Student Records

The Student Record team is primarily responsible for ensuring the integrity of each student’s record, encompassing all areas of the student record life cycle. These include Programme, Major and Module registration, Fee Record Management and Degree Compliance.


The guide to UCD Student Statuses details the various statuses which are associated with a student’s registration. These encompass the Student Status, Enrolment Status and Module Registration Status. It also outlines how they interact with each other and what the consequences of each are.

The guide to Registration Statuses in Banner outlines many of the aspects of the student record including Progression Status, Programme Registration Status, Module Registration Status and Grade Mode.

Please see here for Registration Activities Key Dates.
Staff Fee Concessions
Fee concessions are granted to staff of University College Dublin (UCD), based on the applicant meeting the criteria for qualification and being of benefit to the overall professional development of the applicant in agreement with their Head of School/Unit. A staff concession form must be used to process this request.

Read the Staff Fee Concessions Policy.
Download the Staff Fee Concession form.

Child of Staff / Spouse of Staff Concession Application Form
Please note that this concession is only available to Staff members who held permanent full-time appointments on 30 September 1992.

Read the Staff Fee Concessions Policy.
Download the Child of Staff / Spouse of Staff Concession Application form.

Tutor/Demonstrator Concession
Research students, who are registered, and who work as demonstrators or tutors for a minimum of six hours per week for the academic session, may be awarded a concession of half their tuition fees by the University. (The concession does not cover the Student Centre Levy of €231.00 which must be paid by the student). Please note this concession applies to students only, not to any category of staff, including Special Lecturers, Teaching Assistants or Language Assistants. Should this be applicable, please complete a Tutor / Demonstrator form. This Concession does not apply in the College of Arts and Celtic Studies.

Download the Tutor/Demonstrator Fee Concession form.
UView – Student Enquiry
Under the Students tab in InfoHub, staff can access UView which gives staff and students (who can access the system via SIS Web) a detailed overview of a student’s record.
Read more about UView.

Information currently available includes:
-  Contact Details
-  Registration Summary and history
-  Academic History
-  Stage and Final GPA
-  Academic Credit by Level
-  Information on thesis, supervision etc for Graduate Research students

InfoView Reports
These are some popular registration reports accessible via InfoView:
-  SIS131- Student List by Minor
-  SIS132- Student List by Concentration

InfoHub Reports
There are further useful reports available under the Students tab, Registration Information link:
-  Classlists by School, Programme & Major
-  Registration/FTE Summaries by College & School
-  Student Workload (credits per term/semester)
-  Student Blackboard Activity
-  Timeslots by student

FAQ

These are some of the most common issues with which we deal, and where queries most often arise. If you have a query and can’t find an answer to it here, please feel free to contact us.

  • Leave of Absence

    There is a 'one stop' site available for students considering taking leave of absence. This provides information/links on the implications of doing so, the procedure involved and the application forms required, plus the official university policy.

  • Withdrawals

    A formal withdrawal policy/procedure was approved at Academic Council in December 2011. Read more about the UCD Withdrawal Procedure. It mostly has the effect of giving formal recognition to existing practices and procedures, with the main points for consideration remaining unchanged (except for students withdrawing on a temporary basis). These are as follows:

    • Students who are considering or who have decided on a withdrawal from college need to contact their Programme Office. Those who decide to withdraw need to complete the official Withdrawal Form and return their Student Card.
    • The decision to withdraw usually has implications for the student’s fees. They remain liable for fees up to and including the date on which the Programme Office receives notification. Read more about the fee implications of withdrawing from a programme.
    Students considering a temporary withdrawal should apply for a leave of absence.

  • Creating Student Records

    We create records for Visiting Students. These are students from other institutions who undertake research in UCD for a period of six months or less, and who receive no qualification or award*. They are required to register as students while they are here. If you need assistance in this area, please contact us.

    The bulk of student records are created from information held in other databases and uploaded into Banner e.g. the CAO, the Online Applications system. For assistance in this area, please contact the Admissions Office.

    The Staff SRI (Student Record Information) Form is another means by which records can be created, and is generally used where information cannot be uploaded e.g. students do not apply via Online Applications for a particular course of study. Please contact martin.hurley@ucd.ie if you have any queries in relation to this.

    *Please note that Visiting Students also appears as a category in the Online Applications system, but in that case it refers to a different type of student - students who apply for Erasmus and other exchange programmes. Their records are uploaded from Online Applications.

Degree Compliance is the process whereby staff can assess whether students have met the correct module requirements for their programme, and provide accurate advice to them in that regard. At present the process relates to undergraduate students only.

Degree Compliance Tools
There are a number of InfoView reports which staff can use to check and advise. These reports are currently available in the Degree Audit Reports folder.

Each of the reports may be run according to Student Number/ Programme/Major and has four tabs which are differentiated only by the order in which they list the students’ Modular Academic History. They are ordered according to Stage/Term Code and by Module Type(eg Core, Option etc)/Module Code (ag ACC 20010, ENG 10040 etc. This is to ensure that they reports fulfil the varying needs of each of their user groups.

There are three reports which vary only in the level of detail which they return:

-  Degree Audit Report per Programme Modular and Traditional Details and Comments
This report lists each student's full details. These include current registration, modular academic history, traditional academic history and relevant comments held on Banner. As this is the most detailed report, it is also the longest so should only be used if traditional data is relevant.

-  Degree Audit Report per Programme Modular Details and Comments
This report lists each student's current registration, modular academic history and relevant comments held on Banner.

-  Degree Audit Report per Programme Modular Details Only
This report lists each student's current registration and modular academic history only. This is the report in its most concise format.

Please check this page regularly as updates relating to the tools available will be listed here.

If you should have any queries relating to these tools, please contact student.records@ucd.ie

  • Leave of Absence

    Students considering taking a Leave of Absence or withdrawing from a programme should consult the summary information pages. This provides information and links on the implications of doing so, the procedure involved and the application forms required, plus the official University policy.

    A Leave of Absence is an extended period of time away from a programme of study, at the request of the student, and approved by the relevant Programme Board (or Graduate Board).

    Since August 2016, standard Leave of Absence applications can be made by students via their SISWeb account and these applications managed by the appropriate Programme Office, School Office or Graduate School via Infohub. Information on the UCD Leave of Absence Policy can be found on the University Secretariat website and there are detailed guides available for staff and students as well as the directions below for staff use:


    Processing Online Applications for Leave of Absence

    1. To view applications submitted for review, log into InfoHub andselect the Students tab. Choose UCD Applications System and click on Student Decisions. Select Student Decisions – Leave of Absence to see the applications for your area.

    2. To view a new application for a programme click on the number that appears under Submitted, for Review. This will take you to a report listing new applications. If you want to view an historical application, select the number under the relevant status e.g. Approved by Board to view these applications.

    3. To see an individual application, select the application number (on the left hand side of the screen). If you wish toed an application, select Edit Answers under General Questions.

    4. To upload a document click on Application Checklist.

    5. Once you have reviewed an application that is Submitted, for Review and are satisfied that the student has taken all steps necessary for the decision, click on Add Decision, choose Referred to Board from the dropdown and then select Make Decision.

    6. You will be able to see the history of all decisions made for this application, and who made them, in the staff view of the application. The statuses for these applications can be used whether there is a single or double stage of approval (e.g. a School Committee, then a Graduate Board).

    7. There is no need to transfer data from paper forms or complete templates. The reports are available in Infohub and can be exported to Excel for use locally e.g. for a meeting where such requests are considered.

    8. If you are using a report with the status Referred to Board, make sure you select the correct academic year (in case a student has made an application for the next academic year). Using this report live will give you the option of drilling down to the application if a query arises.

    9. In order to add a decision to a Leave of Absence application, access an individual application and then select ,Add Decision. Select the appropriate decision from the drop down menu, add any necessary comments e.g. date of meeting and, where necessary, the name of the individual Board.

    10. When a decision is changed to Approved by Board, an automated email will be sent notifying students of this decision.

    11. There is no automatic email for the decision Not approved by Board or Partly approved by Board. Communications on these decisions should be in line with previous practices.

    12. If you update a status to the Not Approved by Status then a student will be able to view this decision. Offices managing these applications may want to consider timing the email/letter in conjunction with adding this decision to InfoHub.

    13. As all applications are made and recorded within SISWeb/InfoHub, Registry is automatically informed of these decisions for action. There is no need to complete templates or communicate separately with Registry on decisions made through this system As applications are acted upon, their status will change to Processed (completely) or Processed (manually).

    Further instructions on processing online applications for Leave of Absence


In the past, the management of research student records has not enabled the proper financial management of research student tuition income. A significant consequence of this was that no Schools have received the benefit, in the RAM, of taught modules taken by research students.

This issue has been addressed by ensuring that all research students have a research subject (one of the modules which end in an R) on their record. (Some students may have more in order to reflect the nature of their study). This research subject identifies the academic area in which the student is working and, hence, the School to which income will be allocated.

The following action will be required by Schools:

-  Run reports for students in the School
-  Check the Research Subject registration on students
-  If incorrect – drop and enter the correct subject
-  If omitted – add the subject to the record

Why is this research subject important?

-  If a student is not registered to their Research Subject(s) the School will receive no income for their research.
-  If a student is registered to the wrong Research Subject(s) this will affect the RAM process; each subject belongs to a price grouping which controls the allocation of funds in the RAM. This is also an issue for external funding – if students are not on the correct Research Subject we may not get the correct HEA funding.
-  Students must be registered to the correct Research Subject(s) in order for this subject to appear on the formal Research Academic Transcript.

What needs to happen?

Staff in Schools/Graduate Schools should check their students’ registration and amend if necessary as described above.

What reports are available?

To assist with the management of the registration of Graduate Research students there are two reports available in InfoHub.

1. The College Level report gives a summary by School within a given College. It is particularly useful for identifying the number of students in each School who are not yet registered to a Research Subject and therefore not included in the RAM process.

2. The School Level report provides a summary by Major within a given School. It is particularly useful for identifying students who are registered to their Major but who do not yet have a Research Subject on their record. For students who are registered to a Research Subject, the price group that the subject belongs to is displayed.

How do I find/use the Reports?

The reports are available in InfoHub (Go to UCD Connect, select InfoHub from the list of applications displayed and login)

Finding the College Level report:

-  Click on Students from the list of options across the top of the screen and then Registration Information
-  From there, select Graduate Research Registration Tracking - College Summary

The College report can be also accessed via this link

Finding the School Level report:

-  Follow the steps as above to Registration Information
-  From there, select Graduate Research Registration Tracking - School Summary

The School report can be also accessed via the following this link


Using the Reports

-  The reports will give an overview of the number of students registered in your College or School
-  It will show a breakdown of the number of students who are:

  • Provisionally Registered only
  • Registered but have no Research Subject
  • Registered including a Research Subject
-  The provisionally registered students and those who are registered but have no Research Subject should be of particular interest as the School does not receive income for their research until their registration is complete
-  More detail on these students, including the student number and name as well as the price group of the Research Subject (if registered), can be obtained by clicking on the number under the relevant column heading

Can I save a report as an Excel file?
Yes, click on the CSV button at the bottom of the report. This will open a .csv file with the data you want. Go to File and select Save As to save it to your PC in the format you require e.g. .xls.

How is the Research Subject amended?

-  The InfoView report ‘RSR200 - Graduate Research Activity Modules’ which is run by School/College and Term will show the Research Subjects attached to your School together with the CRNs for each term
-  In SFAREGS the incorrect Research Subject should be DD’d and the correct one inserted. Both Credit Hours and Bill Hours should be set to .000 with the Status ‘RE’ or ‘PE as appropriate

For more information or assistance please contact your College Liaison.

Contacts:
For queries about the data on the reports contact: records@ucd.ie
For queries about InfoHub contact: infohub@ucd.ie

There is an inherent relationship between the Level Code attached to a programme/student in Banner, and the National Framework Qualification (NFQ) level.
Read more about how this relationship works

What is IAN?
It is often the students with the greatest need for support who are least likely to come forward and ask for it.

IAN is UCD’s new student engagement dashboard which makes it easy for staff in Programme and School areas to proactively identify students who may be struggling or potentially heading for difficulty so that timely, targeted and, most importantly, successful interventions and supports can be offered.

How can I access it?
IAN can be found in Infohub under the Students menu by selecting the Registration Information link and then the Student Engagement Analytics menu. It is available by Programme (Student Engagement by Programme), by School (Student Engagement by School) or users can view individual students (Engagement - Student Quick Search ).

How does it work?
IAN is a dashboard which compiles approximately 15,000 pieces of data per student into five simple flags which, when taken together, may be indicators that a student is in difficulty. It shows all students in a given programme/major and stage, which flags are raised for them and their total flags.

What flags are used?
There are currently five flags. These are:
  1. Engagement: This shows a student’s Blackboard activity relative to their peers. If a student’s Blackboard activity is less than 30% of their peer average, the flag is raised.
  2. Performance: This shows a student’s most recent GPA. If the student is failing (ie if their GPA is less than 2.0, the flag is raised)
  3. Extenuating Circumstances: This flag is raised if the student has submitted an Extenuating Circumstances application online
  4. Fee Compliance: This flag is raised if a student has not met their minimum payment for the term (ie if they have an ‘Active’ status)
  5. Workload: This shows a student’s total credits in the current year. If they are registered to more than the normal credits workload (normally 60 credits) for their Programme and stage, the flag is raised

How can I use it?
When IAN is accessed, it shows a list of all of the Programmes and Stages to which your Undergraduate students are registered. By clicking on the number in the Total field on the right-hand-side of the table, it will display a full listing of your students in that Programme and Stage. In this table each student’s details and their respective flags (a ‘1’ denotes a raised flag) appear, as well as their total count of flags.

By clicking on the student’s ID number, students’ UView profiles can be accessed which show information such as their Programme history, GPA’s, modules and grades. By clicking on the View Details link on the right hand side of the table, greater detail about their raised flags is displayed.

By clicking twice on the arrow symbol in the Total field, the table can be sorted descending by flag count. This will show the students which may be of the greatest concern (ie who have the highest flag count), enabling users to identify students who may need to be contacted and offered further help, support and targeted services.

Who should I contact with queries?
Please direct any queries to jeremy.britton@ucd.ie.