UCD Registry Clárlann UCD

What is Banner?

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.

Principles of using Banner, Infoview & SISWeb

The following principles must be strictly adhered to by all those who have access to the Banner Student System, Infoview and other UCD IT systems and reporting.

• It is your responsibility to familiairise yourself with IT Services 'Acceptable Usage Policy'.
• Do not disclose your password to any other member of staff or individual; all staff members who need access, including temporary staff, should use their own login.
• Make sure screens displaying personal data, e.g., Banner SWGENQY are not visible to any unauthorised persons and close down your applications or lock your work station when leaving your desk, even temporarily.
• Personal student data should only be disclosed to work colleagues where they have a legitimate interest in the data in order to fulfil administrative functions.
• The personal information of a student, including confirmation of attendance at the University or contact details, must not be disclosed to a third party, be they parent, potential employer, employer, professional body or sponsor etc without the consent of the individual concerned.
• Under no circumstances should a staff member ever register a student to their Programme of studies. Every student MUST fulfil this requirement themselves as part of Online Registration. When registering students accept the Terms and Conditions of becoming a student of the University.
• Information must not be disclosed to third parties without the express written permission of the student.
• If sending information (e.g. spreadsheets) on students to third parties, such as parts of the Government, these files must be encrypted.
• All UCD laptops must be encrypted so that they are secure if lost or stolen. For more information on having your laptop encrypted please visit the IT Services website: http://www.ucd.ie/itservices/

Confidentiality Guidelines

Every user of Banner & Infoview agrees to the following guidelines before they are issued with a Banner or Infoview account.

Guidelines for authorised personnel in relation to the processing of personal data held on UCD administrative systems

The purpose of these guidelines is to enable the university to comply with the terms of the Data Protection Acts, 1988 and 2003, which lay down strict rules governing the protection of individuals with regard to the processing of personal data. Under the terms of the legislation

personal data is

"data relating to a living individual who is or can be identified either from the data or from the data in conjunction with other information that is in, or is likely to come into, the possession of the data controller [UCD]" , and

processing is

"performing any operation or set of operations on the information or data, whether or not by automatic means, including

a) obtaining, recording or keeping the information, or

b) collecting, recording, organising, storing, altering or adapting the information or data,

c) retrieving, consulting or using the information or data,

d) disclosing the information or data by transmitting, disseminating or otherwise."

The following guidelines must be strictly adhered to when processing personal data contained in any administrative application:

1. Security

a. Do not disclose your password to any other member of staff or individual; all staff members who need access, including temporary staff, should use their own login;

b. Do not disclose or discuss with any other member of staff or individual any personal data contained in any application other than those members of staff who require the information for administrative/educational purposes;

c. If it is necessary to print down personal data from an application, shred it when you are finished with it;

d. If it is necessary to hold a printout of personal data for a period of time, lock it away securely when not working on it and destroy by shredding as soon as possible;

e. When working at your desk, make sure screens displaying personal data are not visible to unauthorised persons, and close down applications or lock your workstation when leaving your desk, even temporarily;

f. If it is necessary to save data from an Administration System in another application on your PC, such as Excel, delete the file as soon as you have finished with it.

g. Do not save personal data onto your laptop or remove any personal data outside the university.

2. Accuracy

a. With regard to Infoview reports, refresh each report on each new occasion of use.

b. Notify business.support@ucd.ie immediately if you notice or become aware of any incorrect data on any system.

Important: The above guidelines apply equally to Infoview reports containing personal data AND to personal data saved from any of the three administrative systems into another application, such as Excel.