Student Desk FAQ's

Below, you can find the answers to questions that the Student Desk is commonly asked. We hope that you'll find what you're looking for, however if you have further questions, please do not hesitate to contact us and we'll be happy to help.

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Jump to #Fees, #OfficialDocuments, #FormStamping, #Registration, #Exams, #Accommodation, #LostProperty

Fees


A. The HEA Free Fees scheme is a government initiative which helps subsidise the cost of a student's first attempt at third level education.

In order to be eligible for Free Fees a student must meet the criteria for the EU Fee rate (see the section "Who is eligible for EU fees" for details). In general, an EU citizen who has lived in the EU for at least 3 out of the last 5 years and has no prior third level education will be eligible to receive HEA Free Fees. Students are generally automatically assessed for Free Fees for undergraduate programmes. However if you are not a current school leaver or have, for example, a non-EU place of birth but have EU nationality you may need to provide us with additional documentation before Free Fees can be applied. For a full list of eligibility criteria, and accepable supporting documentation, please click here

Please note that the Free Fee Initiative does not contribute towards part time programmes and only applies to full time, undergraduate degree programmes of a minimum duration of 2 years.

If you are unsure if you qualify for Free Fees, please contact the Student Desk and we will happy to help determine your eligibiltiy.
A. Please note that EU fees are based on residency rather than citizenship. EU fees are based on residency rather than citizenship.

For students under 23
n order to be eligible for EU fees, the student and parent(s) must have been ordinarily resident in the EU/EEA/Switzerland for at least 3 of the last 5 years.

For students over 23
TThe student must have been ordinarily resident in the EU/EEA/Switzerland for at least 3 out of the last 5 years.

Some exceptions to the residency criteria apply. Please see below for details:
  1. Exceptions for undergraduate registration - EU fees may apply for applicants born in the EU/EEA/Swiss Confederation who do not meet the normal residency requirements but who completed 5+ years of their primary and/or secondary education in the EU/EEA/Swiss Confederation and have no previous third level attendance.
  2. Exceptions for graduate registration - EU fees may apply for applicants born in the EU/EEA/Swiss Confederation who do not meet the normal residency requirements but who received all of their primary, secondary and third level education in the EU/EEA/Swiss Confederation.
For further information on EU fee assessment, please click here

If you have further questions about EU fee assessment, please contact student.records@ucd.ie
A. If you meet the criteria for EU-fees (see "Who is eligible for EU fees" to determine eligibility) but are being charged the non-EU fee rate, it most likely means that you need to complete the EU fee assessment form and provide supporting documentation to show proof of residency in the EU for 3 out of the last 5 years. Once we receive the necessary documentation, we can carry out the EU fee assessment process and adjust your fees accordingly. Please find a list of acceptable supporting documentation below:

For students/applicants under 23
Letter from a school based in EU/EEA/Swiss Confederation confirming attendance for a minimum of three of the five years prior to entry in UCD or other proof of residence as stipulated by the University
AND
P21 tax certificates (or EU/EEA/Swiss equivalent) and/or Social Welfare documentation for parent(s) for a minimum of three of the five years prior to entry or other proof of residence as stipulated by the University
AND
For EU citizens, a copy of your current EU passport
For non-EU citizens, yourGNIB card with appropriate stamp (excluding Stamp 2 and 3).


For students/applicants over 23
P21 tax certificates (or EU/EEA/Swiss equivalent) and/or Social Welfare documentation for a minimum of three of the five years prior to entry in UCD or other proof of residence as stipulated by the University
AND
For EU citizens, a copy of your current EU passport
For non-EU citizens, work or residence visa for three of the five years prior to commencement
AND
GNIB card with appropriate stamp (excluding Stamp 2 and 3)

You can bring your documents into the Student Desk or you can submit them via email to student.records@ucd.ie

For further information on EU fee assessment, click here.
A. Fees can be paid using any of the methods listed below:

Online via SISWeb: this is the easiest and fastest way to pay your fees. To make a payment with a credit/debit card on SISWeb, log in and navigate to Registration, Fees and Assessment > Programme Fees and Payment. Enter the amount that you would like to pay in the "make payment" field. Please note that there is a limit of €1,500 per transaction when making a payment on SISWeb.

Bank Transfer
You can make a bank transfer using the UCD bank account details listed below:
UCD Fees Account,
Bank of Ireland,
College Green, Dublin 2. Ireland.

IBAN : IE82 BOFI 9000 1720 6115 11
Swift Code/BIC: BOFI IE 2D
If you make a payment via bank Transfer, please ensure that you enter your UCD student number as the reference as this will allow us to allocate the money to your account.

Third party Payment Portal
If a third party such as a parent, family member or employer is going to pay your fees, they can make an online payment with a debit/credit card through the online payment portal.
Please note in order to complete the payment, the third party must enter the student's student number and date of birth.

Bank Giro
If you would like to pay with cash or a cheque, please ask the Student Desk for a bank giro and bring the bank giro along with cash/cheque to the bank. The portion of the bank giro stamped by the bank should be kept for tax purposes.

Pay to Study
If you are a Non-EU student paying fees from abroad you can use the PayToStudy facility to pay your fees to UCD. This is very useful if you need a receipt for visa or travel purposes as you get your confirmation/receipt of payment immediately. To make a payment via PayToStudy, please click here
A. UCD does not accept payment over the phone. Please refer to "How do I pay my fees" for all accepted payment methods.
A. You can access a receipt from each year of study via SISWeb by following the steps below:

Current Students
Log into SISWeb
  • Registration, Fees and Assessment
  • Programme Fees and Payment
  • Generate Statement
You can generate a fee statement for each year of study by clicking on "view my account history".

Alumni
Follow the steps listed above but choose the Academic Services tab rather than Registration Fees and Assessment. If you have forgotten your SISWeb log in details, please contact us and we will be happy to help you find/reset them.
A. In most circumstances, UCD will only send an invoice to an employer if the employer has a specific contract set up with UCD (for example: the HSE or other third level Irish institutions). In lieu of an invoice, we can send a student a bank giro which they can give to their employer. Alternatively, students can print out their fee statement from SISWeb to give to an employer (please see the section how do I get a receipt for payments made for further details on accessing your fee statement). If you have further questions about invoicing employers, please feel free to contact the Student Desk.

Please note that it is still the students' responsibility to ensure that their fees are paid in accordance with the University Fee Payment Schedule. If an employer is paying your fees, please inform them of the University Fee Payment Schedule to avoid any confusion or missed payment deadlines.
A. You can request a Canadian Tax form via the Student Desk Connector by following the steps below:

  • Visit the Student Desk connector
  • Select current/incoming student or former student
  • When asked "what is the nature of your query" select Fees & Grants
  • In the subsection, select I would like to request a Canadian Tax Form
  • Click on the link for Online Application for Canadian tax form
  • Fill in all required fields and submit

The Student Desk will email you once we have completed you tax form.
A. Refunds can only be issued if your account is in credit. You can check to see if your account is in credit by checking your balance in SISWeb. To check your balance in SISWeb, please follow the steps below:
  • Log into SISWeb
  • Click on the Registration, Fees and Assessment tab
  • Programme Fees and Payments

If your account is in credit, your balance will appear as a negative figure (e.g. - €500). If your account is in credit, please come in to the Student Desk or contact us through the Student Desk Connector to request your refund.

If your last payment was made online and within 180 days of requesting the refund, the refund will go back to the account from which it was paid. If your last payment was made more than 180 days before requesting the refund, you will need to nominate a bank account in SISWeb. To nominate a bank account, please follow the steps below:
  • Log into SISWeb
  • Select the Campus tab
  • My Electronic Payments
  • Click the Nominate a bank account button and enter the details of the bank account to which you would like the refund issued
A. For all programmes, as of the 2018/2019 academic year, the cost to resit a module is €180 per module and the cost to repeat a module is €230 per module. The cost of a resit/repeat module is the same for students on the EU fee rate and the non-EU fee rate.
A. Please note that it is more expensive to substitute a module than it is to resit/repeat a module. While all resits cost €180 per module and all repeats cost €230 per module, the cost of a substitute module will depend on the programme that you are studying. We strongly advise that you contact the Student Desk before you substitute a module before you substitute a module to confirm the substitution cost.

To view examples of the cost of a substitute module for various programme, please click here
A.Generally speaking, the following fee implications apply for withdrawal:

For students in a 2 semester programme
  • If you withdraw before the withdrawal deadline in the first semester (18 October 2018) you will not be liable to pay any fees for that year
  • If you withdraw after 18 October 2018 but before the withdrawal deadline in the second semester (31 January 2019) you will be liable for 50% of the total fees for the year
  • If you withdrawal after the withdrawal deadline in the second semester (31 January 2019) you will be liable for 100% of the total fees for the year


For students in a 3 semester programme
  • If you withdraw before the withdrawal deadline in the first term (18 October 2018) you will not be liable to pay any fees for that year
  • If you withdraw after 18 October 2018 but before the withdrawal deadline in the second term (31 January 2019) you will be liable for 33% of the total fees for the year
  • If you withdraw after 18 October 2018 but before the withdrawal deadline in the second term (31 January 2019) you will be liable for 33% of the total fees for the year
  • If you withdrawal after the withdrawal deadline in the third term (19 May 2019) you will be liable for 100% of the total fees for the year

Please click here for further details on the fee implications of withdrawing from your programme.
A. Undergraduate students & Graduate student on programmes of 2 semesters
There are 2 payment deadlines for undergraduate students and graduate students on programme of 2 semesters. 1/3 of the total programme fee is due by the first deadline and 2/3 of the total programme fee is due by the 2nd deadline. Please see below for the 2018/2019 payment deadlines:

09 September 2018: 1/3 of total programme fee
31 January 2019: 2/3 of total programme fee

Graduate students on programmes of 3 semesters
There are 3 payment deadlines for graduate students on programmes of 3 semesters. 1/3 of the total programme fee is due by each deadline. Please see below for the 2018/2019 payment deadlines:

09 September 2018: 1/3 of total programme fee due
31 January 2019: 1/3 of total programme fee
18 May 2019: 1/3 of total programme fee

For further information on fee payment dates, please click here.
A. The UCD International Office will send you an email when your loan cheque is ready to be signed. You will need to go to the Student Desk to sign your loan cheque before it can be processed. UCD will take what is needed to cover any tuition fees due at the given time of year and any amount leftover will be transferred to your nominated bank account.

To nominate a bank account, please follow the steps below:
  • Log into SISWeb
  • Select the Campus tab
  • My Electronic Payments
  • Click the "add bank account" button and enter the details of the bank account to which you would like the money to be transferred

Cheques are processed once a week. Please note that in order for your cheque to be processed the following week, you must come in to sign it by Thursday at 3pm.


Official Documents


A. An Academic Transcript lists your complete academic history, including programmes attended, a breakdown of marks/grades achieved, the degree awarded, your overall grade and conferring date. Transcripts are only available to students who have completed their qualification.

A Statement of Results lists the marks/grades obtained in each module for a specific exam period (i.e. per year or per semester). Your Statement of Results are available to you after you complete each semester. The Statement of Results is the document that you should use if you have not yet completed your course and are asked to provide proof of your results to date (ie. for an internship, a post-graduate application, etc.).
A. All current students, former students and alumni of UCD can order hard copies of their offical documents online through SISWeb. Your SISWeb remains active indefinitely after you leave UCD, so you will never lose access to it. To log in to SISWeb, click here and enter your username and password.

Your username will be your 8 digit UCD student number. (Your student number will begin with the year that you began your course here, eg. if you began in 2008 it would look like 08123456). Your password will be your 6 digit date of birth in the format DDMMYY, unless you have changed it.

If you have forgotten your UCD student number or password, please contact the Student Desk (when aked what is the nature of your query, select SISWeb from the drop-down list) and we can help retrieve these details.

Once logged in to SISWeb, you can order hard copies of your official documents by following the steps below:
  • Click on Registration, Fees and Assessment tab (please note that if you are an alumni, this tab will be called Academic Services)
  • My Official Documents
  • Request Hard Copy Documents
  • Select New Request and choose the documents that you would like to order
  • Proceed to Checkout

If you have further questions about ordering your hard copy documents, please click here or contact the Student Desk
A. All students who began their programme post 2000 can access electronic pdf versions of their official documents free of charge. Please see Where can I access my online electronic documents for further details.

The charge for hard copy documents is as follows:
  • Academic Transcript: €23
  • Academic Statement: €11
  • Statement of Resuts: €10
Please note that when you order your official documents, you will be sent 2 copies of each requested document.
A. A Certificate of Attendance verifies the years you were/are registered at UCD. It states your name, programme title, registration status and stage.

All students can produce and publish their Certificate of Attendance online via SISWeb. The Certificate of Attendance that you can access via SISWeb is accepted by all Irish banks and most other institutions in Ireland, Europe and the rest of the world.

To access your Certificate of Attendance follow the steps below:
  • Log into SISWeb
  • Registration, Fees and Assessment
  • My Official Documents
  • Electronic Documents
Documents from SISWeb can be verified by a third party through an online verification system. Before you give your Certificate of Attendance from SISWeb to any third party, please ensure that you enable the document by clicking the enable access button as this will allow the verification process to work properly.

If you have submitted your SISWeb Certificate of Attendance to a third party and it has been rejected, or if your Certificate is not displaying correctly online, please submit an Application for Certificate of Attendance or come in to the Student Desk. Please note that there is no charge for a hard copy of your certificate of attendance.
A. For all sudents who began their programme post 2000, electronic pdf versions of your official documents are available to you free of charge through SISWeb. To access electronic versions of your official documents via SISWeb, please follow the steps below:
  • Log into SISWeb
  • Registration, Fees and Assessment (please note that if you are an alumni, this tab will be called Academic Services)
  • My Official Documents
  • My Electronic Documents

If you have forgotten your SISWeb log in details, please contact the Student Desk and we will be happy to help you find/reset them.

Documents from SISWeb can be verified by a third party through an online verification system. Before you give your Certificate of Attendance from SISWeb to any third party, please ensure that you enable the document by clicking the enable access button as this will allow the verification process to work properly.

For further information on accessing your electronic documents, please click here
A. No. Official Documents (both electronic versions and hard copies) can only be produced once the final results have been released.
A. First, give the third party the document from SISWeb that they would like to verify (you can either print out the document or you can send the document as an attachment). Once they have received your SISWeb document they can verify the document through an online verification system. To verify a document, the third party goes to www.ucd.ie/verify and enters the Student ID and Document ID listed on the bottom of your document.

Please note that the online verification process will only work if you have enabled the document for verification. To enable a document, simply go to the Electronic Documents section of SISWeb and click the enable access button next to any document that you want to enable. You can enable or disable a document at any time.

For more information on the online verification process, please click here.
A. If you completed at least 1 semester in UCD before you withdrew, you will be able to access a certificate of attendance via SISWeb which confirms your official date of withdrawal. To access your certificate of attendance via SISWeb, please follow the steps below:
  • Log into SISWeb
  • Registration, Fees and Assessment
  • My Official Documents
  • My Electronic Documents

Documents from SISWeb can be verified by a third party through an online verification system. Before you give your Certificate of Attendance from SISWeb to any third party, please ensure that you enable the document by clicking the enable access button as this will allow the verification process to work properly.

If you have submitted your Certificate of Attendance to a third party and it has been rejected, or if your Certificate is not displaying correctly online, please submit an Application for Certificate of Attendance or come in to the Student Desk. Please note that there is no charge for a hard copy of your certificate of attendance.

If you withdrew from UCD before completing at least 1 semester you will not be able to access your certificate of attendance via SISWeb. However, please contact the Student Desk and we will be happy to produce a letter confirming the official date of your withdrawal. In your initial request, please provide your current postal address so we can post you the hard copy of the letter.


Form Stamping


A. While the Student Desk is able to stamp many forms, we can not stamp forms in place of the Gardaí. However, there is a Campus Garda Office which you can visit should you need to have a form stamped by the Gardaí.

The Campus Garda Office is located in the Campus Services Office which is on the Lower Ground Floor of the Agriculture and Food Science building. Opening hours are Monday, Tuesday and Wednesday from 1.00pm – 2.00pm
A. If you can not make it in to the Student Desk during opening hours, there are several other ways that you can get your form stamped. Please see below for details:

Submit forms via email: If you would like to submit a form via email, please use the Student Desk Connector. When asked What is the nature of your query select I would like to submit documentation (form stamping, grant letter) and attach the form that you need us to complete/stamp. Before sending us a form to complete, please ensure that you have filled in all of the sections which require your personal details.

Submit forms via post: If you would like to submit a form via post, please send the form to Student Desk, Tierney Building, UCD, Belfield, Dublin 4.

Submit forms via Student Desk drop-box: You can drop your form into the drop-box located just outside of our front doors. We will collect forms left in the dropbox the following morning.

If you submit your form using any of the three methods above we will be happy to return the completed form to you via email or post you the hard copy. If you would like us to return the hard copy via post, please include your return address in your initial request.

Submit forms via a third party: If you would like a friend or family member to come into the Student Desk to get a form stamped on your behalf, please send us an email (through the Student Desk Connector) which states your permission for them to do so. In your email, please include the full name of the person who will be bringing in your form and ask this person to bring photo ID with them when they come to the Student Desk.


Registration


A. Extenuating circumstances are serious, unforeseen circumstances beyond your control (ie. serious illness, family bereavement, etc) which prevent you from meeting the requirements of your programme. If you are unable to complete assignments or attend required classes/exams due to unforeseen circumstances, you can apply for extenuating circumstances. If you are granted extenuating circumstances in a module, you will have the opportunity to retake this module in the following semester for no additional cost and with no cap applied to your GPA.

Before you apply for extenuating circumstances, it is important that you seek guidance and support from your Programme Office and/or student advisor. If you are unsure of who to speak to about applying for extenuating circumstances, please contact the Student Desk and we will be happy to connect you with the correct member of staff.

In many programmes you can apply for extenuating circumstances online via SISWeb by following the steps below:
  • Log into SISWeb
  • Click on the Programme Services tab
  • Select Applications for Extenuating Circumstances
  • Start a new application and complete all necessary fields

Please note that some programmes require students to compete a different application than the one available on SISWeb. Before completing an application via SISWeb, please speak with your Programme Office to confirm which application form to use.

If you make an application for extenuating circumstances and would like an update on the status of your application, please contact your Programme Office as they will be best able to assist you. For further information on extenuating circumstances, please click here.

Please see below for information on how fees are affected by extenuating circumstances:
If you are granted extenuating circumstances in a module, you will be charged for that module in the year that you initially registered to it. You will not be charged for that module when you retake it in a subsequent semester. For example, if you register for a module in 2017/2018 but due to extenuating circumstances must retake the module in 2018/2019, you will be charged for this module in 2017/2018 and not in 2018/2019. If you have any questions about how your fees may be effected by extenuating circumstances, please contact the Student Desk and we will be happy to help.
A. If you fail a module and do not want to repeat/resit the module, you can choose to replace this module with a brand new module. When you replace one module with another module it is referred to as a substitute module. Unlike a repeat or resit, if you substitute a module, your grade is not capped at a gpa of 2.0. Please note that substituting a module incurs a larger fee than repeating/resitting a module. Please click here to view examples of the cost of substitute modules.

Please note that you can not substitute a core module.

We strongly advise that before you substitute a module that you speak with your Programme Office to confirm degree compliance and speak with the Sudent Desk to confirm the cost of the module.
A. For students who entered UCD post 2000, copies of your Syllabus/ Curriculum/ Module information descriptors are available online.

For students that entered UCD between 2000 and 2005, please click here.

For students that entered UCD post 2005 until the last academic session, please click here

For course information for the current academic year, please click here

For students who entered UCD prior to 2000, pease email your request to transcripts@ucd.ie with the details you require and we will be happy to research this for you.
A. A Leave of Absence allows you to take an approved and specified period of time off before returning and completing your programme. Taking a Leave of Absence is essentially like hitting pause on your programme. As you will not be registered to any classes during a Leave of Absence, you do not incur any fees for the that specified period of time.

In most programmes, you can apply for a Leave of Absence online via SISWeb by following the steps below:
  • Log into SISWeb
  • Click on the Programme Services tab
  • Select My Leave of Absence and Withdrawal Requests
  • Select Apply for a Leave of Absence
  • Complete all necessary fields and submit

Please note that some programmes require students to complete a different application than the one available on SISWeb. Before completing an application via SISWeb, please speak with your Programme Office to confirm which application form to use.

For further information on taking a leave of absence, please click here
A. You can apply for withdrawal from your programme online via SISWeb by following the steps below:
  • Log into SISWeb
  • Click on the Programme Services tab
  • Select My Leave of Absence and Withdrawal Requests
  • Select Withdrawal from my Programme
  • Complete all necessary fields and submit

Unlike a Leave of Absence where you can return to your programme after a specified amount of time away, if you withdraw from your programme you will have to reapply for your programme if you decide you would like to return.

For further information on withdrawing from your programme, please click here

Please note: There may be fee implications depending on the time of year that you submit your application for withdrawal. Please see the section What are the fees implications if I withdraw from my programme? or click here for details.


Exams


A. If you fail a module, you will have the option to either resit it or repeat it in the following semester.

Repeat: If you repeat a module, it is essentially like you are taking the module again for the first time. You will attend all lectures/tutorials/labs for the module and will participate in any/all continuous assessment throughout the semester. Repeat modules will show up in your semester timetable.

Resit: If you resit a module you will not attend lectures/tutorial/labs and will only take part in the assessment of the module. The assessment can take various forms depending on the module that you are resitting (multiple choice exam, paper, etc) so students should contact the module coordinator to find out exactly what the resit assessment will involve and when the assessment will take place. Resit modules do not show up on your semester timetable.

The cost for a resit is €180 per module. The cost for a repeat is €230 per module. When you repeat or resit a module, the highest grade that you can receive in that module is capped at a GPA of 2.0.
A. Yes, you can access your final results for any UCD programme online via SISWeb. To access your results via SISWeb, please follow the steps below:

  • Log into SISWeb
  • Click on the Registration, Fees and Assessment tab
  • My Examination Results


If for some reason your results are not available as of the official release date, please contact the UCD Student Desk and we will investigate this for you.
A.
Provisional Results
Provisional results are results that have not yet been ratified at the Programme Examination Board and are provided for information purposes only. Provisional Results will include Stage GPA.

Final Results
Final results are results which have been ratified at the Programme Examination Board and will include Stage GPA, and, where applicable, Award GPA and Award Classification.

Please note that UCD can not produce any official documents which include your provisional results. Rather, official documents will become available once the final results are released.
A. Provisional Resultsare available to view on SISWeb between 08 June and 12 June 2018. Provisional results are taken offline at 5 pm on 12 June and remain offline until the final results are released on 28 June.

Final Results are released, and available to view on SISWeb on 28 June 2018.
A. If you feel that the grade for any assessment you submitted is not correct, you can appeal this to the Academic Council Committee on Assessment Appeals (ACCAA). If you wish to make a formal appeal, you need to lodge the appeal in the correct format with the Assessment Appeals Officer within 20 working days of your final results becoming available.

Please note that you can not make a formal appeal based on your provisional results. You must wait until the final results have been published before you can appeal a grade. If you would like to make an appeal, please refer to the Assessment Appeals Office website for further information.


Accommodation


A. If you have questions about booking on campus accommodation, please click here or or email residences@ucd.ie

If you have any questions about booking off campus accommodation, please click here or or email roombookingsupport@ucd.ie

Lost Property


A. Lost property found on Campus is generally handed into the Estate Services office, based in the lower ground floor of the Agriculture building.

If you have lost or found an item please contact them on 01 716 7000 or via on estates@ucd.ie.

Alternatively, if you have found an item you can turn it into the Student Desk. If the item includes a student's name we will make every effort to contact the student immediately.