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Pre-enrolment

Pre-enrolment is a quick and easy online task in which you confirm various details about you and your programme. Completing pre-enrolment is the first step towards starting out at UCL.

On this page you’ll find information on the following:

This page was last updated on 27 September 2020. 


What is pre-enrolment?

Pre-enrolment allows you to confirm that the information we hold about you and your programme is correct. This includes your personal details and information about your programme itself and your fees.

If everything is correct, you’ll also have a chance to pay your fees online (or confirm sponsorship if applicable).

You can easily complete pre-enrolment online on your phone or laptop – it only takes a few minutes to complete.

As part of pre-enrolment, you’ll also be asked to accept a number of academic and financial regulations, data protection statements, and to confirm your membership with Students’ Union UCL.  

For reference, view more information on our regulations, data protection and policies.


When do I complete pre-enrolment?

When pre-enrolment is available for your programme, you’ll receive an invitation email with a link for you to start the process.

This email can only be sent once you've accepted your offer, met any conditions and completed any statutory checks if applicable.

For students due to start in September 2020, we'll start sending out pre-enrolment invitation emails from mid-August. This takes some time, so we ask you to please be patient - you may not receive your invitation email on the same day as other students on your programme.


The pre-enrolment process

Below are the three different stages of pre-enrolment:

Stage 1 - Setting up your user ID and password

Once you’ve received your invitation email, you’ll need to set up a password for your UCL user ID. You’ll be provided with a link to do this.

Please ensure you have your student number (the 8-digit number you can find in your invitation email or other correspondence from UCL Admissions) and have your mobile number to hand – you’ll need both of these to set up your password. 

Your UCL user ID (or username) consists of 7 letters. The first few letters are a random combination and the last few letters are your initials.

You’ll need this to log in to all UCL online services (Moodle, Explore, Portico, askUCL and others) so it’s important that you remember this along with your password. Your user ID will remain the same throughout your time at UCL.

If you ever forget or need to change your password, it can be recovered and updated using MyAccount.

Once you’ve generated your user ID and password, you’ll then need to log in to your UCL email account on Microsoft Outlook through this link. You’ll need to enter your email in the format userID@ucl.ac.uk (e.g. uclxabc@ucl.ac.uk) and your newly created password to access your UCL email account – you should check this regularly throughout your programme.

If you have any problems with your password, please visit the MyAccount FAQs or contact ISD (the UCL Information Services Division, our IT team) by emailing servicedesk@ucl.ac.uk.

Stage 2 - Completing pre-enrolment

Log in to Portico using your user ID and password from Stage 1 and follow the instructions to complete pre-enrolment.

You will be asked to upload copies of identity documentation. All documents should be no larger than 5MB in size and will need to be one of the following file types: JPG or JPEG.

Photo upload

You'll also need to upload a photo of yourself, which will be used on your student ID card. Please follow the instructions given - you'll be notified if the photo you upload doesn't meet the requirements, and will be able to try again.

Location

We will ask you to confirm your location of study as part of pre-enrolment. You have the option of selecting 'don't know' if your plans are not confirmed at this stage. 

Contact us for any issues completing pre-enrolment.

Stage 3 - Confirmation of pre-enrolment

Once you’ve completed pre-enrolment, you’ll receive a confirmation email.

This confirmation email will advise you of your next steps.

Contact us for any issues with your confirmation of pre-enrolment.


What happens after I've completed pre-enrolment?

Enrolment

Once you have pre-enrolled, we will check the documents you have uploaded and complete your enrolment.

You will be sent an email to confirm once this has been done. You must be enrolled before you can book an appointment for ID card collection.

Module registration

We will email you in early September to give you instructions on how to select your modules via Portico if your programme of study requires you to do so.

Note that not all programmes have optional modules - in some cases, all of your modules will have been pre-selected.

Read full information about how to register for modules. 

Confirming your study plans

When we contact you about module registration, we will also ask you to confirm whether you will be studying on campus or remotely in Term 1 of the 2020/21 academic year.

If you plan on studying on campus, we'll ask you when you're due to arrive - this will help us to safely manage student numbers on campus. If you plan on studying remotely, we'll ask you to confirm which country and time zone you'll be in.

If your plans are not yet confirmed or change later on, you can easily update this information on Portico.

ID card (and BRP) collection

When you complete module registration, you'll also be able to book a timeslot for ID card (and BRP) collection. You will be able to collect your ID card (and BRP if applicable) when you arrive on campus.

If you will be living in any of the following UCL halls of residence - New Hall, John Dodgson House or Astor College - and you were enrolled before 4 September, you will be able to collect your ID card when you check in.

If you will be living anywhere else, you will be able to collect your ID card (and BRP) from a hub on campus. You can book a timeslot to collect your ID card when you complete module registration. 

You must be fully enrolled first and have received your email headed ‘Confirmation of your enrolment at UCL’ before you book your slot and you must show this confirmation email when you come onto campus to collect your ID card. 

It is very important that you only attend at the time specified, not before or after, to help us manage the number of people on campus safely.

Bookings for ID card (and BRP) collection now open

ISD (the UCL Information Services Division) are currently taking bookings for new and returning students (term 1 of 2020/21) to collect their ID cards from Ramsay Hall and the Main Quad on UCL's Bloomsbury campus. Book an appointment now. 


Pre-enrolment FAQs

When do I pre-enrol? (September 2020)

You will receive an invite to pre-enrol once you have met all of the conditions of your offer, completed any statutory checks and accepted your place at UCL.  If you are an international student, you will only receive the pre-enrolment invite once you have received your Confirmation of Acceptance (CAS) from UCL. 

Pre-enrolment invitations are being sent from mid-August onwards and the latest date to pre-enrol is 14 October 2020.

What is the deadline for pre-enrolment?

The latest date to pre-enrol is 14 October 2020.

I don’t have any of the ID documentation listed. Can I still complete the pre-enrolment task?

In the pre-enrolment task, when asked to upload ID documentation please select “I do not have any of the above”. By selecting this option, you pre-enrolment will be put on hold and the registry team will be in touch with you to discuss this with you. Further information on what you should provide as part of pre-enrolment can be found on our website.

I don’t have my visa (BRP) yet. Can I still complete the pre-enrolment task?

Yes, you will be able to complete pre-enrolment before you obtain your visa. If you have applied for a Tier 4 visa and your BRP has been delivered to UCL, you will be asked to upload a copy of the Tier 4 travel vignette in your passport. Further information on what you should provide as part of pre-enrolment can be found on our website.

I’ve uploaded a photo and I’d like to change it. Can I do this?

If you are still within the pre-enrolment task, and you would like to change the photo that you have uploaded, you will be able to do so by selecting ‘Upload new photo’. 

Once you have completed the pre-enrolment task, you are unable to change the photo that has been uploaded.

What are the photo guidelines?

If you upload a photo to the pre-enrolment task that does not meet the criteria, the registry team will get in touch to discuss this further. In most cases, you will be requested to upload a new photo to the pre-enrolment task in Portico.

Your photo must: 

  • Be taken against a plain, light-coloured background, preferably white
  • Contain no other objects or people
  • Have no shadows on your face or behind you
  • Be a true likeness of yourself
  • Be in focus with no red-eye 
  • Be in colour with no effects or filters
  • Be no more than 5MB 
  • Be one of the following file formats: JPEG or JPG 

In your photo you must: 

  • Be facing forwards looking straight at the camera
  • Have a neutral expression or be smiling, with your mouth closed
  • Have your eyes open and clearly visible (with no sunglasses or tinted glasses)
  • Have no reflection or glare on your glasses, and the frames should not cover your eyes (you may find it easier to remove your glasses)
  • Include your full head, without any head covering (unless it is worn for religious beliefs or medical reasons), and have nothing covering your face (please make sure nothing covers the outline of your eyes, nose or mouth)
When uploading I am told the image is too big/too small. What should I do?

The image should be one of the following file formats: JPEG or JPG and should be no more than 5MB. Please upload another photo that meets these criteria.

If you upload a photo to the pre-enrolment task that does not meet the criteria, the registry team will get in touch to request you upload a new photo to the pre-enrolment task in Portico. In most cases, you will be requested to upload a new photo to the pre-enrolment task in Portico.

I’m receiving server error messages when I try to upload my photo, what should I do?

Please email our email address for new students and a member of the team will get in touch to discuss this further with you.

I have now completed pre-enrolment. Can I have a student status letter?

You will not be able to receive a student status letter until you are enrolled on your programme of study at UCL. Once you receive confirmation of enrolment, you will be able to print letters from Portico.

I am now enrolled. How can I download a student status letter from Portico?

Login to Portico with your UCL user ID and password on the main page ('My Portico'). Under 'Enrolment and Study Details', you will see a tab called 'Statement of Student Status'.

After clicking on this tab you will be asked to select the type of statement you require and after doing this, click 'Next'.

If you selected 'Confirmation of your student status', you will see your addresses, which we ask that you keep updated. If they are no longer current, please select 'Edit' and make the relevant changes.

If you selected 'For a bank account', you will see a drop-down box with names of different banks. Select the bank you would like to open an account with and click 'Next'. This is to make sure that the confirmation letter is addressed to the bank, which is what UK banks require.  You will then see your addresses, which we ask that you keep updated. If they are no longer current, please select 'Edit' and make the relevant changes.

Select 'Download Statement of Student Status' or 'Download Bank Letter' depending on your previous selection.

Banks and councils can be very particular about addresses. When updating your address, make sure to include your full address, including your room number, for example:

Room or flat number

Room 123A or Flat 12

Name of residence or building (if applicable)

Ramsay Hall

House number and name of street

23 City Road

City

London

Postcode

WC1A 4AH

I have completed the pre-enrolment task, but my personal details have changed. What should I do?

You can login to Portico and update your personal details. Personal details that you can currently update are your contact details and your next of kin address.

Can I change my name on my student record?

If you provide us with official ID documentation, we can change your name on your student record. Please note that your student ID card must show your official name so that we can easily verify your identity.

How can I change my email address to my preferred name?

Contact the ISD service desk and request a new mail alias. Please bear in mind that not all combinations of first/last name and/or initials will be available, as they may be in use already or associated with an historical account.

Contact the ISD service desk if you have any issues with this.


ID card (and BRP) collection FAQs

How can I access the appointment booking system to collect my ID card?

You will need to book an ID card collection appointment via our online booking system - you will find a link to this in emails sent to you about module registration.

When collecting your ID card, please ensure you bring your own form of ID e.g. passport, driving license or EU identity card. 

Please note that you will only be able to access the booking system once you are enrolled onto your programme of study and have received your email headed ‘Confirmation of your enrolment at UCL’.

Where do I collect my ID card?

The main location for ID card collection is Ramsay Hall, a short walk from UCL's Bloomsbury campus.

If you are also collecting a Biometric Residence Permit (BRP), you will be directed to the marquee in the Main Quad on UCL's Bloomsbury campus - you will be able to collect your ID card at the same time from the same location.

When collecting your ID card (and BRP if applicable), please ensure you bring your own form of ID e.g. passport, driving license or EU identity card.

I am a returning student and need a replacement ID card. Where can I get this from?

If you have lost your old ID card, you will need to book an appointment to collect a replacement one. You must be an enrolled student to collect a replacement ID card. Please check your status on Portico before you make a booking. If you are not enrolled when you come to your appointment we will not be able to issue your card. When collecting your ID card (and BRP if applicable), please ensure you bring your own form of ID e.g. passport, driving license or EU identity card.

I am a current student and my end date has been extended. Can I get a new ID card?

Your existing ID card should still work as usual, even if it doesn’t show your updated end date. We recommend you try out your current ID card when you return to campus. If for any reason your card doesn’t work, then yes, you are able to book an appointment to collect a replacement ID card. 

You must be an enrolled student to collect a replacement ID card. Please check your status on Portico before you make a booking. If you are not enrolled when you come to your appointment we will not be able to issue your card. When collecting your ID card (and BRP if applicable), please ensure you bring your own form of ID e.g. passport, driving license or EU identity card.

How do I book an appointment to collect my Biometric Residence Permit (BRP)?

Once we have received your BRP from UK Visas and Immigration, we will send you an email to inform you. The email will have a link to enable you to book an appointment to collect your BRP.

You will be directed to the marquee in the Main Quad on UCL's Bloomsbury campus - you will be able to collect your ID card at the same time from the same location. When collecting your BRP and ID card, please ensure you bring your own form of ID e.g. passport, driving license or EU identity card.

Where do I collect my Biometric Residence Permit (BRP)?

If you are collecting a Biometric Residence Permit (BRP), you will be directed to the marquee in the Main Quad on UCL's Bloomsbury campus - you will be able to collect your ID card at the same time from the same location.

When collecting your ID card (and BRP if applicable), please ensure you bring your own form of ID e.g. passport, driving license or EU identity card.