Portico Change of Circumstances workflow updates

Recent updates have now been made to the Withdrawals and Interruptions workflows on Portico to improve user experience.

Withdrawals

• Removal of the Faculty Approval stage from the workflow

The Faculty Approval stage has now been removed from the Withdrawals workflow. Requests now progress straight from Department approval to the “pending processing” stage.

Faculty users continue to have access to view requests to leave their Faculty but can no longer approve requests.

• PGR programmes are now using the Withdrawals workflow

PGR programmes will now use the Withdrawals workflow, replacing their email request process. The PGR Withdrawals workflow session recording (10 Oct) provides a process overview and system walkthrough.

The staff and student withdrawals webpages have been updated to reflect these changes.

• Staff webpage: Withdrawals on Portico
• Student webpage: Withdrawals on Portico

Interruptions

We are making changes to the Interruptions workflow to bring it in line with the Programme Transfers and Withdrawals processes. This will make it easier for students to interact with these processes and for staff to manage them.

These changes will be made in two phases:

1. NOW COMPLETE: Interruptions access model updates: replacing the current access model with one that mirrors Programme Transfers / Withdrawals making it quicker and easier to see and manage assigned roles by Faculty and Department.
2. Interruptions workflow: In the short term we will be making some improvements to the department view on the current workflow. In the longer term, we will be developing the new Interruptions request and management workflow in line with the Programme Transfers / Withdrawals workflows. Communications and guidance will follow on this.

What has changed following the interruptions access model updates?

• There are two Faculty / Department "roles" within the new access model: Faculty users and Department users.
• Only Faculty users can manage user roles (e.g. add / remove Faculty and Department users to the Interruptions workflow).
• The Department "Super User" role no longer exists and Department users cannot manage user roles. You will need to refer requests to add / remove users to Faculty users.
• Please note, it is not currently possible to give read-only access to the Interruptions workflow but we plan to look at this as part of the longer term development work.

The staff and student interruptions webpages provide information and guidance on the interruptions process.

• Staff webpage: Interruptions on Portico
• Student webpage: Interruptions on Portico

Contact email for further information: currentstudent@ucl.ac.uk