4. Notes for IT Support and Administrative Staff
An Oxford username is created automatically when a qualifying University Card is issued for a completely new student, staff member or visitor, or when a new card is issued after an extended absence. The Oxford account registration letter will normally be sent out by the morning messenger on the day following University Card creation. No letter will be sent if there is an existing Oxford account, even if your new card has a different status, college or department. Credentials are emailed to students using the email address they provided in their application.
VA - Virtual Access. There is no physical card for this status. An Oxford account registration letter is printed, giving the barcode, as well as the usual details such as account name and activation code. The user has access to Webauth for purposes of identification for facilities like OxCORT, GSS, departmental or college facilities etc but no other University computer access. The letter is sent via the University Card office to an administrator at the institution. Any lost password or similar enquiries must be routed through this person or IT Support Staff.
When a person's University Card is altered, IT Services will receive the information early the next day and accounts will be updated by a combination of automatic and manual actions, depending on the exact details of the change. Individuals can check their own email routings and expiry dates via the self-registration pages. If there is a move to a new department or college, the email records will be updated but the Oxford username will remain the same. Any out-of-date email addresses will go ex-directory but will remain operational for two months.
Please ask the Card Office to cancel the electronic record of a person's card when they leave earlier than the card expiry date. Even if you repossess the card, the barcode number can be used to access various library and computing facilities if the electronic record is not cancelled. This applies to Virtual Access status as well as physical cards.
The Student Information System should now notify the University Card Office of any change affecting a student's college, department or completion date. The College IT Officer can check the card expiry date via IT Services' information pages for any current student if you are not sure. This will check the date on the electronic record, which may differ from the date on the physical card. It is important for the completion date to be correct, otherwise the student may fail to receive information on careers and alumni facilities.