V
University College Dublin
The Bursar’s Office Guidelines for School & Support – Unit
Heads
Table of Contents
1.0 Introduction
1
2.0 Finance Office
2
2.1 Brief Description of the Office’s Functions as relevant to School/Support Unit Heads
2
2.2 Organisation Structure of the Finance Office
2
2.3 Key Contacts
2
2.4 Functions of the Finance Office
2.4.1
3
School/Support-Unit Non-Pay Budget
3
2.4.2
Purchase Orders and Payment of Invoices
3
2.4.3
Staff Expenses
4
2.4.4
Research & School/Support-Unit Accounts
4
2.4.5
Capital Equipment
5
2.4.6
Disposal of Assets
5
2.4.7
Financial Planning & Resources Unit
5
2.4.8
Payroll
6
2.4.9
Procedures of the Finance Office
6
2.5 Further Information
3.0 Fees & Grants Office
4.0
3
Financial Information & Assistance
6
7
3.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit
7
3.2 Organisation Structure of the Fees & Grants Office
7
3.3 Key Contacts
7
3.4 Functions of the Fees & Grants Office
8
3.4.1
Payment of Fees
8
3.4.2
Fees Concessions
9
3.4.3
Research Scholarships, Grants or Prizes
9
3.4.4
Student Exchange Agreements
11
3.4.5
Procedures of the Fees & Grants Office
11
3.5 Your Responsibilities
11
3.6 Further Information
11
Procurement and Contracts Office
12
4.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit Heads
12
4.2 Organisation Structure of the Procurement and Contracts Office
12
4.3 Key Contacts
12
4.4 Functions of the Procurement and Contracts Office
12
4.4.1
4.4.2
Understanding the Procurement Rules and Application of UCD Procurement Policy and
Procedures
12
Procurement Training & Development
13
4.4.3
Tender Advice and Support
14
4.4.4
Supplier Negotiations and Contract Management
14
4.4.5
Procedures of the Procurement and Contracts Office
15
4.5 Your Responsibilities
15
4.6 Further Information
15
5.0 Office of the Corporate & Legal Affairs Secretary
16
5.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit Heads
16
5.2 Organisation Structure of the Corporate and Legal Affairs Office
16
5.3 Key Contacts
16
5.4 Functions of the Corporate & Legal Affairs Office
17
5.4.1
Legal Agreements, Institutional Signature and Custody of University Seal
17
5.4.2
Court and Legal Proceedings Advice and Support
17
5.4.3
Legislative Compliance
18
5.4.4
Company Secretarial Services
18
5.4.5
Loan or Gift Arrangements, Safekeeping of Original Documents
18
5.4.6
Enforcement Notices
18
5.4.7
Procedures of the Corporate & Legal Affairs Office
19
5.5 Your Responsibilities
19
5.6 Further Information
19
6.0 Records Management & Freedom of Information Unit
6.1
Brief Description of the Unit’s Function as relevant to School/Support-Unit Heads
20
20
6.2 Organisational Structure of the Unit
20
6.3 Key Contacts
20
6.4 Functions of the Record Management and Freedom of Information Unit
20
6.4.1
Records Management
20
6.4.2
Freedom of Information
21
6.4.3
Data Protection
21
6.4.4
Procedures of the Records Management and Freedom of Information Unit
21
6.5 Your Responsibilities
22
6.6 Further Information
22
7.0 Safety Office
23
7.1 Brief Description of the Office’s Function as relevant to School/Support-Unit Heads
23
7.2 Organisational Structure of the University Safety Office
23
7.3 Key Contacts
23
7.4 Functions of the University Safety Office
24
7.4.1
Insurance
24
7.4.2
University Health & Safety
25
7.4.3
Occupational Health
25
7.4.4
Environmental Compliance
26
7.4.5
Procedures of the Safety Office
26
7.5 Your Responsibilities
26
7.6 Further Information
26
8.0 Management Services Unit
27
8.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit Heads
27
8.2 Organisational Structure of the Management Services Unit
27
8.3 Key Contacts
28
8.4 Functions of the Management Services Unit
28
8.4.1
IT Support for UCD’s Business Systems
28
8.4.2
System and Software Procurement
28
8.4.3
Business Consulting
28
8.4.4
Management Information Support
29
8.4.5
3rd
29
8.4.6
Procedures of the MSU
Party management
29
8.5 Your Responsibilities
30
8.6 Further Information
30
9.0 Commercial Office
31
9.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit Heads
31
9.2 Organisational Structure of the Commercial Office
31
9.3 Key Contacts
32
9.4 Functions of the Commercial Office
32
9.4.1
Conferences and Events
32
9.4.2
Catering Arrangements
33
9.4.3
Accommodation Hire
33
9.4.4
Commercial Licences
33
9.4.5
Procedures of the Commercial Office
34
9.5 Your Responsibilities
34
9.6 Further Information
34
10.0 Buildings Office
35
10.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit Heads
35
10.2 Organisational Structure of the Buildings Office
35
10.3 Key Contacts
35
10.4 Functions of the Buildings Office
36
10.4.1
Procurement & Management of Large-Scale Capital Projects
36
10.4.2
Services & Facilities
36
10.4.3
Traffic & Transport Management
37
10.4.4
Security & University ‘Unicare’ Programme
38
10.4.5
Telematic Support
38
10.4.6
Landscape & Grounds
39
10.4.7
Buildings Energy Management System (BEMS)
39
10.4.8
Procedures of the Buildings Office
39
10.5 Your Responsibilities
39
10.6 Further Information
40
The Bursar’s Office – Guidelines for School/Support-Unit Heads
1.0 Introduction
This short guidebook has been developed to assist School/Support-Unit Heads in understanding the
functions and services provided by the Bursar’s Office and to understand their responsibilities in relation
to the Bursar’s Office. All units which fall under the responsibility of the Bursar as illustrated in the
organisation structure below are included in this guide.
All of the offices or units illustrated in the organisation structure shown above are included in this
guidebook, each in separate sections. Each section will be updated by the relevant unit to ensure that
the information it contains is relevant and up-to-date. Each section has been deliberately kept as
concise as possible, however it should nonetheless assist you in gaining a full understanding of the
activities and services provided within the Bursar’s Office, in being clear and direct you to where more
detailed information is located.
The guidelines and information provided in this handbook may need to be adjusted as a result of any
University reorganisation and School/Support-Unit restructuring in the future.
1
Finance Office
2.0 Finance Office
2.1 Brief Description of the Office’s Functions as relevant to School/SupportUnit Heads:
The Finance Office has responsibility for the overall management of the University’s finances. As
illustrated below, the Office is divided between two main functions – Financial Management and
Financial Planning & Resources. In addition to its main financial function, it provides information and
advice to Principals and School/Support-Unit Heads to support them in meeting their financial
management responsibilities.
2.2 Organisation Structure of the Finance Office:
2.3 Key Contacts:
Persons Responsible:
Donal Doolan – Head Financial Management
Helen Miller – Head Financial Planning & Resources
Contact
Area
of Telephone
Email
Website
www.ucd.ie/bursar
Responsibility
Number
Finance Office
General Enquiries
Ext: 1497
bursar@ucd.ie
Financial
Accounts Queries
N/A
accounts.queries@ucd.ie
N/A
expenses@ucd.ie
Orders and Payments
Ext 1469
accounts.queries@ucd.ie
Payroll Administration
Ext 1682
payroll@ucd.ie
Management
Expenses
Travel
or
other
expenses claims
Accounts
Payable
Payroll
Enquiries
A complete and up-to-date list of Finance Office staff may be found on the Bursar’s Office website at
www.ucd.ie/bursar.
2
Finance Office
2.4 Functions of the Finance Office:
2.4.1
Financial Information & Assistance:
School/Support-Unit Heads have a number of financial responsibilities as summarised below:

Management of the School/Support-Unit’s non-pay budget:

Monitoring of School research or other accounts

Monitoring and approval of staff expenses

Maintenance of a register of capital equipment within the School/Support Unit

Forwarding of sick certificates to payroll office

Provision of unit cost information as required
Information relating to most of these activities are provided in monthly management reports prepared by
the Finance Office. However further assistance and support may be required. The Finance Office is
therefore also available to provide training or assistance in all matters of financial management or in the
interpretation of financial information. Further information relating to School/Support-Unit financial
management is outlined below:
2.4.2
School/Support-Unit Non-Pay Budget:
Each School/Support Unit is treated as an individual cost centre with an associated budget. The
School/Support-Unit Head negotiates this budget (e.g. travel, supplies, tutor/demonstrator costs but
excluding other staff pay costs) with the College Principal. Once the budget has been allocated, the
School/Support-Unit Head has the following responsibilities:

Ensure that only expenditure relevant to the administration of the School/Support Unit is
charged against the School/Support Unit’s budget.

Review progress against budget through monthly expenditure and budget report that is issued
to all School/Support-Unit Heads by the Finance Office.
The finance office will assist School/Support-Unit heads in managing their budgets on request and will
ensure that any surplus or deficits are brought forward (subject to approval by the Principal).
2.4.3
Purchase Orders and Payment of Invoices:
All expenditure chargeable to the School/Support Unit cost centre should be authorised by the
School/Support-Unit Head (or a person nominated). University procurement policy should be observed
and in this regard, the Procurement Office (www.ucd.ie/procure) provides advice on procurement policy
or preferred suppliers, purchase orders and purchases exceeding a minimum amount.

Placing an Order: A UCD order form should be completed and sent to the supplier in respect
of all orders placed. Order forms are available from the Accounts Payable Office. The
procedure for placing a purchase order may be found on the Bursar’s Office website.
3
Finance Office

Payment of Invoices: UCD is subject to prompt payment legislation which requires the
payment of invoices within 30 days of receipt of goods. Therefore it is important that invoices
received are forwarded to the Accounts Payable Office as soon as they have been received
into the School/Support Unit. The procedure for payment of invoices can be found on the
Bursars Office website and the necessary coding slips which should accompany invoices are
available from the Accounts Payable Office.
2.4.4
Staff Expenses:
The University’s policy in relation to travel expenses can be found on the website of the Bursar’s
Office. The requisite forms for claiming expenses may also be found here. These must be
completed by the claimant and authorised by the School/Support-Unit Head before being returned
to the Accounts School/Support Unit of the Bursar’s Office.

The School/Support-Unit Head is responsible for authorising the expense claims of
School/Support-Unit staff members. It is important that the School/Support-Unit Head is
satisfied that the expenses are genuine, properly vouched, and related to University
business.

Expenses incurred by the School/Support-Unit Head must be authorised by Principal of
the College.

When claiming expenses for mileage, the claimant must certify that they have appropriate
insurance.
2.4.5
Research & School/Support-Unit Accounts:
School/Support-Unit Heads are responsible for research and other accounts related to their
School/Support Unit. The Finance Office provides School/Support-Unit Heads with monthly reports
regarding the status of these accounts which should be monitored regularly. Specifically the following
requirements apply:

The School/Support-Unit Head is responsible for ensuring that all of these accounts have
an up-to-date budget in place.

Deficits on research accounts which commenced after January 1st, 2001 will be charged
to the School/Support Unit. School/Support-Unit Heads should confirm at regular intervals
with staff members that there are no funding difficulties in relation to their research
accounts. Staff members should inform their School/Support-Unit Head immediately after
they become aware of a funding problem.

School/ Support-Unit accounts should be kept in credit at all times. If deficits do arise,
they will be charged to the School/Support Unit.
4
Finance Office

School/Support Unit should ensure that accounts of staff members who are retiring or
leaving should be either closed or transferred to another staff member.
Deficits on
School/Support Unital or research accounts should be cleared prior to the departure of the
staff member.
Support in the management of research accounts is available from the Post Award Research Office
who should be contacted with specific queries relating to the management of research accounts.
2.4.6
Capital Equipment
UCD is required to keep a register of all equipment owned throughout the University. The compilation
of this register is coordinated through the Finance Office, however each School/Support-Unit Head is
responsible for ensuring that an up-to-date register of capital equipment (computers, laboratory
equipment, teaching equipment) is maintained within the School/Support Unit. The Finance Office will
provide advice and assistance to a School/Support Unit on the most appropriate way to maintain an
asset register.
2.4.7
Disposal of Assets
School/Support-Unit assets which should include assets purchased through School/Support-Unit
research accounts should not be sold without the authorisation of the School/Support-Unit Head. All
disposals should be made at the market value of the asset at the date of sale and should be notified to
the Finance Office to allow the fixed asset register to be adjusted.
2.4.8
Financial Planning & Resources Unit
The University’s financial planning and resources unit plans and manages the allocation of resources
across the University according to the University’s Resource Allocation Model. In addition, the unit also
receives submissions for new initiatives, maintains the University’s Management Reporting Structures
and prepares an annual unit-cost report for the HEA.

Resource Allocation: Colleges and Support Units are allocated their budgets on an annual
basis as determined by the resource allocation model. The model is fully transparent and a
description of provided on the Bursar’s Office website.

Unit Cost Model: The unit cost report determines the allocation of UCD’s block grant provided
by the HEA. The preparation of this report is dependent on the provision of relevant
information regarding student numbers, contact hours etc. from School/Support-Unit Heads.
This information will be requested by the Finance Office and it is important that these are
completed and returned as requested.
5
Finance Office

Management Reporting Structures: These structures drive the content of the monthly
management reports sent to all School/Support Units. Requests for additional financial
reporting must come through a College Principal, not directly from a School/Support Unit.

Financial Planning for New Initiatives: Submissions for new initiatives must be made through
the College Office rather than a School/Support Unit. Therefore, queries regarding planning
for new initiatives should be first directed to the relevant College Office.
Authorisation of Posts: Submissions for new or replacement posts must be made to the College and
confirmed with the Principal in the first instance. Signed post authorisation forms should then be
forwarded to the Personnel Office.
2.4.9
Payroll:
School/Support-Unit payroll issues are managed through the Payroll Office who should be contacted
with pay-related queries, including the reporting of sick leave. In relation to sick leave, School/SupportUnit Heads are responsible for ensuring that a member of staff who takes sick leave for a period of
more than three days submits a doctor’s certificate to the Payroll Office.
2.4.10 Procedures of the Finance Office
Information and assistance in the procedures of the Finance Office relating to the functions described
here are available from the Bursar’s Office website or by contacting the relevant office contact.
2.5 Further Information
For further queries about any of the above or for any other related information, please refer to the
Bursar’s Office website, (www.ucd.ie/bursar).
Queries regarding invoices or payments may be directed to accounts.queries@ucd.ie
Queries regarding the payroll process may be directed to payroll@ucd.ie
Revision
Revision:
No. 1
Date:
March 2005
6
Finance Office
3.0 Fees & Grants Office
3.1 Brief Description of the Office’s Functions as relevant to School/SupportUnit Heads:
The Fees and Grants Office is responsible for management, administration and information relating to
payments of fees to the University. The Office also looks after the administration of University
scholarships and grant and award payments to students including awards from research accounts and
trust funds, medals and other prizes.
3.2 Organisation Structure of the Fees & Grants Office:
Reporting into the Bursar’s Office, the Fees and Grants Office is structured as follows:
Manager, Fees & Grants
Administration
(Grants )
Administration
(Fees)
,
Local Authority Grants
,
Medals (supplied & engraved)
Administration
(Free Fees /
Concessions)
)
Tutor Demonstration
Concessions
Internal
Transfers
Thesis Extension without
Fees
Fee Collection
/
Fee status assessment
Banner Records
Bench fees
Administration
(Transactions)
Deposits
Bank Transfers
The office has a total of seven staff working within these four areas.
3.3 Key Contacts:
Person Responsible: Deirdre Grattan
Contact
Area
of Telephone No
Responsibility
Email
Deirdre
Grattan
Fees
&
Grants Office
Mary O’Neill
Manager, Fees &
Grants
General Contact
Ext 1456
deirdre.grattan@ucd.ie
Ext 1431 / 1405
fees@ucd.ie
Research Awards,
Scholarships, etc
Special
fees
requirements
Local
Authority
grants
Staff concessions
/free fee exceptions
Ext 1434
mary.oneill@ucd.ie
Ext 1439
mary.e.oneill1@ucd.ie
Ext 1486
Siobhan.m.Morrissey@ucd.ie
Ext 1405
david.j.obrien@ucd.ie
Mary
E
O’Neill
Siobhan
Morrissey
David O’Brien
Website
www.ucd.ie/fees
7
Finance Office
Contact
Area
of Telephone No
Responsibility
Email
Mary
Hutchinson
Damian
Dempsey
Mary Hyland
Overseas sponsors/
grant agencies
Deposits & bank
transfers
Receipts for visa
application
/
Phased payments
Ext 1435
Mary.Hutchinson@ucd.ie
Ext 1431
damian.dempsey@ucd.ie
Ext 1433
Mary.hyland@ucd.ie
Website
3.4 Functions of the Fees & Grants Office:
3.4.1
Payment of Fees
Although for the most part, fulltime undergraduate fees are paid by the Exchequer, there are a number
of instances where students do not qualify for support. The criteria set by the Department of Education
and Science is implemented by Fees & Grants and decisions are made on exceptions.
Postgraduate students are either liable for their own fee payment or are in receipt of grants or
sponsorship. Where no external fee support is available a staff member may choose to pay fees on
behalf of a student by internal transfer as follows:

Payment by internal transfer from a UCD research account
This involves payment of a postgraduate student’s fees from a specific research account and may
include the payment of fees awarded as part of a scholarship (see below).
o
The research account holder must complete an ‘Internal Transfer’ form, providing
information regarding the student, fees and research account details.
o
The form is available on ucd.ie/fees and must be completed and returned each time
an instalment of fees is due.
o
Once authorisation and relevant information have been received, Fees & Grants
Office ensure accurate and timely payment of fees.

Payment of Bench Fees: Bench fees apply to non-EU students who use laboratory facilities as
part of their study. A bench fee is a non-standard fee and the Fees & Grants Office must
therefore be informed when it is chargeable.
o
The School/Support-Unit Head or academic supervisor must inform the Fees and
Grants Office of Bench Fee charges on a case by case basis.
o
A Bench Fee claim form is available on ucd.ie/fees and must be completed and
returned to the office in order for the relevant fees to be charged.
o
The funding agent may require an itemised invoice for laboratory and consumable
usage by those students who are liable for bench fees. The invoice should be
submitted to the Fees & Grants Office for inclusion with the tuition invoice.
8
Finance Office
o
The Fees & Grants Office will provide information regarding qualifying circumstances
and process for charging of bench fees as requested.
3.4.2
Fee Concessions
In certain circumstances, staff and students may qualify for fee concessions. The Fees and Grants
Office will ensure that the correct procedures are followed in these instances.

Arrangement of a Staff Fees Concession: Depending on status and duration of tenure, a member
of staff or their spouse or children may qualify for a staff fee concession. The Fees and Grants
Office will provide information regarding the qualifying criteria for staff concessions, associated
terms and conditions as well as assistance regarding the application process as follows:
o
Staff fee concession form must be completed and returned to the Fees & Grants Office.
(Two staff concession forms are available, depending on whether the concession applies
to a member of staff or a member of their family).
Please note that family staff
concessions are only applicable to pre-1992 staff in certain circumstances.
o
The form must be completed by the applicant and approved by their School/Support-Unit
Head.

Arrangement of Fee Concessions for Tutors and Demonstrators : Postgraduate research students
who are registered and carry out a minimum of 6 hours per week qualify for a concession of half
their tuition fees.
o
The Fees & Grants Office will advise on the qualifying circumstances and process for
payment of tutor/demonstrator concessions.
o

A Tutor /Demonstrator Fee Concession form is available on ucd.ie/fees.
Fee concessions for Research Demonstrators: Students appointed as Research Demonstrators
are entitled to a concession of half the tuition fee. This concession is applied by Fees and Grants
Office following notification of the appointment to the Personnel Office.

Exemption from Fees for Thesis Extension on Medical or Academic Grounds : A student must
normally register and pay fees up to the date of thesis submission.
However, in certain
circumstances, an extension may be granted without requirement for further fees if there are bonafide reasons for requesting the extension as follows.

Medical Grounds – where a medical certificate can be provided

Academic Grounds – where a supervisor has been absent for a period of time.
The Fees & Grants Office will provide guidance on the qualifying circumstances for thesis extension
without further fee payment. Applications for thesis extensions without fees must be sent to the Fees &
Grants Office accompanied by a medical certificate for the relevant period or confirmation letter from the
School/Support-Unit Head.
9
Finance Office
Please Note :Fee concessions awarded to children and spouses of staff and to retired staff are subject
to benefit-in-kind tax deductions.

Repeat attendance – ‘free’ fee support: Academic tuition fees are normally payable by students
who need to repeat an academic year. However, students may claim ‘free’ fee support for a repeat
attendance if there are bona-fide medical reasons for having to repeat. The Fees and Grants
Office will advise on qualifying circumstances and a medical certificate for the relevant academic
year is required.
The Fees & Grants Office will also advise and assist Schools/Support Units in assessing the fees status
(EU or non-EU) of incoming undergraduate or postgraduate students.
3.4.3

Research Scholarships, Grants or Prizes
Award of Research Scholarships: The Fees & Grants Office must be informed of decisions relating
to the award of scholarships from research accounts, so that the office can process details of the
scholarship.
o
To set up a research scholarship, a number of forms must be completed and returned to
the Fees & Grants Office.

Scholarship Authorisation Form (details relating to the student and value of the
award)
o

Revenue Commissioners Scholarship Exemption Declaration Form

Payroll set-up for research scholarship.
The Fees & Grants Office will process a tax exemption with the revenue commissioners
and ensure that the recipient has been added to UCD’s payroll.
A guidance form outlining the process for completing the Revenue commissioners declaration form is
available from the Fees & Grants Office.
Further information and assistance regarding the
administrative procedures for establishing a research scholarship is available from : Mary O’Neill,
extension 1434.

Cessation of Scholarship Payments: If a research student who was the recipient of a research
scholarship no longer studies at UCD, his/her supervisor should inform Fees & Grants Office to
ensure that payment is stopped as soon as possible.

Award of Prizes: The Fees and Grants Office will make the necessary administrative arrangements
for award of special prizes by Colleges or Schools/Support-Units. Prior notice is required to give
sufficient time to make the necessary arrangements.
10
Finance Office
3.4.4
Student Exchange Agreements
Large scale student exchange agreements (for example, Erasmus) are currently dealt with on a formal
basis.
However, from time to time, Schools/Support Units develop new or once-off exchange
agreements which have an impact on the activities of the Fees & Grants Office. In such cases fees and
grants should be informed of these agreements in advance of the exchange student’s registration at
UCD.
3.4.5
Procedures of the Fees & Grants Office:
Information and assistance regarding the procedures of the Fees & Grants Office relating to the
functions described here are available at www.ucd.ie/fees
3.5 Your Responsibilities:
As School/Support-Unit Head, you should be aware of your responsibilities in relation to Fees and
Grants:

You must ensure that the Fees and Grants Office is informed of all non-standard payment of
fees (e.g. award of scholarship, payment of fees from a research account, application of bench
fees) and that the appropriate forms are completed and returned to the Office as required.

That applications for fees or other concessions by staff or students from your School/Support
Unit are reviewed and approved before forwarding to the Fees and Grants Office.

That the Fees & Grants Office receives adequate prior notice of relevant developments such
as new or once-off exchange arrangements or special requirements such as prizes,

You should ensure that the Fees & Grants Office are informed when an arrangement which
has relevance to the payment of fees or grants is discontinued.
3.6 Further Information
For further enquiries about any of the above or for any other related information, please refer to the
Fees & Grants website (www.ucd.ie/fees), email fees@ucd.ie or contact Ext 1431, 1405
Revision
Revision:
No. 1
Date :
March 2005
11
Procurement Office
4.0 Procurement and Contracts Office
4.1 Brief Description of the Office’s Functions as relevant to School/SupportUnit Heads:
UCD’s approach to purchasing is set down in its Procurement Policy and supported by internal
procedures. The Procurement and Contracts Office is responsible for implementing procurement policy
and procedures and provides support, training and advice to staff on purchasing issues. This includes
advising staff on the tendering process and running high value tenders on behalf of Schools/Support
Units.
4.2 Organisation Structure of the Procurement and Contracts Office:
UCD has one Procurement and Contracts Officer, supported by a Senior Executive Assistant.
4.3 Key Contacts:
Person Responsible: Orla O’Dea
Contact
Orla O’Dea
Area of
Telephone
Responsibility
Number
University
Ext 1590
Procurement
Email
Website
procurement@ucd.ie
www.ucd.ie/procure
&
Contracts Office
4.4 Functions of the Procurement and Contracts Office:
All Schools/Support Units should have a member of staff who is responsible for purchasing the goods
and services required by that School/Support Unit.
However, it is the responsibility of the
School/Support Unit Head to ensure that University procurement procedures are complied with and that
the person responsible for purchasing receives sufficient training through the Procurement and
Contracts Office’s training programme. Summarised here are the functions, procedures and services of
the University Procurement and Contracts Office that will assist Colleges and School/Support Units in
purchasing.
4.4.1
Understanding the Procurement Rules and Application of UCD
Procurement Policy and Procedures
12
Procurement Office
UCD’s procurement/purchasing policy and procedures are described on the Procurement and Contracts
Office website (www.ucd.ie/procure) and on the Bursar’s web site (www.ucd.ie/bursar) and include the
following:

Relevant National & EU Regulations: General information and links relating to Irish and EU
procurement guidelines may be obtained from the procurement website or by contacting the
Procurement and Contracts Office.

Selecting the Correct Purchasing Procedure: The Procurement and Contracts Office will advise
on the required approach to procurement as follows:

o
Requirements for competitive quotations
o
Choice of tendering process (competitive quotes, National tender, EU tender)
Expenditure thresholds which determine tendering process to be used in the purchase of
goods and/or services are outlined in the Procurement website, the Bursar’s website or can be
obtained by contacting the Procurement and Contracts Office.

Authorisation Requirements: Depending on the value of purchase and source of funding,
different levels of authorisation will be required.
These range from authorisation by
School/Support-Unit Head alone to multiple authorisation signatures. These requirements are
summarised in the ‘procedures’ section (Placing an Order) of
the Bursar’s web site
www.ucd.ie/bursar or may be clarified by contacting the Procurement and Contracts Office.
The Procurement and Contracts Office must be involved in all tenders which exceed the EU
threshold.

Procedures for placing an order, either paper-based (using the UCD order book available from
the Accounts Payable Office) or electronically (using the P.O.P system). The procedure for
placing paper-based purchase orders is available in the procedures section of the Bursar’s
web site and specific queries regarding the P.O.P. system should be directed to the Bursar’s
Office at Ext 1484 or finance@ucd.ie.

Terms & Conditions of Purchase: The standard terms and conditions of purchase which should
be sent to suppliers when placing purchase orders, are available for download from the
‘Documents’ page of the Procurement website.
4.4.2
Procurement Training & Development:
The Procurement and Contracts Office provides a procurement training and development programme
for staff who are involved in purchasing.
The purpose of the training is to ensure that each
School/Support Unit is familiar with the UCD, National and EU Procurement rules and is purchasing
from the UCD contracts list. It also develops the purchasing skills of the relevant staff members,
ensuring that each School/Support Unit achieves value for money from their budget. Details of training
13
Procurement Office
courses are provided on the procurement website (www.ucd.ie/procure), by email to
procurement@ucd.ie or by contacting the Procurement and Contracts Office at Ext 1590.
4.4.3
Tender Advice & Support:
Where quotations or competitive tendering are required, the Procurement and Contracts Office will
provide ongoing advice and assistance as follows:

Identification of the tender process required.

Running of EU tenders on behalf of Schools/Support Units and assistance with the running of
National tenders. The Office will also issue contract notices/ documents to the EU Journal
(OJEU) and the Irish Government’s web site (www.etenders.gov.ie).

Where expenditure is below the threshold for a National tender, then the Procurement and
Contracts Office may be able to assist by identifying suitable suppliers. However each
School/Support-Unit will be responsible for obtaining competitive quotations.

Generic tender documents suitable for use with National and EU tenders are available to
download from the Procurement website.

A tender evaluation score sheet is also available from the Procurement website (on
documents page). This is useful to the School/Support-Unit Buyer, no matter which tender
process is required, to show that a fair evaluation of bids or tenders took place. Although price
is always a key consideration, the cheapest quotation does not have to be selected. It is
essential to use this score sheet where the cheapest bid is not selected. Remember that under
Freedom of Information, you may be required to justify making a particular purchasing
decision!
4.4.4
Supplier Negotiations and Contract Management:
One of the main objectives of the Procurement and Contracts Office is to ensure that UCD achieves the
best value for money. It is in the interest of all Schools/Support Units to achieve the most favourable
arrangements with suppliers as cost savings are directly gained by the School/Support Unit. The
Procurement and Contracts Office provides the following supplier relationship services:

Existing running contracts: For a range of goods and services used routinely across the
University, the Procurement and Contracts Office has set up contracts. Why should you
purchase from these contracts?
1. To enjoy significantly lower prices
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Procurement Office
2. To avoid having to obtain competitive quotations (The Procurement and
Contracts Office has already tendered, so you don’t have to)
3. To comply with UCD procedures.
Details of existing contracts are available on the contracts page at
www.ucd.ie/procure.
Access is restricted to staff and a password is
available by e-mailing : procurement@ucd.ie
4.4.5
Procedures of the Procurements and Contracts Office:
Information and assistance regarding procurement procedures or procedures of the Procurement and
Contracts Office are available on its website (www.ucd.ie/procure) or directly from the Office.
4.5 Your Responsibilities
As School/Support-Unit Head you are responsible for ensuring that your School/Support Unit remains
compliant with procurement legislation and University policy in this area. In order to do so, you should
use the advice and resources provided by the University Procurement and Contracts Office to assist
you meet this responsibility.
4.6 Further Information
For further information or assistance regarding procurement procedures, please contact:
procurement@ucd.ie, Ext 1590 or www.ucd.ie/procure
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Office of the Corporate & Legal Affairs Secretary
5.0 Office of the Corporate & Legal Affairs Secretary
5.1 Brief Description of the Office’s Functions as relevant to School/SupportUnit Heads:
The Office of the Corporate & Legal Affairs Secretary provides oversight, advice and coordination of
matters relating to University legal agreements and Court proceedings, contractual arrangements and
legislative compliance. The office also has responsibility for two other operational units:

University Safety Office,

Records Management / Freedom of Information Unit
However, the functions of these Offices are dealt with separately in this guidebook.
5.2 Organisation Structure of the Corporate & Legal Affairs Office:
Reporting to the Bursar’s Office, the Corporate & Legal Affairs Office is structured as follows:
Corporate & Legal Affairs
Secretary
Corporate & Legal
Affairs Office
University Safety
Office
Compliance
Institutional legal &
contractual agreements
Legal / Insurance
advice
Company secretarial
duties
Refer to Chapter 7
Records Management/
Freedom of Information Unit
Refer to Chapter 6
5.3 Key Contacts:
Person Responsible: John Coman
Contact
Area
of
Telephone
Responsibility
Number
General
General Enquiries
Ext 1458
John Coman
Corporate & Legal
Ext 1458
Email
Website
corporate.legal@ucd.ie
www.ucd.ie/corporatesec
Affairs Secretary
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Office of the Corporate & Legal Affairs Secretary
5.4 Functions of the Corporate & Legal Affairs Office:
5.4.1
Legal Agreements, Institutional Signature and Custody of University
Seal
The Corporate & Legal Affairs Office manages the preparation, review and input of advice to UCD legal
documentation relating to:

acquisition or disposal of UCD property

leases or licences relating to UCD property

inter-institutional agreements (e.g. teaching hospitals or collaborative agreements relating to
academic courses)

However responsibility for other contractual arrangements is shared with a number of offices
according to the nature of those agreements.
o
Catering, 3rd party services etc. - Commercial Office (refer to Chapter 9)
o
Employment contracts – Personnel Office (refer to www.ucd.ie/personnel)
o
Construction Contracts – Buildings Office (refer to Chapter 10)
o
Funded Research (including joint research) – Office of Funded Research Support Services
(refer to www.ucd.ie/ofrss)
o
Protection and commercialisation of Intellectual Property – UCD Nova (refer to
www.ucd.ie/nova)

o
Purchasing Contracts – Procurement Office (refer to Chapter 4)
o
Insurance Contracts – University Safety Office (refer to Chapter 7)
Corporate & Legal Affairs offers a support and advisory role in these areas on a case by case
basis, particularly where exceptional or unusual circumstances or disputes arise but in general,
the office responsible (as above) should first be contacted.

The Office provides institutional signature of documents on behalf of the University and
maintains custody of the University Seal and reports on its use to the Finance, Remuneration
and Asset Management Committee of the Governing Authority.
5.4.2
Court and Legal Proceedings Advice & Support
The Corporate & Legal Affairs Secretary must be informed before legal advice is sought and will provide
information, advice and contacts as follows:

Advice and/or guidance regarding options and possible approaches to legal proceedings
including potential alternatives or settlements.

The Corporate & Legal Affairs Office will co-ordinate contact with UCD’s preferred solicitors in
the event of legal proceedings being pursued.
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Office of the Corporate & Legal Affairs Secretary
All invoices for legal advice are received into the Corporate & Legal Affairs Office and are generally
charged to the College or School/Support Unit that was involved.
5.4.3
Legislative Compliance
The Corporate & Legal Affairs Secretary monitors legislative developments and provides coordination
and communication to ensure that UCD is aware of and compliant with legislation that applies to any of
its activities. Specifically, the Corporate & Legal Affairs Secretary provides the following services:

Interpretation of legislation that is relevant to UCD.

A central point of contact within the University for communicating and coordinating
arrangements for legislative compliance.

However, Corporate & Legal Affairs is often not the primary source of information regarding the
implementation of particular legislation, but will direct you to the relevant office. e.g. the
University Safety Office is responsible for the hazardous substances legislation.
5.4.4
Company Secretarial Services
The Corporate & Legal Affairs Secretary fulfils the following company secretarial services:

Where a company is wholly-owned by UCD, Corporate & Legal Affairs Secretary will act in the
role of Company Secretary.

The office also provides general company advice to University Officers, University company
directors or UCD Nova

In relation to campus companies where UCD’s shareholding is generally less than 15%,
queries should be directed to UCD Nova. (nova@ucd.ie)
5.4.5
Loan or Gift Arrangements, Safekeeping of Original Documents
The Corporate & Legal Affairs Office provides safekeeping of original, legal documentation. The Office
also should be informed of all loan or gift agreements, donations or bequests to or from an external
party as it will provide legal and contractual support relating to such arrangements including important
equipment, art or manuscripts
5.4.6
Enforcement Notices
The Corporate & Legal Affairs Office should be notified of any enforcement notices or proceedings
received as it can provide advice and assistance in responding to enforcement notices in such areas
as:

Environmental Health

Equality
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Office of the Corporate & Legal Affairs Secretary

Litter enforcement

Health & Safety Authority

Corporate Enforcement

Office of Tobacco Control

Companies Registration Office.
5.4.7
Procedures of the Corporate & Legal Affairs Office:
Information and assistance regarding the procedures of the Corporate & Legal Affairs Office relating to
the functions described here will be available on request.
5.5 Your Responsibilities:
As School/Support-Unit Head, you should be aware of your specific responsibilities in relation to
Corporate & Legal Affairs:

You should ensure that your School/Support Unit does not negotiate or enter into any legal or
contractual agreements, swaps, loans or gift arrangements without prior consultation with
Corporate & Legal Affairs or the relevant support office. If you are unsure of which office will
be able to advise you, contact the Corporate & Legal Affairs Office who will direct you to the
appropriate person.

You should ensure that your School/Support Unit (or a member of staff of your School/Support
Unit consult the Corporate and Legal Affairs Office before seeking legal advice or entering into
any legal proceedings.

If your School/Support Unit is in receipt of an enforcement notice, you should ensure that the
Office for Corporate & Legal Affairs is informed.
5.6 Further Information:
For general queries regarding legislation, corporate or company secretarial affairs, or any other related
information, please contact the Office of Corporate & Legal Affairs at Ext 1458 or
corporate.legal@ucd.ie
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Records Management & Freedom of Information
6.0 Records Management and Freedom of Information Unit
6.1 Brief Description of the Unit’s functions as relevant to School/Support Unit
Heads:
The Records Management and Freedom of Information Unit has overall responsibility for the
management of University records, including the provision of training and guidance for staff. It also
administers the University’s responsibilities under the Freedom of Information Acts 1997 and 2003,
which allow access to information held in University records, and the Data Protection Act 1988 and Data
Protection (Amendment) Act 2003, which govern the processing of all personal data held by the
University.
6.2 Organisational structure of the Unit:
The Unit is managed by the University Records Manager, supported by one administrative staff
member.
6.3 Key Contacts:
Person Responsible: Rena Lohan
Contact
Area of Responsibility
Telephone
Email
Website
foi@ucd.ie
www.ucd.ie/foi
Number
Rena Lohan
Records Management
Ext
Freedom of Information
1616/1694
www.ucd.ie/dataprotection
Data Protection
6.4 Functions of the Record Management and Freedom of Information Unit:
6.4.1
Records Management:
The Unit facilitates Colleges, Schools/Support Units, and administrative units in ensuring that all records
are managed in a way that meets day-to-day operational needs, as well as legal access, processing,
and accountability requirements, through organised and efficient record-keeping. The Unit offers
guidelines and training for all staff, which includes the formulation of efficient and workable fileplans, as
well as practical guidelines on the creation, maintenance, storage, retention and disposal of records,
both paper and electronic. The Unit’s training programme includes the following:

An introduction to records management – a presentation outlining basic concepts and best
practice in record-keeping;
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Records Management & Freedom of Information

A half-day workshop in the creation, maintenance and use of records;

An advice and consultation service.
6.4.2
Freedom of Information:
The Unit is responsible for administration of the Freedom of Information Acts 1997 and 2003. The Acts
give individuals a right of access to information held in the records of the University, a right to have
personal information held by the University amended if it is found to be incorrect and a right to obtain
reasons for decisions made by the University that have materially affected them. Some information may
be exempt from release in certain circumstances.
All FOI requests, which must be in writing and addressed to the Unit, are administered by the Unit,
where they are logged, checked and forwarded to the relevant School/Support Unit or office. Decisions
in relation to FOI requests are made by Heads of Schools, Directors of Academic Centres and Heads of
Support Units in consultation with the Unit.
FOI training is provided on application to the Unit, particularly in the use of the exemptions that may be
invoked to withhold access in certain circumstances, and in formulating replies to requests.
6.4.3
Data Protection:
Data Protection concerns the protection of personal data under the Data Protection Act 1988 and the
Data Protection (Amendment) Act 2003. Its purpose is to safeguard the privacy rights of individuals
regarding the processing of their personal data by the University. In particular, it provides for the
collection and use of data in a responsible way, while providing against unwanted or harmful uses of
data.
The Unit provides the following services:

Staff Training and Awareness: Training is available to assist staff in understanding Data
Protection and ensuring compliance with Data Protection legislation.

Compliance Monitoring:
The Unit is responsible for monitoring compliance with Data
Protection legislation across the University. The Unit will work with School/Support-Unit Heads
to ensure that any possible breaches of Data Protection are identified and resolved.
6.4.4
Procedures of the Records Management & Freedom of Information Unit
Information and assistance regarding the procedures of the Records Management & Freedom of
Information Unit are available in the University’s Section 15 and Section 16 Freedom of Information
Handbooks or on request from the Unit.
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Records Management & Freedom of Information
6.5 Your Responsibilities:
As School/Support-Unit Head, it is your responsibility to

ensure that you and your staff are fully aware of the provisions of FOI and Data Protection
legislation.

ensure that you and your staff are fully aware of the School’s/Support Unit’s records
management responsibilities

forward any FOI requests or Data Protection enquiries to the Unit immediately on receipt.
6.6 Further Information
For further information or assistance in relation to Records Management, Freedom of Information, or
Data Protection, please contact the Unit at
Ext 1616/1694, e-mail foi@ucd.ie or websites at
www.ucd.ie/foi or www.ucd.ie/dataprotection
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Safety Office
7.0 Safety Office
7.1 Brief Description of the Office’s Functions as relevant to School/SupportUnit Heads:
The University Safety Office has four main areas of responsibility:
1. Insurance
2. Health & Safety
3. Occupational Health
4. Environmental
It is responsible for supporting the development and implementation of best practice environmental,
health and safety policy and procedures at the University.
7.2 Organisation Structure of the Safety Office:
Outside Consultants
Safety Office
University Resources
University Biosafety
Officer
Safety Consultants
(Safety advice and assistance
with audits and training)
Biological Safety
University Safety Officer
University Radiation
Protection Officer
Occupational Health Service
(Occupational Health queries,
referrals as a result of injury,
Occupational hygiene)
Assistant Safety
Officer
Safety Advisor
Insurance queries
Organisation of safety training
Safety Audits,
Accident Investigation
Student events
Environmental Advice,
Manage TEDL,
Hazardous waste advice,
Recycling initiatives
Radiation Safety
General Administration
Organisation of fire drills
Web page management
Fire extinguisher management
Fire alarm management
7.3 Key Contacts:
Person Responsible: Michael Rafter
Contact
University Safety
Office
University Safety
Officer
Environmental
unit
Insurance unit
Area
of Telephone
Email
Website
www.ucd.ie/safety
Responsibility
Number
General Enquiries
Ext 1318
safety@ucd.ie
Michael Rafter
Ext 1798
michael.rafter@ucd.ie
Environmental queries
1333
environment@ucd.ie
www.ucd.ie/ecosurf2
Insurance queries
N/A
insurance@ucd.ie
www.ucd.ie/safety
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Safety Office
Biosafety and Radiation protection are specialised areas of Health and Safety for which the University
has dedicated officers.
o
Biosafety: Dr. Mark Rogers www.ucd.ie/safety/biosafety
o
Radiation Protection: -Professor Peter Mitchell (Physics Dept)
These officers may be contacted directly or through the University Safety Office who will refer your
query.
The office also maintains positive ongoing relations with a number of entities, both internally and
externally. These are illustrated in the diagram above.
7.4 Functions of the University Safety Office:
7.4.1
Insurance:
The University Safety Office should be contacted in relation to insurance queries, claims or other
requirements as follows:

Insurance claims: If you wish to make a claim against University insurance, or have a query
regarding an existing claim.

Insurance cover: If you are aware of any circumstances that may impact existing insurance
cover, (or are unsure), contact the University Safety Office. An insurance request form is
available on-line on the safety website. Examples of possible circumstances which may affect
insurance are as follows:
o
Insurance for new equipment or activity – on purchase of new, insurable equipment or
changed work activities or practices.
o
Travel Insurance – if you are travelling abroad on UCD business and there is a
possibility that vaccinations will be required or that the destination falls within an
exclusion zone.
Indeed, it is recommended that all business travel abroad be
advised to the Safety Office and details of cover and emergency contact numbers will
be provided to all travellers.
o
Public Liability – if you believe you may be undertaking an activity for which proof of
public liability may be required e.g. placing students on work placements or holding a
conference.
o
Use of Own Car on University Business – If you may have reason to use your car for
University business, you must have business-use cover on your car insurance. This
may generally be added to your insurance policy at no extra cost.
For further information or assistance, please contact: insurance@ucd.ie or www.ucd.ie/safety.
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Safety Office
7.4.2
University Health & Safety:
The University Safety Office acts in an advisory and support capacity in relation to Heath and Safety
matters. Therefore, individual Schools/Support Units are required to be proactive in the implementation
of University Health & Safety Policy. However, assistance is available from the University Health &
Safety Office as follows:

Health & Safety Advice: The University Safety Office provide advice and assistance in the
drafting or revision of School/Support-Unit Safety Statements as required.

Safety Audits:
The Safety Office also carries out audits of School/Support-Unit safety
procedures to ensure compliance with Health & Safety legislation.

Accident and Incident Reporting:
All Schools/Support Units must report accidents or
dangerous occurrences to the University Safety Office. An incident report form is available
from the Safety Office or Services Desks and will be available on the University safety website
from autumn, 2004.

Work-Related Injuries - HSA Compliance: Workplace injuries sustained which result in more
than 3 day’s leave of absence must be statutorily reported. To ensure compliance, such
injuries must be reported to the University Safety Office immediately.

Health & Safety Training: The University Safety Office provides a wide range of health and
safety training free of charge to staff. A list of courses are provided on the University Safety
website.

General Safety Advice: The University Safety Office will provide advice on general safety
issues and emergency procedures.
7.4.3
Occupational Health:
University Safety Office collaborates with Personnel to ensure that the University’s occupational health
policy is complied with.

Pre-Employment Medicals: These are arranged through Personnel as part of the recruitment
process.
Any queries relating to these should be directed to personnel (Ext 2472 or
personnel@ucd.ie

Back-to-work Medical:
Where a member of staff sustains an injury which could be
exacerbated by his or her job, a back-to-work medical should be carried out to ensure fitness
to return to work. These medicals will be arranged by the University Safety Office. (e.g. a
member of staff for whom manual lifting is a responsibility sustains a back injury).

Occupational Health Assessments: VDU eyesight tests and workshop assessments can be
arranged through the Safety Office for staff who regularly use computers. .
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Safety Office
7.4.4
Environmental Compliance
The University’s waste management targets can only be achieved with input by all staff and students.
The Environmental Unit in the University Safety Office provides advice, coordination and support in the
implementation of UCD’s environmental policy.

University Waste Management Policy: Queries regarding the University’s waste management
policy including recycling targets,

Disposal of Hazardous Wastes: Queries regarding the proper disposal of hazardous waste
such as electrical equipment, waste solvents and other laboratory waste may be directed to the
Environmental Unit who will provide advice.

Trade Effluent Discharge Licence: The Environmental Unit manages the University’s Trade
Effluent Discharge Licence as indicated on the environment website.
7.4.5
Procedures of the Safety Office
Information and assistance regarding the procedures of the Safety Office relating to the functions
described here are available on request
7.5 Your Responsibilities
As Head of a Unit or School, you are responsible for ensuring that your School/Support Unit remains
compliant with Health, Safety and Environment legislation and University policy in these areas. In order
to do so, you should use the advice and resources provided by the University Safety Office to assist
you.
7.6 Further Information
For further information about any of the above or for any other related information, please refer to
University Safety website www.ucd.ie/safety, University Environmental management website
(www.ucd.ie/ecosurf2), email safety@ucd.ie / environment@ucd.ie or contact directly at Ext 1318.
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Management Services Unit
8.0 Management Services Unit
8.1 Brief Description of the Office’s Functions as relevant to School/SupportUnit Heads:
The University Management Services Unit (MSU) is responsible for meeting all IT needs relating to
UCD's business systems that include Finance, HR/Payroll and Student Information systems. Some
ancillary systems include CMIS (exam time tabels), ID Cards, Flextime, Employee Self-Service, Web4
Student, Graduate Register, Conferring, FRANGO (budgets). The activities of the MSU are focussed
towards ensuring that the business systems provide secure, integrated and efficient management and
information systems to support all activities in the University. The MSU mission is to server the
business and management functions of UCD by delivering effective and efficient systems, information
and support.
MSU works with campus wide to support the business activity associated with teaching, research and
management.
8.2 Organisation Structure of the Management Services Unit
Head of MSU
Systems
Analyst
Project Leaders x2
Programmers x3
(s) x3
DBA
Customer
Support
A complete and up-to-date list of the MSU staff may be found on the MSU website.
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Management Services Unit
8.3 Key Contacts:
Person Responsible: Margaret Sexton
Contact
Area
Management
of Telephone
Responsibility
Number
General Enquiries
Ext 1494
Email
Website
msu@ucd.ie
www.ucd.ie/msu
Services Unit
8.4 Functions of the Management Services Unit
8.4.1
IT Support for UCD’s Business Systems:
The MSU is responsible for ensuring that business systems (Finance, HR, Payroll, Student Information
Systems, etc) are in place and capable of supporting the University’s activities. These systems are
available to Colleges and Schools/Support Units across the campus on a user-specific basis.
MSU manages the upgrade of software on a regular basis.
Issues relating to the access and use of these systems should be first reported Systems Administrator
in the relevant office.
8.4.2
Systems and Software Procurement
The MSU will facilitate Schools/Support Units to select and implement business software
solutions as follows:

Document requirements,

draft a Request for Proposals,

project manage with multidisciplinary project teams,

implement solutions
8.4.3
Business Consulting
MSU acts an in internal consultancy service to Schools/Support Units in UCD. MSU can provide the
following services

Requirements analysis

Planning support

Identifying potential solutions to meet business needs

Integrating developments to provide a UCD relevant system
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Management Services Unit

Training staff in use of tools and systems

Business process optimisation.
8.4.4
Management Information Support
MSU provides a framework and support for end user report writing. Reports are written to detail
transactions, operations and at summary level. The MSU team of analysts amalgamates data from
multiple systems to provide a more comprehensive management information. The MSU will work with
management teams to determine their information requirements and work to provide a solution.
8.4.5
3rd Party management
MSU acts as broker for user Schools/Support Units with software suppliers to ensure that upgrades and
enhancements are available, delivered to UCD and meet documented requirements. MSU will engage
consultants to support its team and user requirements when required. In such instances, MSU will
mange the process by defining the brief, selecting the most appropriate consultant and managing the
service. Helpdesk
The MSU provides local support for staff in the Michael Tierney Building. The MSU also supports those
staff members in using business systems campus wide. The help desk covers queries relating to the
use of PCs, printers and access to business systems. This service is available by logging a call with the
Computing Services Help Desk. The calls are directed to the local support in MSU. MSU's service
does not extend to PC and desktop support in academic Colleges or Schools. Such queries should be
directed to the Computer Services instead.
For general IT advice, information or assistance, please contact UCD Computing Services at
www.ucd.ie/computing who provide a range of training and support services to College staff and
students.
8.4.6
Procedures of the MSU
Procedures for obtaining support at the desktop are outlined in section 8.4.6 above.
The Administrative Systems Committee governs MSU’s programme of work. Proposals for new
projects are initiated by MSU on behalf of user Schools/Support Units by request.
MSU has defined policy in the following matter. Software solutions procured will in general be

Best of breed,

Industry standard,

Bought rather than in-house developed
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Management Services Unit

Sit on the defined common platform that is based on a relational database.
8.5 Your Responsibilities:
As School/Support-Unit Head, you should be aware of your specific responsibilities in understanding the
service MSU provides.

You should ensure that your School/Support Unit is aware of the service available from MSU to
help select appropriate software.

You should always contract MSU when you have difficulty in obtaining access to information
you require that may be available from the business systems.
8.6 Further Information
For general enquiries regarding the services of the MSU, please contact the MSU – msu@ucd.ie
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Commercial Office
9.0 Commercial Office
9.1 Brief Description of the Office’s Functions as Relevant to School/SupportUnit Heads:
The Commercial Office is responsible for the management, operations and review of the following
commercial activities:

Conferences and Events

O’Reilly Hall

University Residences

Catering
9.2 Organisation Structure of the Commercial Office:
Commercial
Licences
Manager
Conference&
Events
Commercial
Manager
Manager
Residences
Manager
Catering
Management of
Student
Residences
Summer Trading
Main Restaurant
Science Restaurant
Richview
O’Reilly Hall
Conferences
Non-Academic
/ Student
Room
Bookings
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Commercial Office
9.3 Key Contacts:
Person Responsible: Gary Moss
Contact
Area of Responsibility
Telephon
Email
e Number
Commercial
General Enquiries
Ext 8600
Commercial.office@ucd.ie
Ext 8623
gary.moss@ucd.ie
Ext 1034
Accommodation.office@ucd.ie
Ext 2827
caroline.dowling@ucd.ie
Ext 8459
Isin.Kenny@ucd.ie
Office
Gary Moss
Commercial
Affairs
Manager
(Overall
responsibility)
Tony Nichol
Accommodation Enquiries
Queries relating to the
Halls of Residence
Caroline Dowling,
Conference
&
Events
Manager
IIsin Kenny
Catering Manager
Website: www.ucd.ie/conferences
9.4 Functions of the Commercial Office:
9.4.1
Conferences & Events
The Conference and Events unit manages the hire of the O’Reilly Hall and other University rooms and
premises for conferences or other formal events. Due to the increased demand for these areas it is
advisable to book as far in advance as possible. The Conference & Events Manager will provide
assistance as follows:

Management and Logistics relating to the hire of O’Reilly Hall and other UCD rooms. This includes
the following aspects:
o
Arrangement of formal catering requirements linked to the hire of the O’Reilly Hall
o
Assistance with the organisation and coordination of events or conferences (however the
conference and events office will not provide coordination or management of the event on
the day)
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Commercial Office
9.4.2
Catering Arrangements
Formal catering services can be arranged through the Catering Office as follows:

In-house catering in either of the University restaurants on special request for academics and their
guests.

Catering in any of the University’s private dining rooms for academics and their guests.

Catering requirements for events in the O’Reilly Hall are arranged through the Conference &
Events Office.
The office does not provide smaller catering services for individual Colleges or Schools/Support Units.
For reasons of food hygiene, caterers should not be engaged without prior consultation with the
Catering Manager.
The following information should be provided to the catering office in advance of the service being
provided:
o
Formal request of the catering service.
o
key requirements regarding type of catering service and numbers.
9.4.3
Accommodation Hire
Although UCD residences are primarily reserved and licensed to students, a small number of rooms are
reserved for hire for special purposes. In relation to these rooms, the Accommodation Office will
provide advice and assistance as follows:

Some rooms are reserved for specific purposes at certain times. The Accommodation Office
should be contacted for further information regarding these special reservations.

A small number of rooms are available for hire by academic Colleges and Schools at certain
periods for specific requirements. This might include accommodation for visitors to the
University on academic business. Rooms are generally allocated according to availability by
the Accommodation Office.

An accommodation request form is available from the Residences Office who will provide any
necessary assistance in submitting a request.
9.4.4
Commercial Licences
The Commercial Office is the first point of contact for queries and assistance regarding commercial
licences (including catering, 3rd party such as shops, banking facilities etc). In the event of establishing
a commercial relationship with a licensee, UCD’s Commercial Office should be contacted for advice and
assistance regarding the negotiation of agreements between Colleges and licensees. However, the
following should be noted:
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Commercial Office

Operators work independently of the Commercial Office and oversight of the services provided
will remain with the College. However, the Commercial Office will also provide advice to
Colleges and Schools/Support Units in regard to oversight of licensed services.

Commercial licences relating to the Sports Centre or Student Centre should be referred to the
Corporate and Legal Affairs Office (see Chapter 5).
9.4.5
Procedures of the Commercial Office:
Information and assistance regarding the procedures of the Commercial Office relating to the functions
described here will be available on request.
9.5 Your Responsibilities:
As School/Support-Unit Head, you should be aware of your specific responsibilities in relation to
commercial activities:

You should ensure that your School/Support Unit does not arrange a conference or any other
formal event without prior consultation and liaison with the Conferences and Events section of
the Commercial Office. Due to the increased demand for these areas it is advisable to book as
far in advance as possible. All requirements, including catering, for conferences and O’Reilly
Hall events
may be forwarded to the Conferences and Events Office, any catering
requirements for School/Support-Unit events (in-house) must be handled by the
School/Support Unit itself.

You should ensure that your School/Support Unit does not make any commercial
arrangements with third parties without prior consultation and liaison with the Commercial
Office.
9.6 Further Information:
For general enquiries regarding commercial licences, arrangements or any other related information,
please contact the Commercial Office at Ext 8600.
Revision:
Revision
No 1
Date
March 2005
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Buildings Office
10.0 Buildings Office
10.1Brief Description of the Office’s Functions as Relevant to School/SupportUnit Heads:
The University Buildings office is responsible for the development, upkeep and maintenance of UCD’s
physical assets including grounds, buildings, utilities and services including telephones, post and
teaching equipment.
10.2Organisation Structure of the Buildings Office:
University Buildings Officer
Assistant Buildings
Officer
Purchasing
Assistant Buildings
Officer
Assistant Buildings
Officer
Assistant Buildings
Officer
Procurement of
capital projects
Facilities &
General Services
Technical Services
Major Projects
General
Maintenance
Grounds
Utilities
Telephone
Services
Buildings
Management
Utilities
Unicare
Telematics
Traffic Management
Portal Services
Room Allocation
10.3Key Contacts:
Person Responsible: Aidan Grannell
Contact
University
Buildings Office
Services
Area
of Telephone
Email
Website
www.ucd.ie/building
Responsibility
Number
General Enquiries
Ext 1317
buildings@ucd.ie
Emergency response
Ext 1111
N/A
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Buildings Office
Contact
Area
of Telephone
Responsibility
Unicare
Personal
programme
Telephones
Services
Room
allocations
Post Room
Traffic Office
Energy
Management
Programme
Telematic
Support
Email
Website
Number
safety
Ext 7999
buildings@ucd.ie
Enquiries
regarding
telephone services
Booking of rooms for
academic teaching
Bulk post requirements
Ext
telephone.services@ucd.ie
N/A
room.allocations@ucd.ie
Ext 7129
postroom@ucd.ie
Queries
regarding
transport / traffic
UCD Building Energy
Management System
Ext 3082
N/A
buildings@ucd.ie
www.bms.ucd.ie/
Use and maintenance of
electronic
teaching
equipment
10.4Functions of the Buildings Office:
Summarised here are the functions and services of the University Buildings Office that you may need to
be aware of. Further information is available from the University’s Buildings Office website.
10.4.1 Procurement & Management of Large-Scale Capital Projects:
The Buildings Office should be informed of capital development plans at the earliest stage as it can
provide a range of management support services for capital projects as summarised below. (subject to
the availability of funding and approval as follows).

Capital Project Management Support Services: This includes the construction of new buildings
or renovations to existing buildings.
o
Project specification and costing
o
Procurement of contractors, materials etc.
o
Installation of utilities/ services
10.4.2 Services & Facilities
The Buildings Offices provides a range of facilities & services as follows:

Utilities: University heating and lighting are managed through the Buildings Office. (see
University Buildings Energy Management Systems below). Any issues relating to heating or
lighting may be reported to the Front Desk in the relevant building (see below) or to the
Services Help Desk (ext 1111), where Duty Managers will ensure that requests are logged and
repairs carried out as soon as possible.
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Buildings Office

Maintenance: All aspects of maintenance including cleaning, repairs and upkeep are managed
by the Buildings Office. Issues relating to maintenance should be reported to the Services
Help Desk (ext 1111) where they will be logged and dealt with as soon as possible.

Room Bookings: The cellcat system for room bookings is operated through the Buildings
Office. Room bookings (excluding office bookings or bookings for commercial purposes) may
be made by contacting room.allocations@ucd.ie . For bookings of office space, College offices
must be contacted, while rooms for commercial use should be booked through the Commercial
Office.

Telephone systems: University telephone services ensure the effective management of UCD’s
telephone system. University telephone bills are charged to School/Support Units based on
usage.
As well as ongoing upkeep and maintenance, the Buildings Office will support
requirements for a change in service, such as new lines or cessation of existing telephones
lines. Information regarding the use of telephones (e.g. voice mail) is provided in the
University Directory. For further assistance, please contact telephone.services@ucd.ie .

Mail: The University post room will provide assistance in ensuring the efficient management of
bulk post out requirements (e.g. a mailshot exceeding 300 letters) or any other unusual
postage requirements. For assistance, please contact postroom@ucd.ie or Ext 7129.

Services Planning: Weekly coordination meetings are held to plan the coordination and
support of events on campus. In the event of an exceptional event (e.g. building opening), the
Buildings Office should be informed.

Front Desk: The front desk in each of the main public buildings across the University are
manned by a member of building office personnel during building opening hours. Issues
relating to the provision of services or utilities, security or any other difficulties may be reported
here.
10.4.3 Traffic & Transport Management:
The University Transport and Commuting Office ensures the effective management of traffic oncampus. This includes the following:

Central Transport Pool: The central transport pool has a number of UCD-owned vehicles
which may be available for hire for field-trips or group outings.

Parking Permits: A number of carparks on campus require a parking disc which is available
from the Traffic and Commuting Office. Parking discs for pay & display parking on-campus
may
be
purchased
through
http://www.ucd.ie/building/code/traffic/discs.htm .
the
office
or
on-line
at
Permits for disabled parking are also
available through this office.
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Buildings Office

Traffic Updates:
The UCD buildings office website provides regular traffic updates of
relevance to UCD commuters as well as information on traffic lay-out and/or restrictions on
campus. See http://www.ucd.ie/building/code/traffic/index.html
Note: If your car is clamped, please do not contact the Transport & Commuting Office as we be unable
to assist you. Details of who to contact will be provided on the notice attached to your car.
10.4.4 Security & University ‘Unicare’ Programme
Security on campus is managed through the Buildings Office who should be contacted in relation to any
security issues should they arise. Unicare is the campus security programme through which a range of
security issues are managed. These include the following:

24-Hour Emergency Line: UCD operates a 24 hour emergency line to which any security
issues may be reported. The emergency telephone number is Ext 7999 or red emergency
telephones located in all main buildings may be used. Emergencies are managed from the
First Response Room, located at the Stillorgan entrance, from which the emergency line and
CCTV cameras are monitored.

Bicycle and Car Security: The Unicare page on UCD’s website provides advice on steps to
take in ensuring the security of your car or bicycle while parked at UCD. Staff may also
register their cars at car.registration@ucd.ie. This will enable campus security to contact you
promptly in the event of a security concern or incident relating to your car.

Theft: All incidences of theft should be reported to the Buildings Office who will ensure that
appropriate procedures are followed. In case of Theft, either the buildings office may be
contacted directly at Ext 1317 or the emergency telephone number at Ext 7999.

Campus Gardai: A Garda representative is present on campus Monday (1.30-2.30pm Biology Building) or Tuesday & Wednesday (1.30-2.30pm – Arts Block).

Safety Advice: Advice regarding a range of personal security issues is available on the
Unicare website page. Specific queries can be directed to the Buildings Office (Ext 1317) or
the emergency helpline (ext 7999).
10.4.5 Telematic Support
Telematics refers to the various equipment provided in lecture theatres and classrooms to support
teaching. This can range from basic white boards to state-of-the-art audio-visual equipment. The
Building Office is responsible for the supply, maintenance and upkeep of this equipment and also
supports its use as follows:

Information: The telematics website page (currently under development) contains information
regarding the availability and use of teaching resources on campus. This includes types and
locations of equipment and user manuals.
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Buildings Office

Training & Support: Buildings Office personnel will provide training on the proper use of
equipment on request.

Repair and Maintenance: Although a preventative maintenance schedule is operated to
ensure that equipment works as intended, break-downs may occur from time to time.
Equipment faults should be reported to the nearest Services Help Desk and repairs or
replacement equipment will be implemented as soon as possible.
10.4.6 Landscape & Grounds
Development, maintenance and upkeep of landscape and grounds at UCD is managed through the
Buildings Office. Any queries in relation to the campus environment should be directed to the buildings
office general enquiries (Ext 1317).
10.4.7 Buildings Energy Management System (BEMS):
This initiative undertaken by UCD in conjunction with a number of other Irish Universities is a
comprehensive energy monitoring and management tool for the entire university. The system monitors
and reports heat and light usage in all buildings across the campus. The system enables the setting
and comparison of targets for energy efficiency as well as allocation of charges to School/Support Units
according to usage. These reports are available for viewing on-line at www.bems.ucd.ie. Queries
should be directed to The University Building Office (Ext 1317).
10.4.8 Procedures of the Buildings Office:
Information and assistance regarding the procedures of the Buildings Office relating to the functions
described here will be available on request.
10.5Your Responsibilities:
As Head of a Unit or School/Support Unit, you should be aware of your specific responsibilities in
relation to the functions of the Buildings Office:

You should ensure that capital development, refurbishment or maintenance of School/Support
Unit buildings (or related property) is not undertaken without prior consultation and liaison with
the Buildings Office.

You should ensure that any issues relating to maintenance, utilities, or telephone systems
provided to your School/Support Unit are reported to the Buildings Office when they occur.

Security incidents or theft arising in the School/Support Unit, to one of your staff or students
should be reported to the Buildings Office.
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Buildings Office
10.6Further Information
For further enquiries about any of the above or for any other related information, please refer to the
University Building Office website (www.uci.ie/building), email building@ucd.ie or contact the office
directly at Ext 1317.
Revision
Revision
No 1
Date
March 2005
40