The Study Assistance Scheme (SAS)

Please read this page before applying for SAS. The SAS is revised annually and therefore you should not assume commitment to continued levels of funding.

Please also see:

1. Financial conditions

 2. Prior to applying for the Study Assistance Scheme

You should familiarise yourself with the full details of the scheme provided in the Guidelines.

a) Enrol on your chosen course of study (UCL or external course)


i) You must enrol on your chosen course first, if UCL course, please note the following:
If your funding/sponsorship/SAS is not in place when you enrol for a UCL course, you need to enrol on a 'Time Limited Enrolment' basis (see TLE below).

ii) Time Limited Enrolment (TLE) - UCL course only
Time Limited Enrolment allows students, until 31st October each year, to ensure they pay 50% of their own liability and ensure any sponsorship (including SAS) is correctly recorded on their Portico accounts.

Time Limited Enrolled students whose sponsorship has not been confirmed by 31st October may have their enrolment extended and their Portico status will be updated to “Enrolled” once they have met the conditions of enrolment.

Once enrolled, print off the ‘all details’ option of the 'Summary of Student Status' document from your Portico record. This provides all the correct information you need to complete the SAS Application. This is the enrolment record forwarded from admissions for new students, or for returning students once they have progressed satisfactorily from the prior session. This should show your student number, status and course fees.

b) Information needed to complete the SAS Application form:
i) Your course details
ii) Fees / cost of your course & studies
iii) Enrolment details
iv) For all UCL courses

 

3. SAS Application form

a) Log on to the SAS Application form using your UCL User ID and Password
You must have enrolled onto your course before making an application for SAS. You will need your Student Number to hand when applying (unless studying externally to UCL)

b) Click on 'Make a New Application'. You should do this for each year of your study. On this page you can also view any previous application & also track the progress of a current application.

c) Ensure that you complete all sections of the on-line Study Assistance application, following the on screen instructions.  If you have missed out any required information, a message will appear at the top of the screen asking you to complete the necessary details.

If you are unable to view the whole screen, please close down your browser's bookmarks/favourites.

Please note your application will not be processed if you do not provide all the required documentation listed at the end of your application form (highlighted at the end of this page).

Your form will automatically be saved as you go through the application. Therefore you will be able to log back in and amend it as necessary.

Only click on the final Submit button at the end of the application form (stage 3) when you are satisfied all the information you have provided is accurate and complete.

Any inaccurate responses will lead to delay in your fees being paid.

d) Stage 1
i. Choose the current application year i.e 2013-14
ii. Supply your full work telephone number
iii. Tick Y or N to the 3 Questions

Please read the explanation to each question before clicking Submit, as these 3 questions form the basis of your application and an incorrect answer could lead to your application being rejected at this stage of the process.

Q.1 Are you studying for a post graduate research qualification at UCL?
Q.2 Is your research post, funded by an external funding source?
Q.3 Are you in receipt of funding to cover course fees (ie your grant provides a provision to pay your fees)?

iv. Click Submit
Your application will be saved and you can go back at any time to amend or continue.

e) Stage 2:
If you are studying for a UCL research qualification where your course fees are being paid fully by a departmental or external funding source; and therefore are not applying for an SAS contribution (but require a reduction in your fees from overseas to home rate), please complete the SAS application form as follows:

 

Select or enter the following details:

i. Select level of award ie PhD / MSc

ii. Course title

iii Course Start date

iv. Student Registration number

v. Complete the contact details of the person in your department, who will ensure that your fees are paid (via PORTICO) i.e your Departmental Administrato (DA) or Principal Investigator (PI). Ensure you have notified the person in your department who is responsible for ensuring that your fees are paid promptly. You will be asked for this person's email address.

vi. Click Submit

vii. The system will generate automatic emails to:

  1. The person who you nominated to ensure that your fees will be paid via PORTICO. You should contact them to ensure they have the correct information to make this payment.
  2. Student Fees, to inform them  that your fees will be paid via Portico and that, if applicable, your fees will be reduced from the Overseas rate to the  Home\EU rate.
  3. You, the applicant to confirm the above

 

 

If you are unable to obtain course fee payments from your research funder, or you are studying for a non-research/taught qualification, then you will need to complete the SAS application form as follows:

Select or enter the following details:

i. Select level of award ie PhD / MSc

ii. Course title

iii Course start date

iii. Expected date of qualification to be gained

iv. Place of study - name & address

v. Student registration number (UCL course only)

vi. Click Submit

f) Stage 3:

Fees & Contributions

Select or enter the following details:

i. First or continuing SAS application (i.e. have you received SAS funding in a previous academic year)

ii. Fee rates

-amount to claim
-departmental contribution

iii. Payment method/ type

iv. click submit

g) Print out your completed application form and proceed as below:

  • application to be signed by head of Department
  • application to be signed by applicant
  • attach supporting documentation (see 4)

You are advised to show your completed forms to your Departmental Administrator (in particular ICH & IoN), Manager or PI . This will avoid uneccessary delays to your payment of fees

 

4. SAS Summary of Documentation required:

Supporting Documentation Checklist

Internal UCL course

External Course

New SAS applicants

You must provide all of the following documentation with your application.

PORTICO record (this will be: student summary – click on the All Details option) which must show:

Part time status of the qualification undertaken

Total fees for academic year

(This will be: Student summary – All Details option)

Where the research project is grant funded please also supply:

a letter from Grant funder (or PI or HOD)  to confirm that the grant funding does not provide a provision to cover course fees.


New and Continuing SAS applicants

You must provide all of the following documentation with your application.

Official documentary evidence of:

part time status of the qualification undertaken    

total fees for the academic year

proof of payment

Continuing SAS applicant
(have received an SAS contribution during the Academic year 2012/13):

PORTICO record (this will be: student summary – click on the All Details option) which must show:

Part time status of the qualification undertaken
Total fees for academic year

(This will be: Student summary – All Details option)

 

 
NB: We reserve the right to request further information/supporting documentation, where necessary

 

Send the printed form with supporting documentation to:

SAS Applications
Organisational Development
Human Resources
1-19 Torrington Place

5. Track your progress

Please allow at least 4-6 weeks for processing. However, this is likely to take longer during the first term due to high volume of applications received at this time.

You can check whether you application has been received by returning to the online application. The progress of your application will appear here.

You can see the date it was received, the date authorised and the date your payment was sent.

6. Part Time Staff:

Staff working part time at UCL will receive an SAS contribution calculated on a pro rata basis (based on the number of hours you are contracted to work). Please see the examples below:

Research qualification:

Taught qualification:

9. Contacts