Student Portal
Find out how to register and use our Student Portal.
Getting started
You will use the Student Portal throughout your studies to register on your programme, pay fees, choose your modules, print documents and submit absence requests or Personal Extenuating Circumstances (PEC) requests. You will also find links in the portal to other useful information like your timetable and library account and complete tasks such as registering to vote. You should access the Student Portal regularly to check your details are correct, for example, it is extremely important that we have your up to date term address and trusted contact details.
The following information describes how to register for your studies using the Student Portal. It's a good idea to register as soon as you can.
Additional information for new students can also be viewed on our Student Welcome webpages: Start Your Online Registration and When you Arrive.
You will receive an e-mail to your University e-mail account which contains a link to the Student Portal and instructions on how to register.
Register for your studies
1. Login into the Student Portal
Click on ‘Sign in’
If you are asked to enter login details please use the same user name and password as your University IT account and e-mail in the format userid@newcastle.ac.uk or email.address@newcastle.ac.uk
2. Start your online registration
When you login to the Student Portal you will see the main dashboard. If you have received an e-mail asking you to register you will see a tile in the ‘Actions’ section called ‘Online Registration’. Click on this tile to start the online registration process.
On the left-hand side of the online registration screen, you will see options listed with a red cross alongside them that you must complete. We need you to check and update the information that is displayed on these screens so that we can update your student record.
To learn more about what information we keep and why, please visit the Student Progress Registration webpages.
3. Accept the declaration
The first action you must complete is to accept the University’s Terms and Conditions. This takes the form of the Student Declaration. You will be unable to proceed with your registration if you do not accept the Terms and Conditions. Please read the Terms and Conditions before agreeing to them.
4. Confirm and update your details via the ‘My Information’ screen.
Click on the ‘My Information’ option on the left-hand side of the screen.
Please check your personal details and make any amendments if required. If you need to change your name, date of birth or gender please click on the 'i' icon alongside these fields to send a change request.
Click on the ‘Next’ button at the bottom of the screen to move to the ‘Further Details’ page.
Please check the details on the ‘Further details’ page and make any amendments if required. If you need to change your nationality, please click on the ‘i’ icon alongside this field to send a change request.
Click on the ‘Next’ button at the bottom of the screen to move to the ‘Addresses’ page.
Please check that your Home address details are correct and amend if necessary.
For your Term time address please enter your UK postcode in the ‘Find UK Address’ field and press the ‘Search UK Postcode’ button. This will populate your address. Please amend any details that are missing or incorrect.
Click on the ‘Next’ button at the bottom of the screen to move to the ‘Trusted Contacts’ page.
On the Trusted Contacts page please enter the name and contact details of at least one person who the University could contact in the event of an emergency. It is very important that you provide this information and that the person you name is made aware that you have done this.
Press the ‘Submit’ button at the bottom of the screen.
5. Confirm your programme via ‘My Programme’ screen
Click on the ‘My Programme’ option on the left-hand side of the screen.
Please check the programme details shown on this screen are correct and if they are please confirm by selecting ‘Yes’ from the dropdown option that is displayed below the programme details. If the details are incorrect, please select ‘No’ and then provide a reason in the second dropdown list that is displayed. You will then need to contact your academic school at the University, and you will not be able to complete your registration until this is resolved.
6. Pay your tuition fees via the ‘Finance’ screen
You may need to pay your tuition fees before you can complete your registration. If this applies to you will see a ‘Finance’ option listed on the left-hand side of the online registration screen with a red cross alongside it.
Click on the ‘Finance’ option to view your fees and any other outstanding financial issues.
You can pay your fees with a credit or debit card. Please follow the instructions on the screen to be directed to our secure payment portal. To ensure a smooth registration process, we recommend you arrange payment of your fees before arriving in Newcastle.
Please see the Tuition Fees website for further information about how to pay your fees.
If you have any queries about your tuition fees please contact the Tuition Fees Team
Once you have green ticks against all the items listed on the left-hand side of your screen, your Online Registration will be complete which will be confirmed by a message that displays on the screen.
You can then return to the Student Portal dashboard where you will see that the ‘Online Registration’ tile has now been removed.
7. Final registration
If you are a student based on the Newcastle campus you will need to complete the final registration process. This involves collecting your University smartcard or confirming your attendance if you already have a card.
Click on the ‘Final registration’ tile.
8. Upload your photo
If you are a new student, to enable us to produce a smartcard for you we need you to upload a photograph of yourself. Click on the ‘Smartcard’ option in the ’Final Registration’ page and follow the instructions to upload your photo.
Please ensure that you:
- upload your photograph before you start your course or arrive in Newcastle.
- the photograph should be of good quality and a true likeness of yourself. It will be displayed on your smartcard which you may be required to show as identification to prove your student status.
If you studied with us last year and already have a smartcard you do not need to upload a new photograph. We will use your existing photograph for your new card.
9. Download a copy of your Certificate of Registration
Please download a copy of your Certificate of Registration to your phone or digital device via the ‘Download Documents’ section in ‘My Requests’ on your Student Portal before coming to collect your smartcard.
When you arrive on campus we will need you to show us this document on your phone or digital device to confirm that you have completed the online registration process before we can issue your University smartcard.
Producing your own documents
A number of Official University documents can be produced and printed via Download Documents’ section in ‘My Requests’ on your Student Portal
Transcript
A Transcript of Study is a comprehensive list of modules taken and marks achieved. Current Undergraduate or Postgraduate taught students can print a transcript if they require evidence of modules studied and marks achieved.
During the exam board periods, access to transcripts may be restricted.
Certificate of Registration
A Certificate of Registration is a document confirming you are registered for a specific academic year. Current students may need them to prove their registration status. You can also produce it for previous academic years. You will need to show this registration document on your phone or digital device to receive your smartcard.
Council Tax Certificate
Most students are entitled to some form of exemption or discount, but this depends on individual circumstances. If you are exempt from paying Council Tax you will need to submit a Council Tax Exemption Certificate providing details about your course.
Once registered for an academic year, if you are studying a full time programme, you should be able to download a copy of your council tax certificate via the Student Portal. If you have any difficulties doing this, Undergraduate and Postgraduate taught students should email student-registration@ncl.ac.uk
Postgraduate Research students should contact their Graduate School -
Faculty of Humanities and Social Sciences and the Faculty of Science, Agriculture and Engineering
Graduate School: gradschool@ncl.ac.uk
Faculty of Medical Sciences
Translational and Clinical Research Institute: TCRIpgenquiries@ncl.ac.uk
Biosciences Institute: NUBIpgenquiries@ncl.ac.uk
Population and Health Sciences Institute: PHSIpgenquiries@ncl.ac.uk
If you are not sure whether you are eligible for a Council Tax Exemption, further information can be found at the Student Finance Wellbeing webpage.
If you require these documents to be officially stamped by the University, do not print them yourself. Instead, send your request to student-registration@ncl.ac.uk or if you are on campus, call in to Student Services at Great North House
Student Support Plan
You will only be able to view this document if you have met with Student Health and Wellbeing Services about specific support and adjustments.
A Student Support Plan is produced by the Student Health and Wellbeing Service and it sets out identified support and reasonable adjustments, and the information staff need to be aware of to ensure that you can access and participate in your course of study. The Student Support Plan is intended to be a working document and can be updated at any point during your studies. It can be accessed via the Health and Wellbeing screen in the Student Portal.
If you feel this is something you could benefit from, please contact the Student Health and Wellbeing Service directly by emailing: disabilityadvisor@ncl.ac.uk or by booking an appointment via their web enquiry form.
Absence request & PECs
To submit an absence request or PEC, please follow the steps below:
- Login to the Student Portal and select 'My Requests' in the ‘Actions’ section on your dashboard.
- Select Absence Requests or PECs and ‘Create new absence request’ or ‘Create new PEC’
- Follow the instructions on screen to provide the details of your request. It is important that you provide accurate and complete details to enable us to consider your request.
- Your submitted absence request or PEC will be sent to your school for consideration. Your school will contact you with their decision or request further information.
Portal guidance videos are available via the following links:
Personal Extenuating Circumstances
For further information on PECs and Absence requests please read guidance available on the following webpages:
Personal Extenuating Circumstances
Postgraduate research students should consult the Change of Circumstances page.
Modules
Module information is available in the ‘My Programmes’, ‘Modules & Results’ screen.
New students choose their modules during the registration period. Instructions on how to do this will be provided by your academic school.
Students returning to study in the next academic year should have already selected their modules earlier in the year. This allows time to create individual timetables. Any changes made to your modules after this time are subject to timetable clashes.
Although we always try to ensure popular optional choice combinations do not clash, new students selecting their modules may need to check the timetable first.
Module choice
Some students may need to choose their modules via the Student Portal. Your school will let you know if this applies to you.
If you’re using the Student Portal for your module choice, you need to confirm your programme of study first. Your module choice is only provisional, it may need approval by your school.
Most full-time undergraduate students have to choose 120 credits of modules. Most full time postgraduate students choose 180 credits. The Student Portal knows what course you’re studying and whether you’re studying full time or part time. It won’t let you submit your modules unless you have selected the right number of modules.
If you have compulsory modules these will be shown automatically and you won’t be able to change them. If there is an exceptional reason why you need to change compulsory modules, please contact your school to discuss this.
Optional modules are those listed as part of your programme and from which you will choose most of your modules. If you need to choose optional modules, click on the ‘Optional Modules’ button then use the tick boxes and press ‘Select’.
If you choose incorrect modules you can delete them using the bin icon on the main module screen.
There is an indicator against module codes if they are a pre-requisite module – i.e. a module that you should already have studied or be studying. It’s your responsibility to check if you have studied pre-requisites for all optional or free choice modules.
Some optional or free choice modules are capped, meaning only a limited number of students can do these modules. You will only be able to choose a capped module if there are still places on it. You might need to be quick to submit your modules.
Other students may submit while you’re making your choices, so you could be rejected for a module.
Support with the Student Portal
A ‘Help’ feature on the Student Portal home dashboard provides students with answers to frequently asked questions.
Guidance and videos are available for students and staff supporting students: New Student Portal
Contact NU Service to report technical issues with access to the Portal or other University systems:
- Webpage: NU Service
- Telephone: +44 (0) 191 208 5999.
If you have problems with registration, contact Student Progress Service:
- Email: student-registration@ncl.ac.uk
- Telephone: +44 (0) 191 208 3423
If you have problems with your programme or modules, contact your academic school or graduate school.