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Academic Services: teams and responsibilities

Information about Academic Services, 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 institutional governance, committees, quality management and enhancement, research and portico governance, senior academic staff appointments, examinations, student records and student lifecycle support.

For information on our student-facing services please visit the students website or student centre

Find out more about a specific area:


Current Student product team

Our vision is to make the complex simple by unifying, simplifying and automating student administration. ​

We put the student at the heart of everything we do creating a seamless and connected journey from becoming a student up until graduation. 

Responsibilities include:

  • understand the student administration journey from becoming a student to graduation, identify pain points and implement improvements
  • deliver digitally intuitive processes to improve the student SITS (Portico) experience
  • ensure a robust SITS (Portico) technical environment with reporting capability to match UCL’s needs
  • enable and support accurate student recordkeeping
  • enable and support efficient maintenance of UCL curriculum
  • ensure SITS (Portico) data is setup in a way that reflects best practice
  • ensure UCL’s regulations, structure and policy are represented in SITS (Portico)
  • facilitate and deliver SITS (Portico) process improvements

Email: currentstudent@ucl.ac.uk


Academic Policy, Quality and Standards team

Responsibilities include:

  • maintain and develop UCL’s academic regulations
  • provide advice and support to students and staff across UCL on matters pertaining to the academic policy and regulations of UCL
  • develop UCL’s approach to quality review and enhancement, including the formation of quality review policies, regulations and procedures such as:
    • Internal Quality Review (IQR);
    • Annual Student Experience Review;
    • Programme Approval;
    • Academic Partnerships;
    • External Examining arrangements.

Email(s):
academicregulations@ucl.ac.uk (Regulations queries)

examiners@ucl.ac.uk (External Examiner appointment and reports)

acadserv.pmap@ucl.ac.uk (Programme approval)

academic.partnerships@ucl.ac.uk (Academic Partnerships)

aser@ucl.ac.uk (Annual Student Experience Review)

degreeapprenticeships@ucl.ac.uk (Degree Apprenticeships)

Location: Floor 4 (East), Bidborough House.


Casework and Governance team

Responsibilities include:

  • service UCL’s principal established committees
  • review student cases under UCL’s Student Complaints and Student Disciplinary procedures
  • manage the procedure for handling allegations of research misconduct
  • provide advice and support to students and staff across UCL on matters pertaining to the student casework policy and procedures of UCL

Email(s): 
academic.services@ucl.ac.uk (Governance enquiries)
casework@ucl.ac.uk (Casework enquiries)
Location: Floor 3, Bidborough House.


Examinations 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)
Email: examinations@ucl.ac.uk (exam organisation)
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
  • 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