Account Onboarding for Students

Overview

New students are able to set up their Tufts Accounts (Tufts Username & Tufts Password) via the account onboarding process. In a revision published for March 2014, students will have two methods by which they will be able to use account onboarding:

1. Existing "Early Email" solutions for ASE Grad and Undergrad systems will continue to function. These rely on the admissions group hosting an online portal that students log into and then are securely passed on to the TTS Account Onboarding process.
2. Released in March 2014, the TTS Account onboarding process will now also support challenging the student with three questions which are shared secrets between Tufts and the individual. These challenges are:
   • Personal Email Address given to tufts during the admissions process, provided by the student
   • Birth Month (MM) and Day (DD) of the student, a shared secret.
   • Student ID number, provided by the admissions team.

Schools/Programs using Early Email:

With the addition of the 2014 March releast to account onboarding, all schools and programs are eligible to use the Early Email process, although each school must collect the three requirements in order to function.

Early Email Process:

Below is a walkthrough start to finish of the early email process showing "option #2" Option #1 is identical with the exception of the fact that the Admissions website performing the redirect doesn't challenge the student with the three secrets.

1. The test early-email website requires the user is connected to the Tufts VPN.
2. Visit https://tftmvmwindev.tufts.ad.tufts.edu/cgi-bin/student
3. 
4. Enter the three secrets, and approve.
   • Failure to enter the correct secrets will not grant access. If the student believes that their three secrets are CORRECT and the system still doesn't allow them to log in, then there are two likely problems
     • There may be an error in the University's records, and the appropriate Admissions group should be contacted to resolve
     • The account may not have made it from the University Student Information System to the early email system. To validate this, look up the student's ID# or first and last name in TuftsTools. If the account is found, then it is eligible for early email.

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