Creating entries in the MDS

The Create MDS Entry webpage is used to make staff entries in the Monash Directory Service for the following types of users:

postgrad students - Note: Postgrad students should already have a student AuthCate account. It is only necessary to enter their details into the Monash Directory Service if you want to create a staff-type account for them.
roles - A role is a generic task, eg helpdesk.

Location of the webpage

The Create MDS Entry web page can be found by going to
http://mdsadmin.monash.edu.au/cgi-bin/admin/menu and clicking on "Create MDS Entry".

When asked to login, use your AuthCate login and password.

Access restrictions

To create entries in the MDS, you must:

login using a valid staff AuthCate account.
connect from a machine that is registered on the Monash network (130.194.*)
have MDS/MMS administration rights for your department. Please contact servicedesk.its.monash.edu.au if you need to obtain/change your access rights.

Information required

You will need the following information in order to enter the details into the Monash Directory Service:

All entries:

Name of the department that the entry is to be added to
Campus
Email address (in the form firstname.lastname@dept.monash.edu.au) (optional for Role entries)
Job title

Postgrad entries:

Full (legal) name (including middle name)
Monash ID number
Title, eg Mr, Mrs, etc

Postgrad entries:

Type of postgrad student (by course-work or by research)

Role entries:

CRUX username of the Role account

Entering the details

To enter the details:

Go to http://mdsadmin.monash.edu.au/cgi-bin/admin/menu
and click on "Create MDS Entry".
Enter the user's ID number or username in the appropriate box and click on "Find".
The details that you entered will then be checked. If the user does not already exists in the Monash Directory Service, and the details that you entered are valid, the user's information will be displayed.
Note for postgrad entries: Only valid student ID numbers are accepted. New student ID numbers are not recognized as being valid until two days after the student has enrolled. If the student enrolled more than two days ago, and the ID number that you have tried is valid but is not accepted, please contact servicedesk.its.monash.edu.au
Enter the details as requested.
- A middle name must be entered for postgrad and photodb entries. Refer to Information about middle names for more information.
- Enter "Postgraduate student" or something similar for the position title.
When all of the details have been entered, click on "Show changes"
The next screen of information will show you the details which are to be entered into the Monash Directory Service. If you are notified of any details that are missing, go back and fill them in.
If a user with the same name and department is already listed in the Monash Directory Service, you will be told that "This distinguished name (dn) already exists in the Monash Directory Service." It is possible that the user already has an entry under another ID number. Eg, a postgrad might exist under a staff ID number if they are also employed by the University. If the DN (distinguished name) that is shown belongs to the user, and you want to add these details to the existing entry, choose to add the information to that DN. If you are unsure about what to do, please contact servicedesk.its.monash.edu.au
After you click on "Confirm Details", you will be shown the details that will be added, based on which option you chose.
Click on "Create Account" to save the details.

What's next?

The user's details will be added to the Monash Directory Service during the nightly update process.