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UPI Associations

Information from UPI is used to govern access to resources at UCL - including central computing services, library access, and building access. UPI filters information from the three primary systems (the HR database for staff details, Portico for student details, and the Services System for visitors) and defines associations.

Associations combine an individual's status, their department and start/end dates where they exist. Various UCL systems use this association information to determine who should have access to systems and resources.

Statuses:

  • Staff: established and honorary
  • Students: undergraduate and postgraduate
  • Visitors: various categories

More information on Statuses is available here.

Start Dates:

The start date recorded in the primary system is used to determine when an individual can begin to access resources.

For staff and students, this means:

  • Automatic registration for UCL computing accounts
  • Access to WTS
  • Access to password protected departmental web pages
  • Access to the Library - both physical access and borrowing rights
  • Access to electronic library resources

For honorary staff:

  • Honorary staff automatically have access to the Library
  • Access to UCL computing services for honorary staff needs to be requested by departments by using the Services System.

For visitors:

  • Reference access to the library is granted automatically at the start of a visit as recorded in the Services System (except for visitors with Contractor status).
  • Borrowing access can be requested as an additional Service Request
  • Computing access can be requested as an additional Service Request
  • License restrictions mean that visitor access to electronic library resources is restricted to use of the dedicated terminals in the Library even if the visitor has been issued with a UCL computing account.
  • NOTE: charges may apply for some categories of visitor to access computing accounts and to gain access/borrow from the Library. See Services System Guidance pages for more information on charges and eligibility for services.

If a person requires access before their formal start date (e.g. before a formal contract has begun), they can be set up as a visitor by their department using the Services System.

End Dates:

When an end date is specified in a primary system (e.g the end of a course, of a contract of employment, or of a visit), this is used to determine when access to UCL resources should end.

For students: once their end date has been reached (i.e. they are no longer formally enrolled as a student at UCL), their access to most systems will stop. This includes revocation of access to:

  • the Library, including borrowing privileges *
  • electronic resources
  • WTS
  • restricted departmental web pages
  • certain other services requiring UCL userid and password to log on.

Access to the following services will continue after a formal end-date has been reached - for a three month period for undergraduates, 1 year for postgraduates:

  • Access to UCL Webmail
  • Access to Portico

* NOTE: In certain circumstances, the Library may grant continued discretionary access to the person as a "de-registered student" once they have reached their formal end date. This would allow physical access to the Library, limited borrowing rights, and access to electronic resources only through the dedicated workstations situated in the libraries.

To secure de-registered student access to the UCL Libraries, the person involved must obtain a formal request, bearing a specific expected date of completion / return to normal study, from their Department. They must also be in "good standing" with UCL Libraries. The request letter should then be presented to one of the Library issue desks.

For staff and visitors:

On reaching a contracted end date or the end of a visit, access to the following resources will stop:

  • WTS service
  • password protected web pages
  • Library, including e-resources

The basic computer account (available for Webmail) will remain active but may be revoked by departments by using the Services System.