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Classes of information

This Scheme aims to make as much of our information as possible readily accessible to the public, on a continuous basis. We are committed to releasing more material in the future.

UCL will make available information within the Information Classes described below. Information falling into the classes below will be retained in accordance with UCL Records management policy and retention schedule:

Information Class descriptions

Under each Information Class there are brief descriptions of the information available within the class.

Who we are and what we do

This section provides information relating to the legal framework, how the university is organised, location and contact details, information which identifies the relationships between different bodies (such as business, the professions and the community), and student activities.

Legal Framework

The constitution and governance of UCL are defined in and regulated by the Charter and Statutes and UCL’s Regulations for Management. 

(Proposed amendments to the Charter and Statutes require the endorsement of the UCL Council and the subsequent approval of the Privy Council. Proposed amendments to Regulations for Management require the approval of a meeting of UCL Council.) 

How the institution is organised

The responsibilities of the officers of Council, of the Provost and his Senior Management Team, and of other senior UCL officers are defined at:

UCL's standing committees are formally established by Council, which is UCL's governing body. Although Academic Board is included it is provided for in the UCL Charter and Statutes rather than formally established by Council as a standing committee.

Location and contact details

Lists of and information relating to:

  1. organisations which the university has responsibility for
  2. organisations it works in partnership with
  3. sponsors and companies wholly owned by it

This information identifies the relationship between these bodies (such as business, the professions and the community) and the university.

Student activities

Information relating to the operation and activities of the Student Union and other clubs, associations and non-academic activities that are organised for or by the students can also be included where this information is held by the University.

University College London Union (UCLU) is the representative body for University College London students, founded in 1893. UCLU is a separate legal entity to UCL.

What we spend and how we spend it

This section provides financial information relating to projected and actual income and expenditure, procurement, contracts and financial audit.

Funding / income

Budgetary and account information

Financial audit reports

Capital programme

Information about major building projects which are either agreed by UCL and in the design stages or are in construction is provided by the Major Projects schedule.

Financial regulations and procedures

Staff pay and grading structures

Remuneration of higher paid staff is contained within the Annual report and financial statements.

Register of suppliers

Procurement and tender procedures and reports

Details of UCL Quotation, Tenders and Contract rules are contained in Financial Regulations 82 to 90. Rules for the Ordering of Goods and Services are covered in regulations 91 to 97. These regulations set out the official framework.

Contracts

Details of contracts that are of sufficient size to undergo a formal tendering process. These are only available in hard copy from: Freedom of Information Officer.

Please note: also available as an Email attachment.

Research funding

UCL is a leading Research and Development Institution. Research is funded from various sources – industry, funding councils and charities. The research is carried out under contracts that are private between UCL and the sponsor of the research, and therefore not open to public scrutiny. Aggregate information is presented on a quarterly basis to the Research Strategy Committee and will be open to public scrutiny on the same conditions as the Committee Minutes.

Financial, Business or Research information which is not listed in the Publication Schedule will not be available if it is not in the financial, business or research interests of UCL to release it.

What our priorities are and how we are doing

This section provides details of the strategies and plans, performance indicators, audits, inspections and reviews.

Annual report

Corporate and business plans

Teaching and learning strategy

Academic quality and standards

The Academic Manual is a compendium of key documents relevant to academic quality management and enhancement operations at UCL and particularly to Internal Quality Review.

The Manual is accessible to external readers as well as UCL staff and students both from the UCL website and via the Registry and Academic Services webpages. There is a search facility (thus removing the need for an index) and hyperlinking to other Manual or UCL documents.

Information on the UCL's internal procedures for assuring academic quality and standards and qualitative data on the quality and standards of learning and teaching.

External review information

Corporate relations

Government and regulatory reports

This information is generally available from academic department web sites.

How we make decisions

This section covers decision making processes, and records of decisions.

Minutes from governing body, Council/Senate, academic boards and steering groups

UCL's standing committees are formally established by Council, which is UCL's governing body.

Teaching and learning committee minutes

Minutes of staff/student consultation meetings

Appointment committees and procedures

These pages contain information about UCL's standing committees and sub-committees, including details of their constitution and membership, terms of reference and dates of meetings.

Minutes of meetings of the formal committees for sessions prior to 2010-11 are not publicly accessible.  For Minutes of meetings in and after session 2010-11, access restrictions continue to apply both to unconfirmed Minutes of meetings and to confidential Minutes.

Our policies and procedures

This section covers current written protocols, policies and procedures for delivering our services and responsibilities.

Policies and procedures for conducting university business

  • The Academic Manual is a compendium of key documents relevant to academic quality management and enhancement operations at UCL and particularly to Internal Quality Review.

The Manual is accessible to external readers as well as UCL staff and students both from the UCL website and via the Student and Registry website. There is a search facility (thus removing the need for an index) and hyperlinking to other Manual or UCL documents.

Procedures and polices relating to academic services

Procedures and policies relating to student services

Procedures and policies relating to human resources

Procedures and policies relating to recruitment

Codes of Conduct for members of governing bodies

Equality and Diversity

Estate management

Complaints policy

UCL is committed to providing a high quality educational experience for all our students, reflected in excellent academic, administrative and pastoral support UCL.

    FOI - Complaints

    Complaints covering requests for information or information via the publication scheme.

    Any written reply from the applicant expressing dissatisfaction with UCL’s response to a request will be treated as a complaint, whether or not the applicant has expressly stated a wish to have the decision reviewed. This includes appeals against decisions to withhold information. The Vice Provost (Operations) is responsible for handling complaints. A response will be provided within 20 working days.

    Complaints received more than two months after the initial decision will not be considered.

    If dissatisfied with the outcome of the review, the applicant may seek a review by the Information Commissioner, who has powers to uphold or overturn the decision. UCL will abide by the decisions of the Information Commissioner’s Office, unless it considers itself to have grounds for an appeal to the First-Tier Tribunal (Information Rights).

    Records management and personal data polices

    Records Management is a discipline aimed at the efficient and systematic control of the records you create or receive during the course of your work. This is achieved through systems by which designed to control the creation, storage, retrieval and disposal of records.

    The Records Office provides help and advice to staff on information management issues, produce policy in line with legislation and promote good governance.

    Please send general enquiries about records management to records.office@ucl.ac.uk or call 32063 (internal) / 020 7679 2063 (external). The Records Manager can also be contacted on 32589 (internal) / 020 7679 2589 (external).

    The UCL Computer Security Team exists to improve the security of the College's information infrastructure and to minimise the risk of damage caused by unauthorised use. The team co-ordinates the handling of security incidents within the college, liaising between departments and external organisations to provide technical support in response to security incidents, to isolate problems and to assist in recovery after an incident has occurred.

    Research policy and strategy

    Charging regimes and polices

    UCL will follow the Freedom of Information and Data Protection (Appropriate Limit and Fees) Regulations 2004. Accordingly, all requests that cost less than £450 to process (the ‘appropriate limit’) will be complied with free of charge.

    If the estimated cost of compliance exceeds £450, the duty to comply with the request does not arise. Such requests may be refused. However, mindful of the duty to provide advice and assistance, where the cost of complying with a request would exceed the appropriate limit, the applicant will be helped, if possible, to modify or re-focus the request in order to bring the cost below the limit.

    In calculating the cost of a request, UCL may only take into account the time taken to determine whether it holds the information, and to locate and retrieve it. It may not take into account the time taken to consider exemptions and to seek and obtain legal advice, to consider whether a request is vexatious, to obtain authorisation to provide the information or to calculate fees. Costs are calculated at an hourly rate of £25, the equivalent of two and a half working days.

    Where communication costs (such as postage, photocopying, printing, CDs etc.) are less than £35 the information will be provided free. The applicant will be charged in full for these costs above that level. A fees notice will be issued, which must be paid within three months. During this period the 20 working day clock is stopped, and re-starts when the fee is received. If the fee is not paid, UCL is released from its obligation to provide the information.

    UCL will not charge for information listed on its Publication Scheme except where specifically indicated on the Scheme.

    Lists and registers

    This section covers information contained only in current maintained lists and registers.

    Any information we are currently legally required to hold in publicly available registers

    The Data Protection Act 1998 requires UCL, as a data controller to provide the Information Commissioner's Office (ICO) with details about the purposes by which the university processes personal information. This is known as notification, and the ICO keeps a register which is available to the public for inspection.

    • You can search the data protection public register for UCL's entry on line at Asset registers Details from all asset registers, covering some information from capital asset registers, including landholdings.

    A request should be submitted in writing to: Freedom of Information Officer.

    Disclosure logs

    UCL does not currently keep a disclosure log.

    Register of gifts and hospitality provided to senior personnel

    Any register of interests kept in the university

    The services we offer

    This section covers information about the services we offer, including leaflets, guidance and newsletters.

    Generally this is an extension of part of the first class of information. While the first class provides information on the roles and responsibilities of the university, this class includes details of the services which are provided by the university, internationally, nationally and locally as a result of them. It will also relate to information covered in other classes. 

    Prospectus

    Services for outside bodies

    Course content

    Welfare and counselling

    Dean of Students (Welfare): The role of the Dean of Students (Welfare) was disestablished on 1 October 2013. Welfare matters are referred to the department of Student Support and Wellbeing and Student Psychological Services.

    Health including medical services

    Careers

    Chaplaincy services

    Services for which the university is entitled to recover a fee together with those fees

    Sports and recreational facilities

    High-quality Sports and exercise facilities are run by the UCLU.

    Museums, libraries, special collections and archives

    The UCL Records Office provides help, advice and guidance on information management policy, practices and procedures, for records in all formats, including the off-site storage of UCL’s paper records.  They also hold UCL’s administrative archive. 

    Conference facilities

    Advice and guidance

    Local campaigns

    Media releases