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Student account information for staff

  1. Every student who matches at least one of the following categories is entitled to an Authcate Account. 
    The categories are students who have:
    • received an offer via a VTAC offer letter
    • received an offer directly from a Faculty
    • received an offer via a Student Admissions process
    • been on Intermission and the end-date of the Intermission period has NOT passed
    • completed a course no more than 90 days ago 
    • the status of ENROLLED in at least one unit in the previous calendar year
    • the status of ENROLLED in at least one unit in the current calendar year
    • the status of ENROLLED in at least one unit in the next calendar year
    • a deferred, withheld or supplementary exam pending.
  2. Students who have a level 2 or 3 Administrative Encumbrance may have an account but they are not entitled to use it until the encumbrance is lifted.
  3. The student's data must be completely and correctly inserted into Callista before the process to create the account can begin.
  4. Items that are particularly important are:
    • The student must be aware of their VTAC or Monash ID number.
    • Surname or Family name must be correctly identified and spelled correctly.
    • Given names must be recorded exactly as the student spells them (or as shown on their passport).
    • Students who have only one name need only to have that name inserted according to Callista rules.
    • Date of birth must be correct
    • The student's current postal address must be recorded. Sometimes this address is an Agent's or University Partner's address.
  5. Overnight processing of the Callista database will transfer student data to ITS Division's computer account creation system. The data listed above is entered in a database that will be accessible via a Web page the day after it is entered into Callista.
  6. The next day (ie the day after their offer details have been entered in Callista) students are able to get their Authcate Account information. This consists of
    • A username
    • A password that is chosen by the student
    • A personal identification word and an associated reminder phrase. These two items are chosen by the student and are useful if a student forgets his/her password.
  7. To obtain the username and password students should visit the web page
    http://www.monash.edu.au/students/computer/
    If the student needs to use a computer lab on campus to register they can login to the computer with the username 'register'. No password is required. This will open up the registration page for their use.
  8. The student's Authcate username and password is used to enable access to laboratory computers (the Novell network), some Library services and Web pages. 
  9. It is not until the student is enrolled in at least one Unit that the student is able to access
    • Some Monash-only or Unit-only web pages
    • Web pages outside Monash. Accessing pages outside Monash will incur charges that are billed to the Faculty.
  10. Students who are under 18 years of age must get parental or guardian consent to access the Internet; see http://www.its.monash.edu.au/students/forms/index.html
  11. Students with disabilities may use the special form at http://www.its.monash.edu.au/students/forms/index.html
    to obtain permission to be granted modem access to Monash and Internet web sites.
  12. Postgraduates who are doing their degree by Research may also be granted modem access to Monash and Internet web sites. This can be arranged through your Departmental or Faculty IT manager.
  13. Be aware that all Internet accesses incur charges that will be levied against your Department or Faculty. Some Faculties will recover some costs by charging individuals whose usage exceeds the limit specified by the Faculty.
  14. If you are involved in managing student accounts the timeline below describes most events, their consequences and solutions where appropriate.

Timelines

Task Process Comments
New student Start Details are put into an extract from Callista. 
Student is offered a place. Details appear in the MDS and in the CRUX database.
Overnight Crux creates a username and password.
Next day 		Can get username and password from www.monash.edu.au/student/computer 
partial Novell access, only AUTHCATE access. No Internet access.
Deferals Student defers taking an offer (usually for 12 months). Student will not appear in any extract. 
Enrolment is required before any computer access is possible.
Next day ID number shown as NOT CURRENT or student not in CRUX or MDS.
Unit enrolment Student enrols via WES, or is enrolled by their Faculty, in at least one unit in the current year. Details are put into an extract from Callista.
Student is listed in the non-Monash residents file from Halls or Mannix or another special Extras source. These students are not in Callista but they do get the same facilities and services.
Overnight CRUX and MDS update name changes etc. Usernames remain unchanged
Next day Novell and Authcate access. Internet access now possible, unless student less than 18 years old.
Under 18 years of age Student supplies Under 18 Authority form. Service Desk "tick" AGEOK on CRUX web interface or use CRUX command AGEOK on VAXC.
MDS Tool is used to 'tick' under18 restricted acccess box
Immediately Internet access granted.
Leave of absence / intermission Student takes leave of absence or intermission. Course details are put in an extract from Callista.
Callista shows course status as INTERMIT 
Next day Normal full access continues.
Late fees Student does not pay fees on the due date.  
Next day Administrative encumbrance placed on the student's ID in Callista.
Overnight CRUX and MDS apply encumbrance A backup of Authcate passwords is made. The student's Authcate password is removed.
Novell and other systems get a "No Access" login profile.
Next day No access to any of the systems administered by ITS (Authcate, Linux, Novell etc.)
Payment of fees -
Cashier		 Student pays overdue fees at Cashier:  AND student presents the receipt at the Fees Office.
Cashiers usually send confirmation to Fees Office.
Same day Administrative encumbrance removed in Callista by Student Services (Fees) staff.
In exceptional circumstances Fees Officer may use the MDSTool to restore Authcate and remove "No Access" profiles.
Overnight Crux and MDS update  Authcate password restored.
Novell and other systems have "No Access" profile removed.
Next day Student has previous access using the last known (previous) passwords.
Payment of fees -
Bank or B-pay 		Student pays overdue fees at Bank or by B-pay: Fees office waits (up to 3 days) for amount to appear in University accounts. 
On the day the amount is in accounts. Administrative encumbrance removed in Callista by Student Services (Fees) staff.
Overnight Crux and MDS update. Authcate password restored.
Novell and other systems have "No Access" profile removed.
Next day Student has previous access using the last known (previous) passwords.
Payment of Library fines - Cashier Student pays Library fine at Cashier: AND student presents the receipt at the Library. 
Same day Library advise Fees Office that fine has been paid.
Next day  Administrative encumbrance removed in Callista by Student Services (Fees) staff. 
Overnight Crux and MDS update Authcate password restored.
Novell and other systems have "No Access" profile removed. 
Next day Student has previous access using the last known (previous) passwords.
New ID number Student Administration gives a student a new ID number (for whatever reason)  The new number will cause a new student username to be created.
One of the numbers should be marked, in the Callista name field, "Duplicate - use nnnnnnnn". It should also be encumbered.
Next day Give the student a new password for the username that is current.
A HEAT job must be given to IMS to put old mail in new current username mailbox. 
Deferment of exams

Deferment of an exam granted (DEF)
Exam results withheld (WH)
Supplementary exam granted (NS)

Student ID is included in the Callista extract; other details are assumed to be in CRUX and the MDS
NOTE: Callista will show units as COMPLETED.
Next day ID number remains current and full access is still available.
Exams completed Examinations completed. All units now have a result and are shown as Completed in Callista. Student has 90 days of restricted access. This is expected to be enough time to get results and to re-enrol.
Next day  Student has access to workstations, email and Monash-only websites for next 90 days.
Enrolled in unit more than 90 days after last units completed Student has enrolled for a unit in the next year but 90 days has now passed since all units were completed this year. ID number becomes current and student has normal access.
Next day ID number becomes current and student has normal access.

MDS and CRUX regular jobs

Interval Process Comments
Overnight MDS removes any username and associated detail if the monashpendingdelete date has passed. 

CRUX will already show the username as deregistered because 90 days has passed since completion of all units. Revival can only be done if the student gets a new offer or is re-enrolled by a Faculty (so that the data appears in a Callista extract).
Every evening CRUX looks at the following  
username with a NOT CURRENT ID Username is made "pending suspend".
username that is "pending suspend"  Username is deregistered if it has been 90 days since becoming "pending suspend".

username with a current ID and "pending suspend" or "deregistered"

Username is reinstated if the student has an Offer or is enrolled.
Student will not have internet access unless the username is reinstated by getting an Offer or by being enrolled by the Faculty
Every evening MDS looks at CRUX and sets its monashpendingdelete date to 90 days into the future from the date at which "pending suspend" was set.
 
Next day  Student will not have internet access.