1. Creation of IT accounts for students: Student IT user and email accounts will be created automatically for new applicants once they become preregistered on a course in Quercus.
2. Provision of IT user details to students: IT will continue to provide the user details to Admissions and Department administration teams, for distribution to students.

FAQ – User accounts

Question	Answer
Do I need to do anything for the user accounts of existing students?	No – existing students accounts will continue to operate as normal.
All or some of my applicants for 2016 were processed earlier this year, will IT user accounts be created for them as part of this process?	Yes – at the switchover weekend, an RCSI IT account will be created for any student for Academic Session 2016 that does not have an IT account yet.
Can applicants continue to use their Apply Online account?	An applicant’s apply online account is disabled at the point they are pre-registered as a student. IT accounts for Alumni who made an application using their previous RCSI IT account will not be disabled by this process.
How will the system manage two accounts that have the same first name and surname?	If a username already exists, IT will manually select an alternative username for the student.
What happens when a student goes on maternity leave or a leave of absence?	No changes occur to their account.  Their access is maintained.
Are students that are withdrawn or discontinued automatically removed?	Please continue to email IT Helpdesk and inform them of withdrawn/discontinued students, so that they can be disabled and access removed. In Phase 2 of the project, students changed to status withdrawn or discontinued will automatically be disabled.
How do school administrators get their student user account information?	IT team will provide you with the student user details in advance of the course’s registration date, as per existing process.

FAQs – Email groups

Question	Answer
When is a student moved from one email group to the next?	Students email groups are updated when their status is updated to  “pre-registered” on a course. Example from “All Medicine Year 1” to “All Medicine Year 2”
Can I use the email groups from last year?	No – the email groups e.g. All first medical, should no longer be used for 2016 Academic session. They groups will be made unavailable on the system.
When can I find the new list of email groups?	/administration-and-support/information-technology/student-class-email-lists
The course name needs to be updated – who should I contact?	Please contact Quercus_Support_rcsi@rcsi.ie  if a modification is required to course name.
A student has transferred to a new course or is repeating a course – will they be moved to the correct email group?	Student email group membership will update automatically when they are ‘pre-registered’ on the new course. This is the point their email group gets updated.  Until this point, they remain in the previous email group.

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Page Author(s) -

Ruth Meredith

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