Get a username and password
UCD Connect accounts
All UCD staff and students need a username and password to use services on the UCD network. This is known as your Connect username and password. This gives you access to:
- A UCD computer account
- A UCD email account
- Many applications on the network (where applicable)*
All users of the UCD network must adhere to the Acceptable Usage Policy for UCD Computer & Network Systems.
*Access to systems depends on your role in the University. Please check the list of IT services entitlements here to see what services you are able to access.
First year students receive details of their Connect account with the information they receive from the University.
Your username is your CAO number and the first password* is date of birth (DDMMYY).
(*if you have already created a SISWeb password, use that to log in).
You need to change your password after a successful login, using UCD Password self service (selfpass.ucd.ie). Please do this as soon as possible.
Your email address and account will remain open for the duration of your academic career here in UCD. Once you graduate, you will retain access to your email and associated Google applications including Google calendar and unlimited storage space through Google Drive. Further details on this can be found on our Email for Life information web page.
Please note, access to all other IT services will close (e.g SISWeb, Office 365, Apps Anywhere, Online Library, Eduroam, Lab access, Blackboard etc) once you are no longer registered with the university.
Student Employees
All registered students do not require a "staff" type account. Once you have been set up on the HR system, your student Connect account will give the access you need to almost all IT services and CORE ESS,
Q. I am new to the University and I can login to SISWeb but I don’t have a UCD Connect email address. Why?
Your full Connect account will only be created once you have achieved a certain point in your registration status.
Q. Why is my password not working?
If you get a message to say your password has expired, then you can login with your old details to the UCD Password Self Service tool and set a new one.
If you cannot remember it at all, you can login UCD Password Self Service and use the Forgotten Password function. *This is dependant on you having a valid personal email address registered with us.
You can reset password at any time by using the UCD Password Self Service tool. It is a good idea to do this regularly.
If you are having any difficulty resetting your password yourself, please contact our IT Helpdesk, ithelpdesk@ucd.ie or phone 716 2700.
Q. I have graduated. Will I keep my email address after I leave UCD?
If you completed your programme from May 2013 onward, you will be able to keep your UCD email account and G suite applications. This will include access to the following:
- All of your emails and contacts
- Continued access to files in your Google Drive
- Your Google calendar
- Unlimited storage space on Google Drive
It is very important to note: While you will retain access to your email account and G suite applications after you graduate, you will not retain access to other IT Services including Office 365, OneDrive, Software Downloads, Library and the Virtual Learning Environments. This access stops on the last day of your last registered term.
Q. I didn’t graduate or complete my programme. How long do I have access to my emails and data for?
If you attended UCD anytime after May 2013 but did not complete your programme, or if you completed your programme before May 2013, or were an Occasional, Open Learning or Visiting student, your UCD email account will expire.
Your email account will close 180 days after the end date of your last registered term. For example, if you were last registered for the 2016/2017 academic year, your email account will expire 180 days after 31 August 2017.
Before the email account is closed, you will be sent 2 emails from UCD IT Services notifying you that your account will expire by a certain date. This is to allow time for you to move/save any important documents or information which is stored in your UCD email account. You will be sent the first email 60 days before the account is due to expire and you will be sent the second email 30 days before the account is due to expire.
Q. Do I keep my email account if I was an Occasional, Open Learning or Visiting student?
Occasional, Open Learning or Visiting student do not keep their email after they leave. The process for account expiry is the same for those students who didn’t graduate or complete their programme.
Q. I am Alumni but I graduated before May 2013. Can I get an @ucdconnect.ie email address now?
No, Alumni that graduated before this date cannot get an @ucdconnect.ie email address.
Q. Is there any way to keep my email address open longer than the date given in my expiry email?
Unfortunately not. Your Connect email address and services are directly linked to your student registration status.
On some occasions however, there may be an issue with your university registration and this is why you have received this mail from us. If you think that you have received this mail in error, it is advisable that you check your registration status with the UCD Student Desk.
Q. I am using Office 365, including OneDrive. How long after I leave UCD do I keep this service?
Office 365 is licenced for active registered students only so your Office installations will deactivate in the last day of your last registered term. For example, if you were last registered for the 2016/2017 academic year, your Office 365 (including Office installations and OneDrive file storage) will close on 31 August 2017.
If you have used OneDrive storage for the duration of your time here, it is very important to back up your files before the last day of your last registered term. IT Services can retrieve them for only up to 30 days after this date, then they are gone.
Q. The spelling in my email address is wrong. Can this be fixed?
Yes. Please refer to the steps in our UCD Email Guidelines document on how to request this.
Q. I am a working student and I have a Personnel number. Do I need a staff type account?
As long as you are an active student, you just login to Core ESS with your student Connect IT account credentials. Your HR record is set up to reflect this.
Once your HR record has been completed, you will receive an email from UCD IT Services containing your Personnel number. This will go to the personal email address that you have provided to the University.*
You will be invited to activate your new Connect account and email address. Just follow the steps on screen. Information on this process is available on our account activation webpage.
This process refers to categories of permanent, temporary contract & Non Contractual Appointee.
Remember: This account and email address will expire when your contract ends.
*Q. What if I don’t have a personal email address?
A. You should create one just for use as a personal contact email for UCD – It is needed for the account activation process and can be used to recover UCD Connect passwords for the UCD Password Self Service tool at a later stage.
*Q. Where can I see what personal email address that I have given the University?
A. This will be recorded in Infohub, under My Profile, then select Email Preferences.
*Q. Can I change the personal email address that I have provided?
A. Yes. This can be changed in Infohub, under My Profile, then select Email Preferences at any time.
Q. I didn’t get a Step 1 email inviting me to set up my Connect account.
Please check if you have the correct personal email address against your record. It is important that we have somewhere to send the first email.
Q. What kind of personal email address should I use?
You should use a non UCD email address that hasn't been used as a contact for other UCD interactions (e.g. gym membership, cinema tickets, parking etc) It is needed for the account activation process and can be used to recover UCD Connect passwords for the UCD Password Self Service tool at a later stage.
Q. Where can I see what personal email address that I have given the University?
This will be recorded in Infohub. Login to Infohub, go to My Profile, then select Email Preferences.
Q. Can I change the personal email address that I have provided?
Yes. This can be changed in Infohub, under My Profile, then select Email Preferences at any time.
Q. I am leaving UCD. How long will I have access to my email address and google drive.
Approx 15 - 30 days after your recorded leaving date on HR, you will be sent an UCD Connect account expiry notification, giving you a further 2 weeks notice to backup your emails, transfer your data and transfer ownership of shared Google files back to your unit.
note: access to Business Systems ceases on your leaving date
Q. I received the account expiry notification, but I am still working in UCD. Will my email address close?
Please check with your School or Unit that your HR record is still active. This notification is send based on your status in the HR system.
Q. I am leaving UCD. Can I have my mails forwarded to a personal email?
Yes you can for a limited time. Please see full details on how to apply on our Mail Forwarding web page.
Q. I am leaving UCD but I’d like to keep my email address. Is this possible?
Under normal circumstances no. However, if your Head of School or Unit requests that you keep your email address for University business only, then we can arrange a transfer of your email address from a Staff Connect IT account to a Sponsored Connect IT account. The account will then fall under the normal Sponsored Connect IT account rules.
Q. I have come back on the HR system and would like to keep my Sponsored Connect IT account email address.
While we can do a once off transfer from a staff Connect IT account to a Sponsored Connect IT Account on leaving UCD, we cannot transfer the other way. You will be issued with a new Staff Connect IT are directly linked to your Personnel status, including access to centrally authenticated systems (e.g Business Systems and Core ESS - personal pay related information and timesheets).
You can continue using the Sponsored Connect IT account, as long as it is approved by your School or unit.
Q. I have a staff member starting. Can I request a Sponsored Connect IT account for them?
No. Once your new staff members personnel record is set up they will receive an email, inviting them to activate their Staff Connect IT account. If you request a Sponsored account in advance of this they will be issued with a Sponsored Connect IT account which will not be correctly linked to their Personnel record, and will provide them with limited access to IT services. IT Services cannot later transfer/merge of accounts.
It is recommended that the School contact HR to see if there is further information they can provide for the incoming staff member.
Once your HR record has been completed, you will receive a confirmation mail from HR containing your Personnel number and instructions on how to collect your Connect account.
In order to start the process of activating your new Connect account and email address, you will need to log in to Infohub, select My Profile on the top right hand corner and select Request UCD Connect Account. You will then receive an email to the personal email address that you have provided to the University.
From here, you will be invited to activate your new Connect account and email address. Just follow the steps on screen. Information on this process is available on our account activation webpage.
This process refers to categories of Casual Hourly Claimants and Retired staff who don’t have a Connect username.
Remember: This account and email address will expire when you leave UCD.
This process does not apply to working students. Please see section on Student accounts.
Q. I have been given a Visitor number starting V*******. I can’t login to Core ESS to complete my timesheet. What do I do?
If you still have a Visitor number and you are due to fill in timesheets, you have contacted IT Services too early and your personnel record (P******) hasn’t been processed. Your School must send your approved Visitor number and form to UCD HR, who in turn will create your UCD HR record.
You will then get an email from UCD HR telling you that you have been set up with a new Personnel number. UCD HR provide instruction within this email on how to “Request UCD Connect account”
You need a UCD Connect account to complete your timesheet (as well as the other services that your Connect account provides)
We would advise if you haven’t received this email, you should contact your school to see if they have processed your form and sent it to UCD HR. They can follow up with UCD HR on your behalf.
Also please make sure that the contact email address that the university has for you is up to date.
Q. I didn’t get a Step 1 email inviting me to set up my Connect account.
If you haven’t done so already, go into Infohub and under My Profile, Click To and click on Request UCD Connect account button. This will send you a Step 1 email.
Please check if you have the correct personal email address against your record. It is important that we have somewhere to send the first email.
Q. What kind of personal email address should I use?
You should use a non UCD email address that hasn't been used as a contact for other UCD interactions (e.g. gym membership, cinema tickets, parking etc) It is needed for the account activation process and can be used to recover UCD Connect passwords for the UCD Password Self Service tool at a later stage.
Q. Where can I see what personal email address that I have given the University?
This will be recorded in Infohub. Login to Infohub, go to My Profile, then select Email Preferences.
Q. Can I change the personal email address that I have provided?
Yes. This can be changed in Infohub, under My Profile, then select Email Preferences at any time.
Sponsored Connect IT Accounts
Important notice for Sponsored Accounts from January 2019 - IT Services will be conducting a full review of access to UCD IT systems given to people who are not employed by or studying in UCD. This review will be done with other service providers in the university. As a result, the criteria below is subject to change and requests for access may not be processed.
Sponsored Connect IT accounts are set up to facilitate people who require access to IT systems on behalf of Schools & Units, who are not students or employees of the university. A Visitor number and associated Connect account can be created on request, subject to review.
New request and collection process from January 3 2019:
In order to apply, the Head of School or Unit (or their nominee) must complete a form containing all the details below. The Sponsor must be the Head of School or Unit.
The request form is available here.
The mail must contain ALL of the following details on order to complete the request:
- Sponsors name and personnel number
- College and School or Department that the account will be associated with
- Name of the person for whom the account is for
- The personal email address of the person for whom the account is for*
- Start and end date (maximum 12 months)
- Please indicate if the account is for:
- Temporary Admin/Professional
- Visiting Academic
- You will be asked to confirm if this person is not going on the central UCD HR system in the future.
The form will generate an email request to our IT Helpdesk. A copy of this request will be sent to the Sponsor. Once our IT Helpdesk has verified and created the Visitor record, an email will be sent to the persons personal email address* inviting them to activate their new Connect IT account. (This may take up to 2 working days) Please follow the steps on screen. Information on this process is available on our account activation webpage.
Please note the following important information in relation to Sponsored Connect IT Accounts:
By requesting a Sponsored Connect account for a person, the School must be aware that both the person who the account is for and the Head of School are bound by the Acceptable Usage Policy for that account.
- All Sponsored accounts have a maximum duration of 12 months from the time of creation.
- Due to licencing restrictions, Sponsored Connect IT accounts do not provide the same access as a full staff account.
- Only Visiting academics have access to online library resources
- If the person goes onto the central HR system, they will get a new Connect account associated with that record. Sponsored Connect IT accounts cannot be transferred.
- An email is sent 30 days in advance of the expiry date to give the account holder an opportunity to extend the account for another year.
- The email expiry notification is also sent to the Sponsor
Notes about the personal email address:
*Q. What kind of personal email address should I use?
A. You should use a non UCD email address that hasn't been used as a contact for other UCD interactions (e.g. gym membership, cinema tickets, parking etc) It is needed for the account activation process and can be used to recover UCD Connect passwords for the UCD Password Self Service tool at a later stage.
*Q. Where can I see what personal email address that I have given the University?
A. This will be recorded in Infohub, under My Profile, then select Email Preferences.
*Q. Can I change the personal email address that I have provided?
A. Yes. This can be changed in Infohub, under My Profile, then select Email Preferences at any time.
Q. I am the Head of my unit. Can I nominate my school manager to complete the request forms on my behalf?
Yes. You must be the Sponsor but you can nominate someone in your School or Unit to complete the form. As Sponsor, you will receive a copy of the output form for your information. If you receive this mail and have not agreed to Sponsor an IT account, you must contact the IT Helpdesk immediately.
Q. I am a sponsor of lots of Sponsored Connect IT accounts and/or Email only accounts. Is there any way that I can renew these annually myself (if required), rather than have to go through the Helpdesk?
Yes. In 2019, we are starting to roll out self management to schools and units of their Sponsored Connect IT account and email only account. This means that the designated manager/approver in a School or Unit can review and extend the accounts that are assigned to their unit.
Q. Can I request that my unit be included in this pilot?
Yes, pending review.
As we are still in pilot with this new service, you can contact our IT Helpdesk. They will send your request to the project team and someone will be in contact
Q. I have a Visitor number and an associated Sponsored Connect IT Account, but I am now on the UCD HR system and have a new Personnel number and a new Full Staff account. Can these accounts be merged?
No. Sponsored Connect IT Account cannot be transferred over to a Staff Connect IT accounts. Staff Connect IT are directly linked to your Personnel status, including access to centrally authenticated systems (e.g Business Systems and Core ESS - personal pay related information and timesheets). You can continue using the Sponsored Connect IT account, as long as it is approved by your School or unit
Q. What kind of personal email address should I use?
You should use a non UCD email address that hasn't been used as a contact for other UCD interactions (e.g. gym membership, cinema tickets, parking etc) It is needed for the account activation process and can be used to recover UCD Connect passwords for the UCD Password Self Service tool at a later stage.
Q. Where can I see what personal email address that I have given the University?
This will be recorded in Infohub. Login to Infohub, go to My Profile, then select Email Preferences.
Q. Can I change the personal email address that I have provided?
Yes. This can be changed in Infohub, under My Profile, then select Email Preferences at any time.
Q. I didn’t get a Step 1 email inviting me to set up my Connect account.
Please check if you have the correct personal email address against your record. It is important that we have somewhere to send the first email.
Q. What kind of personal email address should I use?
You should use a non UCD email address that hasn't been used as a contact for other UCD interactions (e.g. gym membership, cinema tickets, parking etc) It is needed for the account activation process and can be used to recover UCD Connect passwords for the UCD Password Self Service tool at a later stage.
Q. Where can I see what personal email address that I have given the University?
This will be recorded in Infohub. Login to Infohub, go to My Profile, then select Email Preferences.
Q. Can I change the personal email address that I have provided?
Yes. This can be changed in Infohub, under My Profile, then select Email Preferences at any time.
Q. I am leaving UCD. How long will I have access to my email address and google drive.
Approx 15 - 30 days after your recorded leaving date on HR, you will be sent an UCD Connect account expiry notification, giving you a further 2 weeks notice to backup your emails, transfer your data and transfer ownership of shared Google files back to your unit.
note: access to Business Systems ceases on your leaving date
Q. I received the account expiry notification, but I am still working in UCD. Will my email address close?
Please check with your School or Unit that your HR record is still active. This notification is send based on your status in the HR system.
Q. I am leaving UCD. Can I have my mails forwarded to a personal email?
Yes you can for a limited time. Please see full details on how to apply on our Mail Forwarding web page.
Q. I am leaving UCD but I’d like to keep my email address. Is this possible?
Under normal circumstances no. However, if your Head of School or Unit requests that you keep your email address for University business only, then we can arrange a transfer of your email address from a Staff Connect IT account to a Sponsored Connect IT account. The account will then fall under the normal Sponsored Connect IT account rules.
Q. I have come back on the HR system and would like to keep my Sponsored Connect IT account email address.
While we can do a once off transfer from a staff Connect IT account to a Sponsored Connect IT Account on leaving UCD, we cannot transfer the other way. You will be issued with a new Staff Connect IT are directly linked to your Personnel status, including access to centrally authenticated systems (e.g Business Systems and Core ESS - personal pay related information and timesheets).
You can continue using the Sponsored Connect IT account, as long as it is approved by your School or unit.
Q. I have a staff member starting. Can I request a Sponsored Connect IT account for them?
No. Once your new staff members personnel record is set up they will receive an email, inviting them to activate their Staff Connect IT account. If you request a Sponsored account in advance of this they will be issued with a Sponsored Connect IT account which will not be correctly linked to their Personnel record, and will provide them with limited access to IT services. IT Services cannot later transfer/merge of accounts.
It is recommended that the School contact HR to see if there is further information they can provide for the incoming staff member.
Email only Connect accounts
Email only accounts are Connect accounts that are used for handling email for a specific function. e.g. school, college or event. These accounts are not given access to other IT services.
To apply for one of these accounts, please email ithelpdesk@ucd.ie with the following information:
• Required email address e.g event@ucd.ie
• Display name e.g Event Name
• Sponsors Personnel number
The sponsor must be a UCD staff member
For security reasons details are not sent via email.
Email only accounts are open for 1 year after the time of creation. An email will be sent 30 days in advance of the expiry date to give the account holder the opportunity to extend the account for another year.
This mail expiry notification will also be sent to the Sponsor of the email only Connect account. In the event that the original Sponsor is no longer working for the unit, please make arrangements with us change the Sponsor details.
Q. I am a sponsor of lots of Sponsored Connect IT accounts and/or Email only accounts. Is there any way that I can renew these annually myself (if required), rather than have to go through the Helpdesk?
Yes. In 2019, we are starting to roll out self management to schools and units of their Sponsored Connect IT account and email only account. This means that the designated manager/approver in a School or Unit can review and extend the accounts that are assigned to their unit.
Q. Can I request that my unit be included in this pilot?
Yes, pending review. As we are still in pilot with this new service, you can contact our IT Helpdesk. They will send your query to the project team and someone will be in contact
Guidelines for the generation of personal UCD Email addresses
IT Services Policy for the expiry and deletion of IT Accounts (all categories)