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How to access UCL's admin systems

There are a variety of that you may need to use as part of your support role at »Ê¼Ò»ªÈË, e.g., for managing financial issues, generating reports, recruitment of staff and students etc.

Many of these systems require JAVA to be installed.

• in particular see

Also, since many of the systems relate to sensitive or confidential information, they can't be easily accessed offsite.

If you working away from UCL, you can access these systems using - however web access to this service will be discontinued from 15 Sept 2015 - see for more information and how to continue accessing Staff WTS after this date.. Alternatively, you can use desktop@UCL to still access your files and folders remotely - check out more about this.
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HR systems

TalentLink

TalentLink is a recruitment system that allows you to generate job ads for most staff roles, download candidate applications, reject or invite candidates for interview and make job offers. To gain access to this system and register for training, please visit the UCL Recruitment Hub.

Redeployment database

Before creating an ad for a post, you are required to check the Redeployment database for suitable UCL employees at risk of redundancy.

Services System

The Services System allows you to request and/or revoke access to services for UCL staff, students and visitors.Ìý

All of these systems can be accessd from the ISD Services portal and selecting the service from the alphabetical list. You can register to use these services . Contact the HR Helpdesk if you have problems with any of the HR systems.

Financial systems

MyFinance and FIS

MyFinance is the UCL's current financial system and was launched in August of 2014 to replace the old system, (Financial Information System). The UCL financial year runs from August to July in parallel with the academic year. All financial activity now runs in the newer system - this includes processing and monitoring of financial data, eg., creating and receipting purchase orders, querying invoice payments, generating and querying money transfers, running rerports etc. However, the old system (FIS) is still used as an archive and to run reports on data from financial years before 2014-15.

Gain access, training, drop-ins

There is information about various aspects of the MyFinance system, including how to gain access on the updated . There is also available and help can be accessed within the system by clikcing on 'Help' in the top right corner - this will provide guidance on the issues relevant to that particular module/part of the site.

• MyFinance
• Online training
• MyFinance Helpdesk

Worktribe

• -This is a research costing system that enables you to calculate research costs and income for a research project proposals, obtain approval and communicate on project matters including document sharing. Please see for further information.

Student/»Ê¼Ò»ªÈË Systems and Timetabling

• - this is a Student Information system, used by both staff and students (eg., for accessing/amending student records, checking/amending funding details, monitoring recording student attendance etc.). If you need help with this system or data is incorrect contact the .
• DAS (Departmental Admissions System)Ìý - for administration of admissions processes. These are available to registered staff through - check the DAS area for more information and to get registered.
• and DARO - these are alumni and fundraising systems.
• - this is the UCL Timetabling system. There is more information about timetabling and how to get registered here.
• See also .

Library and Research Systems

• Records Office system - used to request storage and retrieval of archived items - a link to the site and information about the system and how to register can be found here.
• RPS (Research Publications Service) - this system is accessible through - click on the 'Maintain your publications (RPS) link)' on the left hand menu. The system allows research staff, students and academics to add their publications to UCL's publication database. They simply log in with their username and password, but administrators can also manage these for staff. There is also more information in the RPS area. If you need help or data is incorrect, contact RPS Support.
• - this is a directory for all research activities and staff at »Ê¼Ò»ªÈË - again staff log in with their username and password, but administrators can also manage these for staff. Contact the IRIS team to request administrator access.

Estates

• Maintenance Requests - this system enables you submit requests for repair jobs, portering jobs, waste removal, cleaning jobs etc.
• FAMIS - facilities management modules for managing space, assets, capital projects etc. You can register for this system on the Estates website.
• Radiactive Substances System - as the name suggests, this is for managing radioactive substances - you can also register and there is also an RSS Management area.
• - Student Accommodation system - log in with your UCL username and password.

Hopefully most systems are covered above, but you can also check this comprehensive list of UCL systems with registration information in each service area and useful contacts.