Early Email for Students

Overview

New students are able to set up their Tufts accounts (username, password, and email) via the early email process. ASE Student Services uses a website for new students called Connection####, based on the graduation year, which links to the early email site. The Medical School uses its own website, but takes students through the same early email process. Some schools do not use early email and continue to have email accounts manually created.

Schools/Programs using Early Email:

Early Email Process:

See the graphic for the most detailed information, but in short:

1. Students are entered into SIS, but don't yet flow out of SIS until they pay their deposit
2. Once the deposit is received, students flow from SIS into Person Registry, and ultimately LDAP
   • Students are still hidden in the Tufts Directory, as they are future term
3. Once Early Email goes live, students log in
4. They confirm their name, which sets a UTLN
5. SSO is enabled, and they set their password
6. An Exchange account is automatically created within 30 minutes by the Account Populator script

Click to enlarge:

Issues with Early Email:

Student successfully completes early email process but can't log into Exchange

The early email process asks students to wait at least 30 minutes before logging in to Exchange. In most of these cases, the student has not waited long enough, so Account Populator has not had a chance to run and create the account.

To troubleshoot/verify:

1. Check the Exchange Management Console or Tufts Tools to see if an Exchange account exists yet
   • If so, this is just a password problem
2. If not, check Tufts Tools to see if the routing address is UTLN@exchange.tufts.edu
   • If so, account populator should automatically pick this up and create the account
   • Either manually create the account or ask the student to wait another 30 mins for automatic creation
3. If not, set this as the routing address and either manually create the account or ask the student to wait another 30 minutes for automatic creation

"Registration Cancelled - Email alias for student record not found"

This error message means that there is another Tufts user with the student's first.last as an email alias, so another email alias will need to be determined for the student.

To fix:

1. If possible, manually set an alias of First_M.Last (check to make sure this is not already taken too)
   • If there is no middle initial provided or if this is already taken, check with the student about an alternative
2. Once the alias is set, send the new alias to the student for approval - they may request that it be changed to something else
3. Once the alias is finalized, the student can re-start the email registration process without any errors

"Registration Cancelled - Student record not found"

This error message means that, for some reason, the student's record is not flowing from SIS to Person Registry. The most common reason is that the student already has an identity flowing from another system of record (e.g. HR), and so the new student feed is "stuck" as a possible match for this identity. The eReg team has to resolve this possible match before the student's identity will flow from SIS to PR.

To troubleshoot/verify:

1. Contact ereg-feedback@tufts.edu with the student's name to check if they are "stuck" as a possible match
   • If the eReg team confirms this, the possible match must be sorted out then - usually the eReg team has already been in touch with whomever created the original identity
2. If not, contact sisteam@tufts.edu - they can investigate the student's SIS record