Frequently asked questions about registration at Clerkenwell and Moorgate

What is Online registration?

Online registration is a service that allows you to register, amend your details and pay your fees online through a series of simple screens. This is the first stage to completing your registration at City St George's, University of London.

I have not received my registration email. When should I expect it?

Students starting courses between January and July 2025

Invitations to register are usually sent to students holding a firmly accepted unconditional offer between 4-6 weeks before the start date of their course.

We expect invitations to be sent to postgraduate students holding an unconditional offer for a course starting in January 2025 from the week commencing Monday 16 December 2024 onwards.

If you haven’t received yours, please email registration@city.ac.uk

It is less than 4 weeks before my course start date. Why have I not received my invitation to register?

This may be because you do not yet hold a firmly accepted unconditional offer for your course.

If you have applied for your course through UCAS, please log into your UCAS Hub account where you will be able to see the status of your application.

If we require anything further from you in order to make a final decision on your application, you will be able to see this on your Hub account.

If you have received your exam results, please make sure you have sent them to UCAS Hub account where you will be able to see the status of your application. If we require anything further from you in order to make a final decision on your application, you will be able to see this on your Hub account.

If you have received your exam results, please make sure you have sent them to results@city.ac.uk.

If you have accepted an offer for a postgraduate course, please refer to your offer notification to ensure that you have accepted your offer formally (which may involve paying a deposit to secure your place) and have met all the requested conditions of acceptance.

If you are unsure about whether or not your offer is accepted, or if there are any outstanding conditions, please contact your Admissions Team, who should be able to advise you.

Admissions contacts

Undergraduate

Bayes Business School (BBS) - bayesug@citystgeorges.ac.uk
City Law School (CLS) - clsugadmissions@citystgeorges.ac.uk
School of Creativity & Communication (SCC) -sccugadmissions@citystgeorges.ac.uk
School of Health & Medical Sciences (SHMS) -health@citystgeorges.ac.uk
School of Policy & Global Affairs (SPGA) - spgaugadmissions@citystgeorges.ac.uk
School of Science & Technology (SST) - sstugadmissions@citystgeorges.ac.uk

Postgraduate

Bayes Business School (BBS) - Masters Degrees –bayes-masters@citystgeorges.ac.uk
Bayes Business School (BBS) – MBA –bayes-mba@citystgeorges.ac.uk
City Law School (CLS) -clspgtadmissions@citystgeorges.ac.uk
School of Creativity & Communication (SCC) -sccpgtadmissions@citystgeorges.ac.uk
School of Policy & Global Affairs (SPGA) -spgapgtadmissions@citystgeorges.ac.uk
School of Science & Technology (SST) -sstpgtadmissions@citystgeorges.ac.uk

The other reason why this may also be is because your Admissions team have not been able to complete an assessment to confirm your fee status, which is a required before you can be invited to register for your course.

Please check for any emails from the relevant email accounts (above) for communications about the need to confirm your fees status and follow any instructions/provide any requested documents as soon as possible. It is not possible to send you an invitation to register until this has been finalised, to ensure that you are charged the correct fee for your course.

If you have not received an email in relation to your fee status, please contact fees@citystgeorges.ac.uk

I am having problems completing registration, will I still be able to start my course?

Please let your Course Office know. It is always better to keep them informed so they can inform the central Registration Team of any students who are having difficulties.

You will have a maximum of 21 days from your course start date to finalise your ID check and complete registration.

What if I don't complete registration within three weeks of the start of my course?

For British and Irish students, failing to register within three weeks of the start of your course will lead to your IT account being suspended and may lead to your eventual de-registration from City St George's, so it is important that you complete your registration on time.

If you are an international student sponsored on a Student Visa, your CAS sponsorship will be withdrawn and reported to the Home Office if you do not register by the relevant deadline mentioned above.

Clerkwenwell and Moorgate campus students please note. For the for the purposes of applying for your Student Loans Company (SLC ) loan, our institutional name will remain as ‘City, University of London’ for the remainder of the 2024/5 academic year. For this reason, reference is made to ‘City, University of London’ and ‘City’ throughout this guidance to avoid confusion.

I have applied for a Student Loan with my Local Education Authority, but the Online Registration system doesn't show a record of it when I try to pay my fees. What should I do?

Please click on the Amend Loan button and enter the amount of tuition fee loan you have applied for. If you have any difficulties, please contact Student Records at registration@city.ac.uk .

The student loan details that the system shows are different from what I was expecting. What do I do now?

Please click on the Amend Loan button and enter the amount of tuition fee loan that you have applied for. If you have any difficulties, please contact Student Records at registration@city.ac.uk .

What is the Student Loans Company (SLC) and how do I contact them?

The Student Loans Company (SLC) is a non-profit making government-owned organisation that administers loans and grants to students in colleges and universities in the UK. The SLC is divided into four separate regional bodies for the different nations within the UK as follows:

• Student Finance England provides online services and information for those in England who are interested in financial support for students in higher education.
• Student Finance Northern Ireland provides online services and information for those in Northern Ireland interested in the financial support available to students in higher education.
• Student Finance Wales provides online services and information for those in Wales interested in the financial support available to students in higher education.
• Student Awards Agency for Scotland provides online services and information for those in Scotland interested in the financial support available to students in higher education.

Please note that the SLC is a separate organisation from the University. Any decisions on funding eligibility are made by the SLC rather than the University.

There is no single point of contact for the SLC, instead you must contact your regional body. For example, if you are based in England then you will need to contact Student Finance England using the link provided above.

Am I entitled to a student loan from the SLC?

The SLC, rather than the University is responsible for assessing student eligibility so we suggest that you familiarise yourself with their eligibility criteria.

Undergraduate funding

• Student Finance England
• Student Finance Wales
• Student Finance Northern Ireland
• Student Awards Agency for Scotland

Postgraduate funding

• Student Finance England
• Student Finance Wales
• Student Finance Northern Ireland
• Student Awards Agency for Scotland

Research degree funding

• Student Finance England
• Student Finance Wales
• Student Finance Northern Ireland

Research degree funding is not available from the Student Awards Agency for Scotland.

Postgraduate level degree healthcare students who are based England, and who are not already qualified practitioners, can qualify for the student funding package that is usually available for undergraduate students.

If the SLC determines that you are eligible for a tuition fee or maintenance loan, you will need to have completed your registration at the University. Students who are on a suspension of studies or who are re-sitting part or all of their year without attendance, are not normally required to pay any fees to the University and will not be entitled to a maintenance loan.

How do I apply for funding?

You must apply for your tuition fee loan and maintenance loan for each year of your course. It is important to apply within the timeframe indicated by the SLC to allow them to assess your application and ensure that your finances are in place for the start of the following academic year.

It is important to ensure you have completed the following steps:

• You must have a valid National Insurance number that has been validated by the SLC and Department for Work and Pensions (DWP).
• You must sign and return to the SLC your declaration that came with your student support notification entitlement letter.
• You must complete full registration at the University to enable us to confirm your registration to the SLC.

Once you have applied, you will be assessed by the SLC and once this is completed, you will be advised how much support you are eligible to have for the academic year. The SLC will send you a Loan Schedule letter setting out how much money you receive and when you will receive it.

It is your responsibility to ensure that your application for funding is accurate and that you have supplied all the relevant documentation and information to the SLC. If your funding is not in place by the time you start your course, then you may need to pay the fees yourself in the first instance.

What do I need to do before I start my course?

We recommend that you perform some basic checks with your SLC account before you commence your studies. Mismatches in data held by the SLC and the University can cause significant delays in confirming your registration and attendance and subsequently, may result in delayed payment of maintenance loans and tuition fees:

• University – check that your loan is attached to City, University of London.
• Name – ensure that this matches the name as indicated on your passport or birth certificate. For example; if the full name on your passport is Jane Samantha Doe, you must ensure that your registered name is Jane Samantha Doe with both the SLC and the University.
• Date of birth – ensure that this is correct and set out as day/month/year, for example if you were born on the 7th June 2003, it should be set out as 07/06/2003.
• Course of study – ensure that the course indicated on your SLC account is the same as your course of studies at the University.
• Loan amount – check that the loan covers your full tuition fee.

How do I amend my details with the SLC?

If you identify any mismatches then you should be able to make amendments using your on-line SLC portal. You will need to make any changes before the start of your course. If you wish to amend your personal details such as email or address, then click on the link marked ‘change’ and amend the details yourself.

What if I have come through Clearing?

You will need to ensure that your loan is transferred to City following the instructions below. The SLC has prepared a produced a video to assist students going through clearing.

How do I transfer my loan from another University to City?

If you initially applied for a loan at a different University, then it is very important that you change this yourself prior to the start of your course. If your funding is attached to a different University, then we will not be able to match your record until it is assigned to us by the SLC.

We strongly recommend that you amend your details yourself before the start of your course. You can do this using your on-line SLC portal. Please click on ‘common questions’ in the top right of your SLC portal, then select ‘I want to make a change to my application, how do I do this’ and follow the instructions there.

Once you course has started, you will not be able to make any amendments yourself so you must request that the University contacts the SLC to ask them to transfer your loan to us. This can be a lengthy process and can cause delays in payments being made to you.

You will need to contact us at studentloan@city.ac.uk, providing your full name, university student ID number and your SLC Student Support Number (SSN) - format ABCD12345678E (four letters, eight numbers and a letter), advising that you need your attendance/registration confirmed. If you do not know your SSN, please contact the SLC directly to request it.

When will I receive my maintenance loan?

Once you have applied for funding to the SLC, you will be assessed and advised how much support you are eligible to receive.

Undergraduate students

You will receive your maintenance payments three times per year as set out on your on-line SLC portal and funding notification letter. The University will need to confirm your registration to the SLC at the beginning of the academic year to enable the SLC to release maintenance payments so you must have fully completed your registration at the University first.

Postgraduate/ Research Degree students

You will receive your maintenance payments three times per year as set out on your on-line SLC portal and funding notification letter. The University will need to confirm your registration to the SLC at the beginning of the academic year to enable the SLC to release maintenance payments so you must have fully completed your registration at the University first.

When will the University confirm my registration to the SLC?

You must have completed your University registration first. You will receive a notification of registration letter by email once your University registration has been completed. Once this has been done, the University will confirm your registration to the SLC. This can be done up to 30 days prior to the start of your course, once your registration has been completed. We will contact you by email once your registration has been confirmed to the SLC.

If you have not completed your registration, we will be unable to confirm your registration to the SLC and they will not be able to release any funds.

Undergraduate students

The confirmation of registration releases maintenance loan payments directly to you on the dates set out on your SLC portal and in your Loan Schedule letter.

Postgraduate/ Research Degree students

The confirmation of registration releases your loan funds to you. You will need to arrange a fee payment plan with the University Income Team (see below).

I've changed course since submitting my loan application. What should I do?

If you have changed course before the original start date, you can change this yourself by logging into your SLC on-line portal. Please click on ‘common questions’ in the top right of your SLC portal, then select ‘I want to make a change to my application, how do I do this’ and follow the instructions there.

How do I pay my fees to the University?

Undergraduate

You will need to provide the University with your Student Support Number (SSN) or Customer Reference Number (CRN) and the value of your loan as part of your on-line registration. One this has been completed, the University will confirm your attendance to the SLC at three points during the academic year. This process releases fee payments to the University so there is nothing further you will need to do.

Postgraduate/Research Degree

Your loan application will need be finalised if you wish to use the loan towards your tuition fees and successfully complete your registration online.

You will then need your Customer Reference Number (CRN) or Student Support Number (SSN) and an electronic copy of your Postgraduate Master’s or Postgraduate Doctoral Loan summary letter to successfully complete your registration online.

A Postgraduate Loan / Postgraduate Doctoral Loan Payment Plan will then be set up to align with the loan payment dates by the Income Team.

When will the University confirm my attendance to the SLC?

We confirm attendance for undergraduate students at three points during the academic year so that the SLC can release fee payments to the University. You should be able to check on your SLC portal to see when attendance has been confirmed.

We are only able to do this once your loan application has been fully approved and you are fully registered for the current academic year.

What do I need to do if I need to repeat a year?

You may be entitled to one extra year of funding (known as a Gift Year) if you are required to repeat a year or part of a year with attendance. Any decisions on funding eligibility will be made by the SLC, you will need to get in touch with them to discuss this further.

What do I need to do if I need to repeat a year again?

If you have already used up your ‘Gift Year’, either because you have already repeated a year (either at this university or a previous university) or because you have studied on another higher education course in the past, you will only be eligible for funding if you have had extenuating circumstances which has affected your studies. Any decisions on funding eligibility and acceptances of extenuating circumstances will be made by the SLC rather than the University.

If you did not have extenuating circumstances for needing to repeat, or if you do not have independent evidence of your circumstances, you will need to pay your own fees for the repeat year. You will not get the maintenance loan either.

What do I need to do if I am re-sitting without attendance?

If you have no timetabled attendance and you are only required to submit outstanding assessments or attend examinations, then no fees are normally charged. You will also not be entitled to a maintenance loan in these circumstances.

What do I need to do if I want to withdraw or suspend my studies?

If you do decide to suspend or withdraw from your studies, it is important that you also contact the SLC as soon as possible to minimise the risk of you being overpaid. If you are receiving maintenance payments, you will be contacted by the SLC to request the return of any overpayment of your maintenance loan in line with the date of withdrawal or suspension.

Tuition fees are calculated on a per term basis, and you will usually have to pay an amount which is calculated based on when you left your course.

I have not yet applied for my Student Loan, what should I do?

You can pay the fees yourself and be refunded later if your tuition fee loan is approved.

Contact us

If you need to contact the University, then please email us at studentloan@citystgeorges.ac.uk and remember to include your student ID number in all email correspondence.

I’ve been sponsored for my tuition fees. What do I do?

If you have been sponsored, you must provide us with your sponsorship details by sending a sponsorship form or your sponsorship agreement to income@citystgeorges.ac.uk , before you can complete Online Registration. Once submitted, we will advise you when the details have been processed so you can continue and complete your registration. Once you have fully-completed the registration process, an invoice will be sent to your sponsor for payment.

I made my payment by bank transfer. Does that mean I have finished online registration?

No. Please log back into the registration portal after about 5 days to check that your payment has gone through.

You will receive a receipt of payment to confirm when the payment has been added to your student account. This should be your prompt to log back into your registration account and if this has been received by City St George's, it will be reflected under 'Deposit and paid already' section.

If your payment is not reflected, please allow a few days for the payment to arrive at our bank and then log in again.

You can also contact Income@citystgeorges.ac.uk with a copy of the payment receipt to assist with this being reflected on your account

You will then be able to finish the online registration process and you will be sent the link to upload your ID documents.

Can I change my login ID or password?

Your login ID is system-generated and cannot be amended; however, you may change your password, after you have created it, by visiting the registration portal.

I've forgotten my password - what do I do now?

If you have forgotten your password for the Student IT account, please follow the password reset process.

Alternatively call the IT Service Desk on 020 7040 8181 quoting your student email address.

I haven't completed online registration yet. Can I upload my ID/ finalise my registration?

No, you must complete Online Registration first before you can upload your ID and finalise your registration.

Can I upload my ID documents and have them checked without paying my fees?

No. You will need to complete Stage One: Online registration , which includes paying the first instalment of your fees, before moving on to the next stage of the registration process. You cannot complete registration until you complete every stage (in order).

On the e:Vision portal, it comes up as ‘incomplete registration’; however, I have completed online registration and uploaded my ID documents. What do I do?

This is likely to be because Stage Four ID verification has not yet been completed. Once your ID is verified by the Registration Team, it will change to say you have completed registration and you will receive an email to confirm the change in your status.

All ID checks will commence from two weeks before the start of your course so please bear this in mind when checking your status.

When will my ID check be done?

We have courses starting at different times throughout the academic year and so undertake ID checks in the order that courses start. This is to ensure that all students are fully registered and able to collect IDs cards by the time they need to attend their classes.

We aim to start online ID checks for all British and Irish students from two weeks before the start of their classes.

If you are international student, you have to complete in-person registration to be formally admitted as a student to City.

I have Indefinite Leave to Remain and paying home fees. Am I seen as an international student?

Yes. The ID check process is based on your nationality, rather than where you are resident.

If you are new student, you will be asked to bring your passport and share code confirming your status to in-person registration so that your documents can be verified.

Find further information on what you need to bring.

I am a new EU student with Pre/Settled Status. What documents do I need to bring in?

Please upload your share code on e:Vision and bring in your passport when you come in to complete your in-person registration.

Please make sure you have your relevant share code ready when you come to complete your registration.

A share code can be obtained from the Government website

You need to state the reason as "anything else" rather than prove right to work or rent. If either of the latter are chosen, we will be unable to verify your status.

Find further information on what you need to bring.

I am an international student with a BRP that expired on 31 December 2024. How can I prove my immigration status?

If your visa is still valid, you will need to provide a sharecode so that we can verify your visa. If you have not already done so, you will need to apply for an eVisa via the Government website.

If you have further queries, please contact the Visa Compliance team: visacompliance@city.ac.uk who will be able to advise on your specific situation.

If I am asked to complete a DBS, when is the latest I can complete it by?

Please contact your School to check as it will be different for each course.

When do new students need to collect their ID card?

If you are a UK or Irish student, once your ID documents have been verified, you will receive the email confirming your status as a fully registered student. We will be running ID card collection sessions throughout January 2025, and you will have the opportunity to book a specific session via a link in this email.

Alternatively, if you are unable to attend any of these sessions, please take a copy of the email confirming your fully registered status and a photo ID, to the Student Support Hub (Level 1, Drysdale Building) in order to book your appointment for your ID check.

If you are an international student, you can collect your ID card at the point of in person ID verification.

Do I get my picture taken for my ID card?

Yes, you will have your photo taken for your ID card. If you need a private space to have your photo taken by one of our team, please let staff know when you come for your timed slot.

Will I get a personalised timetable?

Yes. Please contact your Course Officer to confirm when you will receive your personalised timetable.

When will the module enrolment happen?

Once you complete online registration, the email you receive will ask you to activate your IT account as well as upload your ID documents. By activating your account, it will add the modules to your virtual learning environment (Moodle).

Please contact your Course Officer in your School with any questions around module enrolment as they will be able to advise on your specific situation.