What documents do I need for Pre-Enrolment?

All students must upload a photo of themselves within the 'Photo Upload' section of the Pre-Enrolment task. This photo is used for your Student Record and Student ID Card and must be a .jpg file type.

We must be able to recognise that the photo is of you when we compare it to your identity document, such as your passport. Therefore, please ensure that the photo of yourself you choose to upload is recognisable as you and has not been edited or filtered. We will not be able to proceed with your enrolment if we are not confident that it is you in both your photo and identification document.

Full guidance on what constitutes a suitable image is available in the task.

This section is split into three:

1. British and Irish Citizens
2. Other British Nationals / Other Nationals
3. Distance Learning Students

Please read the guidance relevant to you very carefully as the university will not be able to proceed with Queen Mary Enrolment if you do not provide us with a form of identification as requested.

1. British and Irish Citizens

Your passport must state your nationality as BRITISH CITIZEN for the nationality on your record to be British.

Your passport must state your nationality as ÉIREANNACH/IRISH for the nationality on your record to be Irish.

If the nationality on your record states any of the following, you are subject to immigration control for the UK for stays longer than 6 months and you will be expected to provide provide immigration documents:

• British Overseas Citizen
• British National (Overseas)
• British Overseas Territories Citizen (BOTC)
• British Subject

If you believe your nationality to be incorrect, you may need to have it updated on your record and will be required to provide evidence. Guidance of what you should do can be found in our FAQ titled 'How can I check / change the nationality on my record?'

If you are a British or Irish Citizen, you must upload one of the following valid documents under 'ID Upload':

• The biographical details page from your passport; or
• the front and back of your Irish passport card.

OR any of the following documents, when accompanied with additional photographic identification:

• Full UK birth certificate, which must include your names and the names of at least one of your parents
• Full UK adoption certificate, which must include your names and the names of at least one of your parents
• Certificate of naturalisation as a British Citizen
• A birth or adoption certificate issued in the Channel Islands, the Isle of Man or Ireland.

Acceptable forms of photographic identification for use in combination with the above certificates include a provisional or full photocard driving licence issued by an EU country, an overseas passport if naturalised as a British Citizen, an Armed Forces Identity card or a proof of age card with the PASS hologram.

2. Other British Nationals / Other Nationals

If you are not a British or Irish Citizen, when you complete Pre-Enrolment, you will need to provide an image of the following under 'ID Upload':

• The biographical details page from your passport

If you do not have a passport but hold immigration permission as an asylum seeker or refugee, please note the following:

• Asylum seekers - please upload clear, colour copies of BOTH sides of your Asylum Registration Card (ARC), the FRONT as your passport AND the BACK as your visa
• Refugees - if you have been issued with a Travel Document, please upload a clear, colour copy of the ID page as your passport. Then upload clear, colour copies of BOTH sides of your BRP as your visa

Important: Please do not upload any evidence of immigration permission under 'ID Upload' as this is not ID (unless stated in the information above). We are required to check your biographical passport details page i.e. the page with a photo of you, your date of birth and your passport number, date of issue and expiry.

Please see tips and further guidance on our 'Immigration Permission to Enrol' webpage.

3. Distance Learning Students

Please note that these are specific programmes that are 100% online. The enrolment process is the same for Distance Learning and on campus students and all students should complete Pre-Enrolment ahead of Queen Mary Enrolment. Examples of proof of identification are:

• The biographical details page from your passport, or
• national identity card (both sides), or
• a Birth Certificate/Adoption Certificate which must be accompanied by photographic identification (e.g. driver's licence). If you do not have a driver's licence or a proof of age card with the PASS hologram you must contact distancelearning@qmul.ac.uk as soon as possible to inform us of what photographic identification you do have. We can then support you accordingly. Failure to provide sufficient ID will mean you will not be allowed to enrol.

PLEASE NOTE: If you are on a Distance Learning programme and you have indicated that you will be living or studying in the UK, you will also be required to provide evidence of your immigration permission.

All students who are not a British or Irish Citizen and will be studying in the UK can complete Pre-Enrolment outside the UK. However, once they have arrived they are required to return to the Pre-Enrolment task and upload evidence of their immigration permission and proof that they have arrived in the UK before Queen Mary Enrolment will take place.

Please see our 'Immigration Permission to Enrol' webpage for full guidance.

Notice for British and Irish citizens: If you are a British or Irish citizen and are being asked to provide immigration documents, you may need to update the nationality on your student record. Guidance of what you should do can be found in our FAQ titled 'How can I check / change the nationality on my record?'

We ask for a photo of you for your student record and student ID card. We will also compare the photo of you against the photo on your photographic identification document (e.g. passport) to ensure that we are enrolling the correct person.

We may ask you to re-upload the photo if 

• We do not have confidence that the person in the photo is the same as the person in the photographic identification document
• The image is heavily filtered or has had an effect used on it
• You have not uploaded a photo of yourself
• There is an error with the file and we cannot view the photo
• The image is too blurry or unclear

Please go back into the Pre-Enrolment task in MySIS and upload a new photo of yourself under 'Photo Upload' so that we can proceed with your enrolment. We ask that you re-save your image as a .jpg before re-uploading it - please don't simply re-upload the same file as it's likely that the error will still exist.

Please be reminded that you should be able to see a preview of your image within the task. If you can see the image, it’s probable that we will be able to see it, too.

Please note that the photo of yourself should be in a .jpg file format.

 

We are required to check that all students have evidence of their identity and nationality before enrolment.

For most students, this will be the biographical details page from your passport. This is the page that displays your photo and has your name, date of birth, passport number, date of issue and expiry etc.

We will require you to re-upload your evidence if

• There is an error with the file and we cannot view your document
• The image is too blurry or unclear for us to verify the details. Please make sure the image is a reasonable size as if we need to zoom in it may distort the quality.
• You have cropped out important details on your ID, for example your photo or your passport number
• You are an international student studying in the UK and have not uploaded a copy of the biographical details page of your passport
• You are an international student and have uploaded a copy of the visa sticker from your passport. For your ID, we need to see the biographic details page from your passport. 
• You are a British or Irish Citizen and have uploaded a document (e.g. birth certificate) with no photographic documentation alongside it. If you do not have any photo ID, you may want to apply for a proof of age card with the PASS hologram which can be used as evidence of your identity during enrolment in conjunction with your other document.

Please go back into the Pre-Enrolment task in MySIS and upload a clear, colour photo of your identity document (e.g. passport) under 'ID Upload' so that we can proceed with your enrolment. We ask that you re-save your file before re-uploading it - please don't simply re-upload the same file as it's likely that the error will still exist.

Please be reminded that you should be able to see a preview of your file within the task. If you can see/open the file, it’s probable that we will be able to as well.

When attempting to finalise your enrolment, we may request additional documentation from you if we do not have everything we need for us to complete a Right of Study check for you. We require evidence of your immigration permission and proof that you are in the UK to complete this check.

We will email you to request that you provide any additional documentation and the email subject line is 'QMUL Enrolment: Further Documentation Required'

If there is a specific document that we need you to provide, you will find it noted under the 'Additional Information' heading in the email.

The most common reason that we will ask you for further documentation is that you have not provided evidence during Pre-Enrolment that you have arrived or were already in the UK. We can only proceed with your enrolment once we have seen evidence that you are in the UK.

Once you have arrived in the UK and have had your visa vignette (sticker) stamped at the airport by an Immigration Official, you can take a photo of that and upload it in MySIS to prove that you have arrived.

If you have provided us with a flight ticket/boarding pass, note that this evidence is only acceptable if it shows that you have already travelled i.e. that you are now in the UK. Therefore, please don't upload tickets for a future flight - we want to know that you are now in the country, not that you are going to travel on 'X' date. 

 

Other reasons that we may ask you to upload further documentation are

• You have not uploaded your UKVI decision email/letter. This is the notification from UKVI which confirms that your application for a visa has been successful and gives the start and end dates for your visa. If you will be getting a BRP card, it notes which Post Office this should be collected from.
• You have uploaded a student visa for another institution. Our sponsor licence number is 11W8K9Y63 and this needs to be recorded on your student visa.
• The document(s) you have uploaded are blurry or unclear and we cannot verify the details. New photos/scans are required
• There is an issue with the file(s) you have uploaded and we cannot open/view them (please re-save and re-upload the files)
• You do not have the correct permission. For example, you have a Graduate Visa which is not permitted for enrolment (some exceptions apply). Or, you have a Visitor visa but want to enrol on a programme that is longer than 6 months which is not permitted.

 

How to provide us with your documents

Please do not email your evidence to us as we require it to be uploaded in the Pre-Enrolment task so it is saved against your student record.

When you have the correct documentation that proves your permission/arrival in the UK, please login to MySIS and access the Pre-Enrolment task under 'My Enrolment'. You should re-enter the ‘Immigration Documents (Visa) Upload’ section. You should answer the questions and upload all documentation as requested so that we can proceed with your enrolment.

If you are unsure whether you have the correct permission, or, if you do not have the documentation requested and do not think you will have it before the enrolment deadline, please contact the Immigration Compliance Team via visaverification@qmul.ac.uk for guidance and include a copy of your passport and any visa related documents that you believe show your permission. They aim to respond to you within 5 working days but during peak periods it may take longer.

 

Timeframe for your Enrolment

Please be aware that if you originally uploaded insufficient evidence it has caused your enrolment to be progressed slower than normal. This is because we will need to re-check all of your documents after you have uploaded the correct evidence. Please be patient whilst we do this. You will receive an email with an update once we have re-checked your documents.