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|Academic Regulations||Academic Regulations are a set of rules that govern all modules and programmes. All students, including students returning to their programme following a leave of absence or withdrawal, are governed by the Academic Regulations in place in the academic session they (re) register.|
|Academic Statement||An Academic Statement is a short document that shows a student their years registered, their degree awarded, their overall grade and conferring date.
It does not show modules and results so if a student requires a full breakdown of results they should get an Academic Transcript instead.
|Academic Transcript||An Academic Transcript lists a student's complete academic history: programmes attended, a breakdown of marks/grades achieved, the degree awarded, their overall grade and conferring date.
If they have not yet finished their programme, then a Statement of Results (see below) would be more suitable.
The UCD academic year is divided into trimesters. The Autumn Trimester is September-December and the Spring Trimester is January-May. There is also Summer Trimester that runs May to August.
•May Start Students begin in the Summer Trimester
|Assessment information||Assessment information for a module, such as exams, essays, MCQs, is recorded by the relevant staff in the Module Descriptor Form (see below). This information then feeds into the online Course Search page so students can find out what assessments are part of a particular module. When the Module Descriptor Form is closed for edits assessment details are only changeable with a Change of Assessment Strategy form via the Assessment unit
The Assessment Office will also check this information when planning for end of trimester exams.
|Assistant Grader||An Assistant Grader is a member of staff who can enter component marks/grades into Gradebook for designated modules. There are two ways to get Assistant Grader access to a module in Gradebook:
(i) Contact the relevant Module Coordinator or School Administrator who can grant you access via the Module Access Management page in InfoHub.
(ii) Fill out the online Assistant Grader Application Form and the Support and Training team in Administrative Services will update your access.
|Banner (Student information System)||
Banner SIS (Student Information System) is the application used in the university to support the management of programmes and modules as well as the administration of students throughout their time in UCD. Information recorded includes registration details, fee information and assessment results.
The Systems and Data Services team manage Banner account access.
•SPACMNT - for checking/adding student comments
|Brightspace||Brightspace is an eLearning tool, specially designed for universities. It is used by lecturers to share course material with students and to post class announcements. It also includes other useful features such as virtual classrooms, discussion forums, surveys and much more.
You can access Brightspace through UCD Connect (icon available on the top right of screen). Your Blackboard username is the same as your UCD Connect username. Module Coordinators and School Administrators can grant staff members access to Brightspace via the Module Access Management page in InfoHub.
Help and advice is available from the IT Helpdesk, by emailing firstname.lastname@example.org or ringing ext.: 2700
If you belong to the UCD College of Business, please contact email@example.com
|Capacity Management||The capacity of a module refers to how many places are available in a module for a given semester/academic term. Modules have an overall capacity which is split between Core, Option, Elective places as required. Some modules also set aside a number of places for international students. This is decided by the School and recorded in the Module Descriptor Form.
The following reports will allow you to check your module places:
|Certificate of Attendance||A Certificate or Letter of Attendance verifies years registered and in attendance at UCD. It states name, programme title, registration status and stage. Students might need one to open a bank account or apply for a GNIB visa.
All students can produce and publish their Certificates of Attendance online via their SISWeb account.
|CMIS - timetabling||CMIS - the Central Management Information System, is used to manage room allocations and generate UCD’s lecture schedules and assessment timetables.
Lecture timetables are coordinated by Room Allocations (liaising with Schools/Colleges and Administrative Services in UCD Registry).
Exam timetables are managed by Assessment in UCD Registry.
|Component||Modules are usually made up of components such as an essay, practical, MCQ or final exam. Students complete assessments for each component and the results are combined to give an overall module grade.
Component information for a module is recorded in the Module Descriptor Form.
|Co-requisite modules||These are modules that must be taken together. The Course Search will show if a module has a list of co-requisites.|
|Course Search||Students can use this search tool to find information about their programme or modules.|
|Credit||Credit is the value given to a module. A 5-credit module will require 100 to 150 hours of work. This includes lectures/seminars, self-directed study and assessment. The European Credit Transfer System (ECTS) provides a framework to clarify the relationship between educational activity and credit value.|
|Course Reference Number (CRN)||Modules are made up of different elements such as lecture times, tutorial times etc. A CRN is used to identify each individual time slot so when a student registers for lectures, tutorials etc. they will be able to see on their timetable exactly where they need to be. For staff, CRNs are used to create class lists and populate Gradebook.
CRNs are created for each module code. If a module is taught in the Autumn Trimester and the Spring Trimester then separate CRNs will be created for each trimester.
You can see the CRNs that belong to your School by running InfoView report SIS137. You can also use the Web Timetable in Infohub.
|Curriculum Management System||This system is available in InfoHub (Students tab > Curriculum and Timetables). It allows staff to edit information for the Programmes, Majors and modules that make up the UCD curriculum structure. Support and training is available from the Curriculum Team in Administrative Services.|
|Diploma Supplement||The Diploma Supplement is available to all UCD Graduates from 2005 onwards. It shows additional information about their award such as skills and competencies acquired. Most graduates can produce one online via their SISWeb.|
|eFinancials||eFinancials allows you to review and manage financial information for your School/Unit. An account request form and further information is available on the Bursar's website.|
|eProcurement||The eProcurement system is used to order goods and services from UCD Suppliers. Go to UCD Connect and click on the eProcurement icon. An account request form and further information is available on the Bursar's website.|
|Employee Self Service (ESS)||Online system, managed by HR, that allows you to clock in/out, check your payslips, see how much annual leave you have and apply for internal jobs. To find it, go to www.ucd.ie/connect and click on the icon. Use your UCD Connect username and password to log in.|
|European Credit Transfer and Accumulation System (ECTS)||The ECTS provides a framework to clarify the relationship between educational activity and credit value. In line with national and EU requirements, UCD operates a credit system whereby one ECTS credit corresponds to a norm of 20-30 hours of total student effort. (General Regulation 1.2)
An undergraduate module size of 5 ECTS credits is standard across the University. This equals 100 to 150 hours of work.
A student may transfer their ECTS credits from one university to another and they are added up to contribute to an individual's degree programme or training (see the Recognition of Prior Learning Policy and the Protocol for Programme Transfer for information on this process in UCD). The ECTS is a central part of the Bologna Process.
|Elective module||A module that a student may choose to do if their timetable allows and there are places available. An elective module can be taken in most of the subjects taught in UCD.
Students can normally choose electives through the online registration system.
|Exceptional Grade Change||Changes to grades should only be required in exceptional circumstances such as administrative error or a serious extenuating circumstance. If you need to make a change to a grade that is already in academic history, complete a Change of Grade Form and send it to the Assessment Office.|
|Extenuating Circumstances||These are serious unforeseen circumstances beyond a student's control which prevent them from meeting the requirements of their programme. A student affected by illness or a family situation, for example, can submit an extenuating circumstances form that may be taken into consideration by the relevant Module Coordinator/Exam Board. In some Schools this process is done in InfoHub.
IA and WN are module grades that can be awarded based on extenuating circumstances.
Read about how to operate and implement the Policy on Extenuating Circumstances.
|Grade Approvals Process (GAP)||The Grade Approvals Process is the sequence of events carried out by Schools and Programme Offices leading up to the publication of exam results each semester. It involves grade entry via Gradebook, running the Programme Examination Review Committee process, committing grades to academic history and the ratifying of final results by the Programme Exam Board.
Check the Assessment Office website for the key dates and reports that need to be run during the process.
|Gradebook||Banner Gradebook is designed to enable the relevant staff in Schools to enter assessment marks and grades directly to the Banner Student Information System via Infohub.
Module Coordinators get access automatically based on the information submitted at the Module Descriptor stage. If you need Module Coordinator access to a module in Gradebook contact your College Liaison (in the Curriculum Team) or email firstname.lastname@example.org.
Other users (e.g. Assistant Graders) can get access by asking the relevant Module Coordinator to grant them access via the Module Access Management page in InfoHub.
Further support and training documentation is available on the web.
|Grade Point||Each grade has a number associated with it, called a grade point. For students, this is used to combine grades in all their modules, and calculate an average score.|
|Grade Mode||A Grade Mode is used to indicate if a module registration is a first attempt or a repeat/resit attempt.
M = first attempt.
R = repeat or resit attempt (causes the Grade Point Value of the module to be capped at 2.0)
You will see Grade Mode recorded in the SFAREGS screen in Banner.
|Grade Point Average||When a student has completed all the modules of a Stage, all their grade points are averaged to get a Grade Point Average, or GPA, for that Stage.|
|Incompatible modules||Students may not register to a module if they are also registered to, or have already been registered to, another module where the content is considered to be too similar. This type of information is recorded in the Module Descriptor Form (see below) by the relevant staff.
Students can then use the Course Search to see if a module has a list of incompatible modules.
|InfoHub||InfoHub is the system used by IT Services to deliver reports and other online services to staff and students. Reports available to staff include class lists as well as curriculum, registration and financial information. You can also send emails to students and staff via the Targeted Communications System in InfoHub.
To access it, go to UCD Connect and click on the InfoHub icon.
If you have any queries about your InfoHub account please email email@example.com
|InfoView||InfoView is a reporting tool that allows users to access information from the Banner system such as student registration and module grades.
The most commonly used reports are the Programme Board reports (showing module grades) during the Grade Approvals Process.
To request an InfoView account, email firstname.lastname@example.org
To access it, go to UCD Connect and click on the InfoView icon.
Incomplete due to extenuating circumstances
|This is a grade that may be given to a student if they are unable to complete part of their module assessment due to extenuating circumstances such as a short illness.
Documentation is required, e.g. medical certificate, stating why they were unable to complete the module.
Things to note:
• The Programme Exam Board decides if the IX grade will be awarded
• The IX grade can be entered via Gradebook by the module coordinator
• An IX is grade point neutral; it does not count towards the GPA
• Outstanding work must be completed no later than the end of the subsequent semester
• Credit is only awarded on completion of outstanding work – the IX grade can then be changed to the new grade
• If the student does not complete the work then the IX grade will be changed back to the grade they would have received
General regulations 4.4.3
To update an IX grade fill out a Change of Grade form and send it to email@example.com
|January start||Some programmes (mostly graduate) begin the academic year in January and go through to the following January. See also September start and May start.|
|Laboratory, Practicals and Fieldwork||These are opportunities for students to do the practical work related to their course and to put into practice the knowledge and techniques they learn in their lectures, e.g. carrying out chemistry experiments or visiting historic sites.
Students in certain Science and Agriculture modules will be registered to the relevant labs and practicals through a central process (Student Fitting) run by UCD Registry in conjunction with the relevant Schools/Programmes.
|Leave of Absence (LOA)||The purpose of a leave of absence is to allow a student to take an approved and specified period of time off before returning and completing their programme. The student must apply to their Programme Board/ Graduate School Board for permission.
The Student Record team in UCD Registry amend the student's registration on receipt of official approval.
|Lecture||These are formal presentations on a particular aspect of a course and are designed to stimulate thinking and reading. The focus is on providing students with an overview of a topic, which they will then be expected to research in more depth using UCD libraries, the internet and other study aids.|
|Level||The level of a module is an indication of the level of difficulty of the learning outcomes and the material that will be studied, and broadly indicates the stage in a student's academic career when they are likely to attempt the module. Levels range from 0-5 with 0 being the most basic level.
Generally, levels 1-3 are taken by undergraduate students.
|Major||Subjects may contribute to an undergraduate Bachelor Degree programme in one of four modes: Single Major, Major (with Minor), Joint Major, or Structured Electives.|
|Manual registration||Manual registration is when a staff member amends a student's registration information (e.g. modules) directly in the SFAREGS screen in Banner.
Support and training is available from Administrative Services in UCD Registry.
|May start||Some programmes (mostly graduate) begin the academic year in May and go through to the following April. See also September start and January start.|
|Minimum fee payment||The amount of fees owing that a student needs to pay at the start of the academic year.|
|Module||A self-contained unit of teaching and learning, which is usually studied over one semester. Each module has a credit value, normally 5 ECTS credits.|
|Module Access Management||The Module Access Management system allows Module Coordinators and School Administrators to view and amend who has access to modules (in Gradebook, Class Lists etc.).
Contact your College Liaison or email firstname.lastname@example.org for help.
|Module Coordinator||The Module Coordinator is responsible for the design, delivery and assessment of a module and acts as the principal examiner for that module. Their name will be associated with the module in the Module Descriptor Form.
Students can use the Course Search to see who the coordinator of a module is.
|Module Descriptor Form (MDF)||The Module Descriptor Form is a tool that allows staff to view, edit and update module information for the coming academic year.
Information recorded includes: passing grade, capacity, workload, details about lectures, tutorials and assessment strategies (components, exams). It is part of the Curriculum Management System and available through Infohub.
The Curriculum Team in UCD Registry provide support. There is also training and support documentation available for staff.
Information from the descriptor form is used for timetabling, registration and assessment (Gradebook and exam timetable) purposes.
|Module status||The module status indicates the type of module a student is registered to. Main types are:
RE = Core
RW = Option
RV = General Elective
RP = In-programme Elective
RR = Registered Repeat
ES = Registered Resit
RA = Registered Audit
You will see this status recorded in the SFAREGS screen in Banner.
|Online registration||Students confirm their attendance at UCD and register to modules using the online registration system. They access it through SISWeb.
The Student Web Registration page in Infohub allows staff to 'log in' as a student and view a read only version of their online registration.
|Option module||A module that is part of a student's programme. They will be given a list of option modules to choose from when they register online. Students can use the Course Search to check the option modules for their programme.|
|Part of Term||This is used in Banner to identify what part of the academic year a module belongs to:
1 = Full Year
2 = Semester 2
4 = Semester 1
5 = Summer Term
This information is used for timetabling and registration purposes.
It is also needed to run certain reports e.g. Programme Exam Board.
|Pre-requisite module||In some cases a student cannot register to a particular module unless they have passed other modules first. This information should be included in the module descriptor.
Students can use the Course Search to see if a module has a list of pre-requisites.
|Programme||This is a student's course of study, for example, BA Degree. Each programme will have requirements as well as a set number of stages and credits that a student needs to complete to get a University award (degree, diploma or certificate).|
|Programme Examination Board||A Programme Examination Board is responsible for ratifying assessment results during the Grade Approvals Process.|
|Programme Structures||The programme structure refers to the modules associated with a major for a particular academic term.
Structures reports are available in InfoHub. Support and advice is available from your College Liaison or email email@example.com
|Progression||Progression is when a student completes an attempt at a stage and moves to the next stage of their programme. Progression usually occurs at the end of an academic session but it may also occur after the first semester (mid-year progression) in certain situations, such as where a student has carried repeat modules.|
|Remediation||If a student fails a module they will be given options for completing the credits required. See Repeat, Resit, Substitute. The remediation strategy for a module should be clearly laid out in the Module Descriptor form.|
|Repeat a module||If a student fails a module they may be able to repeat it the next time it is taught. They will normally be expected to attend the lectures/tutorials and do any continuous assessment and/or exams. If they pass, their grade point will be capped at 2.0.
Remediation information for a module e.g. availability of a repeat or resit should be included on the Module Descriptor form when the coordinator is filling it out.
Students can then see if a module offers a repeat by using the Course Search to find it and looking at the 'What happens if I fail?' section of the module description.
|Resit a module||If a student fails a module that is not being taught in the following semester they may be offered a resit opportunity such as an in-semester assessment. They will not need to reattend and the resit will have pass/fail grade. If they pass, their grade point will be capped at 2.0.
Remediation information for a module e.g. availability of a repeat or resit should be included on the Module Descriptor form when the coordinator is filling it out.
Students can see if a module offers a resit by using the Course Search to find it and looking at the 'What happens if I fail?' section of the module description.
|Semester||The academic year is divided into semesters. Undergraduate programmes have two semesters - Semester 1 runs from September to December and Semester 2 runs from January to May. Within each semester you will normally have 15 weeks of student activity: 12 weeks of teaching and learning, one week of revision and two weeks of revision and assessment.|
|Seminar/Tutorial||These are small teaching groups are where the lecturer/tutor will encourage in-depth debate amongst students. These are also a good place for getting answers to any questions that you wish to ask.|
|September start||Most undergraduate and graduate taught programmes start their academic year in September and go through to the following May. There are two other intakes of students into the academic year - January and May.|
|SISWeb||SISWeb allows students to register and pay their fees online, it also provides lecture and exam timetables and examination past papers. Access is given to all students before registration. See also UCD Connect.|
|Stage||Modular programmes work on the principle of building up credits, and a student will progress through their programme in stages as they earn these credits. Each stage normally represents 60 credits. A full-time student will normally complete a 60-credit stage in one academic year. A degree programme will normally be three to four stages, although some degree programmes, for example Veterinary Medicine, Medicine and Architecture, have more stages.|
|Statement of Results||A Statement of Results (a.k.a. Examination Judgment) is a short document listing the marks/grades obtained in each module for a specific exam period (i.e. per year or per semester). If a student has completed their degree, an Academic Transcript will list all of their academic history.|
|Student Analytics||Student Engagement Analytics reports are used to identify students who may be experiencing difficulties in terms of engagement, performance, workload, fee compliance or extenuating circumstances. The Programme/School can use this information to provide the relevant supports.
Find the reports in InfoHub: Students > Registration Information > Student Engagement Analytics
If you need access contact firstname.lastname@example.org
|Student Contribution Charge||The Student Contribution Charge covers costs associated with student services, examinations, admissions, registration, fees administration and student records. It is payable by all students on 'free' fees programmes. The amount is set by the Department of Education & Skills each year. Students approved for a SUSI/local authority grant you will have your student contribution paid on their behalf by SUSI/local authority.|
|Student Desk||The Student Desk is the University's point of contact for most of the administrative services a student will need during their time as a UCD student. Visit the Student Desk website to learn more about the services they provide.
The Student Desk works closely with other support units, such as UCARD, UCD Library and Programme Offices, to ensure smooth service for UCD students.
|Student Email Protocol||UCD uses email as an official method of communication with students. Emails sent to students through the UCD Targeted Communications System in InfoHub will automatically be copied to the student’s personal email account, unless the student has indicated otherwise in the ‘My Profile’ tab in their SISWeb account. UCD Connect email remains the official channel of communication.|
|Student Fitting||Student Fitting is the clash-free allocation to practicals, labs and tutorials for selected groups of students. This is carried out by the Systems and Data Services team in UCD Registry and takes place in September for Semester 1 and December for Semester 2.
Current areas using Student Fitting are Science and Agriculture. There is a list of modules included in student fitting available on the web.
|Student Levy||The Student Levy is paid by students as part of their fees. It funds student facilities such as the UCD Sports Centre. The levy is not covered by SUSI/local grant authority awards.|
|Substitute a module||If a student fails an option or elective module they can substitute it with another module that meets the requirements of the programme.
If a student fails a core module they can only be substitute it with the approval of the Programme Board (General Regulations 5.11 to 5.14)
|SUSI (Student Universal Support Ireland)||SUSI (Student Universal Support Ireland) is the single national Awarding Authority for all new student grant applications. Students can apply online through www.grantsonline.ie.
Administrative Services (UCD Registry) receives files of approved applicants from SUSI and the information is recorded in the Banner system.
|Targeted Communications Systems||The Targeted Communications System allows staff to send emails to selected groups of UCD students and staff. It is available from the Systems menu in InfoHub (via UCD Connect).
The system sends emails to UCD Connect addresses. It will also send a copy to a student's personal email address if they have provided one.
Contact email@example.com with any queries.
|Timetabling||This is the process of collating meeting times for lectures, tutorials etc. and recording them on the central university timetable.
Programme timetables are drawn up locally and the programme timetablers then liaise with representatives from Administrative Services and the Room Allocations team who jointly work to record the online timetable.
|Timetable Clash (Time Conflict)||A timetable clash is where a module a student wants to take is scheduled at the same time as some part (e.g. lecture, tutorial, practical, etc.) of another module to which they are already registered. Online registration will tell the student that the modules clash and will not let them register to both. Sometimes a student will need to be registered to a repeat module at the same time as another module. In this case you will need to register them manually through Banner (SFAREGS).|
|Tutorial/Seminar||Students can normally register to tutorials/seminars through online registration. You may occasionally need to manually register a student using Banner (SFAREGS) if they are unable to do it online. Use the Module Timetable Search in Infohub to check for the appropriate CRN.|
UCD Student Card
UCD Staff Card
|A student UCARD is the official identification card for a UCD student. They use it to access the Library and UCD Sports & Fitness as well as pay for printing/photocopying. They will also need to bring it with them when them sit end of semester exams.
A staff UCARD is also available. You may need one to access your building or to manage your time and attendance. You may also need to use it to access CopiPrint photocopiers and printers.
You can request a UCARD by emailing the UCARD Bureau at firstname.lastname@example.org
You may need to upload a photo first - do this through the UCARD tab in InfoHub.
|UCD Connect||UCD Connect (www.ucd.ie/connect) provides you with access to online services such as email, Infohub, Blackboard, online registration, official documents and UView. All UCD staff and students have access.|
|UCD Horizons||UCD Horizons is the name given to the modular and credit-based structure for taught degrees at UCD. As well as the subjects students need to study for their programme they can also take elective modules in other subjects that interest them.|
|UCD Registry||UCD Registry delivers a broad range of student and academic administrative services to the University. Registry comprises the Office of the Director of Registry and four internal units: Administrative Services, Admission, Assessment and Student Recruitment.
Services delivered include events for prospective students and admission into UCD programmes. Registry also manages and supports the key areas of fees, grants, curriculum, timetabling, registration and assessments.
|UView||UView is an online page in Infohub which allows you to view many aspects of a student's record such as their Programme history, module registration, GPA's and grades. The information provided comes from the Banner system. Look for it in the Students menu in InfoHub. If you can't see it as a menu item contact email@example.com for access.
Students can also use UView to look at their student record. They access it through the Registration, Fees & Assessment menu in SISWeb.
|Withdrawal from a programme||If a student decides not to continue with their programme of studies they can withdraw permanently from their programme and from the University. The UCD Withdrawal Procedure to will help them with the process.
The Student Record team in UCD Registry is responsible for updating a student's record on foot of receiving official notification from their Programme Office or Graduate School.
|Workload||Student workload is the amount of time spent by a student on university study, including both scheduled contact time (lectures, tutorials, laboratories, workshops, etc.) and individual (or group) study and is measured through the allocation of ECTS credits.|
|WX grade||This is the grade may be given to a student by a Programme Exam Board if they have to withdraw from a module after the first six weeks of the semester, or are absent from a module, due to extenuating circumstances such as a serious illness.
Documentation is required, e.g. medical certificate, stating why they were unable to complete the module.
Things to note:
• The Programme Exam Board decides if the WX grade will be awarded
• The WX grade can be entered via Gradebook by the module coordinator
• A WX is grade point neutral; it does not count towards the GPA
• A subsequent registration to the module is treated as a first attempt.