Welcome to the Department of Computer Science. This document aims to give you some essential information about the department, which you will need throughout your time here. Please read it carefully and preserve it, as some of the information may not be repeated to you in any other form and the consequences of ignorance could be serious!

Please note that this is quite a general guide aimed at issues relating to all students in the department.  If you have a more specific question relating to the PhD programme or your studies you may find it is addressed either in the Research Student FAQs section, or in the Administrative Forms and Guidance section.  Alternatively, contact the Postgraduate Administrator (x33553, postgradadmin@cs.ucl.ac.uk)

1. Finding your way around

2. Things to do during the first week

3. Safety and Security

4. Use of Computers

5. Departmental Guidelines

6. Who to go to for Help and Advice

The Department of Computer Science (CS) is part of the Faculty of Engineering Sciences and is housed in the Malet Place Engineering Building (MPEB), located between the Roberts Building and the DMS Watson Library at the south end of the main campus.

Whilst you are getting your bearings, it is helpful to know that the first digit of a room number indicates the floor it is on. For example, 1.02 is on the First floor, while 5.22 is on the fifth floor. The building entrance is on the Ground Floor (level 0) and the main access to the 1^st floor is up one flight of stairs. The reception desk for CS is on the 5^th floor; this should be your first port of call should you have any queries, as well as the PhD Administrators in room 5.22.

Academic staff offices are located on floors 5-8 whilst the computer labs are on floors 1 and 4. Please note that floors 6, 7 & 8 and some other parts of the building have restricted access. If you need to see someone in a restricted area please go to the 5^th floor reception desk first. Alternatively, if you know the telephone extension number for the person you are visiting, you can use the access phones which are located by the entrance of the respective corridors.

There are public lifts providing access to all floors in the building, except for level 1 for which you must use the stairs from the building lobby. If you are unable to use the stairs to the first floor please go to the reception desk and ask about alternative access.

Most floors are connected by bridges to the equivalent floors in the adjacent Roberts Building. This gives access to another set of lifts and stairs.

There are a number of important things to do during your first week:

• Enrol officially with UCL.  This is the formal Enrolment with UCL and will enable you to obtain your UCL Student Identity Card (ID card) and password for the main computing accounts.
• If coming at the start of the new academic year you will be directed to the enrolment session at a particular time specified in your Opening of Session documentation.  Come to the main gates of UCL in Gower Street and follow the signs to find the locatio.
• Students enrolling at other times of the year should make their way to the Student Centre (Chadwick Building, see grid reference C2 on this map) to complete registration. 
• Sign up with the department – meet the Postgraduate Administrator, the Facilities Manager, and the Safety Officer.
• Attend Welcome and Introductory events (September start only) - e.g. the Department Graduate Tutor's Welcome and the Graduate School Welcome (also available in January):
• If starting in September, consult the information that has been forwarded to you to find out about Induction Week events (you will be given a full timetable of the introductory events when you sign up with the department).
• Students beginning at other times of the year should speak to the Postgraduate Administrator about any relevant events that may be taking place for new students when they arrive.
• Arrange your Computer Science email account (you should have arranged your UCL one when picking up your ID card and completing enrolment). 
• Spend some time looking round UCL.

The departmental Safety Officer is Dave Twisleton (email d.twisleton@cs.ucl.ac.uk, x33667). Safety problems may be notified to him via electronic mail or via the helpdesk.  In particular, report fire doors that do not close properly, blocked fire exits, misplaced fire extinguishers and any other safety hazards. In the case of urgent safety problems the assistance of any member of staff should be sought.

The UCL emergency phone number is 222 (do not confuse with the UK national emergency number 999). Phones are located in all teaching rooms, labs, offices and in most corridors. Dialing 222 is the quickest way to get help in the event of an emergency. If possible give your location; the Department of Computer Science is in the Malet Place Engineering Building. The porters' lodge at the front gate is continually staffed if no other help can be obtained. The porter's office at the entrance to the Roberts Building next door is also staffed until 20:00.

Simple first-aid, and items such as sticking plasters, can be obtained via the 5^th floor reception desk or the helpdesk on the 4^th floor. The departmental staff who are trainied in First Aid are Tracy Williams.

Note that UCL has its own internal phone system, which is why 222 is used as the emergency number. Where you see a phone number like x12345 in this document, it refers to an internal phone number. Just dial the number given in order to make a call (don't try to dial the x!)

3.1 Emergency Exits

Emergency exits and escape routes are marked by green signs with white arrows and lettering. If the fire alarm rings leave the building by the nearest emergency exit route and do NOT use the lifts. Do not simply head for the main entrance if there is a closer emergency exit. Open any emergency exit doors necessary (push the opening bar). Note that you can cross the bridges into the Roberts building as well as use the stairs in the MPEB - this may well be a quicker way of exiting the building safely.

3.2 Fire Alarms

If you discover a fire raise the alarm using the nearest fire alarm button (small red box on the wall, break the glass to push the button). Then immediately leave the building via the nearest emergency exit. Do NOT attempt to fight the fire yourself.

Evacuate the building calmly but quickly, making sure all fire doors are closed after you pass through (and no one else is following).  Do NOT stop to collect personal possessions, do NOT use the lift.  Once outside, move away from the building and go to the official assembly point, which is at the South Junction - turn left when exiting the building from the main entrance and go past the DMS Watson library and through the tunnel.  Do NOT stand by the building.

Fire marshals wearing yellow safety vests will be on hand to assist with the evacuation. The rooms on each floor should be checked by a fire marshal but this may not always be possible. Follow their instructions and inform them if you believe someone has been left behind or may be trapped. It is up to you to act responsibly, so under no circumstances remain in the building. You must go to the assembly point, so that you can be accounted for if reported missing.

Do not return to the building until you have been told it is safe to do so. The fire alarm may stop ringing but you are not permitted to re-enter the building until the UCL fire officer or safety officer gives permission.

3.3 Security

UCL is in a central London location so security has to be taken seriously. Please make sure that doors with swipe-card or automatic locks are properly closed. Use the emergency phone (222) to report any suspicious behaviour. Make sure that you keep personal possessions safe, especially mobile phones and laptop computers.

3.4 Access to the department

Research students have access to the department every day of the week from 7am to 11pm.  We believe that these hours provide students with adequate time in which to work.  Should you need to access the department’s facilities outside of these times you should speak to the Department Facilities Manager, JJ Giwa (5.25, x33669) and we will endeavour to come to a temporary arrangement.

Please remember that you are required to keep your identity card with you and displayed at all times, even in normal working hours.  In the interests of personal safety, you should also always try to work in a room with other students if you are working out of hours and try to avoid being left in the building on your own.

In an emergency, dial 222 on any telephone.  All emergency services, together with UCL security can be contacted in this way.  Please be sure to inform the Department’s Facilities Manager and Safety Officer if you suffer from a condition such as epilepsy that might cause particular problems.

The department aims to provide new PhD students with an existing machine when they first arrive, until their requirements are clear.  For students whose equipment is not covered by Research Council, project grant, or other funding source, the Department of Computer Science will also fund a new workstation. 

This purchase has to be firstly discussed with a student's supervisor & the Graduate Tutor (all research students will only get bought equipment once).  Once agreed, the primary supervisor should send their specifications to the CS Technical Support Group by emailing request@cs.ucl.ac.uk (cc to the Graduate Tutor - a.hunter@cs.ucl.ac.uk & Postgraduate Administrators, postgradadmin@cs.ucl.ac.uk), who will provide a quote and organise the purchase.

Otherwise, all students have access to computers from two sources: the CS department and Information Systems Division (ISD).  CS has its own computers and students are normally given an account on these systems.  The CS computers are mainly UNIX workstations  Additionally, ISD has a large pool of computers located in workrooms across the campus.  These are mainly PCs and are useful for running popular PC packages such as Microsoft Office. See http://www.ucl.ac.uk/isd/students/workrooms/locations for details of locations and opening times.

4.1 CS Computer Accounts and Electronic Mail

For CS computer accounts register in the Department during the first week (see the first week timetable for precise location and timings).  CS computers and the UCL computer facilities both provide efficient electronic mail (e-mail) systems.  E-mail will be our main means of written communication so you must read your e-mail regularly, preferably every day.

It is very important that you set up your CS email account and check it regularly, use it as your main account or have messages sent to this account forwarded to your main email address.  Important notifications are sent out to students and staff on our mailing lists and it is the CS email addresses to which these messages are sent.  It is your responsibility to ensure this is set up and your responsibility to engage with messages sent to this account.

E-mail makes communication easy and convenient but must be used sensibly.  In particular, beware of electronic mailing lists that make it very easy to send a message to a large group of people.  The people who receive your message will find electronic junk mail at least as irritating as they do the paper sort.  Think very carefully therefore before sending mail to a list and be sure that your message really is of interest to everyone who will receive it.  If you misuse the e-mail facilities you run the risk of having your computer account disabled.

In addition, the power and immediacy of e-mail also occasionally seems to stimulate some people to send the sort of abusive messages that they would never dare deliver face-to-face.  Again, the Department will not tolerate such anti-social usage of the e-mail system.

4.2 IS Computer Accounts

All new students will be pre-registered with automatically generated passwords that will be printed on folded and sealed Computer Registration Slips, these will be issued at enrolment.  

However, should you miss gaining your password at enrolment there will also be another opportunity, for ISD computer accounts; go to the helpdesk on the ground floor of the DMS Watson Library building during the first two weeks of term.  The DMS Watson Library building is the next block along, on the right hand side as you face this building.  For access you will need your Student ID.

4.3 Conditions of Computer Use

When you register for an account on Departmental Computers, you will be given a copy of the "Conditions of Use".  You will also be required to sign a copy.  Please read these conditions carefully, as they are very important.  Any breach of these conditions will be treated seriously, and offenders may be subject to Departmental and/or UCL disciplinary procedures.

Examples of unacceptable use include the following, but please note this list is NOT exhaustive.

• possession or use of software intended to subvert the security of any computer system, or seek vulnerabilities (e.g., "portscanners").
• possession or use of software intended to compromise any user's password or system password.
• possession or use of software intended to intercept network traffic.
• possession or use of software which has been obtained illegally or in breach of any licence agreement.
• use or attempted use of any other user's account (with or without their permission), or allowing any other person to access your own account.
• sending electronic mail that may cause offence or nuisance, or mail in conjunction with commercial activities.
• possession, propagation or display of any material likely to cause offence (e.g., pornographic, racist or sexist text or images).
• the use of P2P software, or any software that causes unacceptable loads on the network.

There are separate but similar conditions for use of main UCL computers.  Users are at all times bound by both sets of regulations.

Please note that the ultimate penalty that can be (and has been) applied for misuse of computing facilities is permanent dismissal from UCL.

4.4 Faulty Equipment etc.

Faults in computer equipment are usually best handled via e-mail but you can also visit the helpdesk in on the 4th floor. In most cases a message should be sent to request@cs.ucl.ac.uk.  Faults in the fabric of the building should be sent to building-faults@cs.ucl.ac.uk.  If the fault occurs in a specific piece of research equipment belonging to the group with whom you are doing a project, you should inform members of the group and group leader.

4.5 Computer Labs

There are a number of computer labs in the building on the 1st and 4th floors, which are exclusively available for use by students of the CS Department.  In general you are free to use any machine in any lab but note that some will be marked for special use and certain groups of students have priority use of these machines.

You should note:

• Labs are quiet areas, like a library — please be considerate to other users. 
• Eating or drinking is NOT ALLOWED in any of the labs at any time.
• For security reasons, labs are monitored by CCTV.

Please see http://tsg.cs.ucl.ac.uk/services/ for details of the services available.

4.6 Using your Laptop in a Lab

You may use your own laptop in the labs and can connect to the network at allocated network points (marked clearly in yellow) in the labs. Do not use any other sockets or unplug network cables to use a socket. To connect, your laptop needs an ethernet port and be set up with an IP address. Most laptops have a built-in ethernet port, if not you will need to buy an ethernet card (PCMCIA or PCcard). To get an IP address and other configuration information visit the helpdesk. A check will be made that your laptop is not infected with any viruses. Free anti-virus software is available.

Details can be found at: http://tsg.cs.ucl.ac.uk/basics/connectivity/connecting_your_laptop/

The use of P2P software is strictly prohibited. Laptops must not be used to download any material in contravention of licensing or copyright rules. Copyright must always be respected.

4.7 The Helpdesk

For information, advice, and assistance please contact the CS Helpdesk.  You can do this in one of 3 ways:

• go in person to the helpdesk room on the 4th floor,
• or send an email to request@cs.ucl.ac.uk,
• or telephone extension x37280.

(or call the mobile from an internal phone using "#6439" if you cannot find a member of staff or if it is urgent, e.g., dripping water, electrical fault, etc.)

The Helpdesk is staffed from 9.30am-5pm, Monday-Friday, although staff may temporarily be away from the helpdesk if they are attending to a problem elsewhere.  A note to indicate this will normally be written on the whiteboard on the door.

4.8 Frequently Asked Questions (FAQs)

For technical support see the Department's Technical Support Group pages as well as for information about other facilities, and additional guides to setting up and using the department's technical facilities, software etc:

• Local tools under Unix (and DOS/Windows); X, text editors (emacs, jove, vi), document preparation (psroff, TeX, LaTeXe, FrameMaker, Word, WordPerfect), electronic mail, bulletin boards (especially Internet);
• Access to UCL ISD facilities; 
• Departmental document series;
• Other local facilities.

There may be a simple and quick answer to your question.  Please see: http://tsg.cs.ucl.ac.uk/index/.  If you cannot find the answer to your question or still have problems please contact the Helpdesk.

4.9 Working with PCs

If you have access to a PC at home or in halls you may need advice as to how best to use it in conjunction with the CS workstations.  Dr. Graham Roberts (Departmental Tutor, room 5.07a, email g.roberts@cs.ucl.ac.uk) is the "PC enabler" and will probably be able to help.  However, if you have more general questions about PCs these should be directed to the IS helpdesk and not to Graham.

In general the department works well with few rules, but the following are important and failure to observe them will be taken seriously. The majority of rules and regulations concern assessment and the management and awarding of degrees. The rest are to ensure that the department and college operates as a fair and open community.

5.1 Smoking

Smoking is not allowed anywhere in the Department or building.  Furthermore, UCL policy prohibits smoking at all times in the public areas of all buildings. Do NOT smoke outside the building entrance or on the bridges between MPEB and the Roberts Building.

5.2 Food and drink

You must NOT bring food or drink into computer rooms or lecture theatres.  Accidents have happened in the past and have caused great inconvenience.  If you break the rules of the department and misuse the equipment you run the risk of having your account on the machines suspended for a time determined by the system manager.

5.3 Data Protection Act

UCL has a Data Protection Policy that deals with the rights and obligations of students under the general requirements of the Data Protection Act. This policy is published on the web pages of the Human Resources division. The policy requires the agreement of both staff and students that UCL should hold personal data about them for the purpose of administering their academic career. Under the Act an individual has the right to see any personal information held about them by the organisation and to stop information about them being published without their permission. Photographs of students are classed as personal data, as defined by the Act, and may not be displayed in a public place without the specific consent of the subject.

5.4 Paper Mail

Post received for you in CS will be collected at Reception on the 5th Floor and posted to your pigeon holes in the department common room.  You are discouraged from using the departmental address for general correspondence.  No goods may be sent to the department on your behalf.

5.5 ID cards

Security is important in an "open" building such as ours.  You must carry your UCL ID Card at all times to prove your current status.  Ideally, you should wear them so they are visible.  Anyone who cannot produce a valid ID card may be asked to leave the building.

To enter most buildings within the UCL campus, you must show your ID card, so it is important to carry it with you at all times. Your ID card also acts as your library card. If you lose your card, get a replacement as soon as possible by going to the Access security office in Andrew Huxley building (near the South Junction). You get one replacement for free but subsequent replacements cost £15 each. Avoid losing your card in the first place!

5.6 Certificates of Attendance

Students often need some official document to prove their student status — a "certificate of attendance". CS cannot supply these.  They must be obtained from the Registrar's offices. (Student Centre - Chadwick Building to the right hand side of the main UCL front gate).

There is a great deal of information for students on the main UCL website (http://www.ucl.ac.uk). A good starting point is http://www.ucl.ac.uk/current-students/.

6.1 The Department Graduate Tutor

The Graduate Tutor in the department looks after all aspects of research student welfare as well as progression, so if you have any problems or issues with the programme then do contact him to make an appointment to see him.

The current tutor is Prof. Anthony Hunter, room 6.03, email a.hunter@cs.ucl.ac.uk, phone 020 767 7295 (x37295). For minor issues or when Anthony is not available you can approach the Deputy Graduate Tutor (Brad Karp, room 7.06, b.karp@cs.ucl.ac.uk, phone 020 767 0406 or x30406 internally) or see the Postgraduate Administrator in room 5.22. The Administrator may be able to deal directly with your problem but should be able to tell you the best way to proceed.

As Graduate Tutor Anthony is responsible for ensuring the overall progression and successful completion of research students in the department, for duties related to the well-being of individual students, and for the implementation of departmental policies as they affect the body of research students as a whole. Some examples of typical matters dealt with by the Graduate Tutor are: advising on changes in supervision and on matters associated with registration and examination, chairing the department's Admissions Panels, and ensuring that assessments are organised on time. 

Visiting students should also contact Jens Krinke, room 5.06, email j.krinke@cs.ucl.ac.uk, phone +44 (0)20 7679 7754, (x37754), for guidance and help if any difficulties arise.

6.3 Equal Opportunity Issues

The Departmental Equal Opportunities Liaison Officers (DEOLO) are:

Lynette Hothi
JJ Giwa
Graham Roberts

These people:

• are the first point of contact for personal equal opportunities issues within your department;
• are a local resource within your department to whom staff and students can come for information and advice, distributing and drawing attention to new equality developments and legislative change and ensuring staff and students are conversant with UCL's EO policies and procedures;
• help the Head of Department with the implementation of UCLs Equal Opportunities Policies and practice at a departmental level;
• liaise with the Head of Department about implementation of equal opportunity good practice within the department and corporately;
• provide valuable feedback about equal opportunity implementation at a departmental level, on any specific issues, problems or successes within your department;
• are good listeners, with flexible, non judgemental attitudes to differing perspectives;
• will respect your confidentiality.

6.4 General Departmental Administration

The Reception Desk and Departmental office in room 5.25 deal with most issues to do with the day-to-day running of the department; JJ Giwa is in charge of the Departmental Office, and can be contacted on x37214.