Information Services Division


UPI Associations

Associations combine an individual's status, their department and start/end dates where they exist. Various UCL systems use this association information to determine who should have access to systems and resources.


Information from UPI is used to govern access to resources at UCL - including central computing services, library access, and building access. UPI filters information from the three primary systems (the HR database for staff details, Portico for student details, and the Services System for visitors) and defines associations.

  • Staff: established and honorary
  • Students: undergraduate and postgraduate
  • Visitors: various categories

More information on statuses.

End Dates

When an end date is specified in a primary system (e.g. the end of a course, of a contract of employment, or of a visit), this is used to determine when access to UCL resources should end.

For students

Once their end date has been reached (i.e. they are no longer formally enrolled as a student at UCL), their access to most systems will stop. This includes revocation of access to:

  • Electronic resources
  • Desktop @ UCL
  • Restricted departmental web pages
  • Certain other services requiring UCL userid and password to log on
  • The Library, including borrowing privileges

Note: In certain circumstances, the Library may grant continues discretionary access to the person as a "de-registered student" once they have reached their formal end date. This would allow physical access to the Library, limited borrowing rights, and access to electronic resources only through the dedicated workstations situated in the libraries. 

To secure de-registered student access to the UCL Libraries, the person involved must obtain a formal request, bearing a specific expected date of completion / return to normal study, from their Department. They must also be in "good standing" with UCL Libraries. The request letter should then be presented to one of the Library issue desks.

Access to the following services will continue after a formal end-date has been reached - for a three month period for undergraduates, 1 year for postgraduates:

  • Access to Portico


For students who qualify for an Alumni association the access to the UCL live @ UCL email service will continue for life. Students who qualify for an Alumni status will receive an email to their account to notify them of their alumni email address.

    For Staff and Visitors

    On reaching a contracted end date or the end of a visit, access to central UCL resources will stop. The UCL live @ UCL email service will continue for a two week grace period after the contracted or visit end date.


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