ICT Services 4 Education

 

Identity Management Data Validation And Error Reports

 

If your school has NSIX accounts on our IDM (Identity management system) then you will receive account details files via Anycomms along with any pupil and staff errors. If you send in tab files from your MIS then you will receive these export files each time you send in new staff or pupil tab files. If you are connected to our IDM via Xporter then you will receive these export files every Monday morning.  You can also request a new set of account details files via https://password.nsix.org.uk/sso/webcall.aspx .  

When our IDM synchronises staff and pupil data with your school’s MIS data ( either via Xporter or tab files ) errors can be generated.  This page provides further information about the data validation and errors which can be generated and reported in the staff and pupil error reports.

 

Data validation error messages

*Items with an asterix require manual intervention. Please contact ICT Solutions and request assistance if you receive these errors.

 

UPN (Pupils)

  • Temporary UPN (Letter at the right hand side)
  • UPN Incorrect length (should be 13 characters long)
  • No UPN

 

Teacher Code

Teacher Code is not a mandatory field. As a result, if an invalid teacher code is passed then it is ignored and an error is not reported back in the export file.

Teacher code validation rules:

Must be one of following formats:

RP12/34567

12/34567

1234567

  • Other than leading ‘RP’ and ‘/’ all characters must be numeric.
  • Must contain 7 digits.

 

Note: If an account doesn’t have a teacher number on our IDM and their surname changes then this can result in a new account being set up instead of the existing account being renamed. It can also result in an error if there is a match with the staff member's current account at the school based on forename and date of birth and this will be reported back to the school. If you receive the following error in your staff error file then you will need to contact us:  Staff details matched with existing account on forename and date of birth and school affiliation but not surname - probably a surname change. Needs confirmation. 

 

Date of Birth

  • Not a valid date of birth ( invalid date )
  • Date of birth more than 100 years ago
  • Date of birth cannot be in the future
  • Staff must be at least 16 years of age
  • Blank date of birth

 

DfE Number

  • DFE number is blank
  • *DFE does not exist in database (The DfE code is not found in our database. This may be because the school’s DfE code has changed )

 

Year Group (Pupils)

  • Year group is too long (more than 2 digits)

 

Names

  • Bracket found in name ( Alternative names should be stored in a different field on the MIS. Our system uses legal name and does not have the option to use a preferred name )
  • Slash found in name
  • Illegal character found in name, use A-Z, a-z, period, hyphen or apostrophe only
  • Forename missing
  • Too many characters in forename, (limit of 255)
  • Surname missing
  • Too many characters in surname, (limit of 255)

 

Role

Must be ‘Staff’ or ‘Pupil’

  • Not a recognised role

 

 

Workflow Error messages

 

Staff only

  • Rejected Staff member, no key information to match on. (No valid teacher code or date or birth)
  • *Too many matching accounts by Teacher Number (If more than one account found on IDM which matches teacher number)
  • Teacher number matches but different date of birth found
  • * Staff details matched with existing account on forename and date of birth and school affiliation but not surname - probably a surname change. Needs confirmation.

 

 

Pupil only

  • *Too many matching accounts by UPN  (More than one matching account has been found on the IDM for the UPN)
  • *UPN matches but different date of birth found ( A match has been made by UPN but the account on the IDM has a different date of birth than the school MIS data)

 

 

All

  • *Too many matching accounts by name and date of birth
  • *Cannot create new user

 

 

Name change processing

 

If a unique match is found with an existing account on our IDM then the surname and first initial are checked. If they are different a name change is carried out and the account will be allocated a new username.  The associated Google nsix email account will be allocated the new username and the previous username/email address will be set as an alias address for one month. This means that the original email address will still be valid and emails sent to that address will still be received for a month but after that time only the new address will be valid. The email account will not change, just the email address.

Note: For staff, if an account doesn’t have a teacher number on our IDM and their surname changes then this can result in a new account being set up instead of the existing account being renamed. This is because our system will be unable to make a unique match with an existing account based only on forename/date of birth. However, if there is a match with the staff member's current account at the school based on forename and date of birth then this will be reported back to the school as an error. If you receive the following error in your staff error file then you will need to contact us:  Staff details matched with existing account on forename and date of birth and school affiliation but not surname - probably a surname change. Needs confirmation. 

If a new account is created you will need to contact us if you want to retain the original account.

 

Pupil accounts:

There have been cases where the same UPN has been used for different pupils so even if there is a match on UPN the pupil’s date of birth is also checked. If the date of birth is different then the system takes no action aside from returning an error to the school: "UPN matched, but different date of birth."

 

Staff accounts: 

Similarly, if there is a match on teacher number but not date of birth then an error is returned and no change will be processed: “Teacher number matches but different date of birth found”


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