2. University Card - the starting point
- For members of Congregation, the 'Invitation' to apply is sent by Card Office, and the application is returned to them directly.(Day 1)
- For other statuses eg Staff, the individual signs a paper application form and provides a photo. The form is then countersigned by the designated Card Administrator for the unit. (Day 1)
- Overnight a new record is added to the IT Services Registration database. (Day 2)
- The username is created (Day 2)
- Username data available to all units who need it. (Day 2)
- The letter containing the username and Activation code is automatically printed (Day 2)
- The letter is manually put in an envelope- usually addressed to the individual concerned. (Day 2)
- Neither the status of the person nor the course is available at the point of enveloping.
- The data is available for IT staff set a new Activation Code if they do not want to wait for the letter. (Day 2)
- If the individual has received their University Card, they can bring it to IT Services Help Centre to get their account details. (Day 2)
- The letter is collected by the University's Messenger Service about midday (Day 2)
- The letter arrives at the Department/College depending on internal post delivery times (Day 3/4)
Details Updated: existing person whose completion date has been extended
- Card Administrator informs Card Office by phone, email or paper that a person is still current in that unit. (Day 1)
- The Card record is updated, usually that day. (Day 1)
- IT Services Registration database is updated overnight (Day 2)
- The project times of all usernames belonging to that person are automatically extended. (Day 2)
- The validity of email addresses and TSM backup are also extended.(Day 2)
- No paper work is generated
Details Updated: existing or previous card holder whose affiliation changes
- Steps 1-2 above
- Data is added to IT Services Registration database (Day 2)
- IT Services automatically prints a list of all affiliation changes (Day 2)
- Affiliations are manually added or removed by IT Services Registration, based on the list. Changes often require expert local knowledge and are not easy to automate (Day 2).
- Email addresses are added and the old ones set to wind down over 2 months (Day 2). The owner is advised of expiring email addresses by email by an automatted process.
- Usually, no paper work is generated for the individual.