Academic Manual


Section 2: Admission, Registration and Conduct

Published for 2020-21

2.1 Introduction2.7 Disclosure and Barring
2.2 Entry requirements2.8 Application Decisions
2.3 English Language requirements2.9 Period of Registration
2.4 Making an application for a UCL Short Course2.10 Attendance Requirements
2.5 Accuracy of Applicant Information2.11 Code of conduct for Short Course Learners attending UCL
2.6 Proof of Identity2.12 Complaints Procedure

2.1 Introduction

1.The Regulations in this section pertain to admission and registration arrangements for UCL’s Short Courses, both non-credit-bearing and credit-bearing.

2.2 Entry requirements

1.While there are no general entry requirements for Short Courses, applicants must satisfy any entry requirements for admission that are specified in the course specification (CIQ) and indicated in the description of the activity provided on the central UCL Short Courses website and/or the relevant Department web pages.
2.For admission onto credit-bearing Short Courses, entry requirements may include academic prerequisites such as a UK Bachelors degree or an equivalent qualification in a relevant subject.
 Further guidance
3.Entry requirements for credit-bearing Short Courses  need not comply with standard UCL entry requirements for programme-level study, provided that the admitting UCL department judges that the applicant is appropriately qualified and equipped to take the activity in question.
4.Some Short Courses  take into account individual professional and work experience for admissions purposes.
5.Applicants are advised to check for specific entry requirements or academic pre-requisites for admission onto their chosen Short Course before making an application to UCL, either by consulting the activity description provided on the central UCL Short Courses website and/or the relevant Department web pages, or by contacting the activity organisers.

2.3 English Language requirements

1.The language of instruction at UCL is English, and all applicants should ensure that their spoken and written English is of a sufficient standard to undertake their chosen Short Course. This requirement is specified in order to ensure that the experience of Short Course Learners is not hindered by language difficulties, and that all Short Course Learners are able to benefit fully from their time at UCL.
 Non-credit bearing Short Courses
2.Applicants for non-credit-bearing Short Courses, whose first language is not English, should have a reasonable proficiency in the English language in order to fully benefit from the activity.  
3.In addition, applicants are required to meet any English Language requirements that are specified in the course specification (CIQ) for the activity and indicated in the description of the activity provided on the central UCL Short Courses website  and/or the relevant Department web pages.
4.UCL reserves the right to refuse admission to or terminate the registration of any applicant whose English Language proficiency is deemed unsatisfactory.
 Further guidance
5.Although no formal proof of an applicant’s proficiency in English is required for entry onto most non-credit-bearing Short Courses, applicants whose first language is not English are encouraged to benchmark their proficiency in the English language against the Common European Framework of Reference for Languages. 
 Credit-bearing Short Courses
6.Applicants for credit-bearing Short Courses  whose first language is not English are required to meet UCL’s English Language requirements and must be able to provide recent evidence that their spoken and written command of the English language is adequate for the activity for which they have applied.
7.In addition, applicants will be required to meet any English Language requirements that are specified for the level of the activity.
 Further guidance
8.Applicants are advised to check any specific English Language requirements by consulting the activity description provided on the central UCL Short Courses website and/or the relevant Department web pages.
9.Applicants should be aware that UCL reserves the right to ask for higher English Language requirements in individual cases.

2.4 Making an application for a UCL Short Course

1.Applications for Short Courses must be made directly to UCL, either through the central UCL Short Courses website or the relevant UCL department web pages. 
2.Details of how to make an application for a UCL Short Course  are provided in the activity description on the central UCL Short Courses website and/or the relevant UCL department web pages. Details of any specific application deadlines will also be indicated.
 Applicants with disabilities
3.UCL endeavours to ensure equal access to all facilities and to make reasonable adjustments to UCL buildings when and wherever possible.
4.Applicants who have a disability should inform the admitting UCL department of this on their application. This will help to ensure that any special requirements can be put in place in advance of applicants commencing their Short Course.
5.Where an applicant declares a disability, the admitting UCL department should make contact with that applicant to discuss any specific arrangements or reasonable adjustments they may need in order to support their studies.  
 Further guidance
6.Applicants with disabilities are strongly encouraged to make contact with the activity organisers and/or the relevant UCL department before submitting their application if they have any general queries about access or facilities at UCL.
7.See also guidance on Reasonable Adjustments at section 3.2.
 Applicants under the Age of 18
8.UCL will consider for admission onto its Short Courses applicants who will reach the age of 18 during or after their expected period of attendance, subject to these applicants meeting the entry criteria for the activity. 
9.If a young applicant is offered a place, UCL has in place procedures to protect young learners. The Short Course organisers and/or the admitting UCL department must ensure that these procedures are put in place prior to the arrival of the applicant(s) at UCL.
 Further guidance
10.In considering applications onto Short Courses from applicants under the age of 18, short course organisers must refer to the UCL Children and Vulnerable Adults Safeguarding Policy for Applicants and Current Students.
11.Further guidance on working with persons under the age of 18 is available for UCL departments and Short Course organisers on the UCL Human Resources Division web pages.
 Applicants who are registered students at UCL and other Higher Education institutions
12.Applicants who are currently registered students either at UCL or another Higher Education institution may be admitted onto Short Courses .  However, any Short Course that UCL students are admitted onto cannot be substituted for any component of their UCL programme of study, nor can any academic credit achieved as a result of their attendance on the activity be transferred to their main UCL programme of study.

2.5 Accuracy of Applicant Information 

1.Information provided by applicants is expected to be accurate and complete. UCL reserves the right to refuse admission or terminate registration in the event that any information provided by an applicant is inaccurate or incomplete.

2.6 Proof of Identity 

1.All applicants for campus-based Short Courses are required to present (in person or by post) the original copy of an accepted form of identification, as determined by UCL, for verification before they can be registered onto the Short Course.

UCL’s preferred form of identification is a valid passport. However, in the absence of a valid passport, the following will be accepted forms of identification for applicants who do not require a visa to study in the UK:

i)  A UK photo driving licence, Armed Forces Identity Card or a European National Identity Card, or
ii)  An original Birth Certificate, Adoption Certificate, Deed Poll Certificate or Certificate of Naturalisation.

3.If the family name or other personal details are different from those on the document provided, proof of the reason for any differences may be required. This should be in the form of a marriage certificate/civil partnership certificate, divorce document, deed poll, adoption certificate or statutory declaration. No other forms of identification are acceptable.
 Applicants Who Require a Visa to Study in the UK
4.Under UK immigration requirements, presentation of a valid passport is a mandatory requirement for applicants for all campus-based Short Courses who require a visa to study in the UK, and no other forms of identification will suffice. Registration will not take place without presentation of a valid passport and an appropriate visa.
 Further guidance
5.UCL is obligated to undertake passport and visa checks for its Short Courses wherever its Student Visa licensing responsibilities require it do to so. This requirement applies only to applicants who will be attending a Short Course based on the UCL campus within the UK.  There is no requirement for applicants who require a visa to study in the UK to present a valid passport and an appropriate visa if the UCL Short Course is based wholly online.
6.Further information and guidance about the UK Immigration and Visas System is available on the Immigration and Visa webpages.

2.7 Disclosure and Barring

1.For a small number of Short Courses, where participants may potentially come into unsupervised contact with children and/or vulnerable adults, UCL will seek an enhanced disclosure certificate from the Disclosure and Barring Service.  Where this requirement applies, it should be recorded on the course specification (CIQ) in order that applicants can be made aware.
 Further guidance
2.The Disclosure and Barring Service is the Government agency established to provide employers and others with information about any criminal convictions that an individual might possess.
3.In addition to an enhanced disclosure certificate, some Short Courses may require further checks under the provisions of the Protection of Children Act and Protection of Vulnerable Adults Act.
4.Further details of these checks are available from the Disclosure and Barring Service. UCL reserves the right to bar applicants or de-register learners who are given an unsatisfactory review by the Disclosure and Barring Service.
 Applicants with Criminal Records
5.Disclosure of certain criminal records may be required for some Short Courses, and applicants with criminal records may be subject to some restrictions of activity to be decided on a case-by-case basis.
6.Failure to disclose may result in refused admission or termination of registration from the Short Course.
7.Where appropriate, details of criminal convictions may be made available to Heads of Department and others as appropriate.
8.Please see UCL’s Disclosure and Barring webpages for further information.

2.8 Application Decisions

1.All applicants for Short Courses will be informed by UCL of their acceptance or otherwise onto the activity in question.
2.The decision as to whether to admit an applicant to a UCL Short Course rests solely with the relevant UCL department. UCL decisions on applications onto its Short Courses are final, and there is no right of appeal against them. 

2.9 Period of Registration

1.Short Course Learners  are registered for the duration of their Short Course, until the end or completion of the activity.
2.The specific start date and duration of each Short Course is determined by UCL and notified in the short course descriptions given on central UCL Short Courses website or on the relevant Department web pages.

2.10 Attendance Requirements

1.UCL’s minimum attendance requirement of teaching and learning events is 70%. UCL departments may, however, stipulate a higher percentage and additional requirements where appropriate. In order to be eligible for a Certificate of Participation, Short Course  Learners will be expected to have participated in the activity to the satisfaction of the course leader and to an extent that is deemed sufficient to have met the learning outcomes of the activity.
2.Short Course  Learners on credit-bearing Short Courses whose attendance falls below the minimum attendance requirements for the activity will not be eligible to undertake the assessment component of the activity.
3.UCL reserves the right to require any Short Course  Learner whose conduct, attendance or academic progress is unsatisfactory to withdraw from the Short Course. A Short Course Learner required to withdraw has the right to appeal against the withdrawal decision but not against any academic assessment on which the decision is based. The responsibility for hearing and deciding upon appeals is vested in the Registrar, whose decisions are final.
 Further guidance
4.For Short Courses that are based wholly or partly online, ‘attendance’ should be taken to mean ‘participation’. Owing to software limitations, it may not yet be possible to measure participation for some of these .  In such instances, in order to be eligible for a Certificate of Participation Short Course Learners will be expected to have participated in the activity to an extent that is deemed by the activity leader to be sufficient to have met the learning outcomes of the activity.
5.Section 3.3.15-20: Extenuating Circumstances describes the procedures in place for  Short Course Learners on credit-bearing  Short Courses who are unable to attend an examination or submit a piece of work for summative assessment due to illness or other extenuating circumstances.

2.11 Code of conduct for Short Course Learners attending UCL

1.UCL enjoys a reputation as a world-class university. It was founded on the basis of equal opportunity, being the first English university to admit students irrespective of their faith and cultural background. It was the first university in England to admit women.
2.UCL is a community, and as members of this community, all Short Course Learners are expected to adhere to UCL’s rules and regulations while attending a UCL Short Course  based at UCL, to show respect for persons and property, and to behave in a way that does not interfere with the normal operations of UCL. 

UCL’s expectations about appropriate behaviour and conduct of its Short Course Learners while attending an activity based on the UCL campus include:

In general:

  • Recognising the diversity of the UCL community and not discriminating against others on the basis of their age, ethnic origin, race, nationality, membership of a national minority, culture, language, religious faith or affiliation or lack thereof, political affiliation or opinions or lack thereof, sex, gender, gender identity, sexuality, sexual orientation, marital status, caring or parental responsibilities, illness, ability or disability, mental health status, medical condition, physical appearance, genetic features, parentage, descent, full or part-time student status, socio-economic background, employment status, trade union affiliation, spent or irrelevant criminal convictions or any other irrelevant distinction.
  • Acting responsibly, being honest, considerate, respectful and courteous towards others. Behaving in a respectful manner towards others so that they do not feel that they are being harassed or bullied, and abiding by the law.
  • Showing consideration for the welfare of other Short Course Learners;
  • Ensuring that any activity you engage in using the internet, including virtual learning environments (e.g. Moodle), social networking sites (e.g. Facebook, Twitter etc.), blogs or other web resources, refrains from causing offence and could not be regarded as bullying or harassment.
  • Respecting the right of freedom of speech provided it is within the law.

Whilst learning:

  • Being punctual for sessions or classes.
  • Where applicable, following the rules laid down by UCL for academic activity, the use of the Library, Information Services and other services.
  • Where applicable, being aware of the advice and assistance available on academic and other matters from sources such as personal, programme and departmental tutors.
  • Where applicable, informing the relevant person if you are going to be absent or delayed for an activity where you are expected to attend.
  • Seeking help for yourself when you need it.

Around UCL:

  • Showing respect for UCL property.
  • Informing yourself of UCL health and safety policies and following them.
  • Playing your part in maintaining security and being prepared to produce your identity card when requested.
  • Caring for the environment at UCL by respecting buildings, spaces and facilities.
  • Recycling and disposing of litter responsibly.
  • Showing consideration for others regarding noise (e.g. switching mobile phones off in sessions and classes).

The following other UCL policies also relate to conduct and behaviour for all Short Course Learners:

Harassment and Bullying 
Health and Safety
Energy Saving Information


The following link to sources of advice and assistance for Short Course Learner Associate Students and Attending Students:


Where it is deemed appropriate, any matters relating to the infringement of UCL rules and regulations or the misconduct of Associate Student or Attending Student Short Course  Learners will be referred to UCL’s Disciplinary Code and Procedure.

2.12 Complaints Procedure

1.Any Short Course Learner who wishes to make a complaint about her/his experience at UCL should first try to resolve the matter informally, in consultation with either the person who has caused the complaint, or with that person's line manager, or with another appropriate person within the area of UCL where the complaint has arisen.
2.Formal complaints should only be submitted if informal discussion fails to resolve the matter satisfactorily, or would be wholly inappropriate, and if there appear to be genuine grounds for making a complaint.
3.If a complaint cannot be resolved informally, UCL has an established Student Complaints Procedure for dealing with both academic and non-academic complaints and representations from students.  This Procedure shall also apply to Short Course  Learner Associate Students and Attending Students.
4.All other Short Course Learners, i.e. those on non-credit-bearing Short Courses, shall have recourse to UCL’s Public Complaints Procedure in the event that a complaint cannot be resolved informally. Where deemed appropriate and applicable, complaints involving Short Course Learners undertaking non-credit-bearing Short Courses will be referred to the established Student Complaints Procedure.