Student Operations

Information about Student Operations, including our broad responsibilities and contact details for each of our teams. This information is intended for use by UCL staff.

We are responsible for policy and operations relating to records management for taught and research students, examinations and assessments, timetabling, statutory reporting, Portico governance and training, student data quality and curriculum information management.

Find out more about a specific area:

• Exams and assessments
• Portico Governance
• Research Degrees
• Student Data
• Student Records
• Student Lifecycle
• Timetabling Services
• Current student digital product team
• Coming soon: Student Data Quality and Curriculum Information Management

Exams and assessements team

Responsibilities include:

• Examination timetable production
• Examination proforma exercise
• Examination paper production
• Examination venue bookings and operation
• Engagement and training of invigilation staff
• Overseas examination matters
• Examination adjustments

Telephone: +44 (0)203 1089 744 (Int: 59744)
Staff Emails: 

• examinations@ucl.ac.uk (for staff only) - For examinations operational matters and data issues in WISEflow
• assessment-advisory@ucl.ac.uk (for staff only) - To contact the Digital Assessment Advisors for guidance and training on digital assessment platforms
• assessment@ucl.ac.uk (for staff only) - To contact the ISD Assessment and Feedback Product Team

Current taught students should log an enquiry via askUCL

Location: Floor 3, Bidborough House. (and varying operational venues throughout the year)

Portico Governance team

Responsibilities include:

• Promote operational excellence in the use of Portico
• Enable and support ISD and business users with the annual Portico/SITS upgrade and other matters affecting the Portico service
• Bi-annual publication of the Module Catalogue
• Enable and support continuous improvement initiatives in partnership with Product Teams and business stakeholders
• Provision of support and guidance on data quality matters, bulk data processes and reference data maintenance
• Design and delivery of core training sessions and materials for Portico eVision and SITS client users
• Creation and maintenance of directories of Portico functionality for various audiences
• Development and maintenance of a repository of Portico data management policies and procedures

Email: porticogovernance@ucl.ac.uk
Location: Floor 4, Bidborough House

Research Degrees team

Responsibilities include:

• On-line (pre-/re-)enrolment for new and continuing research students
• Research degree examination entries, thesis submission and dispatch
• Interruptions, withdrawals, suspensions of regulations, and other related tasks
• Nomination, appointment and payment of Examiners for research degrees and specialist doctorate programmes
• Publication of awards and production of degree certificates (research programmes)

Telephone: +44 (0)20 3108 6955 (Int: 56955)
Location: Floor 4, Bidborough House
Email(s): 

• researchdegrees@ucl.ac.uk (for staff only)
  For research programme and examination entry matters
   
• Current research students should log an enquiry via askUCL

askUCL

Student Data team

Responsibilities include:

• provide student-related data for annual monitoring, internal quality review and external returns such as research council submissions and accreditation
• maintain structures and entities within Portico, such as department, programme, route and JACS coding
• maintain data quality to allow the statutory returns to be produced effectively
• co-ordinate UCL’s internal student load exercise to inform the allocation of resource and meet statutory requirements in these areas

Email: studentdata@ucl.ac.uk
Location: Floor 3, Bidborough House. 

Student Records team

Responsibilities include:

• In-person enrolment for new students
• On-line (pre-/re-)enrolment for new, continuing and distance learning students
• Student module selection
• Module approval and amendment by teaching/parent departments
• Interruptions, withdrawals, deferred assessments, programme transfers, and other related tasks
• Co-ordination of module result entry, student progression, and creation of awards on Portico
• Publication of official results and awards to students (taught programmes)
• Degree certificates and academic transcripts (for current and former students)
• The Higher Education Achievement Report [HEAR]
• Co-ordination of affiliate and intercollegiate student matters
• Verification of 18+ Transport for London oyster card applications

Telephone: +44 (0)20 7679 4126 (Int: 34126)
Email(s): 

• examboards@ucl.ac.uk (for staff only)
  For undergraduate and postgraduate taught programme related matters

• hear@ucl.ac.uk (for staff only)
  For HEAR related enquiries

• transcripts@ucl.ac.uk (for students only)
  For queries related to on-line transcript orders only

• studentrecords@ucl.ac.uk (for alumni students only)
  For alumni students who do not have access to askUCL

• Current taught students should log an enquiry via askUCL

askUCL

Student Lifecycle team

Responsibilities include:

• support the set up and maintenance of core records in Portico (SITS)
• ensure that programme and module data is current and complies with Academic Regulations
• organise and deliver training and briefing opportunities for departmental staff using Portico functionality
• provide advice and support for new processes around the student lifecycle

Email: lifecycle@ucl.ac.uk 

Timetabling Services 

• Coordination of the UCL teaching timetable production cycle (policy and process)
• Guidance on timetable structures and best practice
• Guidance on UCL spaces (including space availability for teaching events)
• Timetabling applications access, training, guidance, support and enhancement (in conjunction with ISD colleagues)
• Allocation of centrally bookable spaces to teaching events in CMIS
• Publication of staff and student online timetables (in conjunction with departmental timetabling colleagues)
• Maintenance of timetabling data, including data validation (in conjunction with departmental timetabling colleagues)

Tel: +44 (0)20 3108 7576 (Int: 57576)

Email: timetabling@ucl.ac.uk

Location: Floor 4, Bidborough House