This is a shortlist of our most frequently asked questions.
Access to College
1. Who is allowed access to College Premises
Levels of access will vary from the closure period to each of the Phases of resumption. Heads of School/Research Institute/Professional Service must update the essential staff list for each of the phases.
During Full Closure; Essential Staff (required to safeguard and maintain people, property and equipment), any resident given specific permission to remain in residence and those authorised to carry out COVID -19 research or operations in support of the national effort.
Phase 1; Researcher and support staff prioritized for Phase 1 in the School/Research Institute resumption of research plan.
Phase 2; Staff who cannot work remotely or who require physical access to preform prioritised functions approved by the Head of School/Research Institute/Professional Service. Researcher and support staff prioritized for Phase 2 in the School/Research Institute resumption of research plan.
Access for further Phases will for those listed in the approved resumption plans.
2. Swipe Access Control to Buildings
Heads of School/Research Institute/Professional Service must update the essential staff list for each of the phases in their resumption plan. Once the Head have signed this off the update for the upcoming phase should be send the list to Human Resources firstname.lastname@example.org and the E&F Service Centre email@example.com
The information should be presented in an Excel Spreadsheet with the following details:
- Staff / Student Number
- Mobile Phone
- Email Address
- Location of access required
- Start date of access
It will take a minimum of 1 to 2 working days to set up the access.
3. Once Off Staff / Student Access Requests
This relates to one off requests for campus and not additions to the essential staff list. This covers such requests as collecting a bike, collecting laptops, collecting exam material, etc. This does not relate to the resumption of work activity in a building or parking requests. Appointments can be requested through the Service Centre firstname.lastname@example.org
The required information from the requestor is as follows:
- Name of the person
- Staff / student number
- Mobile Number
- Date and Time for access
- Locations of access
Note; Some Schools / Departments cover many buildings so you will need the precise access location. If STAFF don’t have a parking permit you can organise access for their car, but they will need to provide a vehicle registration.
4. Visitors Access
It is recommended that all non-essential external partners (e.g. approved suppliers, couriers, service contractors) should not access College and meetings etc. should be carried out online. If access is required for a visitor Heads of School/Research Institute/Professional Service will need to approve the request for access. The required information from the requestor is as follows:
- Visitors Name
- Visitors Mobile Number
- Visitors Email
- Name of the TCD person requesting access for the visitor
- Staff / student number
- Mobile Number
- Date and Time for access
- Locations of access
The visitor will be required to fill out the self-declaration form before entering College and sign in and out at the Departmental visitor’s book.
Visitors are to be brought into College through the agreed entrance / gate (e.g. Lincoln Place Gate), where the staff member must present themselves to the Security Officer / Attendant on duty. Social distancing protocols must always be adhered to and staff members shall be responsible for their visitor’s good behaviour in this regard.
Please note that visitors may only enter the building they are visiting. When they are leaving, they should be accompanied back to the agreed entrance / gate (e.g. Lincoln Place Gate), by the staff member.
5. Storage of Deliveries and Ordering of Supplies
When considering your operation model, you need to consider the current frequencies of deliveries to your normal operation and where you store your supplies.
For a variety of reasons you may need to increase the frequency of the deliveries due to the increased usage of materials but it is also highly likely that there may be a frequency increase because there is a greater demand for some of the materials you may require reducing the quantities available. It is important that these deliveries are schedule 1to 2 working days in advance with Estates & Facilities so access can be arranged.
6. Couriers / Suppliers / Service Contractors Access
Due to the current pandemic the College has developed additional requirements that must be in place and undertaken by each Department before access is granted for non-TCD people to access the estate. The onus will be on each Department to make sure all the necessary documentation is in place and the agreed procedures are followed.
- The courier / supplier / service contractor can access College by appointment only and only when they have complied with the current College Health and Safety requirements for access to College
- Estates & Facilities will forward the current requirements as an attachment of the H&S Requirements when the request is made for access if the contractor is not already preapproved
- E&F would recommend that each Department contact their existing courier / supplier / service contractors requesting the information in advance of the resumption of your activity so the documentation can be signed off and agreed in advance to avoid delays when your activity resumes
- A Department Rep must be on site to meet the courier / supplier / service contract
- The Department Rep will need to submit the following information to email@example.com
- Name of courier / supplier / service contractor
- Drivers Name and contact number
- Vehicle registration
- Proposed date and time
- Name and contact number of Department Rep on site to receive goods service
7. Parking Permit Request / Car Parking
E&F are receiving a lot of requests from staff that don’t have a parking permit requesting a permit or parking going forward. The following will apply:
- Each request will be accessed on a case by case basis and staff are being encouraged to walk or cycle if they live within the 10km
- If car parking is vital staff will need to get their Heads of School/Research Institute/Professional Service to write a letter putting their staff member’s case forward and why they need parking
- The request will then be sent to the Campus Services Manager for assessment with the Head of Facilities & Services
- If the request is successful the Campus Services Manager will issue a temporary permit until the end of the phase of the Phased Return Roadmap
- Each request will be reviewed at each Phase along with the demand for parking, priority etc
1. How do I contact Estates & Facilities?
Contact the Estates & Facilities Service Centre for all your queries. We are open from 8.00am to 5.00pm Monday – Thursday and 8.00-4.30pm on Friday. We are open throughout lunchtime.
The Service Centre is located on the Ground Floor, 194 Pearse Street, Trinity College and is accessible from campus side opposite the rugby pitch.
- Telephone: +353 1 896 4000
- Email: firstname.lastname@example.org
In the case of an urgent service request outside of office hours, please call Security on extension 1317.
For emergencies only, please call extension 1999.
2. What are your opening hours?
The Estates & Facilities Service Centre is open from 8.00am to 5.00pm Monday – Thursday and 8.00-4.30pm on Friday. We are open throughout lunchtime.
3. Can I view an organisational chart that shows the structure of Estates and Facilities?
Yes, this is available via the following link: Estates and Facilities Structure
1. I have lost my student locker key, how do I request a replacement key?
To retrieve items from your locker, go to the Attendants’ Desk and the attendant will open the locker for you. You must notify Estates & Facilities that your locker key has been lost/stolen at email@example.com quoting your name, locker number and building name.
To get a replacement key:
- There is a €10 replacement fee
- Payment by T-Card only (no facility for cash/bank card payments)
- Payable in person at Estates & Facilities Service Centre, 194 Pearse St. which is accessible from campus side opposite rugby pitch
- Estates & Facilities Service Centre Opening Hours are 8am - 5pm Monday to Thursday and 8am - 4.30pm Friday
- After you’ve paid your key will be available to collect after 12pm next working day at the building’s Attendants’ Desk.
2. How do I return my locker key?
Please leave key in locker before end of rental period in June 2018. No deposits were retained for 2017/18 hence no need to queue to return key.
3. When does the locker reservation system reopen for the new academic year?
Students will be notified over the summer of the date locker reservations will reopen for 2018/19 academic year.
Lockers will be offered on a first come first served basis for a 9 month period Sept 2018 - June 2019 for €20.00. Payment by debit or credit card only at tcard.tcd.ie
If you have any other queries, please contact Estates & Facilities Service Centre on firstname.lastname@example.org
Lost and Found
Does the University have a Lost and Found section?
If you lose or mislay a piece of property you should check first with the local building attendant to see if it has been handed in. Lost property may also handed in to Security Control contactable on 01 896 1317.
1. Is parking available on Campus?
Parking is only available to permit holders.
2. Who is entitled to apply for a parking permit?
3. How do I apply for a parking permit?
An application form must be completed and returned to Estates and Facilities along with a copy of your driving licence, insurance certificate and vehicle registration certificate. If you have not yet received the VRC, proof of ownership from the garage will suffice. You will find an application form at the following link: https://www.tcd.ie/estatesandfacilities/travel-and-parking/StaffPermits/
4. What if the car is not registered in my name?
There is an additional form which must be completed by the registered owner and returned to us along with your parking application. You will find this form on the following link: https://www.tcd.ie/estatesandfacilities/travel-and-parking/StaffPermits/
5. Will I be issued with a parking permit immediately?
The issuing of parking permits is subject to availability within the Board approved ratio of 1 permit to 0.24 spaces. As we have reached our quota, applicants will be put on a waiting list and informed when a permit is available. Please be aware that due to the current parking situation in College, applicants will be waiting a significant time before being issued with a parking permit.
6. I’ve changed my car how do I update my parking permit?
In order to update your parking permit you must return your current parking permit to Estates and Facilities along with the vehicle registration certificate of the new car. If you have not yet received this, proof of ownership from the garage will suffice.
7. I have lost my permit how do I get a replacement?
If you cannot locate your parking permit you must report this immediately to both Security and Estates and Facilities. A fee is applicable prior to the re-issuing of a new permit.
8. Is parking available to students?
Parking for students is made available strictly on medical grounds only. Please contact the Director of Estates & Facilities at ext: 4000 for further details.
9. I have a child in the Day Nursery. How do I get access to Campus?
Students and Staff who have a child in the day nursery may be issued with a permit which will allow them to drop off and pick up their child from the Day Nursery. Prolonged parking in a space, over and above the intended purpose, is not permitted and may result in the loss of your permit.
10. Are there alternative arrangements in place for staff/students who are non permit holders?
On production of a valid Staff or Student ID Card to the car parking attendant at the Park Rite IFSC or Fleet Street/Temple Bar car parks, discounted parking will apply. Please refer to the following link for the discounted rates: https://www.tcd.ie/estatesandfacilities/travel-and-parking/CollegeParking/
11 Can I lend my parking permit to someone else?
No. Parking permits can only be used by the staff member they are issued to. Misuse of parking permits may result in the loss of your parking privileges.
12. I’ve received a parking infringement can I appeal this?
Yes. Appeals must be made in writing and registered in Estates and Facilities within two weeks of being issued with the infringement notice. This appeal will then be considered by the Appeals Committee when they convene.
13. What are the penalties for parking infringements?
Infringements are as follows:
- 1st Infringement – warning
- 2nd Infringement – permit will be withdrawn for one month.
- 3rd Infringement – permit will be withdrawn for three months.
- 4th Infringement – permit will be withdrawn for twelve months.
14. How long will an Infringement remain on my record?
An infringement will remain on record for a period of twelve months.
15. Where can I park on Campus?
Parking is permitted between the lines of the marked car parking spaces only. Parking outside these lines is strictly prohibited. Only persons with a disabled parking permit are permitted to park in disabled driver’s parking spaces.
16. Where are the disabled parking spaces located?
There are 10 disabled parking spaces on Campus and are located in the following areas:
- 2 spaces at the Rear of the Rubrics
- 1 space adjacent to the Berkeley Library Podium
- 1 space at House 40 (New Square)
- 1 space at the Rugby Pitch car park
- 1 space at the Nassau Street car park
- 1 space at the Moyne and Parsons buildings area
- 2 spaces at the Fitzgerald Building
- 1 space at the Chemistry, Zoology, Anatomy and Physiology buildings area
17. Can I park overnight on Campus?
Prolonged parking is not permitted without authorisation being sought from the Security Services Manager.
18. Can visitors park on Campus?
There is no parking on Campus for visitors.
A VIP System is currently in place, which allows departments to absorb the cost of visitor parking should they wish. Please refer to the following link on how to obtain a VIP stamp. https://www.tcd.ie/estatesandfacilities/travel-and-parking/VIP%20Stamps/
All visitors to the College not operating under the departmental VIP stamp arrangement should be advised that there is no visitor car parking available. They should be directed to one of the public car parks in the vicinity.
There are three car parks that are in very close proximity to Trinity:
- Fleet Street (just off Westmoreland Street)
- Setanta (just off Nassau Street)
- Brown Thomas
19. Can I drop off and pick up goods from Campus?
Only if transport is required for the goods you are dropping off or picking up. You must enter College via Lincoln Place Gate where you will be issued with a ‘Pink Ticket’ by the security officer on duty. You will be allowed on to Campus only for the duration of the task. Prolonged parking, over and above the intended purpose, may result in your car being clamped.
20. Who is liable to be clamped?
Marked parking spaces are strictly reserved for Trinity College permit holders only. Vehicles without permits, service vehicles, delivery vehicles and visitors’ parked in marked spaces are liable to be clamped.
21. What must I do if my car gets clamped?
A notice will be left on your windscreen advising you to call a de-clamp number. A charge of €90 will apply to have the clamp removed from your vehicle. Please note that clamping will be carried out by an independent company contracted to the College.
22. Do I need a permit for my motorcycle/scooter?
You do not need a parking permit to park your scooter in College.
Motorbikes/Scooters are not permitted to park in Front Square. There is parking marked out at the rear of the Chemistry Building. Bicycle compounds at the rear of House 15-18 and at Westland Row are suitable for small types of motorcycles.
Residential Repairs and Maintenance
1. I am a resident on campus/at Trinity Hall and I need to log a repair / maintenance request, how do I do this?
Residential repairs and maintenance queries are logged through the Accommodation Office at email@example.com or (01) 896 1177.
Outside of office hours if you have a serious maintenance problem and live on the main campus please contact Security on (01) 8961317 or if you live at Trinity Hall please contact the Accommodation Office on (01) 4971772. In the case of emergencies only, please call (01) 896 1999.
Safety & Safety Risk Management
1. Where can I see the safety statement for my work area?
Ask your supervisor for a copy of your safety statement or talk to your local safety officer (if you don’t know who this is ask your supervisor)
2. How much space am I entitled to at my workstation?
Regulations state that employees should have ‘adequate’ space to perform their work. Adequate is not defined and what is adequate depends on the nature of the work and other factors. In an office each employee should have a minimum of 4.65 sq.m of floor space excluding the space taken up by cabinets, shelving and the like.
3. What is the minimum legal temperature in the workplace?
Regulations state that the temperature of the workplace should be appropriate for humans and for sedentary work should be a minimum of 17.5oC one hour after work starts. In most circumstances room temperature should be about 20/22oC.
4. Do I have to attend safety training?
If, by risk assessment, the employer determines that particular safety training is required then the employee must, by law and by College policy, attend and participate.
5. If I am pregnant are there special health and safety precautions I must take?
Firstly you must inform your supervisor that you are pregnant. The supervisor must then carry of a specific assessment to see if there are any restrictions on the work you can do or any particular precautions you must take.
6. What should I do if a colleague is injured?
Make sure the scene is safe and get assistance from your local first aider, bring the injured person to the University Health Service if possible or call the University Emergency Number 01 896 1999.
1. I have a query about Telephones, who do I talk to?
The Telephone Service is managed by IT Services and you can find information about the support they provide on their website at www.tcd.ie/itservices/telephone-services
1. I’m going abroad on College business, how do I apply for travel insurance cover?
You should register for travel insurance cover online via the following link: Travel Insurance Information
Cover is subject to terms and conditions, please ensure you read these carefully before registering.
Waste and Recycling Information
1. Where can I learn about Trinity’s Sustainability Initiatives?
The University’s Sustainability website is your first port of call for all information on waste and recycling facilities and initiatives.
2. Where are the University’s skips and compactors located?
General waste compactors are located at Lincoln Place Gate area; at the rear of Arts Building; and at TTEC, Pearse St.
Mixed dry recycling compactors [for plastics, paper, tetra pack, cans, etc.] are located at the side of Moyne Institute; at rear of Arts Building; and at TTEC, Pearse St.
Timber skips are located at the Moyne Institute and at TTEC, Pearse St.
Metal skip is located at the rear of Arts Building.
Organic waste skip is located at Moyne Institute.
Cardboard on campus is baled at Lincoln Place Gate in 500kg bales and at Catering Complex in 50kg bales and collected once a week. Cardboard is collected from each wheelie bin location and brought to the baler by the recycling operative for baling. Please flatten cardboard when disposing of it.
Cardboard is collected by truck at off campus sites twice weekly as part of the Dry Mixed Recycling (DMR) collection.
Open skip is located at Lincoln Place Gate for items not covered by other waste streams and for construction and demolition type waste.
WEEE Container for Electrical Equipment is located at the rear of the Arts Building. There are electrical cages at various locations around campus. The webpage provides a Recycling and Waste Management Map which shows where these bins are located.
3. I need to request shredding facilities, how do I do this?
Departments may procure shredding services directly from contractors that appear on the University’s preferred supplier list only. If required, the shredding company will deliver shredding bags in advance of the collection and shredding operation.
Please contact Ben Hartnett at firstname.lastname@example.org for details of preferred suppliers for shredding services.
4. I need to order a one-off skip, who do I go to?
You should contact the Estates & Facilities Service Centre at email@example.com and provide details of the type of skip and the type of waste material to be disposed. There will likely be a charge for this service which is dependent on the weight and type of material to be disposed.
5. When are wheelie bins emptied?
External wheelie bins are collected from on campus locations by the recycling operative on a pre-scheduled basis 6 days a week.
A specialised truck collects organic and glass waste. Organic waste is collected twice a week and glass once a fortnight but the truck is on site weekly so urgent collections can be accommodated.
All off campus sites are serviced by trucks from our waste and recycling contractor. General waste (MMR) is collected 5-6 times a week depending on the location, DMR is collected twice a week, Paper twice a week, Organic once a week and Glass every fortnight or on request, depending on site.
6. Is there a facility to recycle used batteries?
There are battery recycling bins at various locations around the campus. The Sustainability webpage provides a Recycling and Waste Management Map which shows where these bins are located.
There are also small collection boxes located in some buildings. Please contact the Estates & Facilities Service Centre on firstname.lastname@example.org to order one of these boxes or to organise to have one emptied.
7. Where do I dispose of blown light bulbs?
There are collection boxes or located at the Arches, Arts Building, TBSI, Trinity Hall, and Trinity Centre St. James’ Hospital. These are emptied every 2 months as per schedule.
8. Who empties the internal bins and desk top boxes?
Estates & Facilities Housekeeping staff regularly empty these.
9. Where do I dispose of Printer Cartridges?
Collection boxes are located in various buildings and serviced by a specialist contractor on a monthly basis. For a new collection container contact email@example.com
10. Who looks after the disposal of Liquid Waste?
Grease traps, septic tanks etc. are emptied on a rolling schedule. Urgent collection may be organised by contacting firstname.lastname@example.org
Wireless and Wired Network Services
1. I have a query about Wifi, where do I go?
College Wifi is managed by IT Services and you can find information about how to connect your device on their website at www.tcd.ie/itservices/our-services
2. I require a network point activation, how do I organise this?
IT Services manages this service and you can apply for a network point activation online via their website at www.tcd.ie/itservices/network
For any other queries, please contact the Service Centre on email@example.com or extension 4000.