SCHOOL OF SLAVONIC & EAST EUROPEAN STUDIES

SSEES AFFILIATE STUDENT HANDBOOK

(FOR UNDERGRADUATE & POSTGRADUATE AFFILIATE STUDENTS)

ACADEMIC YEAR: 2019-20

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The information contained in this handbook is correct at the time of writing. Please be aware that
some details may be subject to change. Every effort will be made to update the handbook as quickly
as possible in the event of such changes.
TABLE OF CONTENTS

1. Welcome to SSEES 4

1.1 How to Use this Handbook 4

2. Support, Advice and Lines of Communication 5

2.1 Key Affiliate Contacts 5

2.2 SSEES Education and Student Support Office 5
2.3 UCL International Student Support Team 5
2.4 Other Useful Contacts 6

3. Information about College Terms 7

3.1 Term Dates 7

3.2 College Closures 7

4. Affiliate Study Guide 8

4.1 Some Helpful Terminology: an A–Z 8

4.2 Study Methods 10
4.3 Independent Reading 10
4.4 Support with Writing Coursework Essays 10
4.5 Moodle 10
4.6 Coursework 10
4.6.i Penalties for late submission of coursework 11
4.6.ii Extensions to coursework deadlines 11
4.6.iii Penalties for over-length coursework 11
4.6.iv Note on study skills and plagiarism 11
4.7 Attendance 11

5. Assessment 12

5.1 Assessment of Non-Language Courses 12

5.2 Assessment of Language Courses 12
5.3 Examinations 13
5.4 ECTS and US Grades 14
5.5 Transcripts 14
5.6 Past Examination Papers 15

6. Choosing your Modules 15

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 6.1 Learning Agreements and Proof of Student Status 16
6.2 Online Timetable 16
6.3 Taking Modules Outside SSEES 16
6.4 Changing Modules 17

7. Communication with UCL SSEES 17

7.1 Email 17
7.2 Office Hours 17
7.3 Student Feedback 17

8. Experiencing Difficulties? 17

8.1 UCL Health Centre 18

8.2 Student Psychological Services (SPS) 18
8.3 UCL Union Nightline 18
8.4 Student Disability Services (SDS) 18
8.5 Dyslexia Support 19
8.6 Student Grievances 19

9. Facilities at UCL and UCL SSEES 19

9.1 Student Common Room 19

9.2 Libraries and other Study Space 19
9.3 SSEES Computing and Photocopying Facilities 19
9.4 Clubs and Societies at UCL 20
9.5 Student Organisations: UCLU and Student Central 20
9.6 Student Accommodation Service 20
9.7 Seminars, Conferences and Workshops 20

10. Affiliate Student Testimonials 21

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1. Welcome to SSEES

Welcome to the UCL School of Slavonic and East European Studies (SSEES). You are now a member
of a specialist department with outstanding resources and expertise. You are also a member of UCL
and will be able to enjoy the benefits of studying in a diverse, large-scale, highly rated university.

SSEES is one of the world’s leading specialist institutions, and the largest national centre in the UK,
for the study of Central, Eastern and South-Eastern Europe, Russia and Eurasia. More than 60
academic staff work at SSEES, teaching and conducting research in the history, economics, politics,
sociology, anthropology, culture, literature, cinema and languages of the countries of the region.
We aim to provide our students with stimulating, high quality, research-led courses, with an
interdisciplinary focus.

SSEES is ideally located within the UCL campus in Bloomsbury and enjoys unrivalled resources for
students and staff, especially our world-leading Library. We also have a rich and varied programme
of high-profile international speakers, conferences, seminars, and other events.

We are confident that your time at SSEES will be rewarding, and encourage you to make full use of
the opportunities which lie before you during your period of study abroad.

We wish you all the best for your time here.

Dr Riitta Valijarvi Ms Svetlana Smirnova

SSEES Affiliate Tutor SSEES Affiliate Administrator

1.1 How to Use this Handbook

This handbook aims to answer the most commonly asked questions about what you can expect to
encounter as an affiliate student at SSEES. If you have any queries that are not covered here, or are
unclear about any of the information it contains, please feel free to contact us.

You should read this handbook alongside the SSEES Student Handbook, which is used by all
students, not only by affiliate students. It contains detailed information about key dates,
coursework submission, penalties that may be applied to your assessment, and contact details, as
well as information about the support available to you. It is intended to serve as your first point of
reference for queries and contains links to relevant official documents and online resources.

The SSEES Student Handbook is updated annually, in September, but further updates may occur
during the academic year to reflect changes in UCL or SSEES policy; it is therefore crucial to
regularly check the Handbook for the appropriate academic year.

The SSEES Student Handbook is available on the SSEES website.

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2. Support, Advice and Lines of Communication

2.1 Key Affiliate Contacts

SSEES Affiliate Administrator

Ms Svetlana Smirnova
SSEES, Room 341, 16 Taviton Street, London, WC1H 0BW
Tel: 020 7679 8774 | Email: ssees-affiliate@ucl.ac.uk
Office hours (in the Education and Student Support Office, SSEES, room 341): see below

SSEES Affiliate Tutor

Dr Riitta Valijarvi
SSEES, Room 335, 16 Taviton Street, London, WC1H 0BW
Tel: 020 7679 8744 | Email: r.valijarvi@ucl.ac.uk | Skype: riitta-l / Riitta Valijarvi
Office hours in SSEES, room and time to be confirmed
Please email me to make an appointment.

2.2 SSEES Education and Student Support Office

The Education and Student Support Office (ESSO) is located in room 341 on the third floor of the
SSEES building. Here you can contact the Affiliate Administrator and the relevant Programme
Administrators (listed below). The ESSO is open at the following times:

Monday: 10:00-16:00
Tuesday: 10:00-16:00
Wednesday: 10:00-16:00 (Term Time) / 10:00 – 13:00 (Out of Term time)
Thursday: 10:00-16:00
Friday: 10:00-16:00

Economics & Business Ms Sasha Aleksic Room Tel: 020 7679 8773
341 Email: ssees-eb@ucl.ac.uk
Languages & Culture Mr Ben Chatterley Room Tel: 020 7679 8771
341 Email: ssees-lc@ucl.ac.uk
Politics & Sociology & History Ms Ellen Hammersley Room Tel: 020 7679 8778
341 Email (HPE): ssees-hpe@ucl.ac.uk
Email (Politics): ssees-
ps@ucl.ac.uk
Email (History): ssees-
history@ucl.ac.uk
Student Support Officer Ms Caroline Horslen Room Tel: 020 7679 8772
341 Email: ssees-extenuating-
circumstances@ucl.ac.uk

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 Student Administration Mr Robert Bodden Room Tel: 020 7679 8774
Coordinator 341 Email: r.bodden@ucl.ac.uk
Academic Administration Mr Michael Wozniak Room Tel: 020 7679 8820
Manager 332 Email: m.wozniak@ucl.ac.uk

2.3 UCL International Student Support Team

There is information and advice for affiliate students on the International Student Support (ISS)
Team’s website: https://www.ucl.ac.uk/students/international-students/international-support
If you cannot find answers to your questions on their website, you can email the ISS Team at
internationalsupport@ucl.ac.uk

2.4 Other Useful Contacts

You will find most of the information you need during your time at SSEES by searching UCL or SSEES
websites: http://www.ucl.ac.uk and http://www.ucl.ac.uk/ssees/ Below are the direct links to some
of the services you might find most useful. Their web pages contain detailed and up-to-date
information about who to contact and how to access these services.

 Health/Medical
The Health Centre – Ridgmount Practice: http://www.gowerplacepractice.nhs.uk

 Counselling/Support
Student Support Pages: https://www.ucl.ac.uk/students/student-support-and-wellbeing

UCL Student Psychological Services: http://www.ucl.ac.uk/student-psychological-

services/index_home

Nightline: Phone: 0207 631 0101 Email: listening@nightline.org.uk Web: http://nightline.org.uk

Student Disability Services: http://www.ucl.ac.uk/disability/

UCLC Rights and Advice Centre: http://uclu.org/services/advice-welfare

 Services for International Students

International Student Support: http://www.ucl.ac.uk/iss

Centre for Languages and International Education: http://www.ucl.ac.uk/clie/

Equal Opportunities: http://www.ucl.ac.uk/hr/docs/equal_opportunity.php

Immigration Advice: http://www.ucl.ac.uk/iss/immigration-visa

 Careers Advice

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SSEES Careers Advice: https://www.ucl.ac.uk/ssees/study-us/levels-study/your-career

UCL Careers Advice: http://www.ucl.ac.uk/careers/

 Accommodation Services
Student Residence Services:
http://www.ucl.ac.uk/prospective-students/accommodation/contact-us

3. Information about College Terms

UCL’s academic year (September-June) runs over three terms, most usually referred to as Term 1,
Term 2 and Term 3. Teaching takes place in Terms 1 and 2. Term 3 is used primarily for revision and
examinations. Affiliate students can join SSEES for one of the following study periods:

a) for the full academic year (September–June)

b) for Term 1 only (September–December)
c) for Terms 2 and 3 (January–June)

3.1 Term Dates 2018-2019

Term Dates
First term Monday 23 September 2019 to Friday 13 December 2019
Second term Monday 13 January 2020 to Friday 27 March 2020
Third term Monday 27 April 2020 to Friday 12 June 2020

3.2 College Closures and Bank Holidays

College Reading Weeks

This year’s reading weeks are the weeks beginning Monday 4 November 2019 and Monday 17
February 2020. There is no teaching during reading weeks but the College is open.

Christmas: 5:30pm on Friday 20 December 2019 to 9:00am on Thursday 2 January 2020

Easter: 5:30pm on Wednesday 8 April 2020 to 9:00am on Wednesday 15 April 2020

Bank Holidays: Friday 08 May 2020, Monday 25 May 2020 and Monday 31 August 2020

Note: All Bank Holidays, and the College closure dates based on them, are the standard ‘traditional’
dates and may be subject to change by government.

4. Affiliate Study Guide

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Most affiliate students find that studying at UCL SSEES is very different from studying at their home
university. For some, this can be a source of frustration. However, the different styles of teaching
and learning you experience should be one of the most exciting aspects of study abroad. Your
experience of the academic approach employed in another country is a significant part of your
immersion in that country’s culture. We hope that what follows will help prepare you for some of
the major differences between the British university system and that of your home country.

4.1 Some Helpful Terminology: an A-Z

(see also https://www.ucl.ac.uk/prospective-students/study-abroad-at-ucl/glossary)

Initially, you will hear words and phrases specific to the UK higher education system that you might
find confusing or hard to understand. The following glossary covers some of the most common
terms that you might not have heard before.

Affiliate Administrator – Ms Svetlana Smirnova: the Affiliate Administrator is your first point of
contact for any enquiries you may have. Svetlana is in charge of helping you register for your
modules and of processing any deadline extension requests or extenuating circumstances forms
you may wish to submit. If you find you are having any difficulties with your studies at any point, it
is very important that you inform Svetlana as soon as possible. At SSEES, we want you to have the
best learning experience possible, but we can only help if we are informed of your situation.

Affiliate Tutor – Dr Riitta Valijarvi: the Affiliate Tutor is a member of the academic staff with
responsibility for overseeing affiliate students’ studies. Each UCL department has an Affiliate Tutor.
At SSEES the Affiliate Tutor is currently Dr Riitta Valijarvi. In this role, Riitta can advise you about
your module choices and help you to make decisions about your programme of study. Riitta also
acts as your Personal Tutor during your time at SSEES. If you are having medical, personal or other
problems, which you feel may affect your performance or attendance, you should discuss these
with Riitta as soon as you feel able. At SSEES we take the task of pastoral care seriously. During
term-time teaching weeks, Riitta holds weekly drop-in ‘office hours’ (see below), when she is
available in her office to meet with students who wish to discuss academic or personal matters. You
can meet Riitta at other times, by emailing to arrange a mutually convenient appointment. Skype
calls can also be arranged.

Classes, tutorials and seminars: All of these terms refer to small-group sessions led by a
lecturer/class teacher/tutor. Typically, the role of the student in these sessions is proactive. They
can be required to join in discussions, answer questions, give presentations, take part in group work
and/or role-play. NOTE: the term ‘classes’ in the UK always refers to this type of small-group
interactive learning style and not to ‘lectures’, as for example in the US.

Class teacher/tutor: The class teacher/tutor may differ from the lecturer and may be a
postgraduate research student with expertise in a particular area.

College: When you hear people refer to the College they are normally referring to UCL as a whole,
although this term is also sometimes used to refer to SSEES.

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Course/module: These terms describe a particular option or module regardless of its length or
value in course-units (see below). E.g. I refer to my option in ‘European Economic Policy’ as a
‘course/module’ and it is worth 15 credits (see below).

Credits: Credits are the unit by which UCL measures its undergraduates and postgraduate credits.
UNDERGRADUATE AFFILIATES: If you are here for a full academic year, you should take a total of 60
credits. If you are here for Term 1 only, or for Terms 2 and 3 only, you should take a total of 30
credits.
POSTGRADUATE AFFILIATES: If you are here for a full academic year, you should take a total of 120
credits. If you are here for Term 1 only, or for Terms 2 and 3 only, you should take a total of 60
credits.

Lectures: Lectures refer to the part of a course which all students attend together and in which it is
typical for the lecturer to play the predominant role. Not all courses at SSEES are lecture based.

Lecturer/tutor: The lecturer/tutor is normally a full-time member of the academic staff involved in
teaching and research. S/He will have been involved in designing and monitoring the course.

Office hours: These are the hours during which academics make themselves available to you if you
wish to discuss your work with them. The days and times of SSEES staff office hours are given on
the Moodle pages of each module. If you cannot find them there, email the member of staff you
wish to see to ask when they hold their office hours.

Portico (www.ucl.ac.uk/portico): This is the name of the UCL Student Information Service that holds
your personal and academic details. It also lists your module selections and important exam
information, so you should check your Portico entry regularly.

Reading week: This is a week during the Terms 1 and 2 in which no teaching is scheduled in SSEES
and some other departments in UCL. Students are expected to use this week to read and research
their current subjects in order to broaden their knowledge of the material covered in each course.
It is also a good time to start working on any coursework you may have to submit at the end of
term.

Term: The UCL academic year is divided into 3 terms: an autumn term, usually referred to as Term 1
(12 weeks), a spring term, usually referred to as Term 2 (11 weeks) and a summer examination
term, usually referred to as Term 3 (7 weeks). The equivalent terminology for these, in your home
university, might be ‘semester’.

Moodle (www.ucl.ac.uk/moodle): This is a web-based teaching resource used for some UCL
courses. If your course has its own Moodle site, the course tutor will tell you how to access it. You
may be required to submit your assessed coursework to Moodle and again the course tutor will
give you instructions about how to do this.

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4.2 Study Methods

You will have access to a module outline and detailed reading lists for all the modules you take at
UCL – these materials can usually be found on the modules’ Moodle sites. One of the main
differences when studying in the UK is that students are expected to read around their subjects
independently and be ready to apply their research by participating in tutorial classes. In addition,
the emphasis in class discussions, class presentations and essay writing is NOT on regurgitating
information given to you in the course lectures and/or classes, but instead, on your using that
information and additional acquired from your independent reading, to demonstrate your
understanding in particular contexts. Students who demonstrate the capacity to apply their
learning critically and logically to particular issues tend to do better than those who simply rely on
reproducing facts, quotations or figures learned by heart.

4.3 Independent Reading

You will normally be issued with a reading list at the start of each module and in some cases you
will be given weekly reading tasks. Where you are not given specific weekly reading the expectation
is that you will be pursuing your own reading around the topic. This approach helps you to become
more independent in your academic thinking and research.

4.4 Support with Writing Coursework Essays

SSEES affiliate students can access targeted support with writing skills through the SELCS Writing
Lab, a free service for undergraduates and taught postgraduates. The Writing Lab’s team of
knowledgeable and trained tutors runs workshops and walk-in clinics, offering one-to-one support
for academic writing. For further details, visit: http://www.ucl.ac.uk/selcs-writing-lab The Writing
lab’s Moodle pages are also useful and can be viewed here via Moodle (you need to log in to
Moodle to view it): https://moodle-1819.ucl.ac.uk/login/index.php

4.5 Moodle

SSEES uses Moodle to facilitate communication among students and staff. Moodle pages feature a
variety of materials, such as core module materials for you to download, a blog, discussion boards,
a wiki, training in the use of Moodle and other resources. To access Moodle, go to: https://moodle-
1819.ucl.ac.uk/login/index.php. Enter your UCL username and password, and then select ‘UCL
School of Slavonic and East European Studies’.

4.6 Coursework

All modules have elements of coursework in the form of written assignments and essays, short
exercises and literature reviews. This coursework may be ‘non-assessed’ (also known as ‘formative’
coursework) or ‘assessed’ (also known as ‘summative’ coursework). Non-assessed/formative
coursework does not count as part of your final module mark, whereas assessed/summative
coursework does. In both cases, the coursework will be marked by the module leader and you will

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receive written feedback. You can also go and see the tutor during their office hours for additional
verbal feedback, if you would find this helpful. Non-assessed coursework is compulsory and failure
to complete coursework may result in your not receiving a mark for that module.

i. Penalties for late submission of coursework

You must submit your assessed coursework by the deadline set by the module tutor. If you do not,
a penalty will be applied to your work. Detailed information about the penalties can be found in the
SSEES Student Handbook. If in doubt about this regulation, check with your module tutor.

ii. Extensions to coursework deadlines

If you are unable to submit your assessed/summative coursework by the deadline because of valid
and evidenced extenuating circumstances, you should apply for an extension to the deadline. Refer
to the SSEES Student Handbook. for information about the circumstances in which an extension
may be granted and about how to apply for an extension. Links to the application forms are given in
the SSEES Student Handbook.

If you need an extension for a piece of formative coursework, discuss this with your module tutor.

iii. Penalties for over-length coursework

Assessed work should not exceed the prescribed word count. A penalty may be applied to
submitted coursework that exceeds the maximum word count. Information about the penalties can
be found in the SSEES Student Handbook. If in doubt about this regulation, check with your module
tutor.

iv. Note on study skills and plagiarism

A complete guide to study skills and plagiarism can be found in the SSEES Student Handbook. In
particular, please familiarise yourself with the very serious issue of plagiarism: plagiarism is defined
as the presentation of another person’s thoughts or words or artefacts or software (including from
the internet) as though they were your own. Any quotation from the published or unpublished
works of other persons, must therefore, be clearly identified as such by being placed inside
quotation marks, and you should identify your source as accurately and fully as possible. The
College treats the issue of plagiarism very seriously. Any detected cases are reported to the College
authorities and can result in exclusion from examinations.

4.7 Attendance

UCL has a duty to monitor the attendance, conduct and progress of all students. Attendance at all
lectures and classes is compulsory and is monitored by the module tutor. UCL regulations state that
students may only be entered for examinations or assessments if their teachers are able to confirm
at least 70% attendance and that their performance on the course has been satisfactory. This

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means that to receive a grade for your module you must a) attend satisfactorily and b) submit
coursework as requested. You will be asked to explain and justify any absences from the College
and a medical certificate may be asked for if absences persist for more than one week. If your
attendance or performance are deemed unsatisfactory you will not be awarded credit for the
modules. If you have to miss a class due to illness or other good reason, please inform the module
tutor(s) by email, copying in the Affiliate Administrator (ssees-affiliate@ucl.ac.uk). You should do
this before the class, or as soon as possible after it.

5. Assessment

In general, at UCL SSEES students are assessed via three different types of work:

Examinations: these take place principally in Term 3, although there are some oral examinations at
other times. Affiliates who are here for only Term 1 (September-December) do not take exams.

Assessed (or summative) coursework: this is set in both Term 1 and Term 2 on some (but not all)
modules. The marks you receive for this work are included in your final grade for the module.

Non-assessed (or formative) coursework: often modules are 100% exam based and the
coursework through the year is non-assessed/formative. It is still compulsory but will not count
toward your final mark.

PLEASE ENSURE THAT YOU KNOW HOW YOU WILL BE EXAMINED FOR EACH MODULE YOU ARE
REGISTERED FOR. ASK YOUR MODULE TUTOR IF YOU ARE UNSURE.

5.1 Assessment of Non-Language Modules

Assessment methods vary from module to module. Here is a summary of what usually applies.
Please check how you will be assessed with all your module tutors early in the year.

a) Full-year affiliate students: assessed as SSEES students.

b) Term 2 and 3 affiliate students on Term 2 only courses: assessed as SSEES students.
c) Affiliate students on Term 1 modules worth 0.5 CU: usually assessed by 2 pieces of work totalling
5,000 words (but check this with the module tutors).
d) Affiliate students taking half (one term) of a module worth 1.0 CU: usually assessed by 2 pieces
of work totalling 5,000 words (but check this with your module tutors).
e) Affiliate students taking half (one term) of a module worth 0.5 CU (0.25cu): usually assessed by 1
piece of work totalling 2,500 words (but check this with your module tutors).

5.2 Assessment of Language Modules

a) Full-year affiliate students: assessed as SSEES students.

b) ‘Term 1 only’ affiliate students: assessment may include an oral examination plus a portfolio of
that term’s coursework. Check with the individual tutors.

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c) ‘Term 2 and 3 only’ students: Can only join the course if they are at an equivalent level to existing
students. Therefore the assessment is as for SSEES students.

Whenever there is coursework – assessed or non-assessed – you MUST submit it if you wish to gain
credits for the module.

Please ensure that you follow the instructions about how, where and when to submit your
coursework for each individual course. Please check this with your module tutor.

You are advised to keep a copy of each piece of submitted coursework, to be on the safe side. You
will be held responsible should things go missing.

5.3 Examinations

The UCL examination period takes place during Term 3 of the academic year (April-June). Students
scheduled to take examinations must be in attendance at the College during this period. For
affiliates here during the Term 1 only alternative assessment arrangements apply, as explained
earlier in this guide (see above).

Your Portico record will detail your exam entry for each module. It is important that the
information on your Portico record is correct, otherwise you may be entered for the wrong exam.
Examination timetables are usually published in March and will appear on your Portico record. Your
timetable will list exam locations, times, and regulations. Please check this very carefully and
report any problems or errors to the Affiliate Administrator immediately.

Students with disabilities, medical conditions or dyslexia, should consult the UCL International
Office in the first instance. They may refer you to the university disability co-ordinator.

In examinations requiring the use of calculators, you should familiarise yourself with the type of
calculators permitted.

If you are absent from an examination, you must inform both the International Office and the
Affiliate Administrator at SSEES as soon as possible. If you are absent due to illness or accident, you
must submit medical documentation immediately after the examination(s) in question. If you feel
your preparation/revision for exams is being disrupted through illness, you must speak to the
Affiliate Tutor at that time and not after or during the exam period.

Examination marking: most UCL examinations are double marked or moderated and many are also
externally marked. Exam scripts are anonymous and marked by candidate number.

5.4 UCL Grades and their Translation to US Grades and ECTS

Your UCL transcripts will contain the marks awarded by UCL for your modules.

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US Grades: a suggested grade translation will be included with the transcript, but it is up to your
home institution to interpret these as they see fit.
ECTS: this is a recognised credit transfer system across Europe.

The UCL pass mark for undergraduate exams is 40%, and the overwhelming majority of students
achieve marks between 40% and 70%. Achieving grades of over 70% is an indication of outstanding
excellence. The UCL pass mark for postgraduate UCL exams is 50%.

You can find the SSEES assessment criteria and an explanation of the UCL grade bands in Section 10
of the SSEES Student Handbook.

NB: it is the responsibility of your home institution to determine how they wish to interpret the
marks you are awarded by UCL.

5.5 Transcripts

Transcripts of results are administered centrally by UCL, not by individual departments (i.e. not by
SSEES). Transcripts are issued automatically (i.e. you do not need to request them). Transcripts for
Erasmus/exchange affiliate students are sent direct to your home university. Transcripts for JYA
affiliates are sent to your home address. Any queries you have relating to your transcript must be
addressed by email to: transcripts@ucl.ac.uk

Transcripts are usually sent out as follows:

 Affiliates who leave UCL at the end of Term 1 will usually receive their transcript in March
 Undergraduate affiliates who leave UCL at the end of Term 3 will usually receive their
transcript in July or August
 Postgraduate affiliates who leave UCL at the end of Term 3 will usually receive their
transcript in November or December.

Once your marks have been confirmed in Term 3, SSEES can provide you with a letter confirming
your provisional results. Contact Svetlana on ssees-affiliate@ucl.ac.uk if you require a letter from
SSEES listing your provisional results.

The Examinations Office will withhold the transcripts of any student who has an outstanding debt
to the University, including overdue library books and fines, withheld residency fees and tuition
fees.

5.6 Past examination papers

Past examination papers are held in the College Libraries and are available on the SSEES website at:
http://www.ssees.ucl.ac.uk/currentstudents.htm.

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6. Choosing your Modules

An up-to-date list of module choices open to affiliate students (undergraduates and postgraduates)
is posted on SSEES website in mid-September each year. You will be given hard copies of this
document at the SSEES Induction Session in September. If you miss this session for any reason,
please feel free to collect a copy of the relevant document from the Affiliate Administrator. PLEASE
ENSURE YOU MAKE YOUR MODULE SELECTIONS FROM THE LIST FOR THE RELEVANT YEAR. You will
be shown how to register your chosen modules on Portico during the SSEES Affiliate Induction
Briefing.

As affiliate students, you are obliged to take a full-time course load for the period you are here, as
follows:

UNDERGRADUATE AFFILIATES:
 Term 1 only: 60 credits (30ECTS)
 Terms 2 and 3: 60 credits (30ECTS)
 Full-year (Terms 1, 2 and 3): 120 credits (60ECTS)

POSTGRADUATE AFFILIATES
 Term 1 only: 60 credits (30ECTS)
 Terms 2 and 3: 60 credits (30ECTS)
 Full-year (Terms 1, 2 and 3): 120 credits (60ECTS)

PLEASE NOTE THE FOLLOWING IMPORTANT POINTS:

1. Affiliate students may only take a reduced course load if they have written permission to do so
from their home institution. This should be sent via email to ssees-affiliate@ucl.ac.uk

2. If you are registered only with SSEES, you must take at least 50% of your modules within SSEES.

3. If you are registered jointly in two departments, you must take at least 50% of your modules in
your first admitting department and at least 25% in the other.

4. You are responsible for confirming with your home university that your home institution
approves your SSEES modules choices and will recognise them for credit, if required.

5. Students can be approved to take a reduced course load after they have arrived at UCL, but only
if they have written permission from their home university to do so. The reduction should usually
be around 25% of the full course load; it cannot be greater than 50%. Full year students should take
45 ECTS over the year as a whole and 30 ECTS as a minimum over the year as a whole. The credits
must be spread over the full year – students cannot do all 30 ECTS in one semester and then
nothing in the other semester.

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6. If you decide to withdraw from a module after you have signed up for it on Portico, you must
inform the Affiliate Administrator. You must also inform him which module you have selected to
replace it. Please always provide the module code and module name. Please send this information
via email to ssees-affiliate@ucl.ac.uk

6.1 Learning Agreements, Confirmation of Stay Documents and Proof of Student Status

Your Erasmus+ learning agreement and confirmation of stay documents should be signed by the
Affiliate Tutor, Dr Riitta Valijarvi. Please ensure that you complete these formalities during term
time. It is not always possible for staff to process your learning agreement out of term time when
they may be travelling, on research trips or attending conferences. If you cannot attend Riitta’s
office hours, you can scan the documents and email them to her at r.valijarvi@ucl.ac.uk Again,
please make sure that you do this in term time.

If you need proof of student status, contact the UCL Student Centre. See here for information about
the student centre opening times: http://www.ucl.ac.uk/current-students/student-centre

6.2 Online Timetable

The UCL Online Timetable lets you see your personal timetable week by week and can be used to
find out when and where modules are taught. You should use it to see which modules will fit in
your timetable. Once you have confirmed your module choices on Portico, your personal timetable
will display all the modules you are registered to attend, including lectures, seminars, tutorials, labs,
film screenings, computer training and more. You must check it regularly for changes to dates,
times or locations.

Login with your UCL username and password to display your personal timetable, or select a
department or subject area, a degree programme, or individual modules and create a custom
timetable, to find out when and where modules are taught.

Your timetable is available to view at (http://www.ucl.ac.uk/timetable). You must check carefully to

ensure that there are no problems with timetable clashes. If there are clashes, please see the
Affiliate Administrator immediately.

TIP: Before submitting your module choice selection you must check the online timetable to
make sure there are no clashes:

Step 1: Click ‘Custom’ and ‘Click to Start’

Step 2: Enter the module name and click ‘Search’
Step 3: Click on the module you wish to select
Step 4: Once you have made your entire selection, click ‘Create Timetable’ to view timetable
Step 5: You can change the display to show full year, term 1 and term 2.

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Step 6: Please note that you will normally only be required to attend the lecture and ONE of the
tutorial groups. Please ask if you are unsure.
Step 7: Once your courses are confirmed on Portico you will be able to login and view your personal
timetable.

NOTE: UCL does not allow affiliate students to attend modules for which you are not registered.

6.3 Taking Modules Outside SSEES

If you wish to take modules outside SSEES, you will have to contact the relevant outside
department (e.g. Anthropology, Geography etc) during registration week in order to sign up for a
module in that department. Each department has their own procedure for admitting Affiliates to
their modules. You will be provided with information about the departments’ different procedures
during the SSEES Affiliate Student Induction Session.

PLEASE NOTE: If you do choose to sign up for modules outside SSEES, it is your responsibility to
check that your outside modules do not involve timetable clashes with your modules in SSEES.
Remember that, as a SSEES Affiliate, you must take 50% of your modules in SSEES. Please be aware
that modules across the College fill up rapidly, so it is a good idea to choose your modules as soon
as possible in registration week.

6.4 Changing Modules

Occasionally students may wish to change their module options after teaching has begun because
they find a module does not meet their expectations. Changing modules after induction week will
require a) that there is space on the new module b) the permission of the relevant Module Tutor
and c) the permission of the Affiliate Tutor.

7. Communication with UCL SSEES

7.1 Email
We use UCL email to contact students and send out important information, so it is essential that
you check your UCL email account regularly. Please ensure that your details are up-to-date on
Portico, including your mobile telephone number and term-time address.

7.2 Office Hours

All members of academic staff hold weekly term-time drop-in office hours (2 hours per week) when
they are available to students in their office. The days and times of SSEES staff office hours are
given on the Moodle pages of each module. If you cannot find them there, email the member of
staff you wish to see to ask when they hold their office hours. If you wish to see a member of staff
outside term or their office hours, you should email them to arrange a mutually convenient
appointment.

7.3 Student Feedback

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At the end of your time at SSEES you will be asked to complete an anonymous Student Evaluation
Questionnaire (SEQ) for each module you studied. This is your opportunity to give feedback on
areas of the module you liked and to make suggestions for how the module might be improved.
SSEES takes this process very seriously.

8. Experiencing Difficulties?

Very occasionally students studying abroad may experience problems. Usually, these are easily
solvable and occur during the ‘settling in’ period. However, for some problems it is useful to know
that help is available if needed. Whatever your problem is – financial, personal or academic –
talking to someone can help. The Affiliate Tutor is of course available to talk with you confidentially
and anything you say to any of the SSEES staff of a personal nature will be treated with strict
confidentiality. There are also other services available within the College.

8.1 UCL Health Centre

Located at 8 Ridgmount Street, WC1E 7AA. See here for a map:
http://www.gowerplacepractice.nhs.uk/info.aspx?p=8&pr=F83043

The Health Centre is open from 9:00 to 17:30 Monday to Friday. You can view the holiday opening
times here: http://www.gowerplacepractice.nhs.uk/opening-times.aspx A ‘drop-in’ service is
available on weekdays from 9:30 to 10:30 am and from 14:30 to 15:30. To make an appointment,
call 020 7387 6306 or book online by following the link provided here:
http://www.gowerplacepractice.nhs.uk/making-appointments.aspx

8.2 Student Psychological Services (SPS)

SPS is just down the road from SSEES at 3 & 4 Taviton Street and can offer individual counselling
sessions lasting 50 minutes. These sessions are for students who, having spoken to the Affiliate
Tutor, feel they require additional support. There can be a long waiting list for non-urgent cases.

Talking to a counsellor can enable you to identify your problems and their origins and may help you
to develop effective means for dealing with them. Counselling sessions are completely confidential
and information will only be shared with third parties with your permission. To arrange an
appointment contact Ms Gopiha Nandagopal on spcs-info@ucl.ac.uk or visit number 3, on the
ground floor. Find more here: http://www.ucl.ac.uk/studentcounselling/index_home

General information regarding student support can be found at:

https://www.ucl.ac.uk/students/student-support-and-wellbeing

8.3 UCL Union Nightline

UCL students themselves provide a support service in the form of UCL Union Nightline which
provides advice and/or just a person to talk to between 18:00 and 8:00. Nightline is located at
Student Central, Malet Street. You can call on 020 7631 0101, email on listening@nightline.org.uk
Skype on nightline.chat or text on 07717 989 900.

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Further details can be found at http://nightline.org.uk

8.4 Student Disability Services (SDS)

If you have any kind of disability there may be support available. The UCL SDS team provides advice
on all available support. SDS is now located adjacent to the Student Enquiries Centre on Floor 1 of
the Student Centre. The Student Centre can be found at the following address, next to UCL's
Bloomsbury Theatre: 27-28 Gordon Square, London WC1H 0AW.

To make an appointment, you can call them on 020 7679 0100, or email on
student.wellbeing@ucl.ac.uk They also hold drop-in sessions on Monday and Wednesday - 2pm to
4pm, Tuesday, Thursday and Friday - 10am to 12pm.

For more information, visit their website: https://www.ucl.ac.uk/students/support-and-

wellbeing/disability-support

8.5 Dyslexia Support

If you are dyslexic or even concerned that you might be, find out about support available to you
here: https://www.ucl.ac.uk/students/support-and-wellbeing/disability-support/who-we-
support/dyslexia-and-dyspraxia

This is important since, if you are a student with dyslexia (or other disabilities) you might be eligible
to receive examination support in the form of special equipment, specific locations and/or
additional time for the examinations.

8.6 Student Grievances

In exceptional circumstance students may perceive that they have been unfairly treated. Examples
include students who feel they have been harassed on sexual, racial or religious grounds; or
students who feel their assessment was not handled correctly or that their teaching was sub-
standard in some way.

In the unfortunate event that you feel that you have been treated unfairly – either by a member of
staff or by another student – you should raise your concern with the member of staff or student. If
this is not possible or does not resolve your concern, speak to the Affiliate Tutor and, if still not
satisfied, you should approach the International Office.

9. Facilities at UCL and UCL SSEES

9.1 Student Common Room

Affiliate students are entitled to use the undergraduate junior common room for meeting other
students, reading newspapers and eating/drinking. The junior common room is located on the 4 th
floor of the SSEES building.

9.2 Libraries and other Study Spaces

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The SSEES library is renowned for the breadth and depth of its specialist collections pertaining to
Central and Eastern Europe. The library is located on the ground floor of the SSEES building and you
can access the library catalogue from https://www.ucl.ac.uk/ssees/library
UCL houses many other libraries in addition to the SSEES library. The main UCL library
(http://www.ucl.ac.uk/library/ and the University of London Library
(https://www.senatehouselibrary.ac.uk/), in Senate House, are the two most commonly used
libraries by UCL students, but you can find a full list of the libraries and study spaces to which you
have access at https://www.ucl.ac.uk/library/libraries-and-study-spaces

Check the individual library websites for information on opening hours, which vary from place to
place as well as over the course of the academic year. To enter the various libraries and to borrow
books you will need your UCL ID card. Please note that you will incur a penalty for the late return of
books, so please make a note of any due dates. UCL will not release transcripts to students with
outstanding debts, including library fees. Therefore, it is in your interest to return books on time.

9.3 SSEES Computing and Photocopying Facilities

The computer cluster room in the SSEES Library is for the use of all SSEES students. The door to the
cluster room is fitted with a digilock and the entry code is available from the Issue Desk on
production of a current UCL SSEES ID. Please contact the library reception for further details.

SSEES provides its own printing and photocopying system that uses Flexicards. You can purchase a
Flexicard from the Issue Desk. Additional credit can be added manually at the recharging point in
the photocopying room on the Lower Ground Floor using £1 and £2 coins. In addition to the SSEES
Flexicard system, all UCL students have an annual allocation of 240 free pages of printing.

If there are problems with the Print Release Station, please contact the ISD Service Desk - Tel: 020
7679 5000 (x.25000 within UCL); e-mail: servicedesk@ucl.ac.uk

If there are problems with the computers or the SSEES-managed printers, please contact the Library
Enquiry Office on the Ground Floor.

9.4 Clubs and Societies at UCL

UCL has a Clubs and Societies Centre (CSC) (http://www.ucl.ac.uk/ucl-union/clubs-societies/). The
CSC is open from 10am to 9pm Monday to Friday and from 11am-7 pm on Saturday and Sunday
during term time. More information can be found at the UCL Fresher’s Fayre that takes place
annually in late September.

UCL also has a society specifically for visiting exchange students, the UCL Exchange Student Society
(ESS). They have asked us to pass on the following message to you:

‘Dear Exchange Student,

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Your year abroad is yet to begin, but it will surely be one of the best years of your life! Exploring a
new country and meeting lots of students from all over the world… And that is why our society
exists! We are here specifically to help affiliate students at UCL to settle in, meet fellow students and
explore London and the rest of the UK. We are organising a variety of social events, sightseeing trips
and trips out of London.

We will be hosting several events during the first few weeks of university (including Fresher's week)
where you can meet other exchange and home/regular UCL students.

We are also looking for an exchange representative to help us better understand the wants and
needs of the affiliate community. It is a unique opportunity to get involved with the UCL community
outside your lectures, to get better understanding of what studying abroad is and to enrich your CV
by challenging and developing your organisational and time-management skills!

For more information about us and our upcoming events and trips, check out our Facebook page
@UCLExchange.

Looking forward to meeting you soon.

Best wishes,
The ESS Committee’

9.5 Student Organisations: UCLU and Student Central

All UCL students are automatically members of University College London Union (UCLU). For
information about UCLU, including a map of the different sites, see http://uclu.org UCLU provides
the main focus for student life at UCL. Your student ID will gain you access to all its many facilities,
including bars, catering outlets, sports facilities, fitness centres and much more. At the beginning of
each academic year there is a Fresher’s Fayre where the various societies and sports clubs provide
information. UCL also owns the Bloomsbury Theatre in Gordon Street, which runs a full professional
programme of events. See http://www.thebloomsbury.com

UCLU members are also automatically entitled to be members of Student Central (formerly the
University of London Union, or ULU). Full Student Central membership is free and enables you to
get involved with everything the organisation has to offer, including sports, societies, online tickets
and access into their bars. Student Central is located on Malet Street, just a few minutes walk from
the SSEES building. For further information, see: http://www.student-central.co.uk

9.6 Student Accommodation Service

For information about UCL student accommodation, see: http://www.ucl.ac.uk/prospective-
students/accommodation

9.7 Seminars, Conferences and Workshops

SSEES holds a large number of research presentations, seminars, conferences and workshops. This
reflects our active research environment. We encourage all our students to take the opportunity to

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engage in some of these events. For information about the SSEES research centres and their
seminars and events, see: http://www.ucl.ac.uk/ssees/research/research-centres

10. Affiliate Student Testimonials

This is what some of our past affiliate students have said about the time they spent at SSEES. If you
would like to share your experiences with us and would be happy to have your words included in
next year’s Affiliate Handbook, please email your comments to ssees-affiliate@ucl.ac.uk

Matko Devoic, University of Zagreb, Croatia

‘… this semester has been the best one in my life. My marks are great, I have met many interesting
people, I have learned a lot studying at SSESS as well as working for Croatian Embassy where I was
doing an internship. Also, London is a fabulous city. All in all, this semester will be an unforgettable
experience.’

Virág Kemecsei, Corvinus University, Budapest, Hungary

‘I've never thought I would be able to spend my exchange in such a welcoming atmosphere as
SSEES. The teachers and staff are extremely helpful and well-prepared, while the courses offered
were truly academically challenging and enriching. I highly recommend this colourful department to
anyone coming to UCL.’

Máté Mátyás, Corvinus University, Budapest, Hungary

‘Studying at UCL SSEES meant defying preconceptions and widening my worldview regarding to not
only East Europe, but also Britain, studying at a university, and life in general. Coming from a very
different background than London’s ever buzzing scene it has been a challenging, truly enriching
and also empowering time for me. I’m taking knowledge, skills, great memories and – first of all –
friendships with me, and the ability to unleash my potential, and do so much more than I previously
thought was possible, since having been part of UCL’s ethos really opens up new doors and shows
new paths ahead.’

Carmen Böckeler, European University Viadrina, Frankfurt (Oder), Germany

‘I had the most inspiring year at UCL and the gobal citizenship programme is definitely a lovely
opportunity to broaden my mind a bit more in the last 2 weeks. Already thinking of applying for a
MA in London.’

Lukasz Adamiak, Jagiellonian University, Krakow, Poland

‘I really enjoyed my time during the exchange. It was both exciting and challenging.’

Soma Nagy, Corvinus University, Budapest, Hungary

‘Thank you for all your help during the year. I loved every minute of being at UCL: the atmosphere,
the teaching methods of the professors, the fact that there is no substantial difference between
regular and affiliate students, the campus, the optional form of the exam questions, the events of
the student union, the clubs & societies, the research opportunities of the library and I could
continue it for a long time. It was a wonderful experience for me altogether. In terms of

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studying difficulty, it was not the easiest period of my studies (but nor should it be), and also it was
definitely the most interesting of my schoolyears so far. Once I'm done with my bachelor, I will
certainly be applying to UCL for my master's.’

The information contained in this handbook is correct at the time of writing. Please be aware that
some details may be subject to change. Every effort will be made to update the handbook as quickly
as possible in the event of such changes.

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