How To Find a Student When an Email is Undeliverable
Background
When an email message sends but fails to be delivered to a recipient, the server will issue an error notice stating that the message could not be delivered. These errors come with descriptions such as:
- Unknown To Address
- The recipient's domain does not exist
- Despite repeated attempts to contact the recipient's email system it didn't respond
Generally, these errors arise from attempting to send an email to a non-U of T email address (i.e. a personal email address). A common example is when an applicant uses a high school-affiliated email address to apply to U of T, and that email address is deactivated mid-way through the summer.
To identify the student when an email address error notice is received, use the Find Student by Email Address Error Global Report.
Instructions
To use this report:
- Open Reports > Shared Reports > Global Reports > Find Student by Email Address Error
- The report has a Parameter to enter the email address that caused the delivery error:
- Run/Export the report
- If a record is found, the report will provide the EntryCorrespondence.DateCreated, EntryCorrespondence.Description (i.e. email subject), EntryID.ID1 (i.e. student number), and EntryID.
- Use this information to modify/correct/remove the email address causing error, provided that it is not data imported from ROSI.
Note: Do not modify a U of T student's Permanent Address, Next of Kin Address, or Emergency2 fields. These are imported from ROSI, and adjustments should be made in ACORN by a student or in ROSI by a registrar.
What's Next?
By modifying/correcting/removing an email address causing a delivery error, we are able to ensure that only active emails are being used in the StarRez database. Using this report also allows us to identify students who did not receive the first attempt of communication, and we can resend that information, if needed.
Additional Support
If you have other questions or concerns about this report or EntryAddresses, please contact the StarRez Help team by submitting an ESC ticket.