![Page 1: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/1.jpg)
1
Expiration Notification.
Jon Finke
Rensselaer Polytechnic Institute
![Page 2: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/2.jpg)
2
Data Sources
• Employee (HR/Banner)• Students (Registrar/Banner)• ID Desk (Id_Guests/Simon)
– Help Desk
• RCS Guests (being retired)• Emeriti (Provost/Simon)• Hartford Directory (RIP – July 2008)
![Page 3: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/3.jpg)
3
Data Destinations
• RCS Userids• ID Cards (Access)
– Parking Transponders– Meal/Dining cards
• Directory• Library• Support Systems (FIXX, Insite,
Pinnacle)
![Page 4: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/4.jpg)
4
Old Approach: EmployeesHR/Banner
Employees
LoginsPeople StatusDir_Master
LDAP, etc ID CardsLibrary
etc
RCS,Windows,
Etc
![Page 5: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/5.jpg)
5
Old Approach: StudentsRegistrar/Banner
Students
LoginsPeople Status
LDAP, etc ID CardsLibrary
etc
RCS,Windows,
Etc
![Page 6: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/6.jpg)
6
Old Approach: GuestsID Desk
ID_People
LoginsPeople StatusDir_Master
LDAP, etc ID CardsLibrary
etc
RCS,Windows,
Etc
Eleanor/Simon Help Desk
![Page 7: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/7.jpg)
7
Old Approach
• Students – ok• Employees – ok• Guests
– Three Stop Shopping– Different Expiration dates– Not Ok
![Page 8: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/8.jpg)
8
New Approach: People Status
HR/Banner
Employees
Logins
People Status
Dir_Master
LDAP, etc
ID CardsLibrary
etc
RCS,Windows,
Etc
Registrar/Banner
Students
ID/Help Desk
ID People
![Page 9: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/9.jpg)
9
People Status: Benefits
• Guests– Most Entry via ID Desk– Defined process for each type of guest– Control delegated to departments– Consistent expiration date– One Stop Shopping
![Page 10: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/10.jpg)
10
Process Today
• Procedures established in 1992– Email was new and not generally available.– Keep cost of “undoing” expiration down– Little “cost” in keeping accounts active– Programmatic interface to email crude.– Expiration processing added 9 months after
creation processing
• Hasn’t changed too much since then.
![Page 11: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/11.jpg)
11
Termination
• Students – Coded by registrar• Employees
– Fixed Term• True Separation
– Resignation/Retirement– RPI Initiated
• Guests– Expire Date at point of entry– Annual renewal required
![Page 12: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/12.jpg)
12
RCS Expiration: Student
• No Longer “Active Students”• In May – set expiration to July 1st • In December – set expiration to
February 1st.• Otherwise – 2 weeks• Email sent out when we set the
expiration date
![Page 13: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/13.jpg)
13
RCS Expiration: Employees
• Terminated in Banner– True Separation handled.
• Expiration date set – 2 weeks– Fudge at end of semesters
• Email sent out– Screams from adjuncts– Convert to Guest for off season
![Page 14: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/14.jpg)
14
RCS Expiration: Guests
• Expiration passed in GUESTS table• Expiration set in LOGINS• No email warning
![Page 15: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/15.jpg)
15
Current Characteristics
• Expiration date in logins set on termination date.
• Notification sent on termination date.
• No Advanced warning• Termination is always late.
![Page 16: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/16.jpg)
16
Proposed Changes
• Phase out GUESTS (RCS)• Most driven by ID Guests
– ROTC, Vendors, Visiting ….– Entry via ID Desk– Renew/expire via Departments
• RCS - ID Guests– No ID Card – never on campus.
![Page 17: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/17.jpg)
17
Proposed Changes, cont
• Expiration date propagated through to Logins as soon as available– Some Employees– All Guests
• Notifications based on time left– Multiple Notices Possible– Notices based on type– Addressee based on type
![Page 18: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/18.jpg)
18
Notifications
• Initially driven by RCS accounts– But Status based messages can override
default messages
• Eventually driven by Status – Awaiting new departmental admin tool
![Page 19: 1 Expiration Notification. Jon Finke Rensselaer Polytechnic Institute](https://reader035.vdocument.in/reader035/viewer/2022071807/56649ecd5503460f94bda10c/html5/thumbnails/19.jpg)
19
Email Forwarding
• Notice of forwarding• Cancel Forwarding URL• Periodic poll/cleanup