Online Document FAQ

Online Documents

What is Online Document Publication?
This service enables UCD students/graduates to produce many of their key UCD documents from their SISWeb account. The documents, which are available as in PDF format are as follows:
  • Certificate of Attendance (which confirms that you are or have been a student of UCD),
  • Academic Transcript,
  • Academic Statement,
  • Diploma Supplement,
  • Statement of Results
These documents can then be distributed either in hard copy (plain paper) or as an e-mail attachment to recipients who require them (such as Local Grant Authorities, Social Welfare offices, education verification companies, prospective employers, other Universities, banks etc).

Students can enable/disable verification of their documents through their SISWeb account.

If the student has enabled verification, the recipient will be able to authenticate the content of the document at www.ucd.ie/verify using the Student's ID Number and the document-specific, 16-digit alphanumeric PIN listed on the Certificate.

If the student has not enabled verification, the recipient will receive a message denying them access to the document.

Who can avail of this service?
If you began your course of study in UCD from 2000 onwards and have completed your degree, you can access your Academic Transcript online via SIS Web immediately free of charge *.

* Please note that due to the complexity of some student records and/or grading systems, there will be cases where some graduates' records are not suitable for online documents and will therefore need to order & pay for a hard copy transcript. Examples of this include BA (Evening), Graduate Research pre 2006, BBLS & BComm (Intl.) graduates in 2007/08. UCD apologises for any inconvenience caused in such cases.

How secure is it?
  1. Documents cannot be viewed online unless the student/graduate has enabled verification
  2. No-one will be able to access online records without the correct combination of Student ID and Document-specific PIN. This PIN is a randomly-generated, 16-digit, alphanumeric code which is only available on the document distributed by the student. The chances of someone correctly guessing this combination is considerably greater than one in 1,000 trillion!
  3. Having entered the correct combination of codes, the recipient must complete a CAPTCHA test (http://en.wikipedia.org/wiki/CAPTCHA) to prevent illegal phishing of student data.
Important information for document recipients (Data Protection)
UCD provides this online verification mechanism to enable third parties to authenticate UCD documents which students have chosen to publish. Please note that the student retains the right to disable verification of their documents at any time.

Please note that you are obliged, under the Data Protection Act 1988 and the Data Protection Amendment Act 2003, to keep these documents and their contents secure from unauthorised access, disclosure, destruction or accidental loss. Access to this data is intended for verification purposes only and should not be used for any other function.

Secure Paper (Hard Copy Documents)

What is secure paper?
This isSecure paper is used the publication of some key UCD documents issued to our students and graduates on secure paper, namely Academic Transcripts, Statements of Results and Academic Statements. This paper has a number of security features designed to deter attempts toof forgery. fraudulently alter or forge UCD exam results/award documents.

Why has UCD moved to secure documents?
We are making this move to a more secure paper in recognition of the value of these documents to our students and graduates, and to the third parties who receive these documents. This development is also in line with international best practice and addresses the areas of potential threat – false production and document tampering. While we acknowledge that any such threat is extremely rare, UCD is determined to protect at all times the integrity of its examination results/awards documents.

When was secure paper introduced?
UCD Registry started producing Academic Transcripts, Academic Statements and Statements of Results on secure paper from Monday, 14 February 2011.

Are documents issued prior to Monday, 14 February 2011 still valid?
Yes, absolutely. Our traditional approach to producing these documents was, in common with many universities, to use headed notepaper, stamped with the University seal on each page, and closed with the use of the Registrar's signature. All such documents produced by UCD before Monday, 14 February are still valid statements of the student's studies. There is no need for students or graduates to request new copies of such documents.

What are the security features?
Hologram: This customised hologram, which mirrors the UCD logo, is unique to UCD and is extremely difficult to re-produce.
Numismatic Printing: The UCD logo is incorporated into the background of the document in fine, numismatic print. This guilloche pattern of wavy lines deters fraudulent amendment of the text printed over it.
Toner Secure Treatment: This treatment increases the absorbency of the paper significantly increasing the difficulty of doctoring text printed on to the document without damaging the paper.
Watermark: All documents now include a watermark, further increasing their security.
Ultra-Violet Anti-Tamper Technology: Incorporated into each sheet is a background pattern that can only be viewed under UV light. This is virtually impossible to re-instate if fraudulently altered.
Unique Numbering: Each sheet of secure paper is individually numbered using a unique six-digit code.

Official Document Request

How long does it take for document requests to be processed?
If you started your degree in UCD from 2000 onwards you can view your transcript online via SIS Web immediately. See our Online Documents page for further information.

For hard copy document requests it can take up to 10 working days for requests to be processed, but in the majority of cases requests are processed within approximately 5 working days. Levels of demand can fluctuate at certain times during the year (i.e. January, June & September) but we will endeavour to process all requests as quickly as possible. It should be noted that Documents which require research from our older records will take longer.

Documents are processed on a first-come, first-served basis. Payment is taken for the request the day it is logged on our system, usually within one working day of receiving the initial request.

Can I call in directly to the Student Desk & get my documents?
Yes, you may call to the Student Desk in person and in the vast majority of cases we can process your request immediately. (Please note this does not apply to pre 2000 students or BA (Evening) students whose Documents must be sent by post). Also please check our opening hours before calling in. If your Transcript cannot be processed immediately you will need to complete and sign the Transcript application form.

How are the documents sent?
Documents are sent by standard mail in A4 envelopes once they have been processed. They can be posted to any address you specify. There is no option for express postage. Documents are issued in hard-copy only, electronic/soft copies are not possible. If you have requested your hard copy documents via SISWeb or by application you can contact transcripts@ucd.ie should you have any other special requirements.

Can I collect my documents instead of having them posted?
Yes, you can. Please state this on the form in the address section and we will contact you when they are ready. You can also arrange for someone to collect on your behalf at the Student Desk. Just make sure you note this on the application form and include the name of the person who will collect your documents. . The person who collects must present I.D. at the Student Desk.

I require University sealed envelopes, is this possible?
Some Institutions require Academic Documents to be sent directly to them in University sealed envelopes (i.e. for a credentials company or for a college application). If you require this please state this on the form, include a cover note when applying or email transcripts@ucd.ie with your student number and/or order number and your requirements.

I ordered documentation and am still waiting on it, who do I contact?
Transcript requests can take up to 10 working days to process during busy periods. Postage is not included in this timeframe, particularly if the post is being sent internationally (it may take up to 10 weeks - it is important that you allow your telephone number to be on the address so that the postal authority may contact you directly). If you would like an update regarding the status of your request please email transcripts@ucd.ie with as much detail as you can e.g. full name, student number, order number, date of request etc.

Authentication/Apostilling of documents produced in Ireland
UCD's Academic transcript is produced on secure headed paper and includes an array of security features. Details of these features are available on our Document Security Information page including a hologram, a watermark, toners secure protection and numismatic design. Each document is signed by the Registrar. As an official document of the University, it is accepted throughout the world by third parties. In a small number of cases, individuals may be requested by a third party to get an official document produced in Ireland (e.g. Marriage Certificate, Birth Certificate, Academic Transcript, Court document, etc) authenticated or what is also called apostilled by the Department of Foreign Affairs (D.F.A.). This overall process is governed by the Hague Convention of 1961. For further information on this process and service provided by the D.F.A., including the Hague Convention itself, visit: Department of Foreign Affairs & Trade. In summary this service is provided by the D.F.A. and any queries should be addressed to them.

Third Parties FAQ’s

Third parties – how do I verify the document I have received from the student?
In order to verify the information on the document, go to www.ucd.ie/verify and enter the student ID and Document ID into the required fields. These codes can be found at the bottom of the student's document:



Please enter the codes (and your name for audit purposes) into the required fields on www.ucd.ie/verify:

You will then be prompted to complete a CAPTCHA to prevent illicit phishing of confidential information.

This will enable you to access the document.

How secure is it?
  1. Documents cannot be viewed online unless the student/graduate has enabled verification
  2. No-one will be able to access online records without the correct combination of Student ID and Document-specific PIN. This PIN is a randomly-generated, 16-digit, alphanumeric code which is only available on the document distributed by the student. The chances of someone correctly guessing this combination is considerably greater than one in 1,000 trillion!
  3. Having entered the correct combination of codes, the recipient must complete a CAPTCHA test (http://en.wikipedia.org/wiki/CAPTCHA) to prevent illegal phishing of student data.

Important information for document recipients (Data Protection)
UCD provides this online verification mechanism to enable third parties to authenticate UCD documents which students have chosen to publish. Please note that the student retains the right to disable verification of their documents at any time.

Please note that you are obliged, under the Data Protection Act 1988 and the Data Protection Amendment Act 2003, to keep these documents and their contents secure from unauthorised access, disclosure, destruction or accidental loss. Access to this data is intended for verification purposes only and should not be used for any other function.
UCD treats the fraudulent duplication or amendment of its official documents as a serious offence. Any such action will be considered a breach of UCD Regulations and will trigger disciplinary procedures. Such matters may also constitute a criminal offence and, as such, are liable to be reported to An Garda Síochána.
If you have any questions, feel free to contact us or to call in to see us in the Tierney Building. We will be happy to help.