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 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 IT Services handles mail, the following files are picked up by the Oxmails
  • all legal incoming email address
  • all unit address that are in the final stages of being wound down. Mail to these domains get a tailored response suggesting an alternative if appropriate.
Address changes are effective on the Oxmails after:
  • 07:00
  • 10:00
  • 13:00
  • 16:00
  • 19:00
  • 01:00

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

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 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 05.35 if an email address is available.

4.7. Account project time warnings

One month prior to project time on Nexus, 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 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, 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 academic year (except for those we can identify as returning).

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.

4.11. Wind-down dates for students ( leaving)

Because, in general, students have the same completion dates, it is possible to publish the dates when these events occur for them. Students on courses which run longer than the standard term, have longer University cards.

Notes on table symbols.

  • (a) End of access to mailbox. Mail is delivered and if a forward is set it will be honoured. From 2011, if neither a forward has been set on a Nexus account nor vacation set up, and the University card has expired, an auto-responder will tell the sender that the mail is unlikely to be read.

  • (b) Number as of 26-july-2012 , from university card data where groups are > 100

  • (c) From 2008, undergraduate university cards were issued only until 30-jun instead of 30-aug as in previous years. Lost or stolen cards were re-issued with the new June end date. The reason was to get a closer correspondence between the card and when the student was 'current' in OSS. Colleges supported it as well as City Council, as it also cancelled the exemption from council tax.

  • (d) From 2011, mail sent to students who did not have a forwarding address set up, generated an auto-response saying mail was unlikely to be read - inactive addresses then became more visible.

  • (d) Trinity 2011. Lateness of Easter mentioned in the Gazette. Biochemistry raised a concern about not being able to contact students by email for vivas- their email addresses were extended for 2 weeks. Not mentioned as an issue in 2012.

Table 1. Undergraduates
Year End End of Trinity 8th Week Card completion date(a) Email address fails -2 months End of Access to OSS -6 months Numbers(b)
2007 16-jun 30-aug-200730-oct-200728-feb-20082690
2007 16-jun 30-sep-200730-nov-200730-mar-2008 333
200814-jun 31-aug-200830-oct-200828-feb-20092721
200814-jun 30-sep-200830-nov-200830-mar-2009320
200919-jun 30-jun-2009(c)30-aug-200930-dec-2009956
200919-jun 31-aug-200930-oct-200928-feb-20101637
200919-jun 30-sep-200930-nov-200930-mar-2010 240
201020-jun 30-jun-2010(c)30-aug-201030-dec-20101253
201020-jun 31-jul-201030-sep-201030-jan-2011 145
201020-jun 31-aug-201030-oct-201028-feb-20111337
201020-jun 30-sep-201030-nov-201030-mar-2011 264
2011 (d)25-jun 30-jun-201130-aug-201130-dec-20112062
201125-jun 31-jul-201130-sep-201130-jan-2012279
201125-jun 31-aug-2011 30-oct-201128-feb-2012507
201125-jun 30-sep-201130-nov-201130-mar-2012 296
201216-jun 30-jun-201230-aug-201230-dec-20122719
2012 16-jun 31-jul-201230-sep-201230-jan-2013 520
2012 16-jun30-sep-201230-nov-201230-mar-2013 390
201315-jun 30-jun-201330-aug-201330-dec-20132885
2013 15-jun31-jul-201330-sep-201330-jan-2014 560
201421-jun30-jun-201430-aug-201430-dec-20142826
201421-jun 31-jul-201430-sep-201430-jan-2015 518
201520-jun 30-jun-201530-aug-201530-dec-20151137
201520-jun 31-jul-201530-sep-201530-jan-2016354

There are two types of postgraduates. Those on taught courses (GT) and those registered for research degrees (GR). Some of those on taught courses have card expiry dates in June in since 2009, but most have dates in Sep and Oct. New students on research programs are now being given 4 and half year cards to cover writing up, taking their viva and having their degree awarded- this is to cover Home Office visa requirements

Table 2. Postgraduates
Card Expiry Postgrad Type Numbers
30-sep-2007GR 404
30-sep-2007GT 1649
30-sep-2008GR 404
30-sep-2008GT 1640
30-jun-2009 (c)GT 582
30-sep-2009GR 319
30-sep-2009GT 1053
30-jun-2010 (c)GT 788
30-sep-2010GR 241
30-sep-2010GT 902
08-oct-2010GR 210
30-jun-2011 (c)GT 666
31-jul-2011GT 573
30-sep-2011GT 978
07-oct-2011GR 205
30-jun-2012 (c)GT 871
31-jul-2012GT 635
30-sep-2012GT 1317
08-oct-2012GR 979
30-jun-2013GT 409
31-jul-2013GT 239
30-sep-2013GT 682
08-oct-2013GR 1136
08-apr-2015GR 1169
08-apr-2016GR 1162

4.12. ITSS/ Webmaster Register

The applicant fills in the web form to register as ITSS or webmaster https://register.it.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 sysdev@it.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.

Up: Contents Previous: 3. Who sees/uses what data? Next: 5. Further information