they are advised.

     

  4. A staff member in a college, 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 prerequisites 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 prerequisites 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, UAB, or central Student Information team, for issuing to the student. Then, overnight, the University card data (such as the 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 SSO username and institutional email addresses. It sends these data to Student Self Service.

     

  10. The following night, the Registration database automatically sends the student a 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 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 will be prompted to set-up their mandatory multi-factor authentication method. There are four primary methods: Text message to a personal device, phone call to a primary device, phone call to an alternative phone (e.g. landline or office) or using the Microsoft Authenticator App. There is guidance on the Project webpage on how to set-up these methods. 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 has generated their on-course student record.

FAQ

UNIVERSITY CARD

Please see the University Card Service webpages for further information on who should send the University card form.

The University Card form for students is available from the University Card and Single Sign-On (SSO) web page.  Please ensure you use the correct form for the academic year of entry for the student.  Note that this web page is for only for staff involved in administering this process.  Prospective students should be sent the University Card form by their college or University Admitting Body (UAB) as appropriate.

Yes. All applicants starting a new award programme need to submit a University card form, regardless of whether they hold a current University card. The return of the completed form to the University Card Office is one of the prerequisites for creating the on-course student record in eVision / SITS:Vision from the application record.

This is a system generated notification email from sits-noreply@admin.ox.ac.uk with the header "Card Office cannot process Student Contract". This usually occurs when the application record on eVision is not in the correct state to be processed. The email will provide you with the applicant details and a specific reason as to why the contract can not be processed. Please check the application record in eVision under the respective Graduate Admissions or Undergraduate Admissions links to identify the error and action accordingly. If you are unable to fix the issue or need further advice please contact either Graduate Admissions or Undergraduate Admissions Offices as appropriate. Please note there is no specific requirement to inform the University Card Office as the record should process automatically once it has been corrected unless you feel this is necessary.

Although this could be a number of issues if this is particularly affecting undergraduate students this may indicate that the applications have not been marked as ready for "Release to Card Office" by the college in eVision. Please see step 6 of the diagram.  Once this step has been completed on course student records should be generated and sent to the Card Office.

For guidance on how to check/update the step please see the Undergraduate Admissions Handbook linked from the undergraduate admissions page.  The "Release to Card Office" section details how to confirm an applicant.  Please contact student.systems@admin.ox.ac.uk if you encounter any difficulties with this.

No. Each individual can only have one current University Card at once. The individual needs to choose which one is the most appropriate and inform the Card Office.

For courses that start earlier (such as for PGCE students), the University Card Office are aware and can look at processing these applications as soon as possible. However, to assist please ensure that you send any card forms for early starters as soon as possible after they have been confirmed.

SINGLE SIGN ON (SSO) AND EMAIL

A university card must have been produced in order for a student to have a institutional email account and address setup. An activation email is sent by IT Service to the student providing details of how to access their account and change their password. Please see the diagram for further information.

The SSO activation email is sent from IT Services to the main email address currently recorded against the application record. In order for an activation email to be sent the student must have returned their university card form and had a university card produced. Please see the diagram as this explains this element of the process.

If the student has not received an activation email it could be for one of the following reasons:

  • the university card has not been produced
  • the activation email may have gone into a junk folder
  • the email address recorded is no longer being used or has expired

You can check the eVision Fresher's dataview to see if the university card has been produced and what the currently recorded (Alternative) email address is. Advise the student to check their email address and junk folders in case they have missed the activation email. If the email address recorded is incorrect advise the student to correct either through UCAS (undergraduates) or Applicant Self Service (postgraduates).

If the email address is correct and still hasn't been received within three working days of the university card being produced please contact the IT Service Desk at help@it.ox.ac.uk.

REGISTRATION - STUDENT SELF SERVICE

An email will be sent from the Student Information Office to all new students at the start of the registration period (early September for most students), providing details of how to register, where to find notes of guidance and dates by which students need to register.  If students have any queries about this they can contact Student Information at student.information@admin.ox.ac.uk or visit the Oxford Students website.

Provided that the student has activated their Single Sign-On (SSO) username and this has populated within the student record system correctly then they should be able to access Student Self Service. If they have done so and are still unable to log into Student Self Service, they should contact Student Information at student.information@admin.ox.ac.uk. For further information on pre-requisites please see the process flow diagram.

A Student Self Service guide including screenshots is available on the Oxford Students website.

Registration for new students is a two stage process requiring the student to complete registration online via Student Self Service and for the college to confirm attendance by enrolling the student. Once the student has completed registration the "My Student Record" tab in Student Self Service will disappear and they will be unable to print an enrolment certificate until the college has completed enrolment via eVision. Enrolment by the college should take place when the student actually arrives at Oxford and collects their university card. Enrolment can be undertaken in eVision by any college officer with appropriate access by navigating to Student Record-Enrol students. 

For further information on Student Self Service and eVision registration please see the eVision training documentation in particular Enrol Students QRG and Student Self Service Manual.

REGISTRATION - EVISION

Registration for new students is a two stage process requiring the student to complete registration online via Student Self Service and for the college to confirm attendance by enrolling the student. Enrolment by the college should take place when the student actually arrives at Oxford and collects their university card. Enrolment can be undertaken in eVision by any college officer with appropriate access by navigating to Student Record-Enrol students. 

For further information on eVision enrolment please see the eVision training documentation in particular Enrol Students QRG.

It is likely that the student does not have an on-course student record. Please see the diagram for details of the full process and to ensure the pre-requisite process steps have been completed.  If the student still does not appear please contact the Student Systems Support Centre at student.systems@admin.ox.ac.uk.

The Freshers dataview returns students and applicants who are due to start or have started in a selected academic year.  This includes an applicant who has a conditional or unconditional offer with the university.  The results may include returners, such as those returning to a second year of study.

The intention of the report is for the user to better understand how many students they should expect to see in their College/Division/Department.  For further information on gaining access to this report please see the access procedure for eVision on the Getting access to student systems webpage.

The Matriculation dataview returns enrolled students and applicants (if selected) who are on a matriculated course, and have not matriculated or incorporated.  This is very much an operational report and can be used to help arrange matriculation ceremony lists.  For further information on gaining access to this report please see the access procedure for eVision on the Getting access to student systems webpage.

This may be related to a known error within eVision where the system struggles to handle certain formats of name.  Please contact the Student Systems Support Centre at student.systems@admin.ox.ac.uk, who can investigate.  Please note that this is only if the name is correct but displays incorrectly.  Name changes, misspellings or omissions should be raised with either the Academic Records Office at aro@admin.ox.ac.uk (undergraduates and visiting students), or the appropriate Graduate Studies Assistant (taught/research).

There is a known issue within UCAS where there is a limited number of campus codes that can be transmitted via UCAS. Unfortunately this means a number of PPHs need to appear with the same campus code throughout the process so their applications can be transmitted to UCAS and therefore appear generically as 'PPH'. The affected PPHs are St Benets, St Stephens, Blackfriars and Wycliffe. If one of your applicants is missing please contact the Undergraduate Admissions Office.

On very rare occasions a student record may have been duplicated with an older student record.  If you think you may have spotted such a record please contact the Student Systems Support Centre at student.systems@admin.ox.ac.uk, who can investigate the issue.

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