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Eligibility and Entitlement to UCL Services

This page details UCL people types and their eligibility and entitlement to UCL services.

Please refer to the Notes section for more details.

Person Type:

Maintained By (3)

UCL User ID (4)

Identity Card (5)

Library Services (6)

Library e-Resources (7)

Telephone Services (8)

StaffHRAutomaticAutomaticAutomatic FullAutomaticOn request
Honorary Staff (1)HRAvailable on RequestAutomaticAutomatic FullAutomatic once User ID is availableOn request
Casual Staff (2)HRNot eligibleNot eligibleNot eligible NoneNone
Visiting LecturerDeptAvailable on RequestWhen visit createdAutomatic reference.
Borrowing on request
On site only.On request
Occasional LecturerDeptAvailable on RequestWhen visit createdAutomatic reference.
Borrowing on request 
 On site only.On request
NHS StaffDeptAvailable on RequestWhen visit createdAutomatic reference.
Borrowing on request (but see note 6)
 On site only.On request
Estates ContractorDeptAvailable on RequestWhen visit createdAutomatic Reference On site only.On request
Work PlacementDeptAvailable on RequestWhen visit createdAutomatic reference.
Borrowing on request 
 On site only.On request
Associate StaffDeptAvailable on RequestWhen visit createdAutomatic reference.
Borrowing on request
 On site only.On request
UndergraduateRegistryAutomaticAutomaticAutomatic Full AutomaticN/A
PostgraduateRegistryAutomaticAutomaticAutomatic Full AutomaticN/A
Intercollegiate StudentRegistryAutomaticAutomaticAutomatic Full AutomaticN/A
Language Centre Student (UCL)DeptAutomaticWhen visit createdAutomatic reference.
Borrowing on request
On site only.N/A
Language Centre Student (DELTA)DeptAvailable on RequestWhen visit createdAutomatic reference.
Borrowing on request
 On site only.N/A
Language Centre Student (Other)DeptAvailable on RequestWhen visit createdAutomatic reference On site only.N/A
Continuing Education StudentDeptAvailable on RequestWhen visit createdAutomatic reference.
Borrowing on request
 On site only.N/A
Professional Development StudentDeptAvailable on RequestWhen visit createdAutomatic reference.
Borrowing on request
 On site only.N/A
Short Course StudentDeptAvailable on RequestWhen visit createdAutomatic reference.
Borrowing on request
 On site only.N/A
VisitorDeptAvailable on RequestWhen visit createdAutomatic reference.
Borrowing on request
 On site only.N/A

Notes:

(1) Honorary Staff: have all services provided automatically except computer accounts which must be requested.
(2) Casual Staff: are assigned to a special 'Casual' department by HR and do not receive access to services. In order to obtain access to services casual staff must first be set up as appropriate departmental visitors.
(3) Maintained By: indicates who maintains the data for various types of person:

  • HR: Human Resources - data is maintained in the central HR system.
  • Student & Registry Services - data is maintained in Portico by the Student Administration team.
  • Dept - data is stored and maintained in the Services System by departmental staff. For a list of users, see the List of Services System Users (UCL login required).

(4) UCL User ID: Indicates if and how a UCL User ID is available for the Person type. The UCL user ID is used to access centrally managed computing services although additional registration may be required for specific systems.

  • Automatic - indicates a computer account is available as soon as the person’s status is confirmed by Human Resources (HR) or Student & Registry Services.
  • Available on Request – indicates that an account must be requested by the department using the Services System.

(5) Identity Cards: indicates if a UCL Identity card is available for the Person Type

  • Automatic - ID cards are available once the record has been correctly created by HR or Student & Registry Services.
  • When visit created - indicates that the ID card will be available once an active visit record exists in the Services System.

(6) Library Services: indicates if the Person Type is entitled to physical access to UCL Library Services and to borrow library materials.

  • Automatic Full – indicates all Library services are available once the record has been correctly created by HR or Student & Registry Services.
  • Automatic Reference – Visitors have automatic access to enter library buildings but cannot borrow items.
  • Borrowing on request - If requested (using the Services System), visitors may be entitled to borrow items. Depending on the Visitor's category the Departments may be charged - contact Library Membership Services for more details.
  • Special arrangements exist for NHS Staff – visit the Library Services NHS membership page for details.

(7) Library e-Resources: Indicates if/how the Person Type can access electronic resources supplied by Library Services.

  • Automatic: e-resources are available both onsite or offsite using the UCL user ID and password.
  • On site only: e-resources are only available to consult onsite using the Explore access points.

Note: Licensing restrictions mean that visitors are not entitled to access e-resources. More details can be found on the Library Services membership page for Electronic Resources.
(8) Telephone Services
Telephone Services are only available to staff and some visitor types (e.g. Associate Staff, NHS Staff). Contact the Telecoms team for more information.


Start dates

The start date recorded in the primary system is used to determine when an individual can begin to access resources.

For staff and students, this means

  • Automatic registration for UCL computing accounts
  • Access to Desktop @ UCL
  • Access to password protected departmental web pages
  • Access to the Library - both physical access and borrowing rights
  • Access to electronic library resources

For honorary staff:

  • Honorary staff automatically have access to the Library
  • Access to UCL computing services for honorary staff needs to be requested by departments by using the Services System.

For visitors:

  • Reference access to the library is granted automatically at the start of a visit as recorded in the Services System.
  • Borrowing access can be requested as an additional Service Request
  • Computing access can be requested as an additional Service Request
  • License restrictions mean that visitor access to electronic library resources is restricted to use of the dedicated terminals in the Library even if the visitor has been issued with a UCL computing account.
Note: charges may apply for some categories of visitor to borrow from the Library. See Services System Guidance pages for more information on charges and eligibility for services.

If a person requires access before their formal start date (e.g. before a formal contract has begun), they can be set up as a visitor by their department using the Services System.

More Information:

More details of Person Types.

More details on which services are available.

List of Services System Users (UCL login required)

Details of Service Providers and Charges.