UCL SCIENCE AND TECHNOLOGY STUDIES
FACULTY OF MATHEMATICAL AND PHYSICAL SCIENCES
DATA PROTECTION GUIDELINES FOR STUDENTS
Welcome to the Department of Science and Technology Studies. The information provided below is to advise you
of how the Department will handle your personal data during the course of your programme. For information on
how UCL handles your personal data please refer to the Current Students webpages
http://www.ucl.ac.uk/current-students/guidelines/general_statement_data_protection
Student Records
 The Department keeps both paper and electronic records for our students. Each student has a paper file
kept in the department and locked away securely at all times. The files contain information on your
admission, progress and any other documentation relevant to your time in the Department. The
Department Administrator is responsible for ensuring the security of these files and will only release their
contents to authorised UCL staff.
 The department also keeps electronic data pertaining to our students, such as email correspondence and
module marks. This is kept for the minimum time required and will never be shared with anyone other
than UCL staff.
Academic Procedures
 Marked written work will usually be returned to you electronically via UCL’s Virtual Learning Environment
or left at a safe collection point in the Department.
 Examination and degree results will not be displayed in the Departmental Office either by name or
anonymously by candidate identifier. In your final year you will receive your provisional degree
classification in a sealed envelope. You will receive provisional module results for other years of
attendance either through the post, or via a personal email from the Departmental Administrator’s
office.
 The department will never share your personal data with any third party external to UCL without your
permission. This means you we cannot supply your marks, attendance record or any other information to
a third party such as a friend or family member without your express permission.
Email
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The Department will, as necessary, communicate with you via your UCL email address to ensure the
security of the communication. It is your responsibility to check your UCL email account regularly, as this
is the principal method of communication not only from the Department, but also from central services
in UCL. The Department will not communicate with you via a non-UCL email address.
If you wish to re-route your UCL emails to an alternative address, this must be at your own risk. The
Department will accept no responsibility for the emails going astray or the information included in them
being published.
References
 The Department will confirm your student status to outside agencies, such as landlords and Local
Borough Councils, upon your request only.
 If you wish your personal tutor to provide references for your prospective employers at the end of your
degree programme, please inform the tutor before providing the employer with their name.
Photographs
 We may wish to take photographs of departmental activities and events as part of our advertising. If you
do not wish to be included in any photographs, you will be asked at the time.
 The Department maintains its own web pages; we may wish to publish postgraduate student names and
UCL contact addresses here.
If you agree to the Department administering your student career in this way, please sign and date below:
Name (please print):
Date:
Signature:
If you do not agree to the Department administering your career in this way, please discuss your concerns with
your personal tutor and alternative arrangements will be made.