UCD Registry Clárlann UCD

Banner is UCD's student Information system. Staff who have a business need to access student information may request access to the system. The business need is determinied by a staff member's role within the University.

Before access is given UCD staff members must agree to the terms and conditions of usage. Information stored in Banner is confidential and falls under the Data Protection Acts, 1988 and 2003.

Please read the information on this page carefully before completing the online form.

 How do I get access?
1: Once a staff member has a UCD Connect username and a UCD designated Personnel number they can apply for a Banner Student Information System account.
2: To do so the user goes to: http://www.ucd.ie/registry/adminservices/business_support/forms/banner/.
This is an online form that the user fills in.
3: The first screen is the Terms and Conditions of use of Banner. The user must click the agree button before they can proceed to the next screen. Thus a user cannot fill in the form without agreeing to the terms and conditions.
4: A red asterisk denotes a required field. If they omit to fill in a required field they get an error message and are not allowed to submit the form until they fill in all the required fields.
5: The final stage for the user in the application process is the click Submit.

Verification of the application
1: Once the user clicks the submit button the application details are submitted to an online form that is administered by Business Support.
2: Once the applicant’s details are verified a team lead signs of on the application and a member of the Business Support Team proceeds to process their application.

How Business Support give access
1: Access is given via Banner Security which requires a unique username and password in order to access it.
2: The username that is created in Banner Security for the applicant must be exactly the same as their UCD Connect designated username.
3: Users are given access to two default Banner classes: Ban_getin, which simply allows them to get into the system, and Ban_stuenq, which allows them access to the basic student academic information in SWGENQY, the student enquiry form.

Note: A user with this default access does NOT have access rights to alter ANY information on the student record.

4: For the majority of users this access is sufficient for their needs.  However some users are given access to other classes with Banner. Access to classes depends on the applicant’s role within the University.

Example 1:  I work in a School Office; therefore I am given access to Banner forms that are commonly used by School office staff.

Example 2: I work in the Admissions Office in UCD Registry; therefore I am given access to Banner forms that are commonly used by Admissions office staff.

Thus an employee who works in a School Office will never have access to Banner forms that are used by the Admissions Office staff as their business needs do not require them to have such access.
5: Once the account is created and the appropriate access is given the users username must then be linked to the unique identifier, their personnel number, in Banner.
Thus we now know which staff member each Banner username refers too and can track their activity in Banner.
6: The applicant is then sent a standard email advising them of their log in details and referring them to the online documentation on the use of Banner