Banner Confidentiality Guidelines

Banner is UCD's student Information system. Staff who have a business need to access student information may request access to the system. You need to read and agree to the following before requesting access to Banner.

Guidelines for authorised personnel in relation to the processing of personal data held on UCD administrative systems.

The purpose of these guidelines is to enable the University to comply with the terms of the Data Protection Acts 1988-2018 which lay down strict rules governing the protection of individuals with regard to the processing of personal data. Under the terms of the legislation

Personal data is
"data relating to a living individual who is or can be identified either from the data or from the data in conjunction with other information that is in, or is likely to come into, the possession of the data controller [UCD]", and

Processing is
"performing any operation or set of operations on the information or data, whether or not by automatic means, including 

a) obtaining, recording or keeping the information, or

b) collecting, recording, organising, storing, altering or adapting the information or data,

c) retrieving, consulting or using the information or data,

d) disclosing the information or data by transmitting, disseminating or otherwise."

The following guidelines must be strictly adhered to when processing personal data contained in any administrative application:

1. Security

a. Do not disclose your password to any other member of staff or individual; all staff members who need access, including temporary staff, should use their own login;

b. Do not disclose or discuss with any other member of staff or individual any personal data contained in any application other than those members of staff who require the information for administrative/educational purposes;

c. If it is necessary to print down personal data from an application, shred it when you are finished with it;

d. If it is necessary to hold a printout of personal data for a period of time, lock it away securely when not working on it and destroy by shredding as soon as possible;

e. When working at your desk, make sure screens displaying personal data are not visible to unauthorised persons, and close down applications or lock your workstation when leaving your desk, even temporarily;

f. If it is necessary to save data from an Administration System in another application on your PC, such as Excel, delete the file as soon as you have finished with it.

g. Do not save personal data onto your laptop or remove any personal data outside the university.


2. Accuracy

Notify immediately if you notice or become aware of any incorrect data on any system.