Student Desk Welcoming System

What is the Student Desk Welcoming System (SDWS)?

The Student Desk Welcoming System is a tool used by the Student Desk to manage face-to-face interactions with current and prospective students, alumni and staff. It is built and managed in-house, integrating with other UCD systems.

How does the SDWS work?

When you come to the Student Desk, you can sign in on one of our two touch-screen monitors. You can sign in either by scanning your UCARD or manually typing in your name and student number using the on-screen keybord. This adds you to an online queuing list that enables one of the team to assign themselves to you and assist you in resolving your query. We then log this information using UniShare. We can then use this information to better assist you with any future queries that you might have.

What kind of information do we collect and store?

Why do we use the SDWS?

We use the SDWS for a number of reasons, primarily to help provide the best service possible and to help make your experience with the Student Desk an enjoyable one.

While we offer an email and phone service, we recognize that a lot of people would prefer to deal with us in person. Due to the volume and variety of queries we may receive at various times of the year it is necessary to use a queue management system.

The SDWS also lets you know approximately how long it will take for us to get to you, if we are particularly busy, by providing an approximate wait time.

Additionally, using the information gathered, we can run reports to determine trends in the types of questions that are asked during different times of the year and determine when we're busiest. This helps us accurately staff the Student Desk at peak times to help reduce your wait time.

Who else in UCD uses the SDWS?

The Student Desk, UCD Registry, is the only team using the SDWS.

Who can access the information stored on the SDWS?

UCD Student Desk Staff: Your information can only be accessed by members of staff working in the Student Desk area.

HEANet: As the SDWS is hosted by HEANet, the data gathered through the SDWS is located in their data centres. The data is fully encrypted and anonymized and therefore not identifiable.

You: If you would like to access or edit any of the information that we have stored through the SDWS, please contact the Student Desk and we will be happy to help.

For how long is the Information on the SDWS stored?

Information is stored in line with UCD’s data storage policy and will be reviewed with any upcoming changes to data protection legislation.

All of the data is anonymized after 2 years.

What are my rights to information?

You have the right to request to see or edit the information you provide through the SDWS at any time. If you have any questions about your stored information, please contact the Student Desk and we will be happy to discuss it with you.

If after contacting the Student Desk you are unhappy about the information that we are storing, you have the right to contact the DPCO (Data Protection Commissioner Office).

Contact details

If you have any questions about the SDWS, please contact us or call in to the Tierney Building and we will be happy to help. Please find further relevant contact details below:

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.