Intercollegiate Student Procedures for Teaching Departments

Incoming Students

Incoming students are required to complete a registration form.

In previous years, we have asked that they hand these in at the Student Enquiries Centre – but this is no longer possible as students will require a UCL ID Card in order to gain access to the building.

Students should hand their forms in at the relevant UCL Teaching Department for onward transmission to the UCL Student Records Office. Please ensure that whichever means you use for passing these forms on to us is secure (as a minimum they should be password protected if emailed). Any email correspondence should be directed to examboards@ucl.ac.uk and not to studentrecords@ucl.ac.uk.

Please note that we do require the following:

• That the form has been signed by the teaching department at UCL AND the sending institution.
• The module details show the module code very clearly along with the occurrence and term information (failure to fully complete this part of the form may lead to the student being incorrectly registered).
• For non-UK/EU students we should require a copy of their Passport and Visa/BRP which should be scanned/photocopied to accompany the form).

Once we have set up their records, each student will receive email confirmation which will include instructions on how to obtain their UCL ID card and ISD login. Students should be advised that all further email communications from the centre (such as their exam timetable) will be sent to their UCL email address.

The modules will be added to the students’ records as “approved” (on the basis that the registration form already contains the signed approvals). 

Outgoing Students

The other University of London Institutions will also have their own versions of the Intercollegiate Student Registration Form.

The majority of these will need authorisation by the UCL Authorities.

SOAS and LSE

SOAS and LSE both charge UCL for any students that go there, and this fee is paid by the relevant UCL Faculty. The Administrative Authority signature/stamp for these forms MUST, therefore, be done by your Faculty Office; who should then pass this back to either you or the student and send a copy to examboards@ucl.ac.uk.

All other colleges

Forms for all other colleges can be signed off by Registry. Students can take their forms to the Student Enquiries Centre (SEC) to get this signature/stamp; or alternatively, the forms can be sent to the Student Records Office and we will either make the signed/stamped forms available for students to collect from the SEC or return them directly to the sender.

We will not countersign any forms that do not have parent department approval; nor will we normally sign anything for a research student (unless they are on a programme that permits taught modules).

Please note that it is the student’s responsibility to submit their signed forms to the relevant college (unless you have made some other arrangement) – The Student Records Office will not do this for them. In some cases the application forms for other colleges do not require a Registry signature.

In all such cases can you please ensure that a copy of the form is sent to the Student Records Office securely for our records.

Form available via: Intercollegiate Study

Contact details for further information: examboards@ucl.ac.uk