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
- 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:
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
4.6. University Card expiry warnings
One month prior to card completion date, warnings are sent at 05.35 if an email address
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
4.8. Account expiry and deletions
Remote Access accounts are deleted on project time in jobs that run between 05.15 and
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
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
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
(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
(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
||End of Trinity 8th Week
||Card completion date(a)
||Email address fails -2 months
||End of Access to OSS -6 months
|2007 ||16-jun ||30-aug-2007||30-oct-2007||28-feb-2008||2690|
|2007 ||16-jun ||30-sep-2007||30-nov-2007||30-mar-2008|| 333|
|2009||19-jun || 31-aug-2009||30-oct-2009||28-feb-2010||1637|
|2009||19-jun ||30-sep-2009||30-nov-2009||30-mar-2010|| 240|
|2010||20-jun ||31-jul-2010||30-sep-2010||30-jan-2011|| 145|
|2010||20-jun ||30-sep-2010||30-nov-2010||30-mar-2011|| 264|
|2011 (d)||25-jun || 30-jun-2011||30-aug-2011||30-dec-2011||2062|
|2011||25-jun ||31-aug-2011 ||30-oct-2011||28-feb-2012||507|
|2011||25-jun ||30-sep-2011||30-nov-2011||30-mar-2012|| 296|
|2012 ||16-jun|| 31-jul-2012||30-sep-2012||30-jan-2013 ||520|
|2013||15-jun || 30-jun-2013||30-aug-2013||30-dec-2013||2885|
|2013 ||15-jun||31-jul-2013||30-sep-2013||30-jan-2014 ||560|
|2014||21-jun ||31-jul-2014||30-sep-2014||30-jan-2015|| 518|
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
|30-sep-2007||GR || 404|
|30-sep-2008||GR || 404|
|30-jun-2009 (c)||GT || 582|
|30-sep-2009||GR || 319|
|30-jun-2010 (c)||GT || 788|
|30-sep-2010||GR || 241|
|30-sep-2010||GT || 902|
|08-oct-2010||GR || 210|
|30-jun-2011 (c)||GT || 666|
|31-jul-2011||GT || 573|
|30-sep-2011||GT || 978|
|07-oct-2011||GR || 205|
|30-jun-2012 (c)||GT || 871|
|31-jul-2012||GT || 635|
|08-oct-2012||GR || 979|
|30-jun-2013||GT || 409|
|31-jul-2013||GT || 239|
|30-sep-2013||GT || 682|
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
firstname.lastname@example.org 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
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