FAQs

  • Single Training Booking System - Frequently asked Questions

1. How do I book a place at a Training Event?
2. I am a UCL student; can I use the booking system?
3. I am an honorary member of UCL staff, can I book a course?
4. I am working as a temp, a contractor or I am a visitor to UCL; can I use the booking system?
5. I am unsure as to what my 'staff/student status' is?
6. I can't find the course I'm looking for?
7. I haven't received an email confirmation?
8. How do I check that my booking has worked?
9. Where is my training being held?
10. How do I cancel my booking?
11. I am a UCL member of staff but the system will not accept my user id and password?
12. How do I change the password that I use to access the system
13. What is a cost code and where do I get one?
14. I'm getting a message that I am not authorised to attend the course, what does it mean?
15. Why does it say 'This course is full, so confirming a booking will add you to the reserve list' on every course.
16. What does 'This event is not open to external candidates/students' mean?
17. What happens if I register an interest in a course for 'possible future dates'?
18. I am a departmental administrator, how do I book a large group of staff on to a course?
19. The page is only partially visible - it has not fully loaded what can I do?
20. Which web browsers can I use to access the system?
21. I have a question about a course, who do I talk to?
22. I keep getting an error message, how do I report a problem with the website?

 

  • 1. How do I book a place at a Training Event?

a. Find the event that you are interested in attending and click on Book or Register an interest. Please see FAQ 5 for guidance on searching for a course.

b. Log in using your UCL User ID and password. If you do not have a UCL User ID, please see FAQ 4.

c. Tick the box to indicate that you are authorised to attend the course and agree to the terms and conditions of the cancellation policy.

d. If asked:
    - tick the box to indicate that you satisfy all the pre-requisite criteria
    - enter a cost code and tick that you are authorised to use the cost code.

e. Click on the book button

If you do not complete all of the information required you will be alerted by a red error message at the top of the booking form and will not be able to proceed any further.

When you have successfully completed the form and clicked the Book button, you will see a message at the top of the screen saying 'Updates have been successfully saved.' You will also receive an email to confirm your booking. See FAQ 7 for more information about receiving email confirmations.

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  • 2. I am a UCL student; can I use the booking system?

UCL students, including postgraduates can use the booking system to book a limited number of courses. This is done in the same way as UCL staff using a UCL User ID and password. Each training unit will decide which of their courses are available to students. Please contact the appropriate training provider if you feel you should have access to a course. Applications from students will be initially put on a waiting list and transferred onto the course list if a vacancy exists.

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  • 3. I am an honorary member of UCL staff, can I book a course?

Honorary members of staff can use the booking system if they have a current record in the Human Resources ResourceLink database. If you are not in the HR database you will not be able to log in. Your departmental administrator (DA) will be able to check this for you.

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  • 4. I am working as a temp, a contractor or I am a visitor to UCL; can I use the booking system

If you are not employed directly by UCL or you are not a UCL student, you must book your training as an External Candidate. These groups of staff have what is referred to as associate status. Please see FAQ 5 for more information about this.

To do this, find the event that you are interested in attending and click on Book or Register an interest. At the login screen, click on the link 'If you are an external candidate and have not already registered, please create a new account by registering here'. This is in a box below the login fields.

Complete all of the fields on the form. If you wish, you can include the name of a contact although this is not required to make a booking. Then click on the Save button. A message will appear at the top of the screen in a green box to inform you that a password has been created and has been emailed to you.

Once you have received your password, click on the Login link in the top right of the screen. Enter your email address in the username field and your new password in the password box and click the Login button. You will now be able to make bookings on events which are open to external participants.

Please note some events are not open to 'external participants'. If you fall under one of these 'staff' categories and therefore have had to register as an external user - please contact the relevant training provider so that your booking can be registered and accepted.

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  • 5. I am unsure as to what my 'staff/student status' is?

You should be able to get an idea from your UCL identity card. All cards have the same design; however, different coloured banners are used to identify different groups. For example, all cards for Staff have an orange banner and Visitors have a black banner, whilst cards for Students feature other colours. Examples of the various cards can be found at: www.ucl.ac.uk/efd/security/systems/identity-cards/

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  • 6. I can't find the course I'm looking for?

You can search for a training event in one of three ways.

a. From the Welcome (home) screen type a key word in to the Search box and click on the search button. Courses that match your search criteria will appear in a list.

b. Click on the Browse tab at the top of the screen and browse through the course catalogue.
Please note that because of the way a course title is written courses may not appear in the place you expect in an alphabetical list. E.g. a Dreamweaver course has the full title 'IS: Dreamweaver 8 Part 1' and will be listed under I and not D.

c. Click on the Browse tab and then select Calendar. This will give you a list of training events ordered by month of the year.

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  • 7. I haven't received an email confirmation?

When you have booked yourself on to a training event, you will receive the following emails:

    - You will receive a confirmation email immediately;

    - You will receive a joining instruction email within 15 days of the event;

    - You will receive a reminder email within 5 days of the event;

If you have not received an email confirming your booking 2 days before the event it is recommended that you contact the training provider directly.

For UCL staff and students these emails will be sent to the address that is listed in the UCL directory. If you wish to change this address please follow the instructions in the directory: www.ucl.ac.uk/directory/help/?common-problems#l11

External candidates cannot change the email address that they have used to register. If you wish to change to a different email address you will be required to reregister.

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  • 8. How do I check that my booking has worked?

After you have booked a training event you will receive a confirmation email immediately. You can also log into the Training Booking System and select the 'My Bookings' tab. This will display any events you have booked and courses that you have registered an interest in.

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  • 9. Where is my training being held?

You will be told by email within 5 days of the training event. If you have not received an email confirming your booking 2 days before the training event, it is recommended that you contact the training provider directly. Please see FAQ 21 for more information.

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  • 10. How do I cancel my booking?

To cancel your place select the 'My Bookings' tab and click the cancellation button for this event. You will be asked to submit a reason for cancelling. Your booking for that event will then be removed from the 'My Bookings' tab and you will be sent an automated email to inform you that your place has been cancelled.

Please note that cancelations made within 3 working days or less of an event, are likely to incur a cancellation charge. Please see the Cancellation Policy at www.ucl.ac.uk/hr/UCLTrainingBookingSystem/page/cancellation for more information.

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  • 11. I am a UCL member of staff but the system will not accept my user id and password?

This could be because:

    - you have entered the incorrect user id and/or password
    - you are not registered on the HR payroll database, please see FAQs 4 and 5.

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  • 12. How do I change the password that I use to access the system?

UCL staff and students use their UCL user ID and password to access the Training Booking System. This can be changed by following the instructions of the ISD website or by talking to your departmental computer rep.

External candidates registered with the Training Booking system cannot change their password, you can however request a new password if you have forgotten your current one. You can do this by following a link from the login page

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  • 13. What is a cost code and where do I get one?

A cost code is required so that the training administrators can charge you, your department or institution if you do not attend a training event that you have booked. Please see the Cancellation Policy for more information on when a charge may be made.

Please enter your cost code on the booking form and tick that you are authorized to use it before submitting your booking. If you do not complete this information you will be alerted by a red error message at the top of the form and will not be able to make your booking.

To find out which cost code you should be booking please speak to you line manager, supervisor or departmental administrator.

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  • 14. I'm getting a message that I am not authorised to attend the course, what does it mean?

You must indicate that you are authorised to attend a training event and agree to the terms and conditions of the cancellation policy. You do this by ticking the box on the booking form.

If you do not complete this information you will be alerted by an error message that will appear in red at the top of the booking form and will not be to proceed any further.

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  • 15. Why does it say 'This course is full, so confirming a booking will add you to the reserve list' on every course?

If you are a UCL student or an External Candidate you will see this message whenever you book a training event. It does not necessarily mean that the event is full but that booking priority is given to UCL staff. Students and External Candidates will be allocated places two weeks prior to the event.

On submitting your booking you should receive an automatic email saying that you have been entered onto the reserve list.

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  • 16. What does 'This event is not open to external candidates/students' mean?

Training events are organised by a range of training providers within UCL. Each training unit will decide which groups they wish to make their courses available to. Please contact the relevant training unit if you would like more information. Please see FAQ 21 for more information about contacting a training provider.

A red notice box will appear at the top of the booking form to warn you if a training event is not available to you.

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  • 17. What happens if I register an interest in a course for 'possible future dates'.

If there are no dates available for a course you can register an interest. You will then be contacted by a training administrator if and when a date next becomes available. If the new dates are suitable you will then be able to return to the Training Booking System and make a booking for this training event.

If you wish to cancel your interest in a course select the 'My Bookings' tab and click Cancel interest.

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  • 18. I am a departmental administrator, how do I book a large group of staff on to a course.

Please contact the training unit that is administrating the training event. Please see FAQ 21 for contact details.

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  • 19. The page is only partially visible - it has not fully loaded what can I do?

This may because you are using a web browser which is not fully compatible with the system. Please see answer to FAQ20.

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  • 20. Which web browsers can I use to access the system?

The Training Booking System is best viewed using Internet Explorer 7 and above, or Firefox 3 and above. If you do not have access to these web browsers they are available through WTS. Using any other browser may result in display problems

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  • 21. I have a question about a course, who do I talk to?

Each training unit have specialist training administrators who are happy to advise you about their courses and assist you with choosing and booking your course.

Most training units also maintain their own websites containing additional useful information.

Organisational Development (OD)
Please click on the 'more info' links - which will take you to the full details for the event you are interested in on the OD website. Towards the bottom of this page you can find the OD course co-ordinator for this event with links to their contact details.
web: www.ucl.ac.uk/hr/od/
email: od@ucl.ac.uk
tel: 020 7679 1921 (ext 41921)

Information Services (IS)
web: www.ucl.ac.uk/isd/staff/training/courses
email: is-courses@ucl.ac.uk
tel: 020 7679 8226 (ext 48226)

E-Learning Environments (ELE)
web: www.ucl.ac.uk/isd/staff/staff/e-learning/ele
tel: 020 3549 5678 (ext 65678)

Safety Services
web: www.ucl.ac.uk/estates/safetynet/training/
email: safetytraining@ucl.ac.uk
tel: 0207 679 5640

Management Systems
web:www.ucl.ac.uk/isd/staff/admin_systems/training
email: ms-training-support@ucl.ac.uk
tel: 020 7679 1800 (ext 41800)

Centre for the Advancement of Learning and Teaching (CALT)
web: www.ucl.ac.uk/calt/academic-development/calt-short-courses/index.php
email: moira.wright@ucl.ac.uk
tel: 020 7679 1604 / 41604

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  • 22. I keep getting an error message, how do I report a problem with the website?

The Training Booking System has been piloted and has completed its first stage of development but occasionally problems can occur as we undergo enhancements and further development. To help us improve the system, please report any errors to stbs@ucl.ac.uk including the following:

    - URL of the page that the error occurred

    - A brief description of what you were doing

    - A screen shot of the page. To do this press the PrtScn button on your keyboard, open Word and select paste. Save this file and attach it to your email.

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