Student registration process: New award programme

Correct at July 2024

It takes a minimum of three nights for a student to receive their Oxford username and Single Sign-On (SSO)account, from when the applicant submits their Card Form (online postgraduates) via Graduate Applicant Self Service or the University Card Office record receipt of the Card Form (undergraduate and other students) in eVision.

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 either the applicant has submitted their Card Form or the Card Office have recorded receipt of it.

The process begins in 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, Oxford username, Single Sign-On (SSO) account 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 Single Sign-On account activation email.

   We do not send Single Sign-On (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. From 2023/24 postgraduate students who have applied to the university online can now submit a card form and photograph via Graduate Applicant Self Service direct to the University Card Office. The option to submit a Card Form appears to applicants provided the following criteria have been met:
   •    An unconditional UAB offer has been made
   •    An unconditional College offer has been made
   •    The Completion of Conditions letter has been uploaded by the UAB
   •    The applicant has completed the Criminal Conviction Declaration
   •    Any errors in the process have been resolved. Error handling can take around 3 days to resolve

3. For undergraduate, PGCE and other applicants that don’t apply via Graduate Applicant Self Service (including Said Business School postgraduates, Visiting students and Clinical Medicine), the college or UAB, as appropriate, will send them a University Card form to fill in once their application has become unconditional. 

4. Applicants return their card form, as directed to either their college, UAB or directly to the University Card Office. 

5. 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, Oxford username, Single Sign-On (SSO) account and institutional email address.

6. A staff member in a college, UAB or central administration team as relevant sends the University card form to the University Card Office.

7. 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, Oxford username, Single Sign-On account and institutional email address.

8. 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.

9. The University Card Office prints the University card, and sends it to the appropriate college, UAB, or central Student Registration 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.

10. The same night, the Registration database generates the student's Oxford username, Single Sign-On (SSO) account and institutional email addresses. It sends these data to Student Self Service.

11. The following night, the Registration database automatically sends the student a Single Sign-On (SSO) account activation email, to the main email address on their admissions application. The email explains how to activate their Single Sign-On and email account, and is sent three nights after the University Card Office has recorded in eVision that they have received the University card form.

12. The student activates their Single Sign-On (SSO) account in WebAuth, and activates their institutional email account, using the details specified in their Single Sign-On (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 (for example a 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.

13. The student logs into Student Self Service, and registers there, verifying their personal details.

14. 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.