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					                                                                        New User Registration / User Account Reactivation Form
                                                                                    for Oxford Student Systems

1. Type of Request                                                                                                                                                                            Go to Guidance Notes

Is this a request for a New User or to Reactivate an existing Account?                                                                <---Select Type of Request--->

Please note that previous access for Users requiring their account to be reactivated will not automatically be reinstated. Please complete all sections.



2. Personal Information                                                                                                                                                                       Go to Guidance Notes


Single Sign On (SSO):

Title:

Forenames:

Surname:

Telephone:

Email Address:

Employee/Payroll number:

Job title


3. Central or Division/Faculty/Department/College Information                                                                                                                                 Go to Guidance Notes

Which Department or Division/Faculty/College does the User work for?



Department or Division/Faculty/College Name:


4. Dates                                                                                                                                                                                      Go to Guidance Notes

Is the User a temporary member of staff or contractor?                                                                                                               <---Select--->
If yes, please provide an end-date after which access should be removed.
If no date is stated, three months will be assigned, after which the User will need to reapply for access, if still required.

Start Date:                                                                                                                      End Date (if applicable):


5. Access                                                                                                                                                                                     Go to Guidance Notes
If Reactivate; previous access will be removed unless explicitly requested to remain by the Information Custodian.

Division/Faculty/Department/College Roles                         Roles Required - Non-Central

Central Roles                                                        Roles Required - Central

5.1. Organisational Unit Access                                                                                                                                                               Go to Guidance Notes

Which Organisational units do you require access to? (See Organisation Code Data Sheet for details)                                                          Organisation Code Data sheet
If Reactivate; previous access will be removed unless explicitly requested to remain by the Information Custodian.


College Name

Division

Unit

Subunit



6. Additional Information                                                                                                                                                                     Go to Guidance Notes
Continue on 'Additional Information' sheet if needed.                                                                   Additional Information Sheet




7. Authorisation                                                                                                                                                                              Go to Guidance Notes


Once the form has been completed, email the form to the Information Custodian for your Department or College.                                                List of Information Custodians



Please click here for Conditions of Authorisation :                                                                                                          Conditions of Authorisation


Information Custodian Full Name:

Job Title:

Signed:                                              Not required if submitting by email

Date:



8. Submit Form                                                                                                                                                                                Go to Guidance Notes

Once the form has been completed and checked, it should be forwarded by email by the Information Custodian to the Systems
Administration Team at:                                                                                                                                            sa@admin.ox.ac.uk
Scanned copies of forms authorized by signature may also be submitted by email.


9. OSS Support Centre
If you have any questions relating to this form, please contact the OSS Support Centre: 01865 (2)84848.                                                           OSS@admin.ox.ac.uk




                                                                                                                                                                                                                                    LOOKUPS                                                                                        Purchase Reqs Approval Limit              GL Journal Limit

                                                                                                                                                                                                                                    <---Select Type of Request--->   <---Select---> <---Select--->   <---Select Salary Y / N?-->   <---Select Purchasing Approval Limit---> <---Select GL Journal Limit--->
                                                                                                                                                                                                                                    New User                                                         Salary
                                                                                                                                                                                                                                                                     Yes            Add                                            £0.01                                    £0.01
                                                                                                                                                                                                                                    Reactivate Account                                               Non-Salary
                                                                                                                                                                                                                                                                     No             Remove                                         £500                                     £20,000

                                                                                                                                                                                                                                                                                                                                   £1,000                                   £50,000

                                                                                                                                                                                                                                                                                                                                   £5,000                                   £100,000

                                                                                                                                                                                                                                                                                                                                   £10,000                                  £1,000,000

                                                                                                                                                                                                                                                                                                                                   £25,000                                   £

                                                                                                                                                                                                                                                                                                                                   £50,000                                   £

                                                                                                                                                                                                                                                                                                                                   £75,000                                   £

                                                                                                                                                                                                                                                                                                                                   £100,000                                  £

                                                                                                                                                                                                                                                                                                                                   £250,000                                  £

                                                                                                                                                                                                                                                                                                                                   £                                         £

                                                                                                                                                                                                                                                                                                                                   £                                         £

                                                                                                                                                                                                                                                                                                                                   £                                         £

                                                                                                                                                                                                                                                                                                                                   £                                         £




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                                                                    cc41b42b-0b89-45d5-b2dc-805e544408fb.xls

                                                  OSS User Form Roles Required - Non Central (Division/Faculty/Department/College
                                                                                     Users)

5. Access                                                                                                                               Go to Guidance Notes            Return to New User Form

Select Yes or No against Assign Role? using the drop-down list.

Please note that Update Responsibilities will be released upon successful completion of the relevant training.                     Student Systems Training




Assign Role? Role                                  Type                               Role Description                                                  Intended Audience




                                                              Data on graduate applicants and students (can be downloaded into
                                                              Excel etc). Includes individual student and research student:
                                                              summary; charges; academic history; previous qualifications;
<---Select--->   OSS Data Views                   Read Only   enrolled information; contact details; freshers list; changes to           Anyone who requires access to look at student data.
                                                              student details; programme of study details; fee rates;
                                                              assessments; year outcome; tuition fees. Submitted graduate
                                                              applications; funding.




                                                              Understand the admissions process
                                                              Accept, reject, re-evaluate and waitlist applicants
                                                              Withdraw applicants
                 UAB Graduate Admissions
                 (Includes access to Student                  Understand the college selection process
                 Visa System -                                Understand the deferrals process
                 Department/Faculty                                                                                                 (for some programmes of study the Graduate Studies Assistant
<---Select--->                                     Update
                 Administration)                              Student Visa System:                                                          takes the role of the Department administrator)

                                                              Create, edit and submit CAS
                                                              requests for graduate applicants and
                                                              students; view undergraduate CAS
                                                              requests; update fees/funding
                                                              information; view passport records

                                                              Accept and reject applicants
                                                              Manage funding information
                                                              View application details on OSS
                 College Graduate Admissions                  Understand the admissions process and the deferrals process
                 (Includes access to Student
<---Select--->                                     Update                                                                                               College Administrators
                 Visa System - College
                 Administration)                              Student Visa System:
                                                              Create, edit and submit CAS requests for Undergraduate applicants
                                                              and students; view graduate CAS requests; update fees/funding
                                                              information;



                                                                                                                                   Department and College Administrators who need to view OSS
                                                                                                                                   back office screens for graduate applications. Recommend OSS
<---Select--->   Graduate Admissions              Read Only   View application details on OSS back office screens
                                                                                                                                     Data View access for Graduate Admissions instead for most
                                                                                                                                                                needs.

                                                              View Info on student matriculation status
                                                                                                                                        College Administrators to manage students going to the
<---Select--->   College Matriculation List       Read Only   Download the matriculation list
                                                                                                                                                     matriculation ceremonies.



                                                                                                                                   College Administrators, Fees Assistants & Bursars who manage
<---Select--->   College SLC View                 Read Only   View Student Loans Company data
                                                                                                                                                           student finance.



                                                              A registration and enrollment update responsibility for colleges and Mainly College Administrators but also some Department
<---Select--->   Student Registration Interface    Update     departments who act as a college to register students on non-        Administrators for non-matriculated course students (i.e.
                                                              matriculated courses.                                                students who don't have a college).




                                                              A registration read-only responsibility for departments and colleges
                 Student Registration Interface                                                                                    Mainly Department Administrators who want to keep an eye on
<---Select--->                                    Read Only   who only need to view registration activity, not register and enrol
                 (Read-only)                                                                                                       student registrations but not actively take part in the process.
                                                              students on courses.




                                                                                                                                   University staff. Recommend the OSS Data View access for
<---Select--->   Discoverer Viewer Reports        Read Only   Reports on student data that are pre-set.
                                                                                                                                   most staff needs.




                                                              Update student person details
                                                              Program transfers and changes
                                                              Update Taught Supervisors
                                                              Manage Holds, Intermissions, Withdrawals
                                                              Repeat Years and Completion Dates
                   Managing Student Records
                   (Includes access to Student                                         Page 2 of 33                                   Graduate Studies Assistants in Divisions/Departments who
<---Select--->                                     Update
                      Visa System - College                                                                                               need to update student records and visa details.
                                                             Update student person details
                                                             Program transfers and changes
                                                             Update Taught Supervisors
                                                                   cc41b42b-0b89-45d5-b2dc-805e544408fb.xls
                                                             Manage Holds, Intermissions, Withdrawals
                                                             Repeat Years and Completion Dates
                   Managing Student Records
                   (Includes access to Student               Student Visa System:                                        Graduate Studies Assistants in Divisions/Departments who
<---Select--->                                    Update
                      Visa System - College                                                                                  need to update student records and visa details.
                          Administration)                    Create, edit and submit CAS
                                                             requests for graduate applicants and
                                                             students; view undergraduate CAS
                                                             requests; update fees/funding
                                                             information; view passport records




                                                             Update Supervisor details
                                                             Enter Research Codes
                                                             Lapse students                                              Graduate Studies Assistants in Divisions/Departments who
                  Managing Research Student                  Add and update milestones                                  need to update records for research students and visa details.
<---Select--->                                    Update
                          Records                            Manage extension milestones and expected completion date
                                                             Input thesis titles, amend and finalise these titles
                                                             Manage minor corrections and reviews




                                                                                                                            Staff in colleges and departments who do not update
                 Student Visa System (Read
<---Select--->                                   Read Only      View all CAS records and all passport records.          admissions or on-course student data but may answer queries
                 Only)
                                                                                                                                         from students about their visa.




                                                                                    Page 3 of 33
                                                                cc41b42b-0b89-45d5-b2dc-805e544408fb.xls


                                                            OSS User Form Roles Required - Central Users

5. Access                                                                                                                        Go to Guidance Notes          Return to New User Form

Select Yes or No against the Assign Role? using the drop-down list.
   Please note that Update Responsibilities will be released upon successful completion of the relevant training.              Student Systems Training




Assign Role? Role                                Type                              Role Description                                               Intended Audience




                                                            Data on graduate applicants and students (can be downloaded into
                                                            Excel etc). Includes individual student and research student:
                                                            summary; charges; academic history; previous qualifications;
                                                                                                                                University staff: Administrators and Academics who need to
<---Select--->   OSS Data Views                 Read Only   enrolled information; contact details; freshers list; changes to
                                                                                                                                         view graduate applicant and student data.
                                                            student details; programme of study details; fee rates;
                                                            assessments; year outcome; tuition fees. Submitted graduate
                                                            applications; funding.




                                                            Enter applications
                                                            Run admissions requests
<---Select--->    Central Graduate Admissions    Update     Produce correspondence                                                              Graduate Admissions Office
                                                            Create deferment applications




                 Central Graduate Admissions
<---Select--->                                   Update     Enter applications                                                             Graduate Admissions Office (Temps)
                 (Temps)




                                                                                                                                Graduate Admissions Office users who need to log into OSS
<---Select--->   Graduate Admissions            Read Only   View application details on OSS
                                                                                                                                         and view graduate applications in detail.



                                                                                                                                                       Card Office
<---Select--->   VRO Admissions                  Update     Enter Visiting, Recognised and Other applications                                   Graduate Admissions Office


                                                            Manage course exclusions
                                                            Manually allocate colleges to applications
<---Select--->   GOCAT User                      Update                                                                                          Graduate Admissions staff
                                                            View allocation and pool reset information


                                                            Manage College group definition and group membership
                                                            Manage the allocation process including manually allocating
                                                            colleges to applications and manually closing pools
<---Select--->   GOCAT Super User                Update                                                                                          Graduate Admissions staff
                                                            Manage course exclusions
                                                            View allocation and pool reset information




                 Undergraduate Admissions
<---Select--->                                   Update                                                                                      Undergraduate Admissions Office
                 (Update)




                 Undergraduate Admissions
<---Select--->                                  Read Only   View Undergraduate applications in OSS                                           Undergraduate Admissions Office
                 (Read Only)




                                                                                  Page 4 of 33                                 Central staff who require access to student administration data
<---Select--->    Student Details (Read Only)   Read Only   View Student Details in OSS
                                                                   cc41b42b-0b89-45d5-b2dc-805e544408fb.xls


                                                                                                                                         Central staff who require access to student administration data
<---Select--->     Student Details (Read Only)     Read Only   View Student Details in OSS




                                                               Update student person details
                                                               Program transfers and changes
                                                               Update Taught Supervisors
                                                               Manage Holds, Intermissions, Withdrawals
                 Managing Student Records                      Repeat Years and Completion Dates                                                Student Data Management & Analysis in Student
<---Select--->   (Includes access to Student        Update                                                                                                     Administration
                 Visa System)                                  Student Visa System:
                                                               Create, edit and submit CAS requests for Undergraduate applicants
                                                               and students; view graduate CAS requests; update fees/funding
                                                               information;

                                                               Grade units
                                                               Enter progression and final outcomes of the unit
<---Select--->   Unit Outcomes & Progression     Update                                                                                  Examination and assessments team in Student Administration



                                                               Make fee amendments after the Fee Schedule has run
                                                               Update Fees after Program Transfers, Withdrawals and
                                                               Intermissions                                                                    Student Data Management & Analysis in Student
<---Select--->   Student Fees (Update)           Update
                                                                                                                                                               Administration




<---Select--->   Student Fees (Read Only)        Read Only     View Student Fee information                                              Central administrators who require access to Fees information




<---Select--->   Degrees & Ceremonies            Update        Add students to Graduation Ceremonies                                                       Degree Conferrals Office




                                                                                                                                           Central administrators who require access to student data
<---Select--->   Discoverer Viewer Reports       Read Only     Use Discoverer Viewer to run reports
                                                                                                                                                                    reports




<---Select--->   Examination Schools             Update                                                                                  Examination and assessments team in Student Administration



                                                               View access to all CAS records; view access and update access to
                 Student Visa System - Central                                                                                  Graduate Admissions, Undergraduate Admissions and Student
<---Select--->                                   Update        passport copies; run bulk data uploads/downloads to the UKBA
                 Administration                                                                                                               Information & Advisory Service
                                                               Sponsor Management System


                                                                                                                                         Graduate Admissions, Undergraduate Admissions and Student
                 Student Visa System (Read
<---Select--->                                   Read Only     View all CAS records and all passport records                             Information & Advisory Service with a student support enquiries
                 Only)
                                                                                                                                                                      role


                                                               Ability to undertake any action in the system. Strictly limited access.
                 Student Visa System - Super                                                                                                Student Information & Advisory service team in Student
<---Select--->                                   Update        Must be authorised by Head of Student Information and Advisory
                 User                                                                                                                                           Administration
                                                               Service.




                                                                                      Page 5 of 33
                                                         Additional Information

                                        Please use this space to add any additional information
                                       that may be important when setting up the User account.

 eg. I am covering for Thomas Dillon (username ABCD1234) whilst he is away on Paternity Leave and therefore require the same setup for three weeks.




Return to New User Form




cc41b42b-0b89-45d5-b2dc-805e544408fb.xlsAdditional Information
     UNIVERSITY OF OXFORD - Authorisation Form Organisational Unit Codes for Academic Divis

                ACADEMIC DIVISION                                       UNIT


2B   Medical Sciences                         2B00   Medical Sciences Division
                                              D2     Medical Sciences Division


                                              2B01   Divisional Administration




                                              2B02   NDM




                                              2B03   Clinical Laboratory Sciences (H4)


                                              2B04   Obstetrics & Gynaecology (HE)


                                              2B05   NDORMS




                                              2B06   Surgical Sciences (HJ)


                                              2B29   Public Health




                                              2B30   Primary Care Health Sciences (BZ)


                                              2B10   Pathology Dunn School (BV)


                                              2B11   Pharmacology (BW)


                                              2B12   Experimental Psychology




                                              2B34   Oncology
                       2B17   Clinical Neurosciences




                       2B18   Paediatrics


                       2B19   Psychiatry (HQ)


                       2B20   Cardiovascular Medicine (HS)


                       2B21   Molecular Medicine Institute (H8)


                       2B25   Biochemistry (AL)


                       2B26   Medawar Building (AW)


                       2B27   Physiology Anatomy and Genetics (AV)


                       2B28   Doctoral Training Centre - MSD (BS)


                       2B32   Biomedical Services (GV)




3C   Social Sciences   3C00   Social Sciences Division
                       D3     Social Sciences Division




                       3C15   Divisional Administration




                       3C01   SIAS




                       3C02   Education (EP)
                                       3C03   Law




                                       3C04   Said Business School (MQ)


                                       3C05   Politics & Int Relations (CT)




                                       3C06   Social Policy and Intervention (CV)


                                       3C07   Economics (CU)




                                       3C08   Sociology




                                       3C09   Oxford Internet Institute (CZ)




                                       3C10   International Development (VG)




                                       3C11   Anthropology




                                       3C12   SOGE




                                       3C13   Archaeology




                                       3C16   Blavatnik School of Government (LE)




4D   Maths, Physical & Life Sciences   4D00   MPLS Division
                                       D4     MPLS Division




                                       4D01   Divisional Administration




                                       4D02   Chemistry
                  4D03   Earth Sciences (DG)




                  4D04   Engineering Science (DF)




                  4D05   Materials (DJ)




                  4D06   Mathematical Institute (BK)




                  4D07   Physics (DE)




                  4D08   Computer Science (BL)




                  4D09   Statistics (AM)




                  4D10   Plant Sciences (AP)




                  4D11   Zoology (AT)




                  4D12   Oxford e-Research Centre (E9)




                  4D13   Doctoral Training Centre - MPLS (DD)




5E   Humanities   5E00   Humanities Division
                  D5     Humanities Division




                  5E14   Divisional Administration
5E01   American Institute Rothermere (M1)




5E02   English Faculty (AX)




5E03   Medieval & Modern Lang Fac (CA)




5E04   Ling Philology & Phonetics Fac (E1)




5E05   Classics Faculty (BE)




5E06   Philosophy Faculty (YD)




5E07   History Faculty (CD)




5E08   Music Faculty (CG)




5E09   Oriental Studies Faculty (CK)




5E10   Ruskin School of Drawing (GP)




5E11   Theology Faculty (DX)




5E13   Voltaire Foundation (VF)
6F   Academic Services and University Collections   6F10   ASUC
                                                    D6     ASUC




                                                    6FF0   Divisional Administration




                                                    6F31   Bodleian Libraries (QB)




                                                    6F28   Collections & Resource Desc (Q9)




                                                    6FE0   Reader Servs Bodleian Library (FO)




                                                    6F29   Bodleian Libraries Admissions (Q3)




                                                    6F32   Conservation & Collection Care (Q4)




                                                    6F33   BDLSS (FZ)




                                                    6F34   Bodleian Communications (Q1)




                                                    6F35   Centre for Study of the Book (QC)




                                                    6F36   Bodleian Enterprise Units (QD)




                                                    6F37   Bodleian Events & Special Proj (QF)




                                                    6F38   Bodleian Special Collections (QG)




                                                    6F39   Bodleian User Education (QH)




                                                    6F41   Bodleian Accounts Section (QJ)




                                                    6F42   Bodleian Estates Office (QK)
6F43   Bodleian Facilities Management (QL)




6F44   Bodleian Human Resources Dept (QN)




6F45   Book Storage Facility (QQ)




6F46   ARACU (QI)




6F24   Humanities Subject Area




6F25   Science and Medicine Subject Area




6F26   Social Sciences Subject Area




6F30   Pitt Rivers Museum (AB)




6F40   Ashmolean Museum (ED)
                                              6F50   History of Science Museum (ET)




                                              6F60   Natural History Museum (EW)




                                              6F70   Botanic Garden (GC)




                                              6FA0   Language Centre (VA)




7G   Continuing Education                     7G01   Continuing Education (EQ)
                                               D8    Continuing Education - HQ




8H   University Administration and Services   8H10   University Administration and Services


                                              8HS0   Registrar's Departments


                                              8H70   Personnel and Related Services




                                              8H50   Legal Services Office (KN)


                                              8HB0   Academic Administration Division




                                              8HN0   Student Administration & Services (J9)




                                              8HC0   Business Services and Projects (JX)


                                              8HJ0   Research Services (KC)
8HK0   Council Secretariat (J1)


8HM0   International Strategy (KS)


8HP0   IT Services




8H20   Vice-Chancellor & Registrar




8HT0   Vice-Chancellor's Departments


8H60   Development & External Affairs




8HA0   Finance Division




8HD0   Estates Directorate (JW)




8HR0   Proctors Office (GL)
odes for Academic Divisions

                                      SUB-UNIT




                    BR   Medical Sciences Div Office




                    AJ   Target Discovery Institute
                    BH   NDM Strategic
                    B5   Structural Biology
                    B6   CCVTM
                    B9   Tropical Medicine
                    H2   CCMP
                    H5   Human Genetics WT Centre
                    H6   Clinical Trial Service Unit
                    H7   OCDEM
                    H9   Structural Genomics Consortium
                    HB   NDM Experimental Medicine
                    HC   Jenner Institute
                    HI   Cancer Epidemiology Unit
                    HP   Oxford Ludwig Institute




                    AZ   KIR
                    HF   NDORMS




                    B1   Health Care Epidemiology Unit
                    B2   Nat Perinatal Epidemiology
                    BX   Public Health




                    AU   Zoology Bldg Services Unit
                    CQ   Experimental Psychology


                    AN   Oncology
BB   Cancer Centre
BP   Medical Oncology
H3   Radiation Oncology and Biology
HD   Clinical Pharmacology




BU   Ophthalmology
HA   Anaesthetics
HM   Clinical Neurosciences


HN   Paediatrics
HT   Childhood Cancer Res Group




LA   Oxford-Man Institute
LC   Oxford Martin School
LD   Smith School




M3   Area Studies
MB   Russian & East European Stud
MH   African Studies
MJ   Japanese Studies
MP   Latin American Centre
MR   Contemporary Chinese Studies
MT   South Asian Studies
BA   Law Faculty
CX   Socio-Legal Studies Centre
JG   Centre for Criminology




CY   Sociology
LB   Ageing Institute (OIA)




AE   Social & Cultural Anthropology
AG   School of Anthropology
ME   Human Sciences Institute




AC   Geography
AF   Environmental Change Institute
JQ   Transport Studies Unit




EB   Archaeology Institute
EC   Archaeology Research Lab




DS   Begbroke Science Park




DH   Inorganic Chemistry
DM   Organic Chemistry
DN   Physical & Theoretical Chem
DP   Chemistry
DQ   Chemical Biology
DW   Chemistry Research Laboratory




DB   Astrophysics
DC   Atmos Ocean & Planet Physics
DK   Condensed Matter Physics
DL   Particle Physics
DR   Theoretical Physics
DT   Physics - Central
DU   Atomic & Laser Physics




DV   Bioscience DTP
YE   French
YF   German
YG   Byzantine and Modern Greek
YH   Italian
YK   Russian & Other Slavonic Lang
YL   Spanish
YM   Celtic
YN   Portuguese




YA   Ancient Hist & Classical Arch
YC   Classical Languages & Lit
F2   Sackler Library
F3   Philosophy Faculty Library
F4   Oriental Institute Library
FD   English Faculty Library
FE   History Faculty Library
FG   Music Faculty Library
FL   Theology Faculty Library
FW   Japanese Library
G4   Chinese Studies Library
G5   Vere Harmsworth Library
G8   Taylor Institution Library
Q2   History of Medicine Wellc Lib




F7   Radcliffe Science Library
FH   Plant Taxonomy Library
FY   Health Care Libraries
G6   Ornithology Library




F1   Continuing Education Library
F9   Education Library
FU   Said Business School Lib
FV   Law Library
GJ   Latin American Centre Library
GW   Social Science Library
Q7   Official Papers
Q8   Anthropology Tylor Library
GM   University Club
GY   Safety Office
GZ   Occupational Health Service
JC   Newcomers Club
K2   Personnel Services
K5   Equality and Diversity Unit
KK   Child Care Services




J3   Graduate Admissions & Funding
J4   Divisional Administration
J7   Academic Registrar's Office
K8   Planning & Resource Allocation
SZ   Undergraduate Admissions


GB   Careers Service
GD   Sports Department
GT   Counselling Service
J6   Education Policy Support
K3   Oxford Learning Institute
K9   Student Administration
KV   Disability Advisory Service
E2   IT Services New Unit
EI   IT Director's Office
EN   Computing Services
ER   ICT Support Team




GN   Burton Taylor Studio
J8   Regional Liaison Office
JR   University Officers
KM   Vice-Chancellor & Registrar




KB   Public Affairs Directorate
KD   Alumni Office
KR   Development Office


GA   Graduate Housing
GK   University Parks
JU   Land Agent & Accommodation
K1   Purchasing
KH   Finance
NV   Wytham Woods


GG   FM & Messenger Service
JS   Facilities Management (UAS)
JW   Estates
KE   Security Services




GU   Clubs Committee
cc41b42b-0b89-45d5-b2dc-805e544408fb.xls




                            Guidelines for the Completion of the Oxford Student System (OSS) 'New User
                                            Registration / User Account Reactivation' Form
This form should be completed when:
                       A member of staff requires access to Orxford Student Systems who has never used the system before (e.g. a new University
                       Employee).
                                                                                  OR


     
                           A member of staff requires access to Oxford Student Systems who has used the system before, however their account is no longer
                           active (e.g. due to extended leave).
                           The existing user account must be reactivated with the access that they require in their current role.

                           Please note that the form should be completed with full details of the access required: previous access will not automatically be
                           reinstated.
This form should not be completed when:

                          A current user requires a change to their access (e.g. due to a move to a different department). Please submit a 'Change User' form in
                           order to make such a request.

1. Type of Request                                                                                                                              Return to Form

New User or                Please state whether this is a request for a New User or to reactivate an existing account that has lapsed, by selecting the relevant
Reactivate account?        option from the drop-down list.
New User                   The member of staff requiring access has never used Oxford Student Systems so a new account must be created.
Reactivate Account         The member of staff requiring access has used Oxford Student Systems previously, however their account is no longer active. This
                           may be due to a period of extended leave, or that they have moved departments and the department from which they have left has
                           requested that their access be removed, or merely that they have not logged in for a period of time. In order to regain access to the
                           system, their existing account must be reactivated with the access that they require in their current role.
                           Please note that previous access will not automatically be reinstated as the requirements of the User may have changed
                           since they last used Oxford Student Systems. Please therefore complete all sections of the form.
Oracle Username            The standard naming convention for Oxford Student Systems usernames is the Oxford Username (sometimes referred to as Single
                           Sign-on), however for some existing users their username may be in a different format (e.g. 'AXUSE' for 'A N User'). In order to assist
                           in validating the account and the user details, please state the Oxford Username for a New User or the Oxford Student Systems
                           username of an existing account to be reactivated.

2. Personal Information                                                                                                                         Return to Form

Personal Details           Personal details are required in order to create a User account, but are also essential for audit purposes. These are also used to keep
                           Users informed of essential system information, as well as respond to any queries that may be raised with the Oxford Student Systems
                           helpdesk regarding access or system use. It is therefore important that all personal details are kept up to date, including an email
                           address and telephone number.

                           Please give a personal Oxford email address (ox.ac.uk). Generic and non-Oxford addresses are not permitted as Usernames and
Email Address
                           Passwords will be issued to this address, as well as any subsequent requests for password resets and automatic system notifications.

Employee/Payroll           The Employee number, which is also the Payroll Number, can be found on the User's payslip. If this is not yet known, please indicate
Number:                    this on the form.

3. Departmental Information                                                                                                                     Return to Form


Department and Work        Please state the name of the Department the user works for.
Address


4. Dates                                                                                                                                        Return to Form

                        If the user is a temporary or contractual member of staff, please ensure that this is indicated on the form and that an anticipated end
Is the User a temporary date is stated, in order to avoid delays in set-up. Access will be removed after this date unless we are informed of an extension in the
member of staff?        period of employment, or that the user has been made permanent. If no end date is stated, three months will be assigned, after which
                        the User will need to reapply for access if still required.

Start Date                 Please enter a future start date if access is not required immediately.

                           An End Date must be entered where the user has a temporary or fixed term contract. This can be altered at a later date by submitting a
End Date
                           'Change User' Form .

5. Access                                                                                                                                       Return to Form




Guidance Notes                                                                   32                                                                        9/16/2012
cc41b42b-0b89-45d5-b2dc-805e544408fb.xls



                            Please select whether you require Central or Departmental/Faculty/College access. On the Roles Required tab please select the roles
                            you will be required to carry out. Also pay attention to the 'Roles Summary', which details the functions of the roles, the intended
                            audience for the roles. The training that may be required or recommended before each type of access can be found from the Student
                            Systems Training website link. Do not tick any roles unless you are certain you will be required to carry them out. If reativating an
                            account please detail all the access now required. Previous access will not necessarily be retained.




5.1. Organisational Unit Access                                                                                                                 Return to Form

                            The Organisation Units assigned to your account will determine which Division/Faculty/Department/College and the associated student
                            records you will be able to see. You will only be granted access to the records of students within your own Organisational Unit(s). If
                            reativating an account please detail all the access now required. Previous access will not necessarily be retained.

6. Additional Information                                                                                                                       Return to Form

                            Please use this section to provide any additional information you believe will assist in carrying out the request, or if there is no
                            designated place on the form to do so, though not as an alternative to completing the form.
                            For example, it would be useful to inform us if the User is a temporary or contractual member of staff, the period of access may need to
                            be extended, or to tell us that the User has been made permanent.

7. Authorisation                                                                                                                                Return to Form

                            Once the form has been completed, you must email the form to the relevant Information Custodian for your Department or College.
                            This will confirm that you agree to comply with the provisions of the Data Protection Act

7.1. Responsibilities of Information Custodians                                                                                                 Return to Form

                            I acknowledge that I have been permitted access to the Oracle Student System on the understanding that I will process personal data
                            in accordance with the requirements of the Data Protection Act 1998. I confirm that I:
Conditions of               • will only access and use personal data as necessary for the role for which I have been authorised;
Authorisation               • will only access and use personal data for purposes directly connected with the collegiate University’s student administration;
                            • will not share personal data from the system, whether in electronic or printed form, with any other person unless authorised to do so
                            by the Information Custodian;
                            • will not release my access password to any other person; and
                            • will retain any personal data saved from the system (whether in electronic or printed form) in a secure and confidential manner and
                            will only hold that data for as long as I need to for student administration purposes.
                            I have read and understood the University's Data Protection policy, the Regulations relating to the use of IT facilities and the OSS
                            Rules for Access. I am aware that failure to comply with the provisions of the Data Protection Act may render the University, or in
                            certain circumstances myself, liable to prosecution as well as giving rise to civil liabilities.
Data Protection and         Breach of the University’s policies on Data Protection and Regulations Relating to the use of           Data Protection Act 1998
University IT Policies      Information Technology Facilities will be regarded as serious disciplinary matters. Failure to
                            comply with the provisions of the Data Protection Act may render the University, or in certain      Regulations Relating to the use of
                            circumstances the user liable to prosecution, as well as giving rise to civil liabilities.          Information Technology Facilities
                            The Information Custodian acknowledges that access will be granted to the User only on
                            completion of the relevant Oracle Student Systems training course(s) and all other criteria
                            required.

8. Submit Form                                                                                                                                  Return to Form

                            The Information Custodian should forward the form to the Systems Administration Team:                      sa@admin.ox.ac.uk
                            Scanned copies of forms authorized by signature may also be submitted by email.

                            We recommend that forms are submitted by email, however if this is not possible they may be submitted by fax on 01865 (2)84880
                            or post to Systems Administration Team, BSP, 23-38 Hythe Bridge Street, Oxford, OX1 2EP.

                            The User will be contacted by email to confirm receipt of the form and again once the required set-up has been completed.

9. OSS Support Centre                                                                                                                           Return to Form

                            If you have any questions relating to this form, please contact the OSS Support Centre: 01865
                                                                                                                                      OSS@admin.ox.ac.uk
                            (2)84848.




Guidance Notes                                                                   33                                                                        9/16/2012

				
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