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About Tutors and Demonstrators Roles

Tutors and Demonstrators help to provide undergraduate students with the opportunity to explore and apply the concepts, skills, and competencies introduced in class, in a manner that is not usually possible in larger classroom environments.

Engagement of Student Tutors and Demonstrators should be read in conjunction with the Policy for the Recruitment, Support & Development of Students Supporting Teaching an Learning. Tutors/Demonstrators should, except in exceptional circumstances, be registered students. Depending on the school's academic needs, UCD-registered students may provide teaching support, with a normal maximum of 150 hours per year. Non-EEA registered students require a valid Irish Residence Permit card before a contract can be processed. 

Information for Hiring Tutors / Demonstrators

Tutor / Demonstrator contracts process

  • UCD has 4 online contracts:
    • Tutor (Student)
    • Tutor (Non-student)
    • Demonstrator (Student)
    • Demonstrator (Non-student)
  • The contract will specify the minimum hours to be worked per week for each trimester for the period covered by the contract
  • Tutors/Demonstrators must receive a contract no later than 5 days from the date work commences

  • The online InfoHub system will automatically generate a contract based on the data inputted by the Employee and School/Unit administrator (there is no change to the initiation of the setup process)
  • Schools/Units will be required to estimate the minimum number of hours per week and number of weeks per trimester
  • The Head of School/ Unit (Or nominee) will review and approve the set-up form and contract submitting the form to HR Operations.
  • Once HR Operations have carried out their checks, the contract will be generated and made available to the Tutor / Demonstrator to sign and accept.
  • The contract be issued no later than 5 days from the date work commences
  • Schools/units will monitor contract offer/acceptance rates and overall allocation of hours (InfoHub will offer enhanced reporting to facilitate this)

  • Returning Tutors/Demonstrators : A contract can be extended on the system for returning Tutors and Demonstrators. E.g. A Tutor/ Demonstrator with your School has worked during the Autumn Trimester, receiving a contract for this period. The School wants to re-engage the Tutor/ Demonstrator for the Spring Trimester. The School contact can through “My Form History” on InfoHub extend the contract for the Tutor/ Demonstrator until the end of the Academic year if needed.
      
  • New Tutors/Demonstrators:For 1st time Tutors/Demonstrators contracts should be issued in advance of start of work but no later than 5 days after their start date.

  • All Tutors/Demonstrators should receive an online contract before starting work
  • Make sure your hourly set up and online contract are accurate 1st time by reviewing all key details (i.e. Start/End Date, Pay Rate, Min. Hours/Number of weeks) prior to the online contract being issued.
  • Monitor contract offer/acceptance rates to ensure no unnecessary delays to set up (InfoHub will offer enhanced reporting to facilitate this)
  • Ensure valid work permit is in place for duration of the contract
  • Contract duration not to exceed relevant academic year (i.e. 31st Aug)
  • Start Date should reflect 1st day of work
  • End date should reflect the last day of work

HR Top Tips:

  • Plan & identify Tutor Demonstrators early
  • Where possible Tutors / Demonstrators should receive contracts in advance of the upcoming academic year.

  • For Non-Student Tutors / Demonstrators the contract length can only be for the duration of the work permit.
  • For students the contract length can exceed the work permit duration. The OREG number and date of renewal can be sent into HR Operations through the HR Helpdesk 

Information for those working as Tutors / Demonstrators

This section contains information for those working as Tutors / Demonstrators in UCD. Below you can learn about the steps you need to take to get set-up online. You will also find information on the contract types available and how you can claim for work completed.

Broadly speaking the process is divided into 3 parts:

  1. Set-up process
  2. Contract
  3. Claiming payment


Before you go online

Before you begin completing the form, you must receive the below information from your School or Unit. It is the responsibility of the School or Unit to provide this information to you.

  • School/Unit name – e.g. School of Medicine, UCD Registry
  • School/Unit Contact – this is the person in your school or unit to whom you will submit your completed hourly set up form. The School/Unit Contact name on your form cannot be changed after you have started the process.
  • Type of work - e.g. Tutor or Demonstrator
Logging in to the Service Portal

Once you have the information from your School or Unit as outlined above, you can start the set-up process by going towww.ucd.ie/external- click on the Campus section, then on My HR Forms.

  • Already worked in UCD?- Log in with your UCD personnel (P) number, UCD email address or Connect credentials. If you are unsure of your personnel number, contact the UCD HR Helpdesk (hrhelpdesk@ucd.ie) quoting your PPS number.
  • Current or past student?(alumnus) - Log in with your UCD student credentials.
  • New to UCD?- Create a new account.
Completing the online set up form

Once you have logged in, click ‘Create’ to start a new form. Choose  'Tutor or Demonstrator' for the Form Type, select your School/Unit and your School/Unit Contact name, and then click ‘Start Process’.

To complete the sections on the form:

  • Sections 1 to 4(Personal Details, Address Details, Next of Kin Details and Bank Details):
    If you have already worked for UCD or have been a UCD student, these sections will automatically populate with the details already on your UCD record. If not, you can update certain parts of these sections as required.

  • Section 5(Employee Set Up Information):
    • Type of Work: This field will reflect the work type you chose earlier on in the form e.g. Tutor or Demonstrator. You will need to fill in the Description of work text box with description given to you by your School/ Unit.
    • IRP/Work Permit Required: To be able to upload a scan of your IRP card in section 6, you must answer ‘yes’ to this question in section 5.
    • Student: If you are currently a student but answer ‘no’ to this question, your subsequent timesheets access will be with a new Connect username and password instead of your student number and password.

  • Section 6(Upload Documents):
    To be able to upload a scanned copy of your IRP card where required, you first need to have chosen 'yes' to the IRP/Work Permit Required question in section 5 above.
  • Note - Please ensure you upload both sides of your IRP card. 

Submitting your online set up form

When you have completed sections 1-6, go back up to the top of the form and click ‘Submit to School/Unit Contact for Review’.

When you have successfully submitted your set-up form to your School or Unit, you will see the message **NEWLY SUBMITTED**

What happens next?

You can view the current status of your set-up form by logging back into it viawww.ucd.ie/external> Campus > My HR Forms.

  • Set-up Created:You need to complete sections 1-5 of the form, and also section 6 if relevant to you, and then submit it to your School/Unit Contact by clicking 'Submit to School/Unit Contact for Review' at the top of the form.
  • With School/Unit Contact for Review:Your School/Unit Contact reviews and updates your set-up form with additional information (e.g. start and end dates, names of timesheet approvers) and then submits it to their Head of School/Unit (or their nominee) for authorisation.
  • With Nominated Authoriser for Review:The Head of School/Unit authorises your set-up form – and submits to HR Operations for review.
  • With HR:The UCD HR Operations team receives your authorised set-up form:
    • Missing information? - If your form is missing information or requires clarification, e.g. if you have not uploaded the required documents in section 6, the form will be rejected back to you and you will receive an email from HR advising you of the reason. You will then need to update and re-submit your set-up form to your School/Unit Contact for it to be authorised again by the Head of School/Unit.
    • Everything in order - If your form is completed correctly, HR Ops will send you your contract for acceptance.
  • With Employee for Approval : 
    • If you log back into www.ucd.ie/external and click on Campus and My HR Forms you will see your form ID with status showing - With Employee for Approval **READY FOR SIGNING**. To the left-hand side of the Form ID number you will see a pen icon, if you click on this it will bring you to the Accept Contract screen for you to fill out and submit your accepted contract to HR Operations.
  • With HR Contract :
    • Your form will now be processed by UCD HR added to the HR system, and you will receive an email (Your Approver 1 will receive one also) advising you of your UCD personnel number and how to submit timesheets via the Employee Self Service (ESS) Portal.

Deadlines

To ensure timely payroll access, your Hourly Set-Up Form must be submitted to HR by:

Month

Deadline

December 2025

Wednesday, 26th November

January 2026

Monday, 5th January

February 2026

Tuesday, 3rd February

March 2026

Monday, 2nd March

April 2026

Wednesday, 1st April

May 2026

Friday, 1st May

June 2026

Tuesday, 2nd June

Timesheet Submission Deadlines (Monthly Payroll)

Timesheets must be approved by Approver 2 by 5:00 PM on the deadline date to be processed that month.

You will receive an email once your timesheet has been approved by Approver 1 and Approver 2. Please contact your School / Unit contact if there is a delay, to ensure your timesheet is fully approved by the deadline.

Month Approver 2 Deadline
December 2025 Monday, 8th December 
January 2026 Thursday, 15th January
February 2026 Thursday, 12th February
March 2026 Friday, 13th March
April 2026 Wednesday, 15th April
May 2026 Thursday, 14th May
June 2026 Monday, 15th June

Timesheet Submission Deadlines (Weekly Payroll)

Thursdays at 5.00 pm each week.

For Public Holidays, Easter. etc. the deadline is 5.00 pm on Wednesday.

Frequently Asked Questions

If a Tutor/ Demonstrator works for more than one School, a separate online set-up form is required from each School.

A copy of your Tutor/Demonstrator contract is available on InfoHub via My HR Form.

Please refer to the update my details section under HR A-Z.

Garda Vetting & Work Permits

Garda Vetting

UCD is required to conduct Garda Vetting for any staff members who will have regular access to children or vulnerable adults as part of their role. This applies to all staff, including hourly paid and short-term appointments. Vetting must be completed before the employee starts their position. Read more on Garda Vetting by clicking here.

Does the Role Require Garda Vetting?

Before hiring a new hourly paid employee , hiring managers must determine whether the role requires Garda Vetting. To check:

How Long Does Garda Vetting Last?

  • Garda Vetting in UCD is valid for three years.

  • UCD may request re-vetting at any time during employment, as required by law or university policy.

Can Garda Vetting Be Transferred from Another Organisation?

  • No, Garda Vetting is not transferrable between organisations.

  • Exceptions may apply if there is a formal vetting-sharing agreement between UCD and the other organisation.

Need Help?

For queries about Garda Vetting, contact (opens in a new window)staffvetting@ucd.ie. 

For more details, read more on the Garda Vetting Policy for Staff.

Work Permits & Visa Requirements for Hourly Paid Employees

Non-EU/EEA nationals must have a valid work permit before beginning any work at UCD. Payment cannot and will not be processed for individuals who start work without the appropriate authorisation.

It is the responsibility of the hiring School or Unit to ensure all required work permit and immigration paperwork is fully in place before the hourly paid employee commences work.

If an individual’s current immigration permission has expired before they submit a renewal application, they are considered out of permission and are not legally allowed to remain or work in Ireland. In such cases, access to submit claims will be removed and payment records ended until valid documentation is provided.

For more information on immigration permissions, permits, and renewals, please visit:
(opens in a new window)www.irishimmigration.ie/registering-your-immigration-permission

UCD Human Resources

Roebuck Offices, University College Dublin, Belfield, Dublin 4, Ireland.
T: +353 1 716 4900 | E: hrhelpdesk@ucd.ie | Location Map(opens in a new window)