Successful application - what next?
When you have the provisional agreement of a member of staff to undertake a UROP research experience and you have agreed dates of attendance, you will need to complete (with the assistance of both your supervisor and the relevant administrator in the host department) the UROP Research Experience Registration Form and have it submitted by your host department to the College's UROP Team (Registry Student Records) as soon as possible.
- Imperial College students should aim to have the Form submitted by their host department to the UROP Team at least 3 weeks before the proposed start date.
- Other participants should aim to have the Form submitted by their host department to the UROP Team at least 8 weeks before the proposed start date. If you are a bachelor level student from outside Imperial College and wishing to apply for a room in a hall of residence then you may need to submit the Form much earlier.
A research experience registered as a UROP is neither an employment status nor full student status.
Registering a UROP Experience
What is a UROP Registration?
- A UROP Registration ensures that Imperial College will treat your research experience for insurance purposes in the same way as it does for other activities undertaken by staff and students.
- The completion of a UROP Research Experience Registration Form requires the student to sign up to the UROP Participant's Declaration (see next TAB).
- For participants who are new to the College a UROP registration allows access to College student facing services (e.g. ID Card; Library; ICT account) so that participants can make the best of their time with the College.
- Please note that a UROP should not be used for a student who has required a visa to enter the UK specifically to undertake their UROP, nor for when they have been set-up previously for the same activity as a contingent or casual worker.
How to complete the UROP Research Experience Registration Form
The UROP Research Experience Registration Form (available here) is composed of 3 sections:
- Section 1: to be completed by the Student Participant
- Section 2: Research Experience Details - to be provided by the Supervisor
- Section 3: Host Department Approval
You will need to have agreed the following with your supervisor in order to complete the UROP Research Experience Registration Form:
- A start date and an end date, but also referring to any inactive weeks during this period such as for a holiday (Section 2);
- A short title for the research experience (Section 2);
- Does the relevant host department actually agree to the supervisor hosting you (Section 3)
Any registration form received which does not include the appropriate authorisations may be returned to the supervisor for correction and may well result in delays to a UROP research experience being fully registered. This in turn, with particular reference to UROP particpants who are new to the College, would delay the issuing of a College Identifier Number (CID); production of a College Photo ID card; the ability of the student to apply for student accommodation.
Please use the most up-to-date version of the form (available here)
ALL PARTICIPANTS must ensure they complete Section 1 fully and then sign and date that they have read the UROP Participant’s Declaration.
The Host Department should send the completed UROP Research Experience Registration Form (as a single PDF) to their Student Records Contact or to email@example.com
- In the subject line of the email, please quote "UROP - [the name of the student you are seeking to register as a UROP participant]".
- Student Records are our UROP registration Team.
Upon receipt of the UROP Research Experience Registration Form by the UROP Team:
- If there are issues related to the registration which need input from either the student or the supervisor the UROP Team will communicate these by email or under separate cover.
Confirming Registration of a UROP Research Experience:
- The UROP Team will confirm that the research experience has been processed by emailing the student (copied to the supervisor, and the relevant administrator in the host department)
The email sent to a UROP participant who is NEW to the College will include:
- a College Identifier Number (CID). This will be required before you can apply for a room in a College student accommodation.
- an instruction to create a Student e-Service account. The student should then (in the 4 week window prior to the scheduled start date) provide/upload information which allows them to complete their registration. This will include providing personal data, home and London addresses and phone numbers/email addresses; emergency contact details for a parent or relative; answering a question concerning any disabilities you may have; and most importantly uploading copies of your passport)
All participants, but especially those who are new to the College, should act promptly on the instructions given in their registration email as completion of these tasks will speed up access or updating access to College services/facilities. However, Imperial College students who undertake a UROP research experience in their own academic department will find that they are set-up to pursue their research experience without much adjustment.
Queries concerning UROP Registrations can be directed to firstname.lastname@example.org
See also the Orientation Information TAB.
Please note that a UROP should not be used for a student who has required a visa to enter the UK specifically to undertake their UROP, nor for when they have been set-up previously for the same activity as a contingent or casual worker.
UROP Participant's Declaration
All UROP student participants sign up specifically to the following upon signing the Registration Form:
(the "declaration" was subject to updating on 30 March 2017 to provide further clarity around consideration by the host department of time off for the participant i.e. informal "holidays")
Before the UROP commences the participant agrees that when completing the enrolment procedure at the College on it's Student e-Service facility (about which the UROP Team will instruct the participant when they confirm their Registration Form has been processed) they will note the Data Collection Notice, but may ignore the reference to Tuition Fee Liability.
During the UROP, the participant agrees:
- To abide by the College’s Intellectual Property Policy. For this purpose a UROP participant is always considered to be a student.
- To abide by the working practices and procedures of the host department (as directed by the host department), including all health and safety procedures.
- To abide by the College's student policy relating to the use of IT, and all other relevant student and staff policies in the field of Information Systems Security.
- To engage positively with the College's commitment to equality.
- To act responsibly at all times, including if occupying a room in a College hall of residence.
- To inform the supervisor as soon as possible about changes in personal circumstances which may result in them either not commencing their UROP (research experience) or which might alter the agreed dates of attendance. Such information should be then communicated by the supervisor to the host department's administration and to the College's UROP Team.
- To abide by any other additional requirements placed upon them by the College during the UROP.
At the End of the UROP:
- To hand in their ID Card to the ID Office on the South Kensington Campus (or the Security Office if on another Imperial College campus) at the end of their UROP (non-Imperial students and non-continuing Imperial College undergraduates only).
- To ensure they return all Imperial College property (e.g. library books, laboratory lab books) to the relevant individual at the end of their UROP.
By return a UROP student participant should expect as a miminum for the College (through the host department):
- To provide a structured research experience, including overall supervision by the named supervisor and day-to-day supervision which may involve staff other than the named supervisor (and which may extend to include PhD students).
- To conduct an appropriate Day 1 induction, which should include those aspects of health and safety relevant both to the research experience and to the student's general attendance.
- To inform the student participant in advance of the UROP's start date of any preparation they are requested to undertake and of documents they are required to bring on Day 1.
- To inform the student of any occasions when their attendance will not be required, including consideration for holidays (although the provision of a bursary during any agreed holiday periods would be at the discretion of the host department), including College Closure days and Bank Holidays. For longer UROPs (of beyond 2 months) the supervisor should consider ensuring that the student receives a pro-rata number of days holiday in line with if they were employed (but taking into account the hours of attendance that have been agreed), and thus providing for some, if informal, level of equal treatment with others in the research group.
- To ordinarily have indicated to the participant within 7 days of the UROP commencing the payment schedule of any bursary which is being provided by the College.
- To provide a reference upon or after completion of the research experience. The College's UROP Team can provide a statement of attendance.
Hours and Modes of Attendance
The hours you would be required to be in physical attendance on campus can be agreed with your supervisor. This allows for a more full-time approach and for a more part-time approach.
Participation often leads a student to commit to further hours beyond those in physical attendance, but again this should be discussed with your supervisor.
Participation can include, if agreed with the supervisor, time off-campus (visits to collaborators; conferences; perhaps time abroad). View the during your UROP page (First Day TAB).
Please refer to the statement on holidays in the UROP Participant's Declaration.
Additionally, (1) Imperial College students who undertake a summer research experience might look to continue their work during the next academic year (i..e. during term-time), or (2) participants from outside the College might complete their UROP outcomes remotely. Either way, the College would not be able to certify attendance or participation unless the UROP Team were informed of these arrangements. Ordinarily, a student would be satisfied with a statement of attendance for their actual time at the College combined with a supervisor's reference which might make reference to thier commitment overall to completing their UROP in a tidy fashion.
When the UROP Team confirm by email that a participant's registration has been processed the Team will also provide appropriate prompts to the participant.
Please refer to the Registration Process TAB for a reminder.
All participants, but especially those who are new to the College, should act promptly on the instructions given in their registration email as completion of these tasks will speed up access (or updating of access) to College services/facilities.
However, Imperial College students who undertake a UROP in their own academic department will find that they are set-up to pursue their research experience without much adjustment.
The information provided below provides a UROP participant, especially those who are NEW to the College, with further practical details and information.
If you have any questions or concerns that can not be answered through the sections below, please contact the UROP Manager.
Student e-Service (with reference to the Registring Process TAB): Once you have accessed this facility you should fully activate your Imperial College ICT account (including your Imperial College mailbox). You should acquaint yourself with the services provided and the rules. You should also get into the regular habit of checking (or continuing to check) your Imperial College mailbox because all important College information and internal communications will be sent to this mailbox.
ID Cards (South Kensington)
- Students NEW to Imperial College: When you have fully completed your UROP registration on e-Service PRINT off the enrolment sheet and when you arrive take it to the College ID Office. Check also with your host department about any "local" access requirements. Be prepared to ALSO show a completed Day 1 Safety Induction Form (which students new to the College or new to the host department would complete with their host supervisor) to the ID Office.
- Students who are Imperial College undergraduates (continuing, and undertaking their UROP in their home academic department): Your ID card ought to be OK, but check with your department to about any "local" access requirements.
- Students who are Imperial College undergraduates (continuing, and undertaking their UROP in a department other than their home academic department): When you have fully completed your UROP registration on e-Service PRINT off the enrolment sheet and when you start your UROP take it to the College ID Office to have your ID card updated with buildings access for your host department. Check also with your host department about any "local" access requirements. Be prepared to ALSO show a completed Day 1 Safety Induction Form (which students new to the College or new to the host department would complete with their host supervisor) to the ID Office.
- Students who are Imperial College undergraduates (but graduating in June 2016 and their UROP is taking place over the summer vacation): When you have fully completed your UROP registration on e-Service PRINT off the enrolment sheet and when you start your UROP take it to the College ID Office to have your ID card updated. Check also with your host department about any "local" access requirements.
ID Cards (other campuses)
- All students should go to the Security Office (under the direction of the host department, i.e. go with someone) for the relevant campus (with a copy of their e-Service print off) and seek assistance. Be prepared to ALSO show a completed Day 1 Safety Induction Form (which students new to the College or new to the host department would complete with their host supervisor) to the ID Office.
Library: Once you are in possession of your ID Card you will notice it includes a Library Number. Go to the main library on the campus you are located and ensure you complete any library registraton procedures. Further information: http://www.imperial.ac.uk/admin-services/library/
Disability: Please note that if you have any questions concerning disabilities that you may contact the College's Disabilities Advisory Service on 020 759 49755. In order that you may successfully undertake a UROP research experience you are advised to make known any special access requirements you may have at the earliest possible stage (in advance of arrival if at all possible). If you are a participant from outside Imperial College please make it clear to DAS that you are a UROP participant (and copy your email to email@example.com) and if you have already registered your UROP research experience please also quote your CID number.
Accommodation (click on the link for advice)
Transport for London 18+ Student Oyster Photocard Scheme
- If your research experiences last a minimum of 14 weeks are eligible for a Transport for London 18+ Student Oyster Photocard
- Applying for the 18+ Student Oyster Card: Applications for the 18+ Student Oyster card must be made online via the Transport for London website. Apply online now. To do this, you will need a digital passport photo to upload, your university enrolment number (this is your CID number which appears on your college ID), and a debit or credit card to pay the relevant application fee (which was £10 in 2016).
Council tax: Students graduating in June 2017 from UK institutions, including Imperial College, are not exempt from the payment of Council Tax if it is applicable to the accommodation they are occupying, even if they are due to return to full-time higher education in Sept/October 2017. UROP participants from outside the UK are not exempt for the payment of Council Tax where it is requirement. Participants who are housed in student accommodation during the summer vacation are not liable to Council Tax
Health and Safety, Insurance: The host supervisor (research group) is responsible for providing each UROP participant with Day 1 instructions (including the provision of a Day 1 Safety Induction for participants who are unfamiliar with the supervisor's research environment) and for the general day-to-day management of a research experience. UROP participants are insured for a UROP in the same way as staff and regular students of the College are when on or off campus for the purpose of undertaking their work/studies, i.e. the College has both Employer Liability Insurance and Public Liability Insurance.
Health Centre: The College Health Service is also accessible if you are registered with them, and that will depend on where you are living. Check with the main Health Centre at South Kensington on arrival by phoning 020 7584 6301. If you are here for a short space of time you may not feel it beneficial to register with any local general practice but that is a decision for you to make. Please note that if you are in the UK for less than six months in order to complete a research experience then you must have sufficient health insurance cover in order to access the National Health Service. Without proof of health insurance consultations with doctors and other services will cost. EU residents should bring a European Health Insurance Card, and prior to travelling to London to check what cover this provides for in the UK (this will depend on the length of stay in the UK).
Ethos: Sports facilities are available on the South Kensington Campus at Imperial College. Ethos (The Sports Centre) offers a wide range of activities to suit all tastes and standards. UROP registered participants are entitled to make use of the Ethos gym & swimming pool free of charge. However, please note that there is a one-off induction charge. Please note that UROP participants who are not current Imperial College undergraduates should enquire at the reception desk at Ethos about how to create a membership (taking with them their College ID Card). For more information, please visit the Imperial Sports Centre website.
Careers Service: Please note that UROP participants who are not undergraduate students of Imperial College cannot access the Careers Service.
Student Union: Please note that UROP participants who are not registered students of the College are not automatically members of the Imperial College [Students] Union. While your College ID card may allow you access to Union functions (normally with payment for each event) as someone attending the College, it unfortunately does not mean you are able to automatically access Union services and facilities. However, you are welcome to join the Union (there is a membership fee). What benefits are there of obtaining Union membership? There are probably two main benefits: 1. Imperial College Union Advice Centre is a helpful source of information on accommodation issues (e.g. dealing with landlords). 2. The Union operates many social/recreational/sporting clubs & societies. This may be of particular interest to UROP participants who are here during the period October - March, when most clubs and societies are active. If you wish to access Imperial College Union services you should contact the Union (firstname.lastname@example.org) making it clear that you are a UROP participant (and quoting your CID number). If you have general questions about accessing Union facilities please email email@example.com in the first instance. The UROP Team is also available to help with queries that participants and supervisors may have before, during and after a research experience.
Certification: You may seek a reference/testimony from your supervisor. However, you may also obtain upon request a statement of attendance for your UROP research experience from the UROP Team (Registry Student Records). This also applies to after you have left.