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Frequently Asked Questions

Course information
Access and eligibility
Charges and payment
Making a booking
Other information

What skills do I need to attend a course?

The Pre-requisites section of a course tells you about the skills you should possess before attending. It is your responsibility to ensure that you have the pre-requisite skills. In some cases the skills needed may be covered in another pre-requisite course or courses. You should ensure you have the knowledge and skills covered by these or, if you don't, you should attend pre-requisite course(s) before attending the one you are interested in.

If you attend a course without the pre-requisite skills, we may redirect you to the IT Training Drop In Service, as we may not be able to adjust the pace of the course to accommodate you. Please visit the IT Training Drop In Service for advice on the right course for you.

Where does training take place?

Most staff training takes place in the one of the Training Rooms (B07, B08 or B15) in the basement of 1-19 Torrington Place. Directions and a map to the training rooms.

Some take place elsewhere so check course details carefully and view this map of UCL for the specific location.

You will always be advised of the location in the joining instructions which are sent two weeks before the course or when you book, whichever is later.  If you have not received these please email us at

You don't offer the training I need, what should I do?

A full list of available courses can be found on our Resources pages.  If we don't have scheduled dates for training you require, please see how to be notified of new dates To suggest a new course, please complete our course suggestion form and we will take your needs into consideration when making plans for future course development.

How can I view my training record?

If you are a member of UCL staff (on UCL payroll) your attendance is recorded on the HR database by us.  You can view your training record by logging on to MyView or by visiting the Learning Event Recording System  Staff should not add training provided by us themselves as this will create a duplicate record.  If your attendance has not been recorded within six weeks of attending the course please contact us.

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Who are the courses for?

Staff training courses are open to UCL staff and some are also open to postgraduate students. Staff courses available to postgraduate students are indicated on the booking system.

Please ensure you have authorisation from your Head of Department, Manager or Supervisor before applying for a place unless you will attend in your own time and be responsible for any cancellation fee.

Further information on training available for STUDENTS.

How much do the courses cost?

Courses are free to UCL staff and postgraduates but we require a departmental cost code secure your place. You may also use a cheque as a deposit if you are unable to supply a cost code for any reason. Please see What should I do if I have to cancel my booking? for details of charges for late cancellation.

Please note that all payments must be made by cheque NOT cash and that we cannot supply invoices. Please see How and when do I pay? for more details.

How do I get a UCL userid?

The UCL Training Booking system requires you to log in with your UCL userid and password to demonstrate eligibility and to obtain your details.

For staff this is the same userid and password you use to log on to MyView to view your payslips.

If you believe that you have one, please contact the ISD Service Desk for details of your userid and password. If you do not have one but are eligible you can obtain one through your departmental computer representative. The ISD Service Desk can also advise you who to contact if you are unsure.

How and why do I access my UCL email?

All communication about the course such as venue details, reminders and any changes to the booking will be sent to your UCL email address.  It is vital to ensure you receive these emails to avoid missing notifications and potentially incurring charges.

You can access your UCL email using your UCL userid and password (see above). For details please see the ISD email pages.

How do I forward my UCL email?

You can have all your UCL mail forwarded to another email address.  Please see our Email pages for details.

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What is a departmental cost code? How do I get one?

A departmental cost code is a code which we can use to charge your department in the event of late cancellation (see What should I do if I have to cancel my booking? for details). You department should be able to provide it. It consist of an account code (4 characters) and an analysis code (usually 3 or 4 characters) e.g. AB13 6Q0

How and when do I pay?

UCL Staff and Postgraduates - by cost code
You should include a departmental cost code at the time of booking.

UCL Staff and Postgraduates - by cheque
If you are using a cheque as a deposit, we will ask you for this before we can confirm your place on a course. A single cheque can be used as a deposit for more than one course provided that we don't need to charge you for a late cancellation. This will be returned to you when you attend the course or be sent back to you. Please note that we cannot accept cash.

Do not send a cheque until you are asked to do so.

What should I do if I have to cancel my booking? Will I be charged if I cancel?

You can cancel your own booking on the booking system.

There is an administrative charge of £50 for any cancellation made with less than THREE working days' notice, whatever the reason. A department is welcome to send someone else in your place if they wish without incurring a charge, providing that person has the necessary pre-requisites for the course.

Please see our cancellation policy for full details.

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How do I make a booking?

Please visit the UCL Training Booking System to view courses and book.

I can't log in to the Booking System, what should I do?

You should be able log in with your UCLuserid and password if you are a UCL staff member (including honoraries) or postgraduate student.  If you are not able to, this may be because you are not employed directly by UCL.  In this case you may need to register as an external to log in.  Please see below for more details.

I can't book onto the course I want, what should I do?


Course available to postgraduates state this in the course Eligibility section.  You should be able to log in and request a place on these courses.

When you complete the booking form, you will see a message telling you the course is full.  This is because you are initially placed on the reserve list for the course and we have to manually confirm your place.  Please email to let us know once you have booked.

Members of staff

You should be able to book if you are a UCL staff member or an honorary.  If you are not employed directly by UCL (and therefore not on UCL payroll), you may be able to log in but you may not then be able to book.  One way to check your status is to look at your ID card.  If it has a black strip at the top you probably fall into this category.  In this case, you will need to register as an external in order to request a place.

You will see a message telling you the course is full when complete the booking form.  This is because you are initially placed on the reserve list.  Please email to let us know you have requested a place and to explain why you are eligible and we will make a decision about whether to give you a place if one is available.  Please register with a UCL email address and provide us with your UPI (on your ID card) to help us to verify your status.

If you are unable to book for any reason other than the above, please email with your details, what you are trying to book and any error messages you are seeing.

What if the course I want is fully booked? What if I can't make any of the available dates?

If the course date you want is fully booked you can join the reserve list.  If someone cancels the first person on the reserve list will be allocated a place on the course and notified by email.

There are no dates for the course I want, are there any scheduled?

If no dates are available on the booking system you can register your interest in the course. People on the interest list are contacted as a priority once dates are scheduled and before the dates are publicised more widely.

How and when will I receive course details (venue etc.)?

A confirmation for each booking is sent automatically when you book.  Joining instructions with full venue details etc. are sent about 2 weeks before the course (or at the same time as the confirmation is you are booking within this period) and a reminder is sent a few days beforehand.  See below for details about course cancellation or postponement.

If you are a postgraduate or registered as an external you will initially only receive a an email telling you that you are held on the reserve list.  You will only receive confirmation emails and joining instructions as described above once we have confirmed your place on the course.

If you have not received full joining instructions, please email us at

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What happens if IS Training have to cancel a course?

Occasionally we have to cancel a course due to low numbers or if the trainer, room, equipment or other services become unavailable due to unforeseen circumstances.  In this case we will contact you as soon as possible to let you know and reschedule the course. 

We may also occasionally have to cancel a course at the start of the course or during the course if there is a sudden loss of service or equipment which would affect the safe and smooth running of the course.  This is at the trainer's discretion.  In this case we will contact all participants and reschedule the course.

We are unable to accept any liability for any cost incurred due to a course being cancelled.

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What type of projectors do you use?

The projectors  installed in the training rooms in the basement of 1-19 Torrington Place are the 3 LCD Panel type.

The majority of data projectors found in the other computer workrooms we train in are also 3 LCD Panel projectors.

There are however some Single Chip DLP technology based short throw projectors installed on campus.

Please contact us as soon as possible if you would like confirmation of the type of projector in use on the course that you are attending.

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I still haven't had my question answered, how do I contact you?

Please email

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Page last modified on 17 jan 14 09:59