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Your Student Record

It's important that your student record at UCL accurately reflects what you are studying and what point in your academic career you're at, as well as holding all your up to date contact information.

It's your responsibility to make sure that your personal details, such as your name and address, held on the UCL central record are correct. You can check and update your personal details via Portico.

Log in to Portico

We offer help in the following Academic areas:

Enrolment (new and continuing students)

You must complete your enrolment by a specific time each academic year or you will not be able to continue your studies, find out what you need to do and when you need to do it by.


Enrolment for new students

If you are new to UCL, please click here for information that will help you through the first time enrolment process

Enrolment for continuing students

To continue your studies in the new academic year you must re-enrol and check your details even if you have no fees to pay.

Full details on the re-enrolment process for continuing students can be found here.


Re-enrol online

  • To continue your studies in the new academic year you must re-enrol and check your details even if you have no fees to pay.
  • If you are registered on a modular or flexible method of study, you must re-enrol even if you do not intend to take any modules during the new academic session.
  • To access online re-enrolment you must log in to Portico and select "Start your re-enrolment task" within the Enrolment and Study Details container on the Student Home Page.

Failure to re-enrol

  • You must complete your enrolment by a specific time each academic year. For autumn starters, this date falls at the end of October each year.
  • If you fail to enrol before the deadline, your student record will be closed and you will no longer be registered as a student at UCL
  • If due to your circumstances you are unable to re-enrol before the deadline, you must make a case to UCL to reinstate your registration and to allow you to re-enrol late. Please contact your Programme Administrator at your earliest opportunity - they will be able to advise you on what to do next.
Delayed Re-enrolment

Please fill the delayed re-enrolment form and send it to your Programme Team

Recognition of Prior Learning (RPL)

In some cases you may be able to ‘import’ credits from a previous programme of study and be exempt from optional modules on your new UCL masters course.

RPL may be considered up to a maximum period of five years from the completion of the accredited period of learning. Acceptance of a RPL request is solely at the discretion of UCL. Please note that having an RPL applied to your record may mean that you are not eligible for a student loan, we advise that you clarify this before you make any applications for RPL.

The process for applying for RPL is as follows:

  1. Student fills in the form - make sure that you specify which credits you wish to RPL and specify which UCL modules you wish to be exempt from.
  2. Student sends the completed form, accompanied by your transcript* to your Programme Administrator** who will send your application onto your Programme Leader for approval.
  3. Once your Programme Leader has approved they will send your request back to your Programme Administrator who will then forward your request to the IOE Student Casework Team.
  4. The Casework Team will seek approval from your Phase Lead and if it is approved by your Phase Lead the Casework team will forward your request to the Admissions team.
  5. The Admissions team will review your application and make a final decision on whether or not your application is approved. If it is approved Admission will send your request onto the Student Records team, who will apply the credits to your record.
  6. If your RPL is declined you will be notified by the Casework team.

More information on RPLs can be found in the academic manual and admissions guidance.

*your transcript needs to clearly show the modules you wish to RPL, the date that the modules were completed and that you passed your credits on your first attempt - credits that were passed on a second attempt or as a condoned pass are not eligible for RPL

** your programme administrator’s contact details can be found here

Modern Foreign Languages (MFL)
UCL is committed to Modern Foreign Language Education. It is therefore a requirement that all honours students must either enter their course with or have developed upon graduation a basic level of competency in a Modern Foreign Language. A list of acceptable foreign languages can be found here.

If you are entering your course with a C grade in GCSE or equivalent in an MFL you may apply to be exempt from taking the MFL module. You will need to speak to your Programme Leader who will provide you with a form. Exemption is solely at the discretion of UCL.

 

Where you have experiential learning in an MFL you may apply to be exempt from taking the additional MFL module, if approved - and again approval is solely at the discretion of UCL - you will be required to be assessed by a qualified assessor who will ascertain that you meet the appropriate level.

If your request to be exempt from the MFL module is declined you will need to enrol onto an appropriate MFL module.  A student who fails to satisfy the requirement by the end of their programme will not be eligible for the award of an Honours Degree.

If you have any questions regarding MFL, contact your programme administrator* or email ioe-studentcasework@ucl.ac.uk

 

* Your programme administrators contact details can be found here

Extenuating Circumstances

Please see this page on guidance for applying for an extension under Extenuating Circumstances. 

Disclosure and Barring Service (DBS) check

Some programmes at UCL require the satisfactory completion of a DBS check - formerly known as a Criminal Records Bureau (CRB) check.

This is a UK legal requirement for those in roles that involve regulated activity with children or vulnerable adults.

Please Note:

If you are already in receipt of a valid DBS, it might be accepted by your placement. However, this is at the discretion of each individual employer and you are advised to check with your placement provider prior to applying.

Apply for your Enhanced DBS

Authorised Absence 

Tier 4 students who are unable to attend lectures, seminars, tutorials and other teaching and learning events.

Please see UCL's Academic Manual for guidance on Authorised Absence. Please fill the form and send it to your Programme team

Request to change degree programme or modules

This guidance explains how to change the modules you have chosen and how to change your degree programme. 

Changes to mode of attendance are subject to availability and Faculty approval.

Should your Programme Leader agree to a change, your Programme Administrator will pass on your request to the Faculty for final approval.


Changing your programme/course

If a student wishes to transfer from one UCL degree programme to another, they must make a formal application. The usual deadline for change of degree programme during the academic session is the end of October each year (for students registering in September, with a later date for students registering in January) to be compatible with module selection deadlines, although later transfers may be possible, where the transfer does not affect module selections. Students should log in to their Portico account and complete the online application under the 'C2RS Home' menu. Students are strongly advised to discuss their plan with the departments involved before requesting a change of programme on Portico.

Further information:
Changing your degree programme or modules
Academic Manual Chapter 3, Section 6 Programme Transfers
Find out more about changing programmes if you're a Tier 4 student

Changing your modules

If a student wishes to make changes to their individual modules they will need to do so by the deadlines in the Key Dates section. Students should contact their Programme Administrator as soon as possible as all changes will need to be approved.

Further information:
Changing your degree programme or modules
Academic Manual Chapter 3, Section 2: Module Selection

Request to change your mode of attendance

Mode of attendance defines how your programme of study is studied. This could be full-time, part-time, modular-flexible or distance learning. 
Where a programme is offered by UCL in more than one mode of attendance, it may be possible to change.
If your circumstances have changed and you are considering a change of mode of attendance, you should discuss this with your Personal Tutor or Programme Leader. Please see this link for further guidance on Changes to Mode of Attendance.

Interruption of Studies

If a student requires a temporary break from their studies and plans to resume their programme at a future date, they must apply for a formal Interruption of Study. This applies to students on a one year full-time or two year part-time programme.

Once you have made the decision to interrupt and have discussed this with your department, you will need to complete and submit an Interruption Form.

Download Interruption of Study Form

When completing the form, make sure that you:

include your student number include full dates for start and return dates (in the format: 01-Jan-2019) sign and date the form obtain the signature of your Programme Leader

 

Please submit your form to ioe-studentcasework@ucl.ac.uk.

You will be notified of the outcome of your application via email. Please make sure you check your UCL email regularly.

If you are applying for a repeat interruption or an interruption in excess of one calendar year, you will need to provide evidence to support your application.

Once you have completed your form and obtained the signature of your Programme Leader, it should be submitted to the Faculty Office.

Withdrawing from a programme

Please read the regulations on withdrawal from your programme before making an application. 

Once you have discussed this with your department and made the decision to withdraw, you will need to formally apply for a withdrawal of study.

Applications must be made in advance of the effective date of change. Students should log in to their Portico account and complete the online application under the 'C2RS Home' menu.

Once withdrawn, you cannot return to the programme of study. Depending on when you withdraw, you may still be liable to pay a portion of your tuition fees. 

Find out more about your fee liability in the fees section.

Withdrawal Requests for Undergraduate and postgraduate students 

You must login to your Portico account and complete the online application under the 'C2RS Home' menu.

Withdrawal Requests for Postgraduate research students

Your supervisor must email the UCL Research Degrees team confirming the effective date and reason for withdrawal.

Change of Circumstances (CoC)

If a student makes a change to their programme or registration status during the course of the academic year, for example, they interrupt their studies, change mode of attendance (MoA) or decide to apply to import credits from previous study (please see APL) and they are in possession of a student loan, it is important that the Student Loans Company (SLC) is notified.  A CoC will need to be processed by your Faculty.  The CoC can not be processed until the student record has been updated by the university student records department. Once this has been completed the student casework team will process your CoC and notify the SLC of the change to programme.  The SLC will then update their records and the student loan will either be ‘frozen’ in the case of an interruption, or withdrawn in some cases of change to MoA or APL. In the case of interruptions, another CoC will be processed when the student returns from their interruption and the student loan will continue. 

It is important to note that if you are registered as a full-time or part-time student and you interrupt or withdraw as follows you may owe fees: within 2 weeks of term 1, you will not incur any fees 

  • after the first 2 weeks but within term 1, you will be charged 25% of the full fee 
  • in term 2 you will be charged 50% of the full fee 
  • in term 3 you will be charged 100% of the full fee 

Postgraduate Taught or Research  students

  • Fees are charged on a daily basis for the period enrolled in each academic year. If you interrupt or withdraw within 2 weeks of term 1, you will not incur any fees 

 

For queries regarding payment of fees, please contact fees@ucl.ac.uk  

 If you have any questions about the CoC process, please email ioe-studentcasework@ucl.ac.uk 

 

Certificate

Upon completion of your degree and conferral of your award, you will receive a degree certificate and official transcripts.

Request your Certificate 

Transcript

A transcript is an official document containing a full record of your confirmed academic results and can be used for third party verification purposes.

Request your Transcript