Student Systems Support Centre
Arranging access to OSS - Guidance for staff users
Staff users need to follow these 5 steps, in order:
- Step 1. Make contact with your local Information Custodian
- Step 2. Fill in an access request form
- Step 3. Get your form authorised and submitted
- Step 4. Arrange training
- Step 5. Ask your local IT Officer to configure your PC
Step 1. Make contact with your local Information Custodian
Each area of the collegiate University has an Information Custodian who ensures that Student Administration data is appropriately managed and protected. It is the role of the Information Custodian to ensure that individual users have the right authorisation to access those areas of OSS relevant to their role; that they have attended the relevant training; and that they are kept up to date with changes that may impact working practices.Refer to the list of Information Custodians to identify who this person is for your area. Make contact with them to establish what level of access to OSS you need to do your job.Step 2. Fill in an access request form
Ensure that you fill in the correct version of the OSS User Access Form, below:
| OSS access form - choose one: | What this form is for |
|---|---|
OSS New User  (281kb) |
New user registration / User account reactivation form |
| OSS Change User Form (319kb) |
To be used when a current user requires change to their access orwhen an account needs to be closed due to the user leaving the University, starting an extended period of leave (e.g. maternity, sabbatical or long term sickness), or the user no longer requires access. |
| OSS User Change Multiple (277kb) |
To be used to request the same change for a group of users (e.g. change of Location code or Supervisor). We recommend that this form not be used for fewer than three users. |
Step 3. Get your form authorised and submitted
There are 3 ways you can do this:1) Ask your Information Custodian to submit an electronic copy of your form, by e-mail, to: sa@admin.ox.ac.uk. Your Information Custodian's email address will act as authorisation. Alternatively:
2) Ask your Information Custodian to sign a hard copy of your form, and to fax it to the Systems Administration team (fax: 01865 (2) 84880). Their signature will act as authorisation. Alternatively:
3) Ask your Information Custodian to sign a hard copy of your form, then take this with you when you attend your training.
Once set-up has been completed, one of the following things will happen:
- If you are a new user: OSS Support will email you with instructions on how to access OSS using your Oxford Single Sign-on username and password and information on training and support available.
- If you are a new user - 'update' access: Responsibilites requested with 'update' access will be added, once training has been completed.
- If you are an existing user requesting additional access: The responsibility will be added once training has been completed for update access, or upon completion of the request for read-only access.
- If you are an Information Custodian requesting multi-user access: Information Custodian will receive an email from OSS
Support
confirming the users that have been set up with access. An email will
also be
sent direct to each user providing them with:
- Instructions on how to log in for the first time using their Oxford Single Sign-on username and password;
- Information on using the OSS Data Views and links to useful documentation;
- Training available;
- OSS Support contact details.