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.
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.
Guide to Dropping and Substituting Modules
Review and amend student module registrations in Banner using SFAREGS
Student Web Registration Page - Staff View via SIS
If you need access to Banner, please complete the application form on the Business Support website.
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.
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:
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 firstname.lastname@example.org 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 email@example.com
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 in the University Governance Document Library 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 Registration & Classlists 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:
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