Clinical Faculty - Account Registration

About

Clinical Faculty account registration is similar to early email for students in which a token is provided to clinical faculty in order to activate their electronic services to the university.

This differs from faculty and staff in the sense that Tufts does not automatically provision Tufts Usernames (utln) and Email accounts for clinical faculty and students.

Process

1. Office of Faculty Affairs creates an identity in the Medical School Clinical Faculty Database (MSCF) for an individual that will receive a clinical affiliation.
2. As a system of record, the MSCF will then pass that identity along to the Person Registry (PR) during nightly feeds
3. Once in PR, it is checked against other identities at the university and it is either joined to an existing identity (requires administrator intervention) or it is given its own identity and proceeds to ATAMS (90 minutes)
4. ATAMS passes this identity on to the Enterprise Directory (LDAP) and this is the state of the account:
   • There is no UTLN
   • If a mail alias is automatically reservable, one is. If there is a conflict with the first.last@tufts.edu mail alias, then administrator intervention may be needed through TuftsTools to reserve a custom alias. UITSC can assist with this if need be.
   • A 12 digit token is present in the account
     • Once a utln and password are set, the token expires. There is NO expiration on the token otherwise.
5. OFA Sends communication to the individual encouraging them to go to their TMOS application and click register, ultimately this takes the inidividual to http://tuftstools.tufts.edu/cgi-bin/mscf to begin the registration process.
6. 
   • Individual must enter their 12 digit key.
7. 
   • The next screen prompts the individual to accept the Tufts Terms of use. You must accept the Tufts Terms of use in order to continue. Either declining or cancelling will stop the workflow.
8. The next step is a name confirmation step. This is where the UTLN is actually provisioned. If a utln has already been provisioned this step is skipped. The amount of work it takes to change a utln in all the requisite systems is not a trivial affair, so this step is a way for the individual to halt the process and have their identity fixed before accounts are created. By declining the name the individual is prompted to contact OFA, otherwise workflow continues.
9. 
   You are next prompted to provide an email address for external mail delivery. Everyone at the university is eligible to have a first.last@tufts.edu mail alias, but not everyone is able to have an Exchange mailbox. This field checks for consistency in the two entries, verifies it is in a X@Y.Z format where the domain cannot be tufts.edu as that would create mail loops.
10. 
    • Once forwarding is complete, you are prompted to set a secure password for accessing online resources like Library and TUSK. This password will expire every 180 days and you will be prompted to change it by email starting 14 days before it expires and reminded every day. If you need to change your mail delivery address at any point, this can be done at http://tuftstools.tufts.edu
11. 
    • A summary page displays the information about your account, including your Tufts Username, email forwarding information and support group. Clicking the continue to medical school page link will take you back to the TMOS landing site.
12. 
    • A confirmation email is sent to your external address confirming the transaction.