Study Assistance Scheme

The Study Assistance Scheme (SAS) is a staff benefit which provides financial support for UCL staff to gain a role relevant qualification that develops their work and careers at 皇家华人.

1. Application windows for 2024/25:

Application dates for the 2024/25听academic year are indicated below:

Term	Applications Open	Applications Close
First term听听听听	Monday 16th September 2024	Friday 15th November 2024
Second term	Monday 13th January 2025	Sunday 16th March 2025
Third term	Monday 28th April 2025	Sunday 1st June 2025

You are welcome to apply throughout the above application windows.
We encourage you to complete your application ahead of the closing date and check our website regularly for updates.
Applications are processed after the application window has closed. Application outcomes are communicated within听three weeks from听the closing date.
If at any point in the year UCL exceeds its SAS funding budget, a notice will be placed on this website, and new applications will not be accepted and OD reserves the right to close early in this situation.

2. Eligibility Criteria

You must be a UCL staff member with at least 12 months of employment remaining.
You must have successfully passed your probation period at the time of applying.听The听UCL Induction and Probation Policy听has听information about this. Organisational Development will perform an independent probation check through HR Services for all applications that meet the eligibility criteria.
The course听must be credit-bearing and lead to a qualification.
The course听must relate to your area of work and support your job role at 皇家华人.
Full-time courses are not eligible.
Examples of eligible courses may be: part-time, short course, day/block release, evening, part-time distance learning, correspondence, and self-paced courses.
You must have enrolled on your course of study before applying for听the SAS.
Applications must be authorised by your line manager using the below statement:

"As [name]'s line manager I confirm that听[name]鈥檚 SAS application has my full support.听The course is relevant to their area of work and will support their role at 皇家华人.听[name] is a UCL member of staff and passed their probation period on [date].[name] has 12 months of funded employment remaining.鈥�

3. Exclusion Criteria

听If one or more of the below points describes your situation, you would not be eligible for SAS funding:

Honorary staff.听
Temporary and agency staff.
All applicants with less than 12 months remaining on their contract.
Applicants who听have not provided all supporting evidence before the closing date.
Staff enrolled on full-time courses.
Staff studying for a professional accountancy qualification. The support for qualifications such as this is provided by the Finance Division. Further details on this can be found on听Support Package for Professional Accountancy Qualifications.
Staff who currently receive 拢865 or more from a UCL department or another core-funded UCL payment towards tuition fees.

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If you are undertaking a bachelors/masters or PhD degree, you will need to resubmit an application and updated evidence for each year of study, as it will not be automatically renewed.听
Only one SAS grant applies听per qualification per academic year.
SAS does not cover costs unrelated to course tuition fees including textbooks, professional body memberships and registrations.
The SAS cannot contribute extra听funding for overseas rate tuition fees. If you are classified as an overseas student, you can request your department to cover the difference between the Home/EU student fee and the overseas student fee. Please refer to FAQ 12 for further information.
If you receive听SAS funding听and you voluntarily leave UCL, at any time between starting your course and 12 months after completion,听you will be asked to repay. Repayment will be calculated on a pro-rata basis from the course start date to your last paid day at 皇家华人.
If you听withdraw from your course after applying for SAS, please inform the SAS team on sas@ucl.ac.uk so that we can re-allocate the funding.

5. SAS Grant Calculation and Payment

The SAS can contribute 50% of the total cost of your course (fees + examination costs)听up to a maximum cap of 拢865 for an academic year.
The SAS contribution will be calculated based on one attempt at each examination. The SAS cannot contribute toward course/exam re-sits.听If you need to re-sit, you will need to pay the full examination fee for any further attempts.
Backdated SAS applications to previous academic years will not be accepted
Calculation examples:

If your course fees for the academic year are 拢200, SAS would contribute 拢100.
If your course fees were 拢3000, SAS would contribute the maximum allowable amount of 拢865.

If you are enrolled on:
1. A UCL Course:听The SAS grant will be deducted from your student fees.
2. An听external听course:听The SAS grant will be paid via UCL鈥檚 general expense payment form.

6. The Application Process

Speak to your line manager to approve your proposed SAS application and get approval from your听Head of Department
Enrol on your chosen course of study
Gather the following documents for your application and attach them to your application form:
1. Your line manager's approval statement as indicated under point 7 of the eligibility criteria.
2. Your head of department's approval document:听
  
  Study Assistance Scheme 鈥� HOD approval
  
  Study Assistance Scheme 鈥� HOD approval
3. Proof of course enrolment/statement of student status clearly showing the qualification title, course duration and part-time student status
4. Proof of the total course cost and yearly cost (if applicable)
5. Proof that the course听has been paid for in full听(non-UCL courses only).

4. Submit your online SAS application form via the 2024/25听SAS Application Form below:

FAQs

1. What is the best format for my line manager to submit approval?

Your line manager's approval will need to be attached to the application form above.
The template听provided under Item 2.h. above is the preferred wording.

2. I am currently on secondment for 12 months but am then returning to my permanent role within UCL. Would I be eligible to apply?: Yes, you would be eligible for SAS as听the role you are returning to is听permanent.听We advise that you discuss with both line managers (鈥榟ost鈥� and 鈥榟ome鈥�), to ensure that they are听both听happy to support your application听and any change in working patterns.

3. I was in receipt of SAS last year. Do I need to complete another application for this year?: Yes. You will need to resubmit an application for each year of study, as it will not be automatically renewed. Your line manager鈥檚 approval, enrolment/statement of part-time student status, HoD approval and payment evidence will need to be updated to reflect the relevant academic year鈥檚 study arrangement, modules, and听SAS application.听

4. How will my SAS award be deducted from my UCL student fees?

Once your SAS application is approved, the SAS team will notify the student fees office who will deduct the approved SAS amount from your Portico record.
If you have further questions about your student fees, please contact the student fees office at听fees@ucl.ac.uk.

5. What is the expense claim procedure for non-UCL courses?

Once your application is approved, the SAS team听will send you a general expense claim form to complete听and return to the SAS mailbox听sas@ucl.ac.uk.
Your form will be authorised by the budget holder in organisational development. The SAS team will then send your claim to accounts payable to make the payment directly into your bank account.听

6. When will I know if my SAS application has been successful?

Once the application window has closed, we will complete the final review of all applications.
We aim to communicate application outcomes听within 3 weeks of the application deadline.

7. How can I confirm whether my course will be covered by SAS?: Courses must be credit-bearing and lead to a qualification. They must not be full-time courses. If you are unsure whether your course is eligible, please email sas@ucl.ac.uk.

8. I am enrolled on a non-UCL course, how much of the course do I have to pay to be eligible for SAS?

For non-UCL courses, applicants must have paid the full amount for their course for that academic year.
To pass the eligibility checks for SAS, you will need to provide receipts to evidence this payment.

9. I am unable to afford my fees in full for the academic year and have entered an instalment plan with my provider. Can I still apply for SAS?: We require applicants to have paid for their course in full before we can release approved SAS funding. You are welcome to apply for SAS funding but your grant will only be released once you provide evidence that you fees have been paid in full.

10. I started my course 2 years ago, am I able to receive SAS as a backdated payment?: No. backdated SAS applications to previous academic years will not be accepted.

11. I am currently in receipt of 拢500 departmental funding towards the cost of my degree, will I also be eligible for SAS?

If you receive听departmental funding of 拢865 or more, you will not be eligible for SAS.
If your department contributes less than 拢865, SAS may听provide a contribution to make up the difference.

12. I am considered as an overseas applicant for my degree. How am I able to receive a reduction in my fees through SAS?

To be eligible for this, your head of department will need to confirm that they consent to this discretionary arrangement.听鈥嬧€嬧€婸lease note that the HoD approval form (linked above under point 6.3.2 above) cannot be used to notify of this arrangement. The SAS team does not oversee this process.
First, you will need to speak to your head of department. With their agreement, you will be able to pay the same as Home/EU students and they may provide financial assistance to cover the rest of your student fees which will remain at the total for overseas students.
Your department will need to notify the student fees team that they will fund the difference between the overseas and home fees rate.
The student fees team can be contacted via: fees@ucl.ac.uk听
The student fees team oversee and manage the adjustments to fees. The SAS team are not involved in this process.
Once you have received the consent from your head of department, we then encourage you to apply for SAS.
If you are an overseas student, and your department cannot provide you with financial assistance, you would still be able to apply for SAS. However, you would not receive a reduction in your overseas tuition fee rate.

13. Do you have a list of eligible courses?

UCL staff undertake a very wide range of courses. There currently is no preferred list of education providers or courses for SAS purposes. The course must not be full-time, your line manager must provide their full support and confirm that it relates to your work.

14. Is the SAS the same as the staff learning and development funding?

No. Staff learning and development funding is entirely funded by听your department and听agreed between yourself and your department. The SAS is not involved in this process. You can find further information in UCL鈥檚 Policy for Funding for Staff Learning and Development.

15. Does the SAS pay for study leave?

No. The SAS only contribute towards tuition fees. Study leave is agreed with your line manager in line with the special leave policy linked below.
Special leave policy
For further advice on the special leave policy, please contact HR through听.

16. Is the SAS open to part-time staff?: Yes. Part-time and full-time staff who have passed probation at the time of application and have at least 12-months of employement remaining with UCL may apply for SAS.

17. Can SAS fund conferences, professional memberships, and CPD related registrations?: No. SAS only contributes towards the cost of course/tuition fees.

19. My department paid for my fees in full. Am I eligible for SAS?: No. SAS will not contribute to tuition fees if your department has paid for your fees in full

19. Is my course eligible for SAS?

Courses that are not full-time study and provide academic credits towards a qualification (as listed through the link below) would meet the course requirement for the SAS.

20. How is my SAS grant funded? Does my department pay for my grant?: The SAS grant is funded by Organisational Development which is a part of UCL鈥檚 HR Division. This is a central budget. Your department does not pay the SAS grant.

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