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The Registry is located on the South Kensington Campus and is responsible for the administration of all academic matters, from student registration through to examinations and student records.  

Registry contacts

Senior Management Team

Registry Senior Management Team is headed by the Academic Registrar and provides operational and strategic leadership of the Registry. The Management Team meets formally once a week and the team consists of:

Contact: 
RoleNameKey responsibilitiesExt.Email
Academic Registrar  David Ashton

Registry Leadership

48054  david.ashton1
Deputy Academic Registrar James Balloch

SIMP Business Authority

48055 j.balloch
Head of Academic Services  Judith Webster 

Quality Assurance
Senate
Placements
Academic Standards Framework

49685 j.webster
Head of Admissions  Mel Peter 

Admissions
International Student Support 

Student Financial Support

48057  m.peter
Head of Student Records & Data Claire Salter 

HESA
Student Records & Data
SIMP Banner Implementation Project 

Systems

49144  claire.salter

If you are not sure who to contact please email your query to:  academic.registrar

Admissions

The Admissions team are responsible for the receipt and processing of all applications to Imperial College. The teams within Admissions are split by faculties, whereby each team deals with admissions for each department. If you have submitted an application, have received an offer, are waiting for a decision on an application and you have a specific question relating to your application or offer, you should contact the appropriate Admissions team.

If you are sending hard copy documentation to an Admissions team, please mark it for the attention of the appropriate team and send to Registry, Imperial College London, Level 3 Sherfield Building, South Kensington Campus, London SW7 2AZ.

 

International Student Support

The International Student Support Team provides specialist immigration advice to prospective and current Imperial College students, with particular expertise in Tier 4 Student Visas, Student Visitor Visas and options to remain in the UK to work after study. This team also contributes to the College Welcome, running events for new international students, as well as other support activities throughout the year to enhance the international student experience. Please note that the team is not responsible for international student admissions. Therefore, we cannot provide course information or advice on entry requirements. If you have a query of this nature please contact the relevant Admissions Team.

You will receive a detailed response to immigration enquiries by completing the International Student Support Web Query Form.

 Contact:
TeamExt.Email
International Student Support 48040   international@imperial.ac.uk  

Student Financial Support

The Student Financial Support team is responsible for a advising and managing a variety of funding-related services available across the College to help support our students; these include:
 
·         Scholarships
·         Imperial Bursary
·         Government loans and grants for UK, US and Canadian students
·         NHS bursaries
·         Student Support Fund
·         Cost of Living in London estimations
·         Terms and conditions associated with receiving funding
 
For more information, please see Student Financial Support
 
 Contact:
TeamExt.Enquiries
Student Financial Support  49014 online enquiry portal

Student Placements and Undergraduate Research Opportunities Programme (UROP)

The Placement team provide:

  • Co-ordination of placement learning policy, good practice and resources for the effective management of placements.
  • Advice and guidance to both staff and students on matters related to student placements managed by the College, specialising in providing (with academic departments) support for the undergraduate year abroad.
  • Co-ordination for Key Action 1 of the European Union’s Erasmus+ programme (student and staff mobility); includes liaising with the Student Financial Support Team on Erasmus mobility grants, and managing Erasmus staff teaching and training grants.
  • Central servicing of student exchange agreements (Erasmus and non-Erasmus) where the activity is curriculum-based (UG/PGT) or PhD-based; institutional contact for all student exchange partners.
  • Co-ordination for the Undergraduate Research Opportunities Programme (UROP).

The Assistant Registrar (Placements) is Institutional Contact for:

  • Placement Learning policy and management good practice
  • Erasmus+ Key Action 1
  • Student Exchange Agreements (Curriculum and PhD-based)
  • UROP
  • ASET (The Work Based and Placement Learning Association)
  • HEURO (The Association of UK Higher Education European Officers)

For more information, please see Placements.

If you are a student, currently studying for a degree elsewhere, who is interested in studying on a non-degree basis for a 3-12 month period (perhaps via an exchange programme) or undertaking a research period in one of our many world class research groups please read: Guidance for Undergraduates or Guidance for Postgraduates.

 Contact:
TeamNameEmailExt.

Placement opportunities enquiries
Assistant Registrar (Placements) 

Adrian Hawksworth  48044  a.hawksworth@imperial.ac.uk 

Receiving payments enquiries
Student Financial Support Team 

  49014  student.funding@imperial.ac.uk 

Student Records and Data

The Student Records and Data team are responsible for the administration and maintenance of the student records for all students studying at the College. This includes enrolments, programme transfers, interruption of studies, withdrawals and processing of examination entry for research degree students. The team also use this information to fulfil reporting duties to the Student Loans Company, Transport for London and the UKVI; as well as other external bodies.

The team is currently responsible for the processing of student results and awards on the student record system as well as the production and distribution of academic transcripts and certificates of award.

Student Records and Data produce a variety of standard document requests for both current and previous students including council tax letters, standard statements of attendance and confirmation of degree letters.

Appeal administration also sits within the team, as does the responsibility for confirming qualifications via the Higher Education Degree Datacheck service.

Within the Student Records and Data team sits the responsibility for the external statutory reporting within Registry. This includes preparing the annual submission of the largest external data return that institutions are required to make, the Student Record return to HESA as well as the Aggregate Offshore return to HESA. The team liaise with Strategic Planning to ensure Registry student data is submitted accurately for the annual HESES return and the Medicine and Dentists return to HEFCE.

The Unistats record data, which is displayed on Unistats website, the National Student Survey, Registry Freedom of Information requests and the annual College statistics are also prepared and managed by the Student Records and Data Team.

The Student Records and Data team is in the early stages of defining a suite of management information reports to ensure consistency of information provision across the College.

More information about Student Records and Data:

 Contact:
TeamExt.Email
Student Records  47268   student.records@imperial.ac.uk
Student Data - registrydata@imperial.ac.uk 
Freedom of Information - FOI@imperial.ac.uk
Research Degrees and Examinations 46087 research.degree@imperial.ac.uk

 

Student Systems

The Registry Systems team is responsible for providing first line support for all Registry associated systems which includes the main student administrative system (OSS), student reporting (ICA) and related interfaces.  This includes to put forward and manage any development enhancements.
 
The team is also responsible for monitoring and maintaining the direct application portal (Apply.Imperial) to ensure that applications are imported accurately.  Applicant, student and staff access to these systems are all controlled by the team.
 
The team plays a key role in strengthening Registry's information technology capabilities and are heavily involved in the project currently being undertaken to replace the College’s applicant and student administration system.
 
 Contact:
TeamExt.Email
 Student Systems -  registry.systems@imperial.ac.uk 

Timetabling

The Central Timetabling Support Office (CTSO) is responsible for coordinating and supporting the College’s annual timetabling process and ensuring that departmental practices are aligned with College policy and standards. The CTSO provides user support and training and manages user access to the College timetabling system and related software.  With a strong customer focus, the CTSO provides a quality assurance service in order to facilitate data transfers and ensure that timetabling data and outputs achieve excellence for the student and staff end-user.

For more information, please see Timetabling.

Contact: 
TeamExt.Email
Timetabling 45890  timetabling@imperial.ac.uk 

 

Quality Assurance and Enhancement

The Quality Assurance and Enhancement Team is responsible for ensuring academic quality and standards in order to maintain the College's reputation of a strong academic standing. The team ensures that the College is compliant with the Quality Assurance Agency (QAA) UK Quality Code for Higher Education. Their work consists of the approval of new programmes, reviewing and developing quality assurance policies and procedures, sharing good practice, QAA Higher Education Reviews, as well as managing student surveys.

The Quality Assurance and Enhancement Team is also responsible for the efficient operation of the College's academic governance arrangements.  Their remit includes responsibility for the College's Academic and Examinations Regulations, annual monitoring and periodic review of programmes and the management of the external examining system for undergraduate and Master's level programmes.

 The team service the following committees: 

  • Senate
  • Quality Assurance & Enhancement Committee
  • Postgraduate Research Quality Committee
  • Programmes Committee 
  • Learning and Teaching Committee

For more information, please see Academic Governance

For queries about the College's regulations, quality assurance policies and procedures, please contact the Quality Assurance and Enhancement team.

Contact:
RoleNameExt.Email
Head of Academic Services Judith Webster 49685 j.webster
Senior Assistant Registrar (Quality Assurance & Enhancement) Sophie White 48126 sophie.white
Assistant Registrar (Quality Assurance & Enhancement) Men-Yeut Wong 47467 men.yeut
Assistant Registrar (Monitoring & Review)     r.monk
Assistant Registrar (Academic Standards)      
Quality Assurance Administrator Michelle Galloway 48993 m.galloway
Quality Assurance Administrator Bojan Cvijan 48058  b.cvijan
Surveys Officer  George Yeorghaki 48013  g.yeorghaki

 

Student Surveys

The Quality Assurance and Enhancement Team are also responsible for internal and external College surveys such as UG and PG Student Online Evaluation (SOLE) module/lecturer evaluations, Postgraduate Research Experience survey (PRES) and Postgraduate Taught Experience survey (PTES) - but not for the National Student Survey (NSS). NSS is the responsibility of the Registry's HESA and Data Team. For more information, please see Student Records and Data.

 
TeamEmailExt.
Student Surveys surveys.registrysupport@imperial.ac.uk   +44 (0)20 7594 8013