UCL HUMAN RESOURCES
ORGANISATIONAL DEVELOPMENT 
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The SAS is revised annually and therefore you should not assume commitment to continued levels of funding.
You will be able to track the progress of your application, once submitted, by logging back into your SAS Application and typing in your UCL username & password. You will be able to see the date it was received, the date Authorised & the date your payment was sent.
UCL courses: You will also be able to check your SAS progress on your PORTICO record, on your summary of Student Status.
Please make sure that you have enrolled for your course and have a student number before you complete the SAS application form online as you will need your student number to continue.
Q1. Who is entitled to Study Assistance?
Q2. Am I eligible?
Q3. Who should fund my UCL research degree fees?
Q4. How much am I eligible to receive?
Q5. What if I work part time?
Q6. Do I have to apply each year?
Q7. What period does Study Assistance cover?
Q8. What happens if I choose to leave UCL voluntarily (Not contract running out)
Q9. I have an Honorary contract, where can I go for help?
Q10. What is the procedure for applying for Study Assistance?
Q11. What happens if I am studying at an external Institute?
Q12. Can I backdate my claim?
Q13. How much will my annual fees be?
Q14. I am studying modules, am I eligible?
Q15. I am a UCL member of staff but being charged at the overseas rate
Q16. I have already paid all or part of my fees, can I claim it back?
Q17. I am a Continuing Student
Q18. What is included within the Study Assistance Scheme?
Q19. What is not included in the Study Assistance Scheme?
Q20. If I need further help?
If you are unsure as to whether you are paid by UCL or UCLH/NHS please check with your HR contact/advisor.
A You are eligible if you full-fill the criteria in Q1 and you satisfy all of the following criteria:
You are not eligible if:
– Before 30th April 2012
for those enrolling on their course of study prior to 30th April 2012– Before Monday 16th July 2012
for those enrolling on their course of study between 30th April and 16th July 2012– Anyone enrolling between 16th July and 30th July
for those enrolling between 16th July and 30th July 2012
Please note that the scheme is revised annually and therefore we cannot make a commitment to continuing levels of funding. Note: Staff who are uncertain about their job status or contracted hours must check with either their Departmental Administrator, Head of Department or departmental human resources contact.
A. UCL's preference for the funding of research degrees is via studentship. Studentships include the stipend and all associated fees and other necessary direct costs. If studentships are not acceptable to particular research funding bodies then the first alternative should be for the fees to be paid from faculty/departmental or discretionary budgets or by virement of other budget headings associated with the specific research project, but without recourse to central SAS funding. Only where the applicant is self funding or doing research which is attracting no external funding of any kind should SAS funding be sought.
Staff applying for SAS for external (non-UCL) research degree awards get no fee reduction by their registered institute and so can request the defined SAS financial support (unless they receive grant funding to cover the course fees).
A. SAS Payments:
See the financial conditions which apply. Payments cannot be backdated to cover the previous financial year.
For PORTICO or funds management queries, please call Portico Services on 020 7679 0637 (internal extension 30637)
For UCL fee enquiries, please call Student Fees on 020 7679 4125 or 020 7679 4128 (internal extension 34125 or 34128)
A. Study Assistance is calculated on a pro-rata basis for part-time staff. All members of UCL staff studying part-time at UCL will be charged fees as Home / EU students for the purposes of this policy.
A. Yes, applications must be made on an annual basis i.e. for each financial year of the course. You must apply using the on-line system/process. Please have your User ID and password ready, along with all your course information ready before you start the SAS On-line process.
Please note the closing date for applications for the current year is:
Monday 30th April 2012
- for those enrolling on their course of study prior to 30th April 2012Monday 16th July 2012
- for those enrolling on their course of study between 30th April and 16th July 2012Monday 30th July
- for those enrolling between 16th July and 30th July 2012
A. Your contract must cover the duration of each financial year that you are applying for. You must have a contract of employment in an established or recognised post with UCL for a period exceeding the duration of the course and not be in receipt of, or eligible for, a grant or award towards course fees. The year is taken to be 1st August 2011 to 31st July 2012.
Please note, if you seek to back-date the start of your studies, this may take you into the previous Financial Period and you will be charged fees and will not be able to apply for SAS funding for the period which falls within the previous year.
A. Staff who voluntarily leave UCL employment at any time between starting the course and 12 months after completion, will be asked to repay the following:
1. Staff leaving voluntarily during their course will be asked to repay the full amount that they received for that year.
2. Staff leaving voluntarily up to 12 months after completing their course will be asked to repay 50% of their final year's assistance.
A. Honorary Clinical Lecturers of the Medical School (junior clinical staff employed by the NHS Trust allied to the Medical School) are entitled to apply for assistance with fees for registration for research higher degrees at UCL. Under a separate scheme, the Study Assistance Scheme for Honorary Clinical Teachers of the Medical School is co-ordinated by Medical School Administration (contact Susan Beesley, email s.beesley@ucl.ac.uk, telephone 020 7679 0886 internal-phone: 40886).
A. Please first read the SAS Homepage and Guidelines and then follow the details of how to apply in the Step By Step guide
A. Enrol for your course with your external institution and then follow the Step by Step guide
You will be expected to make payment in the first instance. You will then be able to apply for SAS and be reimbursed via an expense claim (which will be sent to you) on receipt of relevant paperwork see Step by Step Guide.
The signed form will then be forwarded to Accounts Payable for a payment to be made either by cheque or directly into your salary bank account.
A. No, you must apply for Study Assistance within that financial year i.e between October 2011 and no later than
Monday 30th April 2012
- for those enrolling on their course of study prior to 30th April 2012Monday 16th July 2012
- for those enrolling on their course of study between 30th April and 16th July 2012Monday 30th July
- for those enrolling between 16th July and 30th July 2012
A claim cannot be backdated prior to the start of the financial year (August). If you feel you have mitigating circumstances, you must ask your Head of Department to send in a claim setting out your case very clearly and this will be considered.
Please note, if you seek to have the start date of your study programme backdated (particularly for Research degrees). If the new start date is the previous financial year, you will be charged a fee and no SAS award can be claimed. However if you are an Overseas member of staff, we can request on your behalf, for fees to be reduced to the home status, for this period.
A. Students should know the cost of their courses before applying for SAS and should look on the web, for staff studying at UCL please go to www.ucl.ac.uk/current-students/money.
If you are classified as an overseas student you will need to know both the Overseas and Home Fee Status rate. You can find this out from Student Fees fees@ucl.ac.uk.
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For PORTICO or funds management queries, please call Portico Services on 020 7679 0637 (internal extension 30637) or email portico-services@ucl.ac.uk
A. Individual modules must be credit-bearing, work-related, and lead to a full qualification. Staff must commit to the full qualification. You may apply up to the maximum SAS allowance within each financial year.
A. Probably not, applying for SAS will provide you with the eligibility required for Student Fees to discount your fees to the Home/Eu rate.
Please note this only applies for the period for which you are employed by UCL.
A. Yes, but only if you apply between the current Academic year, up to the appropriate maximum allowance:
1. Those studying at UCL.
A. Yes, only if you apply during the current Academic year, up to the appropriate maximum allowance.We cannot reimburse you directly as your SAS funding will be paid directly to Student Fees. Please request a reimbursement form from Student Fees on 020 7679 4125 or 020 7679 4128 (internal extension 34125 or 34128) or email fees@ucl.ac.uk
However, if you plan to apply for SAS – we advise you, not to pay the possible SAS contribution of either £865 or £400 for Research/Taught qualifications respectively.
2. Those Studying Externally to UCL
We are able to reimburse you if you have already paid all of your fees. You will need to supply proof of payment (originals or certified copies of receipts) such as a credit card receipt, bank statements or copies of stamped/headed receipts etc.
Send in your completed and signed SAS online application form along with your proof of payment. We will then ask you to sign an expense payment form and Accounts Payable will arrange for this to be paid directly into your bank account (where your salary is currently paid).
A. Those staff who have received SAS in previous years must make a new application for each year of study, please see:
The Study Assistance Scheme is revised annually and therefore you should not assume commitment to continued levels of funding. New & Continuing students must apply for support, for each year of study.
We strongly encourage you to apply for SAS as soon as possible after enrolling on your course of study (please do not leave this till the end of the academic year).
A. Course fees in this context will be taken to include fees for part-time, evening, day or block release, correspondence or distance-learning courses and examination fees for not more than one attempt at each part of the examination.
A. Staff will be expected to meet the costs of textbooks and admission fees for professional bodies (where applicable) themselves. Cost for examination fees alone are not covered.
Funding Elsewhere:
You may wish to consider a Career Development loan. Further information can be found at :
SAS Further queries:
A. Yes, please e-mail OSD at osd_sas@ucl.ac.uk, . To make e-mails easier to reply to, please type SAS & then your first & Last name in the subject box. You will receive a response as soon as OSD is able to provide it.
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