ETMD Quick Instructions for RU Leaders

This page provides a quick overview of the essential ET Members Database (ETMD) operations for Research Unit (RU) Leaders.

N.B. Full ETMD instructions are available in a dedicated page in the ET Wiki, here: ETMD

Onboarding a new Member into your RU

1. Go to your RU profile page. The list of RUs is available here: https://apps.et-gw.eu/etmd/research-units.php and you can jump to your RU from there.
2. On your RU page, click on the Onboard a member button in the RU management row.
3. Fill in the form that opens and then click on Send onboarding email at the bottom of the form.

What happens next:

• the new Member receives an email inviting them to register on Indigo IAM using their institutional (eduGAIN) credentials;
• the ETMD administrators receive a copy of the invite (Cc) plus a separate announcement email to the operations cohort (helpdesk, Spokesperson, Deputy Spokesperson);
• once the new Member has completed IAM registration, an Administrator links their IAM identity to their ETMD profile from the IAM reconciliation page. The Member is then notified by email that their access is live.

You do not need to raise a ticket with EGO IT for the new Member. Their Indigo IAM account is created by them, through eduGAIN, when they first sign in on the IAM portal.

The onboarding email does not carry a time-limited activation link. The new Member stays in the pending activation state until both of the following have happened, however long that takes:

• they have signed in to Indigo IAM for the first time (via eduGAIN);
• they have accepted the current ETMD privacy policy.

If a pending Member is taking a long time, you (or an Administrator) can re-send the onboarding email at any time from the pending-activation banner on their profile - it resets the sent-timestamp counter but does not change what the email contains.

If a potential duplicate profile is detected

When you submit the onboarding form, the ETMD scans for pre-existing profiles that match the person you are trying to onboard (same name, same email, or same surname). If one or more plausible matches are found, a modal pops up listing them. Each row shows the match type (exact name, exact email, same surname), the Member's current state (active, in onboarding, offboarded), and their current RU affiliation if any.

For each match, you have the following options:

• Open profile - opens the matched profile in a new tab so you can inspect it before deciding what to do. Useful when you want to verify the match before committing.
• Restore with my new metadata (shown only for offboarded matches) - this is the recommended path when the match IS the person you were trying to onboard but they are a former Member returning to the Collaboration. One click restores the old profile into your RU AND overlays the metadata you just typed in (institutions, position, membership duration, expertise). Your typed-in ORCID is kept sticky: if you leave the ORCID field blank but the restored profile already has one on file, the stored value is preserved rather than being cleared.
• Onboard a new member anyway (modal footer) - creates a brand-new profile despite the matches. Use this only if every match is a genuinely different person.

If the match is an active Member of a different RU, the restore button is not shown - you cannot pull another RU's active Member via the dup-check modal. Open their profile and use the Move this Member to your RU button instead (see the Move section below).

If the match is a Member who is still in onboarding under another RU (nominated but not yet activated), the restore button is also not shown. Contact the ETMD administrators to coordinate.

When to contact EGO IT

If you hit either of the following cases, send an email to service@ego-gw.it:

• the new Member is affiliated to an Institution that is not listed in those available in the ETMD (EGO IT will create the Institution profile for you);
• the matched duplicate is an active Member of a different RU, or an in-onboarding Member held by another RU Leader, and you need the move coordinated.

The old "a new profile is not created" case is now handled directly in the ETMD via the dup-check modal above - you no longer need to email EGO IT for a standard offboarded-Member restore.

Offboarding an existing Member from your RU

1. Go to your RU profile page. The list of RUs is available here: https://apps.et-gw.eu/etmd/research-units.php and you can jump to your RU from there.
2. On your RU page, click on the Offboard a member button in the RU management row.
3. In the modal that opens, select the Member to offboard, type the confirmation phrase requested, and submit.

What happens next:

• the Member's departure is recorded in their collaboration history;
• the Member is removed from the ET-owned Indigo IAM groups so their sign-in gate will refuse them going forward. Their Indigo IAM account itself is left intact - it belongs to them and may be used for other services outside the ET Collaboration's control;
• the Member's mailing-list eligibility is reset. Specifically, their privacy-policy acceptance is cleared so that if they later rejoin the Collaboration they will need to re-accept the (possibly since-updated) privacy policy before being automatically re-subscribed to et-all and the other collaboration mailing lists;
• the operations cohort (helpdesk, Spokesperson, Deputy Spokesperson, plus the current RU Leader who performed the action) receives an announcement email;
• the departing Member is not emailed - offboarding is a bookkeeping event and personal-goodbye messaging is a separate concern.

You do not need to raise a ticket with EGO IT for the removal.

Moving a Member from another RU to your RU

1. Visit the Member's profile page. You can find this either in the Member list page (https://apps.et-gw.eu/etmd/members.php) or via their previous RU's profile page.
2. Once in the Member's profile page, click on the Move this Member to your RU button.
3. Confirm the action to complete the move.

Note that RU Leaders cannot be moved by another RU Leader; those moves are Administrator-only. If the Member you want to move is themselves an RU Leader, please contact the ETMD administrators.

What happens next depends on the Member's current state:

• if the Member is active in another RU - direct move; the ETMD updates the Member's RU affiliation and re-checks their IAM bucket group membership. Both the source and destination RU Leaders are Cc'd on the move announcement so you both see the roster change in real time;
• if the Member is a former Member whose Indigo IAM account is already linked to their ETMD profile - the Member is reactivated in place and re-added to the appropriate IAM bucket group. A welcome-back email is sent;
• if the Member is a former Member with no linked IAM account - the Member is reactivated in place and the IAM registration invite is re-sent so they can complete their registration if they have not already done so.

For a returning former Member (the two reactivation cases above), note that:

• any stale Member of the Collaboration until end date carried from their previous stint is cleared automatically, so you can author a fresh contract duration from the Edit profile form if applicable;
• their mailing-list eligibility was reset at the time of their offboarding (see above), so they will need to re-accept the current privacy policy before being automatically re-subscribed to et-all etc.

Feedback and queries

Administrative queries should be directed to: etmd.admin@ego-gw.it

Should you require technical assistance, please contact: service@ego-gw.it