Published for 2023-24
1.1 Introduction | 1.4 Confidentiality and Looking After Your Data |
1.2 Help and Advice | 1.5 Providing Supporting Evidence |
1.3 Who can use this Framework | 1.6 Other Support Options |
1.1 Introduction
UCL is committed to providing the support you need in order to make the most out of your studies. The Student Support Framework draws together our main academic support processes under one banner to help you understand the options open to you. The Framework includes the following components: | |
This section: How to Use this Framework helps you find your way around the different support options open to you. It includes:
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The following sections explain how each of the following processes works: |
Support process: | Use this if: | What this covers: |
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Short-term Illness and other Extenuating Circumstances | You have a short-term illness, bereavement or other unexpected emergency. | ‘Extenuating Circumstances’ (often know as ‘ECs’) are events which are sudden, unexpected, significantly disruptive and beyond your control and which may affect your performance at summative assessment, such as a serious illness or the death of a close relative. You can submit an Extenuating Circumstances claim to access ‘mitigation’ such as an extension or deferring an assessment to a later date. |
Reasonable Adjustments for Disabilities and Long-term Conditions | You have a disability or long-term physical or mental health condition. | UCL can provide longer-term ‘Reasonable Adjustments’ to support your learning and assessment. This includes setting up a ‘SoRA’ (Summary of Reasonable Adjustments) with UCL’s Student Support and Wellbeing team. |
Academic Adjustments | You need long-term or ongoing support with one or more of the following:
| Academic Adjustments include long-term reasonable adjustments arranged by your Department if you need additional support with learning, teaching and assessment. |
Exam Adjustments | You need additional support to sit an online or in-person exam. | Exam Adjustments are specifically for Controlled Condition Exams and Take-Home Papers, and include adjustments such as extra time, rest breaks, a more comfortable chair and specialist equipment. These are available to students with a longer-term disability or health condition, and to students who need shorter-term support e.g. if you are pregnant, or have a broken arm. |
Interruption of Study | You are thinking of taking time out from your studies . | Interruption of Study is for students who wish to take a break from their studies and return at a later date. You can take time out from your studies for a wide range of reasons - you might want to take up an internship or placement, take time out to travel, be planning to have children, or be facing personal challenges which are making it hard to study. |
Support to Study | You are having persistent or ongoing difficulties and UCL’s other support processes are not providing the right level of help. | Support to Study aims to help you if you are having significant, persistent, longer-term difficulties and UCL’s normal mechanisms (e.g. Reasonable Adjustments, Extenuating Circumstances, Interruption of Study) are not providing enough support. We will work with you to put together a Support Plan to help you get the most out of your studies. |
The Student Support Framework is just one of the ways in which UCL helps you to get the most out of your time with us: |
This Student Support Framework | Your Personal Tutor | Your Department |
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This Student Support Framework explains how you can apply for formal support with your studies such as extensions, reasonable adjustments, or taking time out from your studies. | One of your first priorities should be to meet your Personal Tutor. They will help you to get the most out of your studies, and provide support and encouragement during your time with us. | Help is also available from members of staff in your UCL department including academic staff and departmental administrators. You can find their contact details on Moodle or in your Student Handbook. |
UCL Student Support and Wellbeing | FAQs and Enquiries | Students’ Union UCL Advice Service |
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UCL’s team of expert wellbeing, disability and mental health staff provide a safe, confidential and non-judgemental space in which you can discuss any issues that may be affecting your ability to study. | askUCL is our self-help centre and student enquiry system. It includes a wide range of Frequently Asked Questions. If you can’t find what you’re looking for, you can log an enquiry. | The Students’ Union UCL provides a free, confidential and independent advice service with a trained and experienced team. |
1.2 Help and Advice
If you have any questions about the processes in this Student Support Framework, there are a number of different people who can help: Have a question? askUCL
Talk to your Department
Make an appointment with UCL Student Support and Wellbeing
Talk to the Students’ Union UCL Advice Service
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1.3 Who can use this Framework
1.3.1 Level of study
This section explains how the Student Support Framework applies to different groups of students. | |
1. | The Student Support Framework applies to all UCL Undergraduate and Taught Postgraduate students. |
2. | If you are a Postgraduate Research student, some of the procedures apply to you (for example Summaries of Reasonable Adjustments) but there are also some differences for doctoral level study (e.g. how Interruption of Study works). The Doctoral School website explains the support available to you. |
3. | UCL Short Course Learners may be eligible for some forms of support through these procedures – please check your course literature for details. |
1.3.2 Home and Teaching Departments
1. | Your ‘Home’ Department and Faculty are normally responsible for providing support and approving requests made through this Framework. |
2. | If you are taking any modules in another UCL Department or Faculty, your ‘Teaching’ Department may need to approve some forms of support to make sure adjustments are possible and appropriate in the local context. |
3. | Throughout this Framework, when you see the word ‘Department’ this also covers local variations such as divisions, institutes, short course providers etc. |
1.3.3 Study abroad programmes
1. | If you are on a Study Abroad programme, UCL has overall responsibility for your support, but you should also be able to access support at your Teaching Institution. |
2. | Your Teaching Institution should provide the following (although please note that they may use different terminology):
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3. | You should use UCL’s regulations to apply for:
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4. | Before you go on Study Abroad, you are encouraged to contact UCL Student Support and Wellbeing to discuss your plans. If you have a disability or long-term condition, your SSW adviser can also liaise with your Teaching Institution to put reasonable adjustments in place for you, and can discuss whether you will continue to engage with any support at UCL. |
1.3.4 Affiliate students
1. | If you are an incoming Affiliate or Intercollegiate student, your Home Institution normally has overall responsibility for your support, but you can also access some forms of support at UCL. |
2. | You should use UCL’s regulations if you need help with any of the following while you are registered with UCL:
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3. | Your Home Institution should provide the following (although please note that they may use different terminology):
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4. | If you have a disability or long-term condition, UCL Student Support and Wellbeing can liaise with your Home Institution to put reasonable adjustments in place for you at UCL. |
1.3.5 Placement programmes
1. | If you are on a UCL programme with a placement element, UCL has overall responsibility for your support needs, but your placement provider should also provide some support. |
2. | Your placement provider should arrange the following (although please note that they may use different terminology):
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3. | You should use UCL’s regulations if you need academic support, for example with:
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4. | Before you start your placement, you are encouraged to contact UCL Student Support and Wellbeing to discuss your plans. If you have a disability or long-term condition, your SSW adviser can also liaise with your placement provider to put reasonable adjustments in place for you, and can discuss whether you will continue to engage with any support at UCL. |
1.3.6 Joint and dual degrees
1. | If you are on a joint or dual degree (where your programme is delivered in partnership with another institution) you should follow the regulations of the institution that you are currently registered with e.g. if you are taking years 1 and 2 at UCL, you should use UCL’s regulations for those years; if you are taking years 3 and 4 at the partner institution, you should use the partner’s regulations for those years. |
2. | Please note that the partner institution may use different terminology for different processes. |
3. | UCL and the partner institution may share necessary information, such as your SoRA adjustments, with each other to ensure that you are fully supported throughout your studies. Section 1.4: Confidentiality and Looking After Your Data includes more information. |
1.4 Confidentiality and Looking After Your Data
1. | This section explains how UCL’s Student Privacy Notice applies in relation to the Student Support Framework. |
2. | There are two main categories of data which fall under this Student Support Framework: |
3. | The following table gives some examples of the differences between Personal Data and Special Category Personal Data (Sensitive) in the context of the Student Support Framework: |
| Personal Data | Special Category Personal Data (Sensitive) |
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Extenuating Circumstances |
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Reasonable Adjustments |
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Interruption of Study |
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4. | In the context of the Student Support Framework, this means that: |
If you are worried about sharing sensitive information | |
5. | In certain situations, you may be asked whether you give your consent for UCL to process information about you, or to decide how much information you want to share with whom. For example, if you are applying for a Summary of Reasonable Adjustments (SoRA), your Student Support and Wellbeing Adviser may ask you how much information you want to share with staff in your Department. |
6. | We understand that it can feel difficult to share detailed information with your tutors and lecturers, but your Department can support you more effectively if you do share information about your circumstances with them. |
7. | If you don’t feel comfortable discussing personal issues with your Department, you can speak to the UCL Student Support and Wellbeing team or to the Students’ Union UCL Advice Service. |
8. | In some cases, it is also possible to request that your application is considered by your Faculty rather than your Department e.g. if you are applying for Extenuating Circumstances or an Interruption – please refer to the relevant procedures for further details. |
1.5 Providing Supporting Evidence
1.5.1 Introduction
Why do I need to provide evidence? | |
1. | You may be asked to provide medical or non-medical evidence to access some forms of support. This helps UCL to determine your eligibility for different types of support, arrange adjustments to teaching or living spaces, and make changes to your registration status. |
Help and advice | |
2. | If you have any questions about obtaining evidence, Section 1.2: Help and Advice includes information about the different people who can help you. |
3. | If you are having any difficulties obtaining evidence, please speak to your Personal Tutor or Department. If you would prefer to talk someone outside of your Department, you can speak to a UCL Student Support and Wellbeing adviser or the Students’ Union UCL Advice Service. |
Confidentiality | |
4. | Any evidence that you provide is classed as ‘Special Category Personal Data (Sensitive)’ which means that it can only be accessed on a ‘need-to-know’ basis by members of staff who are directly responsible for approving your support. Section 1.4: Confidentiality and Looking After Your Data includes more information. |
Falsification is a serious offence | |
5. | If you submit fraudulent evidence you will be subject to UCL’s Student Academic Misconduct Procedures. If you are struggling with your studies, please seek help - Section 1.2: Help and Advice includes details of a wide range of support services. |
6. | In order to verify the authenticity of evidence and evidence providers, UCL reserves the right to conduct internet or third-party searches. |
1.5.2 When do I need to provide evidence?
Type of Support | Evidence Requirements |
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Short-term Illness and Other Extenuating Circumstances |
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Reasonable Adjustments for Disabilities and Long-term Conditions |
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Academic Adjustments |
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Exam Adjustments |
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Interruption of Study |
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Support to Study |
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Other support from Student Support and Wellbeing |
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1.5.3 Sensitive and traumatic circumstances
1. | UCL understands that it can be distressing to be asked for ‘evidence’ in the case of very sensitive circumstances such as the death of a close relative, harassment, discrimination or sexual assault. We also understand that it can be very difficult to provide evidence of particularly traumatic events such as war or terrorism. If there are compelling reasons for making an exception, it may be possible to either suspend the need for formal evidence or accept alternative forms of evidence. |
2. | If you would like to be considered for an evidence waiver, the best place to start is with your Personal Tutor, Student Adviser or another trusted person in your Department. They can then liaise with your Faculty Tutor and/ or UCL Student Support and Wellbeing on what might be possible for the particular type of support that you need. |
3. | If you want to speak to someone confidentially, the UCL Student Support and Wellbeing team and the Students’ Union UCL Advice Service are also here to help you. |
1.5.4 Medical evidence
1. | Medical evidence needs to be:
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2. | Your medical evidence should cover the following key points. We expect some variation in submissions and it is possible that some of these points will not be relevant to your circumstances:
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3. | In order to help your doctor or provider produce evidence that is as thorough and accurate as possible, you may wish to share these UCL regulations with them. |
4. | If you are applying for a Summary of Reasonable Adjustments (SoRA) relating to a disability or long-term condition, your Student Support and Wellbeing Adviser may be able to give you an appropriate template to give to your doctor or provider to complete. |
Returning from an Interruption of Study | |
5. | If you are required to attend a Welfare Review as part of your return from an Interruption of Study, we also expect your medical practitioner to comment on the following:
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Specific Learning Differences (SpLD) | |
6. | To arrange support for students with specific learning differences, UCL requires a full diagnostic assessment carried out by a psychologist with a practicing certificate or a specialist teacher holding an assessment practicing certificate. If you have a partial assessment, such as a 'Form 8' report, then you will be advised to get a full assessment. |
7. | Please note that there are deadlines for providing evidence for Exam Adjustments – the Exams and Assessments website includes the most up-to-date information. |
If you have had an appointment with UCL Student Psychological and Counselling Services (SPCS) | |
8. | UCL Student Psychological and Counselling Services (SPCS) may be able to provide evidence if you have had an appointment with the service. SPCS can only provide evidence covering the period for which you are seeking support and cannot provide evidence retrospectively. |
1.5.5 Non-medical evidence
1. | Non-medical evidence needs to come from an appropriate, independent and verifiable authority such as:
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2. | Non-medical evidence needs to be:
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3. | Non-medical evidence can include existing documents, such as an appointment letter, crime report or court document, or it can be specifically written for you in a letter or statement. There is no standard format, so we expect some variation in submissions. |
4. | Your non-medical evidence should cover the following key points. It is possible that some of these points will not be relevant to your circumstances:
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5. | In order to help your doctor or provider produce evidence that is as thorough and accurate as possible, you may wish to share these UCL regulations with them. |
1.6 Other Support Options
In addition to the Student Support Framework, you can speak to your Personal Tutor about whether any of the following might be suitable for you: |
Support process | What this includes | Further information |
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Module Substitution
| If you are struggling with a particular module, it may be possible for you to substitute it with a different module, as long as you can still meet your programme diet’s requirements. You will need to meet certain criteria. | |
Change of Mode of Attendance
| If you are struggling to study Full Time, it may be possible for you to transfer to Part Time or Flexible/ Modular if your programme includes this option. Please note that this is generally only available at Taught Postgraduate level, but it may be possible to make exceptional arrangements for an Undergraduate student. | |
Programme Transfer
| It may be possible for you to transfer to another UCL programme if it would be a better fit for you. You will need to meet certain criteria. |