Information for staff on changes and improvements to the module registration process.
- Q1. Why are module codes changing?
To enable improvements to be made to activities such as module registration, we have changed the way module information is stored in Portico, UCL’s student information system. New module codes have been introduced as the old codes are no longer suitable for use with the new module structure.
The new module structure facilitates changes to module credit and levels to align UCL with the majority of UK universities (see Q3. and Q8. below for more info).
The need for modules to be cloned where they are available to different categories of students has been eliminated by introduction of the new module structure and codes, removing the potential for students to select the wrong version of a module during the registration process.
The academic content, teaching and assessment of modules will not be affected by these changes.
- Q2. What do the new module codes look like?
The new module codes consist of a four character prefix followed by a four digit reference number. For example, ANAT0001.
The four character prefixes, known as academic entities, represent departments, divisions, research centres or subject areas and have been used to indicate which department or division each module belongs to.
- Q3. How can I find out the new code for my module?
Module mapping reports have been provided to enable you to look up new module codes. These reports can be accessed via Portico > My Portico > Transition to New Module Structure. There are three search options:
by module – enter an old or new module code to search for a specific module by department – retrieve all modules with the old and new codes for a specific department by faculty – retrieve all modules with the old and new codes for a specific faculty
- Q4. Why are course units changing for undergraduates?
From 2018/19 we will be introducing a consistent credit framework across the institution that will align UCL with the majority of UK universities. To achieve this, course units (a term used to describe undergraduate units of learning) will be replaced by modules with credits, bringing undergraduate and postgraduate taught programmes in line.
1 course unit equates to 30 credits.
- Q5. What impact will these changes have on a student’s academic record?
The codes for modules taken in 2017/18 or earlier will remain unchanged on Portico, including on academic transcripts and, for undergraduates, the Higher Education Achievement Report (HEAR). From 2018/19 onwards the new module codes will be used on Portico and official documentation.
If a student first enrolled on an undergraduate programme in 2017/18 or earlier and will be continuing their studies into 2018/19, their course units for all years of study will be updated to the new credit values on Portico and official documentation.
- Q6. When do these changes take effect?
The new module codes and credit values came into effect on 1 August 2018.
The old module codes will continue to be used for the following activities that take place after 1 August 2018:
- UCL Summer School (July - August 2018)
- Late Summer Assessments (August - September 2018)
- Postgraduate Exam Boards (September - November 2018)
- Resits/deferrals without additional tuition carried forward from 2017/18
- Q7. Which module codes will be used for reassessments and deferrals?
The module codes used for reassessments and deferrals carried forward from 2017/18 will depend on whether or not a student will be receiving additional tuition.
If a student is undertaking a deferral or repeating/substituting a module with further tuition in 2018/19, the assessment will be entered as a new module on their record for the current academic year with the new module code.
If a student is undertaking a deferral or resitting a module without further tuition in 2018/19, the assessment will be recorded against the original 2017/18 module registration with the old module code.
- Q8. Are any other changes being made to modules?
Yes.Two further changes are being introduced along with the new module structure to improve the module registration process:
Information about the term(s) in which modules take place will now be available in Portico so students will be able to take this into account when registering their choices, making it easier to get a balanced selection of modules across the academic year.
In line with the regulations, the level of study values previously used by UCL to indicate the level of a module have been replaced by the standard UK academic levels:
Former UCL Levels New UK Academic Levels First Level 4 Intermediate Level 5 Advanced Level 6 Masters Level 7
Students will be able to see the academic level of modules when making their selections. This will ensure they choose the right number of credits at the appropriate level to satisfy the progression and award requirements for their programme of study.
- Q9. Have any changes been made to the module registration process for students?
Please click here to access the AMP Wiki for detailed guidance on the changes.
The following enhancements have been made to this year’s module registration process:
New look ‘My Modules’ display
The new ‘My Modules’ container provides students with direct access to their module selection information, making it easier for them to track the progress of their module registration activity as well as the approval status of their module selections.
Completing module registration
Students will no longer be required to complete module registration if all of their modules for the current year are compulsory. Their modules will be displayed in the ‘My Modules’ container. Students will need to complete module registration if they have to select at least one optional or elective module for their current year of study. Their selections will be displayed in the ‘My Modules’ container and they will be notified by email when their modules have been reviewed by the teaching and parent departments.
Enhanced programme diets
Improvements have been made to the 2018/19 programme diets (the term used for the set of compulsory, optional and elective modules associated with each year of a programme of study). Optional and elective groups have been more precisely defined to assist with the selection of appropriate choices. Pre-/co-/post-/non-requisite rules have also been used, where appropriate, to prevent students from selecting unsuitable module combinations.
Removal of ‘clone’ modules
The new module structure removes the need for modules to be cloned where they are available to different categories of students, removing the potential for students to select the wrong version of a module during the registration process.
- Q10. When can students start module registration?
Students can start selecting their modules as soon as they have completed enrolment (new students) or re-enrolment (continuing students).
Students will not have access to the module registration link if:
- all of their modules for 2018/19 are compulsory (i.e. they do not need to select any modules)
- they have already submitted their module selections for the year
- they are registered on one of the following:
- a programme in the Slade School of Fine Art (except BA Fine Art year 2 students and affiliate students)
- an affiliate programme in the Centre for Languages and International Education
- a joint programme for which UCL is not the lead institution
- Q11. If students cannot see the module registration link, who should I refer them to?
If a student cannot see the module registration link and the exceptions stated above in ‘Q10. When can students start module registration?’ do not apply, please contact the Portico Helpdesk for assistance.
Students may need to log out of Portico and log back in for their access to update and the module registration link to be displayed.
- Q12. Can I complete module registration on behalf of a student?
Yes. As in previous years functionality is provided to enable you to login to module registration on behalf of a student. This functionality can be accessed via Portico > Student Module Registration > Student Module Selection Review > Login as a student.
You will only be able to login as a student from your own department. You will need the student’s ID number which can be found on their UCL ID card or via Portico.
- Q13. How will affiliate students be assigned to the correct assessment pattern?
With the new module structure it is no longer necessary to ‘clone’ modules for affiliate students. When an affiliate student selects a module, one of the following will apply:
- The affiliate student will be assigned to the standard assessment pattern for the module where this is suitable
- The affiliate student will be assigned to an alternative assessment pattern for the module (this usually occurs when students will not be in attendance for the main exam period).
If an alternative assessment pattern is required but does not already exist, the teaching department will be able to enter the assessment information directly into Portico and submit it to the Faculty Office for approval.
- Q14. Is the teaching and parent department approval process still required this year?
Yes. There is still a requirement for students’ optional and elective module selections to be approved/rejected by the teaching and parent departments (compulsory modules do not require approval). This functionality can be accessed via Portico > Student Module Registration > Student Module Selection Review > Teaching department: module selection review or Parent department: module selection review.
The teaching department approval process has been updated to include an additional step for affiliate students which will only be displayed where there is a need to confirm if an assessment pattern is correct for the student concerned.
- Q15. Will I still be able to make amendments to students’ module selections if required?
Yes. As in previous years you will be able to add or delete modules from students’ module selections once they have completed the module registration process. This functionality can be accessed via Portico > Student Module Registration > Student Module Selection Review > Student module registration: amend.
- Q16. Will the new module codes be used in the Online Timetable, Moodle and Lecturecast?
Yes. All online services that use module information taken from Portico will use the new module codes.
- Q17. There is an issue with one of my modules/programme diets. Who should I contact?
If any changes are required to modules or programme diets, please contact the Student Lifecycle Team for assistance.
- Q18. I have identified a fault with a Portico task/process. Who should I notify?
If a Portico task or process is not operating as expected, please report this to the Portico Helpdesk.
- Q19. A Portico report is not producing the results I expect to see. Who should I contact?
If a Portico report is not operating as expected, please report this to the Business Intelligence Team.