Frequently Asked Questions
Last Updated 1 July 2025
Visitors
How can I extend a Visitor record?
To extend a Visitor record, the relevant Extension form must be completed.
Do I need to complete a form to cancel a Visitor record?
No. You don’t have to fill in a form. Just send an email to hrvisitors@tcd.ie requesting to cancel the record. Please state the cancellation date and the reason.
Where can I find the Visitors forms?
Visitors forms can be found in the Human Resources website on the HR Forms A-Z and on the Visitors page.
Which form do I use to set up a new Visitors record?
The Nomination Form: This form is used for Academic roles like:
- Research Assistant
- Research Fellow
- Clinical Lecturer
- Adjunct Teaching Fellow
The Visitor ID application form: This form is used for non-Academic roles like:
- Administrative Visitor
- External Consultant-nonmedical
- External Examiners
- Visiting Research Student
- Occasional Lecturer
This form has a drop-down menu to facilitate completion.
Are typed names accepted as valid signature?
No. We do not accept typed names as signature. A proper signature either handwritten or an electronic signature is required.
What happens if the form is submitted without all required information?
If the form is submitted without the necessary details, it will be returned with a request to add the missing information.
Can the form be submitted on the individual’s start date?
Yes, the form can be submitted on the individual’s start date; however, please note that there is no guarantee it will be processed on the same day.
To ensure the person is fully set up with IT access by their start date, we strongly recommend submitting the completed form well in advance.
How long does it take to get IT access?
It takes 24 to 48 hours to have IT access.
Are login details sent out automatically after the record has been set up?
Login details and ID cards are not issued automatically when someone is set up on the system. The individual will need to contact the Service Desk directly at hr@tcd.ie to request them, 48 hours after the set-up has been completed.
How do I obtain my log in details?
You should email HR@tcd.ie quoting your name and ID number if you require an ID card, username and/or password.
How do I obtain my ID card?
You will need to complete and submit the ID card form to the Service Desk (HR@tcd.ie) with a photo of yourself in jpg form
Do I need to pick up the ID card in person?
No, you don’t need to collect the ID card in person. You can request that the HR Service Desk send the card by post to your home or work address.
Can TCD students be set up with a Visitor record?
The Visitor access is granted only for specific visit-related purposes, and TCD students do not fall under this category. Therefore, we are unable to set them up with a Visitor record.