This page details UCL people types and their eligibility and entitlement to UCL services.
Please refer to the Notes section for more details.
Person Type: | Maintained By (3) | UCL User ID (4) | Identity Card (5) | Library Services (6) | Library e-Resources (7) | Telephone Services (8) | Microsoft Teams (9) |
Staff | HR | Automatic | Automatic | Automatic - Full Borrowing | Automatic | On request | Available |
Honorary Staff (1) | HR | Available on Request | Automatic | Automatic - Full Borrowing | Automatic | On request | Available |
Casual Staff (2) | HR | Not eligible | Not eligible | Not eligible | Not eligible | None | Not Available |
Visiting Lecturer | Dept | Available on Request | When visit created | Automatic - Full Borrowing | On site only | On request | Available |
Occasional Lecturer | Dept | Available on Request | When visit created | Automatic - Limited Borrowing | On site only | On request | Not Available |
NHS Staff | Dept | Available on Request | When visit created | Automatic - Full Borrowing (but see note 6) | On site only | On request | Not Available |
Estates Contractor | Dept | Available on Request | When visit created | Automatic - Reference only (no borrowing permitted) | On site only | On request | Available |
Work Placement | Dept | Available on Request | When visit created | Automatic - Limited Borrowing | On site only | On request | Not Available |
Associate Staff | Dept | Available on Request | When visit created | Automatic - Limited Borrowing | Ìý´¡³Ü³Ù´Ç³¾²¹³Ù¾±³¦ | On request | Available |
Undergraduate | Registry | Automatic | Automatic | Automatic - Full Borrowing | Ìý´¡³Ü³Ù´Ç³¾²¹³Ù¾±³¦ | N/A | Available |
Postgraduate | Registry | Automatic | Automatic | Automatic - Full Borrowing | Ìý´¡³Ü³Ù´Ç³¾²¹³Ù¾±³¦ | N/A | Available |
Intercollegiate Student | Registry | Automatic | Automatic | Automatic - Full Borrowing | Ìý´¡³Ü³Ù´Ç³¾²¹³Ù¾±³¦ | N/A | Not Available |
Language Centre Student (General) | Dept | Automatic | When visit created | Automatic - Limited Borrowing | On site only | N/A | Not Available |
Continuing Education Student | Dept | Available on Request | When visit created | Automatic - Limited Borrowing | On site only | N/A | Not Available |
Professional Development Student | Dept | Available on Request | When visit created | Automatic - Limited Borrowing | On site only | N/A | Not Available |
Short Course Student | Dept | Available on Request | When visit created | Automatic - Limited Borrowing | On site only | N/A | Not Available |
Visitor | Dept | Available on Request | When visit created | Automatic - Reference only (no borrowing permitted) | On site only | N/A | Not Available |
Notes:
(1) Honorary Staff: have all services provided automatically except computer accounts which must be requested.
(2) Casual Staff: are assigned to the department they are with, but do not receive access to services. In order to obtain access to services casual staff must first be set up as appropriate departmental visitors.
(3) Maintained By: indicates who maintains the data for various types of person:
- HR: Human Resources - data is maintained in the central HR system.
- Student & Registry Services - data is maintained in Portico by the Student Administration team.
- Dept - data is stored and maintained in the Services System by departmental staff. For a list of users, see the (UCL login required).
(4) UCL User ID: Indicates if and how a UCL User ID is available for the Person type. The UCL user ID is used to access centrally managed computing services although additional registration may be required for specific systems.
- Automatic - indicates a computer account is available as soon as the person’s status is confirmed by Human Resources (HR) or Student & Registry Services.
- Available on Request – indicates that an account must be requested by the department using the Services System.
(5) Identity Cards: indicates if a UCL Identity card is available for the Person Type
- Automatic - ID cards are available once the record has been correctly created by HR or Student & Registry Services.
- When visit created - indicates that the ID card will be available once an active visit record exists in the Services System.
(6) Library Services: indicates if the Person Type is entitled to physical access to UCL Library Services and to borrow library materials.
- Automatic - Full Borrowing – indicates all Library services are available once the record has been correctly created by HR or Student & Registry Services. Up to 40 books allowed.
- Automatic - Limited Borrowing - indicates all Library services are available once the record has been correctly created by HR or Student & Registry Services. Up to 5 books allowed.
- Automatic Reference –  Visitors have automatic access to enter library buildings, but cannot borrow items.
- Special arrangements exist for NHS Staff – visit the Library Services NHS membership page for details.
- If the library borrowing privileges for a person type are not sufficient for a specific UCL visitor, please contact the library membership team at the following email address:Â lib-membership@ucl.ac.uk.
(7) Library e-Resources: Indicates if/how the Person Type can access electronic resources supplied by Library Services.
- Automatic: e-resources are available both onsite or offsite using the UCL user ID and password.
- On site only: e-resources are only available to consult onsite using the Explore access points.
Note: Licensing restrictions mean that visitors are not entitled to access e-resources remotely. More details can be found on the Library Services membership page for Electronic Resources.
(8) Telephone Services
Telephone Services are only available to staff and some visitor types (e.g. Associate Staff, NHS Staff). Contact the Telecoms team for more information.
(9) Microsoft Teams
The Microsoft Teams application is only available for certain person types °ÄÃÅÀúÊ·¿ª½±¼Ç¼, this is due to license agreements. If they are not eligible for a teams license they still have a Microsoft Exchange License. The licensing can take up to 24 hours after the UPI start date has been applied.
Start dates
The start date recorded in the primary system is used to determine when an individual can begin to access resources.
For staff and students, this means
- Automatic registration for UCL computing accounts
- Access to Desktop @ UCL
- Access to password protected departmental web pages
- Access to the Library - both physical access and borrowing rights
- Access to electronic library resources
For honorary staff:
- Honorary staff automatically have access to the Library
- Access to UCL computing services for honorary staff needs to be requested by departments by using the Services System.
For visitors:
- Reference access to the library is granted automatically at the start of a visit as recorded in the Services System.
- Borrowing access can be requested as an additional Service Request
- Computing access can be requested as an additional Service Request
- License restrictions mean that visitor access to electronic library resources is restricted to use of the dedicated terminals in the Library even if the visitor has been issued with a UCL computing account.
Note: charges may apply for some categories of visitor to borrow from the Library. See Services System Guidance pages for more information on charges and eligibility for services. |
If a person requires access before their formal start date (e.g. before a formal contract has begun), they can be set up as a visitor by their department using the Services System.
More Information:
More details on which services are available.
(UCL login required)