Key messages about CIM and CourseLoop for November 2025

As shared previously, the university is working to improve how we manage our curriculum information. To support this, a new Curriculum Information Management (CIM) system, CourseLoop, is launching soon. 

The CIM Services team within Student Registry Services will manage CourseLoop once it is live and will continue to help Faculty and Department colleagues with curriculum-related processes in the system such as Stage 0 (Initiation), Education Design, Approval, Marketing (Prospectus Copy Call), Records Management, Review, Amendments and Retiral. 

CIM and PEP  

CIM improvements and the rollout of CourseLoop are linked to the Programme Excellence Project (PEP), a Vice-Provost (Education & Student Experience) initiative to review what we teach across the university and embed excellence in all our taught courses. Faculties and Departments completed the PEP2B Curriculum Review exercise in August and the data resulting from the review has been migrated to CourseLoop. 

Timeline 

The table below shows key upcoming dates in relation to CourseLoop go live. 

Curriculum Data Maintenance in 2025 

Please note that the annual Curriculum Data Maintenance (CDM) exercise will take place in SITS/Portico as usual from December 2025 to February 2026 and will inform the Module Catalogue for September 2026. This will allow us to migrate the most up to date module and diet data into CourseLoop, ready for it to be updated in the new system for the 2027/28 academic year. The CIM Services team are already in touch with Faculty and Department colleagues about CDM for this year and have shared an invite to a kick-off event which will take place on Monday 1st December. 

CourseLoop training 

System familiarisation and training sessions were delivered to CourseLoop Change Champions between mid-September and early October. These were led by the CIM Product Team in collaboration with Business Partners and Faculty Liaisons from the following central UCL teams: CIM Services, Strategic Planning, Academic Policy, Quality and Standards, and VPEE Publications.  

Change Champions will be supported in cascading skills and knowledge to colleagues in their Faculties and Departments who will use CourseLoop over time. For processes that will be completed in the system around go live, for example the Undergraduate Copy Call, targetted support sessiond are already in place. 

In addition to training, a series of comprehensive CourseLoop user guides will also be available to help colleagues navigate the system and there will also be in-system help text to provide further guidance. 

CourseLoop testing  

Faculty and Department colleagues took part in end-to-end user acceptance testing of the system in October. A huge number of scenarios were tested and only 1 defect was found, which is now being fixed by the supplier team. The testing period also allowed for the CIM Product Team to collect useful feedback on how the user guides can be updated and how small tweaks to the system will improve the user experience for colleagues. A big thank you to everyone who was involved in the testing period! 

Next steps 

As we approach CourseLoop go live there will be an increase in UCL-wide communication about the rollout to ensure colleagues are aware of what the system can be used for and where support can be found. As part of this, there will be signposting to a new CourseLoop Guidance SharePoint site containing FAQs, user guides and information about the system support model. In the meantime, if you have any questions relating to CourseLoop or Curriculum Information Management (CIM), please reach out to the channels below.  

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