Data Updating

4. Timing of Registration processes

Many registration processes are batched and run at certain times of the day. Others eg updating webmail 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, Herald/SSO accounts and email addresses
  • Update existing accounts on Card renewal.
  • Generate lists of affiliation and name changes to be handled manually.
  • Generate data for ITSS, Oxford Student System

At 16.00, Oxford usernames are created for those whose affiliation needed to be changed manually and who did not have a current account. This ensures that letters are sent to the current rather than the previous, address.

4.3. Mailer table updates

For Units for whom OUCS handles mail, the following files are picked up by the Oxmails
  • all legal incoming email address
  • all unit address that are being wound down. Mail to these domains get a tailored response suggesting an alternative if appropriate. This was the means of winding down the long .oxford addresses
Address changes are effective on the Oxmails after:
  • 07:00
  • 10:00
  • 13:00
  • 16:00
  • 19:00
  • 01:00

Changes to email addresses, where they are routed to, and whether someone has elected to not to have their outgoing mail re-written, will only have an effect after these times.

4.4. Remote Access accounts- creation and update

Creation or changes to Remote Access passwords and expiry times are effective on the next half hour

4.5. TSM registrations

TSM registration of new machines via Self Registration, changes to existing TSM registrations eg 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 05.35 if an email address is available.

4.7. Account project time warnings

One month prior to project time on Herald, Remote Access, Help Centre accounts and TSM registrations, warnings are sent between 01.00 and 5.50 if an email address is available.

4.8. Account expiry and deletions

Remote Access accounts are deleted on project time in jobs that run between 05.15 and 05.25

SSO accounts are disabled after project time is exceeded. Herald accounts can still receive mail. Forwarding and Vacation messages will continue to function for 2 months. If the person's University Card is updated with a completion date in the future, the account will be available the next day. SSO accounts are deleted 2 months after project time

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

At card expiry plus 2 months, mail delivery will stop and forwarding and vacation will no longer work. This will happen each night. This will also apply to all students at the end of the next academic year (except for those we can identify as returning).

4.10. Email address wind down

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.

From April 2008, 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.

4.11. ITSS/ Webmaster Register

The applicant fills in the web form to register as ITSS or webmaster https://register.oucs.ox.ac.uk/itss/join_itss_reg. An email is automatically sent to the sponsor (usually the IT Officer for the Unit). The sponsor replies to registration@oucs.ox.ac.uk and as long as the applicant has a current University Card and an email address, they will be added to the ITSS Register. An overnight job adds the applicant to the mailing list itss-announce@maillist.ox.ac.uk and itss-discuss@maillist.ox.ac.uk or web-managers-announce and web-managers-discuss as appropriate.

IT Officers/Webmasters are removed from the Register and the mailing lists, when their University Card expires.

The Register is audited once a year- usually in May.

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