Electives for Visiting Students at UCL Medical School
UCL Medical School welcomes both international and UK medical students to our electives programme. The aim of this programme is to enable visiting students to pursue in depth an area of their own interest, and to gain experience of clinical practice in the UK healthcare system.
Our electives placements are clinical and so involve hands-on contact with patients. Objectives are agreed in discussion with the supervising clinician when a student takes up their placement. Timetables are scheduled flexibly to include relevant ward rounds, clinical meetings, teaching sessions and seminars (where scheduled), with the opportunity to learn about clinical procedures, at the discretion of the supervising clinician. Elective placements at UCL enable visiting students to broaden their clinical method and management experience, refine their communication and analytic skills, and continue their professional development. Visiting students have the same rights, duties and responsibilities as our own medical students, however we cannot guarantee that specific aims and objectives relating to the core curricula of the home institution will be fulfilled.
Elective students should have completed a minimum of 3 years of their medical degree programme, excluding an intercalated BSc, and 12 months or more of clinical training.
Elective placements may be spent in the academic divisions of the School of Life and Medical Sciences or clinical directorates within the associated teaching hospitals: University College London Hospitals; The Whittington Hospital NHS Trust; and The Royal Free London NHS Foundation Trust.
Electives are offered for a minimum of 4 weeks and a maximum of 8 weeks during medical school term dates: 1) September to December, 2) January to April and 3) May to July. Electives are not available in August. Only one elective period may be spent at UCL by any student.
Students from outside the EU require a Tier 4 visa to enter the UK to take up a clinical elective placement.
We have designed our visiting student application process to be as straightforward as possible, seeking to maximise the educational and training value of placements for you, while complying with regulatory and, where applicable, visa requirements. The following sections detail each element of the process. Please keep in mind that many of the requirements for applicants arise from regulations beyond UCL Medical School’s control. Timelines and deadlines have been designed to maximise our opportunity to match your interests to a placement, while ensuring that there is sufficient time to resolve queries arising from your application, and minimise the risk that approval cannot be granted or, when required, a visa can be obtained in time for you to take up a placement.
All administration and correspondence is by email to: firstname.lastname@example.org
|Placements within these dates||Applications open|
|BLOCK 1||03 September 2018 – 21 December 2018||15 December 2017|
|BLOCK 2||07 January 2019 – 12 April 2019||05 March 2018|
|BLOCK 3||29 April 2019 – 26 July 2019||04 June 2018|
- APPLICATION FORM for 2018-19 Block 2 (07 January – 12 April 2019) (open from 5th March 2018 at 10am)
- Administration and contacts
Our Visiting Electives Administrator works part-time and is not routinely based at UCL Medical School. Given this, correspondence related to your application will be by email; unscheduled telephone calls are unlikely to be answered and if you wish to leave a message you will be asked to send an email instead.
We aim to respond to enquiries within 3 weeks. Please do not seek an update on your enquiry before then as this may delay rather than hasten our response. If a truly urgent matter related to your application arises for reasons beyond your control, and you require a more rapid response, please mark your email as urgent in the subject line.
While we will try to respond as soon as we can, we cannot guarantee to do so more rapidly than for routine correspondence. Please note that late applications will not be treated as urgent, as doing so may disadvantage others who have applied to our visiting electives programme (see 'Application process and timeline’ below). If you do not receive a response after 3 weeks, please contact the Visiting Electives Administrator again. We aim to notify you if a suitable placement has or has not been found for you 6 to 8 weeks after receiving your application.
Emails should be directed to: email@example.com
Fees are paid via the UCL Online Store at: http://onlinestore.ucl.ac.uk/product-catalogue/faculty-of-medical-sciences-c10/ucl-medical-student-administration-h02
Fee rates for elective placements taken up to and including July 2018
- £100 non-refundable initial processing fee payable at the time of submission of Part 1 of the application form (you will receive a link to the online store on submission of this application form)
- £300 non-refundable fee payable 4 months before the start of your elective placement. This fee covers verification of documentation, UCL registration, Occupational Health Clearance, UCL sponsorship of Tier 4 visa applications (where required) including documentation verification for visa compliance, and UCL Medical School certification of completion of the elective.
- £300 tuition fee for the first 4 weeks plus £100 for each week thereafter, also payable via the UCL Online Store 4 months before the start of your elective placement. This fee is refundable if you withdraw your application or are unable to take up your placement.
Fee rates for elective placements to be undertaken from September 2018
- £100 non-refundable initial processing fee payable at the time of submission of Part 1 of the application form (you will receive a link to the online store on submission of this application form)
£350 non-refundable fee payable 4 months before the start of your elective placement. This fee covers verification of documentation, UCL registration, Occupational Health Clearance and EPP Testing (where required), UCL sponsorship of Short-Term Study Visa applications (where required) including documentation verification for visa compliance, and UCL Medical School certification of completion of the elective.
- £350 tuition fee for the first 4 weeks plus £100 for each week thereafter, also payable via the UCL Online Store 4 months before the start of your elective placement. This fee is refundable if you withdraw your application or are unable to take up your placement.
- Dates and availability of electives
The minimum length of an elective placement is 4 weeks and the maximum length is 8 weeks. Placement dates must start and finish within UCL Medical School term dates.
The number of places offered in each block is determined by the capacity of clinical supervisors and resources available to teach visiting students in addition to UCL medical students. Applications close when capacity has been reached.
Applications are processed on a ‘first come, first served’ basis in the order in which the Part 1 forms arrive from 10.00am on the day that applications open for each block.
2017-18 The programme is fully booked and no placements are offered in August 2018
Placements within these dates Applications open Block 1 03 September 2018 – 21 December 2018 15 December 2017 Block 2 07 January 2019 – 12 April 2019 05 March 2018 Block 3 29 April 2019 – 26 July 2019 04 June 2018
Placements within these dates Applications open Block 1 02 September 2019 – 20 December 2019 03 September 2018 Block 2 06 January 2020 – 3 April 2020 07 January 2019 Block 3 20 April 2020 – 26 July 2020 22 April 2019
- List of Hospitals and Specialties currently offered
- Accident & Emergency
- Acute Medicine
- General Surgery
- Intensive Care (with Anaesthetics)
- Nephrology RFH
- Obstetrics & Gynaecology
- Orthopaedics UCLH
- Orthopaedics RNOH
- Sports Medicine & Orthopaedics @ UCL
- Surgery (colorectal)
- Surgery (head and neck/maxillofacial)
- Surgery (Plastics)
Great Ormond Street Hospital (GOSH) – Child Health
UCL Medical School commissions clinical placements from GOSH as part of the UCL undergraduate medical degree programme. Visiting electives placements may be undertaken at GOSH. All applications are handled by GOSH in the first instance and all queries should be addressed to: Student&Observerplacements@gosh.nhs.uk. Students who require Tier 4 visas to study in the UK should read the separate section below regarding the processes and timelines for applying for a CAS number to undertake an elective placement at GOSH.
National Hospital for Neurology and Neurosurgery, Queen Square
Visiting electives at Queen Square are arranged directly with the UCL Institute of Neurology and all queries and applications should be addressed to: firstname.lastname@example.org.
- Application process and timeline
The application form has 3 parts.
Part 1 enables us to determine whether or not we are able to find a placement that suits your proposed visiting dates and interests, and identify issues that may prevent you from taking up an elective placement with UCL Medical School. You should only submit Parts 2 and 3 of the application form once you have heard from us that we are able to provisionally offer you a placement.
Part 2 confirms your eligibility for an elective placement with UCL Medical School, and must be signed by an authorised signatory at your home medical school. Information you provide in Part 3 of your application is used by UCL Occupational Health and Wellbeing (UCL OHW) to determine if they can or cannot clear you for your elective. Please note that Part 1 is on online questionnaire and Part 2 should be sent by email to the Visiting Electives Administrator.
Part 3 of your application form contains health information considered confidential to you and UCL Occupational Health & Wellbeing (UCL OHW), and this should be sent directly to UCL OHW and should not be sent to the Visiting Electives Administrator.
UCL Occupational Health Service: email@example.com.
10-12 months prior to the start of each block (Blocks start September, January and April)
Applications open online 10-12 months before the start date for each block
You should:Complete and submit Part 1 of the application form (personal details and elective preferences) via the link on the website; make an online payment of the non-refundable initial processing fee (£100) via UCL Online Store; provide evidence of your proficiency in English language.
6-8 weeks after application received
Notification of placement and provisional offer
You will receive notification either that we have identified an elective placement that meets your requirements or that we have been unable to match your requirements but may be able to offer alternatives.
Please note that the Medical School will make every effort to secure a placement for you, but cannot guarantee to match your dates and specialty.
If we have found a suitable placement, you will receive a provisional offer by email.
You should confirm your acceptance of the provisional offer and download Parts 2 and 3 of the application form.
No later than 4 months before the start date for your placement
Payment of Administration Fee and Tuition Fees.
You should complete your payment of the non-refundable administration fee (£350) and tuition fee (£350 to £750)*, refundable if a placement is not taken up via http://onlinestore.ucl.ac.uk/ so that your application can be processed. Please note that offers cannot be confirmed until fees have been received by UCL.
*Please note that these fees apply for electives placement taken up in and after September 2018.
Fee rates for elective placements taken up to and including July 2018 are £300 administration and £300-£700 tuition.
No later than 4 months before the start date for your placement
Submission of documents to the Visiting Electives Administrator.
You and your home medical school should complete the Part 2 (Academic Verification) of the application form and return it by email with ALL required documents (in English) to firstname.lastname@example.org
- A copy of a Criminal Record check/Disclosure and Barring Service clearance or equivalent police check undertaken within 2 years of the placement start date
- A scanned copy of the personal details page of your passport
Please note that you should submit your application and all documents together. Applications which are submitted with incomplete documentation will be declined.
2 weeks after submission of documents to Visiting Electives Administrator
Verification and confirmation of documentation.
You will receive either:
an email from UCL Medical School confirming that your documentation is satisfactory and complete, that OH have confirmed health clearance and that your fee payment has been received or a request for further information if any items need clarification.
Your completed and checked application will be passed to the Sub Dean (Electives) for approval.
Within 2 weeks of email confirmation of satisfactory documentation
Confirmed Placement Offer.
You will be sent email notification that your elective has been approved and that the offer can now be confirmed. The email will include instructions for enrolment with UCL and for taking up your placement.
Within 2 days of the email confirming your placement details
Formal letter of confirmation for Tier 4 students
UCL will notify the Medical School of your CAS number.
The Medical School will send you a formal letter confirming the details of your elective and including your CAS number.
We advise you not to book air tickets or incur other costs for your elective until you have received this formal letter of confirmation and are confident that the timing is sufficient for your visa to be issued in time to take up your placement.
Please also note that CAS numbers are valid only for the dates and specialty as set out in your formal letter of confirmation. This means that electives cannot be re-arranged if you fail to obtain a visa in time to take up your placement. To satisfy UK Border Agency requirements, a new application for a new CAS number is required and so the process restarts with a minimum of 3 months needed.
GOSH applications - for students who require a Tier 4 visa
Applicants for GOSH requiring Tier 4 visas.
You will need to complete the UCL Medical School application forms in addition to forms and documentation required by GOSH.
You must complete and forward Part 1 and Part 2 to GOSH with all the documentation required by UCL Medical School. You must also complete and forward Part 3 directly to UCL Occupational Health Service as directed above.
GOSH are responsible for checking that your application and documentation are complete, and for following up with you any queries/missing documentation, before forwarding your Part 1 and 2 application forms to UCL Medical School.
On receipt of a complete application from GOSH, UCL Medical School will
- verify the application,
- check OH clearance and
- check payment of the UCL MS fees before seeking approval from the Sub Dean (Electives). Once an offer is confirmed by the Sub Dean (Electives), the Medical School will request a CAS number from UCL Registry according to the timelines above.
Please note that the same information about delays to applications apply.
- Regulatory and visa requirements
Registration and prior clinical study
Applicants must be full-time registered medical students in good standing at their own medical school who have completed a minimum of 3 years of a medical degree programme (excluding an intercalated BSc) and including 12 or more months of clinical study. The elective period must be a required component of the undergraduate medical degree leading to a qualification from an overseas higher education institution that is recognised as being equivalent to a UK higher education qualification.
English language proficiency
If your first language is not English, UCL requires that you provide recent evidence that your spoken and written command of the English language is adequate for the programme for which you have applied.
UCL’s English language requirements and accepted evidence are set out at: http://www.ucl.ac.uk/prospective-students/undergraduate/application/requirements/english-requirements.
The minimum level required to undertake a clinical elective is ‘Standard’.
The level recommended to benefit fully from your clinical elective experience is ‘Advanced’, which is the level required for entry to the undergraduate medicine degree programme at UCL.
UCL’s list of approved English Language tests can be found at: http://www.ucl.ac.uk/prospective-students/undergraduate-study/application-and-entry/english-language/acceptable-qualifications/
UCL’s preferred qualifications are:
- British Council International Language Testing System (IELTS Academic Version)
- Standard level: Overall grade of 6.5 with a minimum of 6.0 in each of the subtests.
- Advanced level: Overall grade of 7.5 with a minimum of 6.5 in each of the subtests.
- Standard level: Score of 92 overall with 24/30 in reading and writing and 20/30 in speaking and listening
- Advanced level: Score of 109 overall 24/30 in reading and writing and 20/30 in speaking and listening
Students who are nationals of a majority English-speaking country OR have studied for a minimum of 2 years at a medical school in a majority English-speaking country will not be required to submit English language test results.
Short-Term Study Visa
Applicants from outside the EU/EEA who are studying for a medicine degree abroad are now permitted to enter the UK on a Short-Term Study Visa to take up a clinical elective placement.
For full information on the Short-Term Visa requirements for a medical elective, please go to the UCL Immigration and Visa website:
Professionalism and Student Code of Conduct
It is a condition of offer and enrolment that students agree, during their placement, to observe all the regulatory and policy requirements that apply to UCL medical students, including:
Students are responsible for arranging their own accommodation and because of the short duration of elective placements, visiting elective students are not eligible to apply to UCL halls of residence.
- Occupational health requirements
Health screening and testing for visiting elective students is undertaken by UCL Occupational Health & Wellbeing (UCL OHW) and all queries about health clearance should be submitted directly to the service at email@example.com.
The occupational health requirements are set out in Part 3 of the visiting electives application form. Students must complete and submit Part 3 with all required documentation directly to firstname.lastname@example.org. Part 3 of your application form contains health information considered confidential to you and UCL OHW, and so must be sent directly to UCL OHW and must not be sent to the Visiting Electives Administrator.
Students from countries with a high incidence of TB (http://www.who.int/tb/country/data/profiles/en/index.html) will be required to have a Quantiferon test as set out in NICE guidelines. Appointments will be arranged by UCL OHW on the first morning and students must attend before joining their placement. These countries are listed at: http://www.who.int/tb/country/data/profiles/en/index.html
Additionally students who are applying for placements in Renal Medicine, Obstetrics and Gynaecology, Surgery, and Accident and Emergency must obtain clearance for Exposure Prone Procedures (EPP), for which UCL OHW works to UK Department of Health guidelines agreed by Medical Schools Council. Appointments for EPP testing will be made on the first morning of the placement for all students requiring EPP clearance and student must attend before taking up their placement.
Current guidance on EPP is as follows:
Hepatitis B, Hepatitis C and HIV
Medical students are required by the Department of Health in the UK to provide evidence that they are not infected with Hepatitis B, Hepatitis C and Human Immunodeficiency Virus (HIV) before they can perform EPPs. The Department of Health defines EPPs as “those invasive procedures where there is a risk that injury to the worker may result in the exposure of the patient’s open tissues to the blood of the worker. These include procedures where the worker’s gloved hands may be in contact with sharp instruments, needle tips or sharp tissues (eg. spicules of bone or teeth) inside a patient’s open body cavity, wound or confined anatomical space where the hands may not be completely visible at all times”. Venepuncture, canulation and suturing are not considered as EPPs.
Please note that in accordance with the Department of Health guidelines, UCL OHW are required to confirm the results of the following tests which were performed abroad, and which will be repeated in the UK, on UK validated blood samples analysed by a CPA accredited laboratory:-
- Hepatitis B surface antigen
- Hepatitis C antibodies
- HIV antibodies
These confirmatory tests must be completed before a medical student is given approval to undertake EPPs. Students may attend an elective placement for which EPP clearance is required, but must not undertake EPPs until written clearance UCL OHW has issued a “Health and Exposure Prone Procedure Clearance Form” which you must present to your clinical supervisor.
- Taking up your place
Prior to your arrival
Medical School Code of Conduct
Please familiarise yourself with UCL Medical School’s Code of Conduct:
Occupational health appointments take absolute priority. If you have been instructed to attend UCL Occupational Health Services, be sure to attend. If you have any queries, please contact UCL OHW on Tel: 020 7890 2999 or email email@example.com
First morning from 10am
Please go to the Student Centre on the right of the main entrance to UCL in Gower Street. Enrolment is inside the Chadwick Building from 10.00am to 4.00pm. You will need to take with you the formal letter confirming your elective, your passport and, if applicable, your Tier 4 visa. Please note that original documents must be presented as instructed in the enrolment information sent to you by UCL (not the medical school)
During enrolment you will register your UK address with Student Records.
Please ensure that you notify Student Records of any changes to your address while you are studying at UCL, in particular if you are here on a Tier 4 visa for which this is a condition of your visa.
UCL Student ID card
A UCL student ID card will be issued to you when you enrol and your student ID must be worn visibly in all clinical environments.
This ID card allows access to UCL buildings including the libraries (reading rights only) and the UCL Union after 5pm. To access UCL services and facilities you will be asked for the card to prove your student status.
UCL email account
Once you have enrolled, you will be able to activate your UCL email account:
Please go to the ISD Service Desk in the DMS Watson Library to obtain a password for your UCL account
DMS Watson Library
Report to your placement
Once you have completed all the above, you can go to meet your clinical supervisor and the clinical team in accordance with the placement specific joining instructions sent to you by your supervising consultant.
- Certification of satisfactory completion
If your medical school requires an elective report issued by UCL Medical School, you should download an Elective Report Form and ask your educational supervisor to complete it at the end of your placement. If, additionally, your medical school requires certification of satisfactory completion from UCL Medical School, you should send a copy of your signed report form to firstname.lastname@example.org clearly stating that your require certification of satisfactory completion.
Certificates of Satisfactory Completion are provided in English only and include:
- Date of placement
- Name of supervisor
Confirmation that the student has followed a course of study with the same rights and responsibilities as UCL medical students
If your medical school issues its own report form, you may instead ask your clinical supervisor to complete this at the end of your placement. However, completion of your medical school’s form is at the discretion of your clinical supervisor, and may be declined if it requires assessments beyond those made to complete UCL’s elective report form, or where the information required is already fully covered by UCL’s elective report form.
- Self-organised electives arranged directly with NHS Trust clinicians or UCL Academic Divisions and Institutes
Students who arrange elective placements directly with NHS Trusts, UCL Academic Divisions or Institutes outside UCL Medical School’s visiting elective programme, or those run by GOSH (excluding Tier 4), should note that:
- you will not be registered at UCL;
- you will not be covered by UCL insurance policies;
- if from outside the EU, you will still be required to obtain a Tier 4 student visa which is needed to take up an elective place;
- you cannot be granted access to UCL buildings or libraries;
- you will not able to obtain any documentation or signatures certifying attendance at UCL from College authorities.
Clinicians who accept visiting elective students directly should:
- ensure that their Trust clinical negligence indemnity covers them to supervise visiting elective students, beyond those accepted to UCL medical elective programmes;
- ensure that their Trust Human Resources team have undertaken any necessary checks (eg DBS and occupational health) and issued an appropriate contract or agreement to the visiting elective student.
Clinicians who wish to accept elective students through the UCL Medical School Visiting Elective Programme may join at any time by contacting us via email@example.com
- Electives at Great Ormond Street Hospital (GOSH)
Non-EU students who require a tier 4 visa to enter the UK should apply through GOSH in the first instance but will also be required to apply for and fulfil the requirements for an elective placement through the UCL Medical School visiting electives programme. All enquiries and applications for a clinical placement should be directed to: firstname.lastname@example.org and copied to Student&Observerplacements@gosh.nhs.uk
Once GOSH have identified and offered a suitable placement, students must:
- Complete all 3 parts of the UCL Medical School application form;
- pay the UCL Medical School application fee for GOSH electives through the online store;
- return part 1 and 2 to GOSH with all required documentation;
- return part 3 to UCL Occupational Health (NOT TO THE MEDICAL SCHOOL).
- GOSH will then:
- Check that applications fulfil UCLMS’ requirements and are complete;
- check that all required documentation has been provided;
- submit complete applications to UCL Medical School for approval by the Sub Dean for Electives, including precise details of the dates and specialty of the placement that GOSH is providing.
UCL Medical School will then:
- Confirm an offer of a placement under the visiting electives programme;
- submit a request to UCL for a CAS number;
- notify the student and GOSH of the CAS number when issued.
Please note that completed applications must reach the UCL Visiting Electives Administrator from GOSH at minimum 4 months before the anticipated start date to allow time for UK Visas and Immigration to process visa applications. UCL has a 2 week turn-around time to issue a CAS number. The Medical School cannot expedite these steps and GOSH is responsible for all communications with students to whom placements have been offered.
Incomplete applications will be rejected by the Sub Dean and returned to GOSH for clarification.
- Electives organised through Divisions and Institutes
A small number of Divisions/Institutes within UCL organise their own elective schemes separately from the Medical School and students who wish to apply are advised to check Divisional/Institute websites for information about how to apply: http://www.ucl.ac.uk/slms/
For electives in Neurology, students should email email@example.com
Applicants and Divisions/Institutes are advised that:
- these electives are independent of the Medical School
- insurance, health and criminal records checks are the responsibility of the Division/Institute
- the certificate of satisfactory completion of these electives can only be issued by the Division/Institute. The Medical School cannot certify satisfactory completion of these electives.
- by agreement with individual Divisions/Institutes (e.g. GOSH), a student whose own medical school requires formal UCL Medical School certification may apply for UCL registration, verification of documents, health clearance, and certification of satisfactory completion as shown above. Students should take advice from the Division/Institute and then submit the Visiting Student Application forms as above with a processing fee of £250. Please note – documents should be submitted to the Medical School 4 months before the start of an elective placement.
- Students from outside the EU must obtain Tier 4 visas either through the Division/Institute or by applying through the Medical School scheme. Students will be entering the UK illegally if they are intending to take up a medical elective having entered with a visitor’s visa.
- Student Selected Components
Student Selected Components (SSCs) are not currently offered to external students, but students at UK Medical Schools who are interested in undertaking a 4 week SSC at UCL may apply under the visiting elective scheme.
Offers made will be subject to the same terms, conditions and fee rates, and students should ensure that any placement offered satisfies the SSC requirements of their own Medical School.
- Erasmus Exchanges
We regret that UCL Medical School is unable to enter into Erasmus Exchange agreements. UCL medical students may not study at institutions other than UCL for the 3 month minimum required for reciprocal exchanges under the Erasmus Scheme