Who should complete this form & when…

What organizations should submit an Annual Report?
All organizations that would like to be affiliated with the School of Engineering.

Large student organizations with multiple projects may consider submitting a separate report.  Keep in mind that this report also is your submission for the Student Organization of the Year competition.  We leave it up to your organization’s discretion on whether to submit as one large organization or to break up your teams. 

Who should complete the Annual Report?
It is the responsibility of the out-going President or Team Lead to submit the report.  We encourage officers to help their President or Team Lead to collect the information and draft content.  

Timeline
Friday, April 21, 2023 – Annual Report forms (part 1 & 2) go live
Monday, May 8, 2023 – Deadline to submit your Annual Report (part 1 & 2)

Annual report instructions

Student organizations will submit their Annual Report through 2 Google Forms that include:

1. Annual Report – part 1 (each organization should submit one form)
2. Annual Report – part 2: activities list (each organization should submit one form per activity, event, or initiative — see instructions below)

Before sitting down to submit your Annual Report forms please read through the instructions below and compile the data requested.

Instructions for Part 1

Submit 1 form per organization, design team, or project.

Section 1: Name of organization & verification of form submitter
The person submitting this form MUST be the out-going president, director, or team lead of your organization or team. This information will be used to authenticate the person submitting the form. 

• • Name of organization or project team
  • Acronym of organization (if any)
  • First name
  • Last name
  • Email
  • UID
  • Title of position

Section 2: Organization Information
This information will help us to create a directory of the student organizations’ campus space to add this information to the School’s Student Organization web page, to direct students and community members who want to learn more about or support your organization. Here is what you’ll be able to share:

• • Description of organization (1000 character limit)
  • Year your organization was established
  • Campus space (building, room #), storage and/or locker (if applicable)
  • Bulletin board # (if your organization has one)
  • Email address to be posted publicly on community websites
  • Website link
  • Social media links (Linktree, Facebook, Instagram, Twitter, YouTube)

Section 3: Officer Demographics
In order for your organization to be affiliated with the School of Engineering your officer board needs to be made up of at least 50% engineering students.  Please provide us with the:

• • # of officers
  • # of officers in each engineering major & # of officers from majors outside of engineering
  • # of officers that are transfer students & graduate students (not a requirement for affiliation)

Section 4: Member Demographics
In order to be affiliated with the School of Engineering your organization must provide support to engineering students. Please provide us with information about your members.  We want to know:

• • # of members
  • # of members in each engineering major & # of members from majors outside of engineering
  • # of members that are transfer students & graduate students (not a requirement for affiliation)

Section 5: Faculty Advisor
In order to be affiliated with the School of Engineering your organization must have an engineering faculty advisor. Please provide us with their name, department, and email address. There is a question that allows organizations to submit a 2nd faculty advisor.  If you do not have one, please leave that answer blank.

Section 6: Highlights Narrative (tell us your story)
This section provides organizations an opportunity to help others learn about what you do and the impact you make in the community. This information will be provided to the:

• • UCLA Engineering External Affairs & Development Team to be able to share with donors and industry partners. 
  • UCLA Communications Team so they can choose to highlight the cool and amazing things your organization does. 
    
  • Deans to understand what your organization does and how to better provide support.
  • Engineering Society at UCLA for consideration in the Student Organization of the Year competition.

Your organization will have up to 2000 characters (max) to tell us your story for each question below. You are not required to use all 2000 characters.  We encourage you to consider refining your responses to the questions in a word or text editor and copy and pasting your responses to the questions into the form when you are ready to submit it.  Additionally, in order to distribute the work, we encourage you to consider assigning an officer or appropriate member to draft responses to one of the questions.  

• • Impact on membership, UCLA Engineering, and/or the UCLA campus community
    • Question 1: How has your organization supported the professional, academic, and/or personal development of their membership?
    • Question 2: How has your organization improved the UCLA Engineering and/or UCLA campus community?
    • Question 3: What collaborations did your organization have with other engineering/ non-engineering communities, if any?

• • Equity, Diversity, and Inclusion (EDI), accessibility, and outreach efforts
    • Question 4: How has your organization pushed for equal, diverse, and inclusive environments?  What impact has this made?  Please indicate if your organization has an EDI chair or officer. 

• • Alumni & Industry Relations – summary on how the organization has created opportunities for their members to interact with alumni and industry. Please include the following:
    • Question 5: How has your organization interacted with members of industry?
    • Question 6: How did you communicate and/or engage with your donors?

• • Organizational Growth – we would like to hear about the growth of your organization in this reporting cycle and challenges your organization faced.
    • Question 7: How does your organization measure performance? How has your organization’s performance changed from the previous year to now?
    • Question 8: How has your organization gathered feedback from its members and what action has your organization taken to address this feedback?
    • Question 9: What future goals does your organization have for the upcoming year? 

Section 7: Competition Awards
Come-on.  We. Want. To. Know!  Tell us about your awards and recognition so we can share it with the world.  The information will be used to generate an annual report of the awards and recognition of our student organizations to share with the world.

Here is what we want to know:

• Name of competition or organization that made the award.
• Name of your organization or team that received the award.
• Name of the award.
• Summary of what the award was for.

Please add an entry for each award.  Organizations can add up to 20 awards. 

Section 8: Donor Information
Please share information on those that have donated to your organization.  This includes companies, alumni, foundations, people, etc.  It can include money, equipment, software, etc.  This information will help the School to know how our industry partners are supporting your organization and allow us to share our gratitude for their support.  Information we are looking for are as follows:

• Donor or company name, item or contribution, amount or estimated value, and purpose. Here is an example of a response: Digikey, Soldering stations, $275, IdeaHacks

Organizations can report up to 50 donations.

Section 9: Fundraising Sponsorship Packets
Please upload a file for your organization’s Sponsorship Packet that provides information on your organization’s fundraising needs for next year.  This information will be put into a portfolio and shared with our Development Team and our Engineering Departments so they can connect your organization with donors who are interested in supporting your activities.

Guidelines:

• Please create your Sponsorship Packet on 8.5″ x 11″ page dimensions, with 0.2″ page margins on all sides, in portrait format.  The portfolio will be printed on 8.5″ x 11″ sized paper in portrait format.   
• Save your file as one .pdf file with the file name studentorgname_sponsorpacket_2023.pdf. For example – acm_sponsorpacket_2023.pdf.  This will help us to organize the portfolio once we receive everyone’s file.
• Your Sponsorship Packet MUST include the name of your organization and point of contact (name and email).
• Here are some ideas of content you can include:
  • Summary of impact and why it’s important
  • Adding graphics so that donors can get a visual of your organization and what their contributions will support,
  • The amount you are fundraising or the items you are trying to acquire,
  • Sponsorship levels,
  • What donors will get in return for their contribution.

Section 10: Needed support & feedback to the School
This section provides an opportunity to give feedback to the School of Engineering so we may better support your organization.  Please note, this is NOT an opportunity to request funding for your organization.

• • Do you have any feedback or suggestions you would like to provide to the School? (2000 character limit)

Instructions for Part 2: Activities List

Submit one form per activity, event or initiative. Each organization will likely submit multiple forms.

Your organization will report on your activities, events and initiatives through the year by filling out the Student Organization Annual Report – part 2: list of activities.  This section will be reviewed by the School to understand your organization’s professional development, EDI, outreach, alumni and industry activities and what skills-workshops you offer.  It will also be used by judges of our Student Organization of the Year to understand your activities and impact.

Please report on all your:

• Professional Development activities, events, or initiatives,
• Equity, Diversity, and Inclusion activities, events, or initiatives,
• Outreach activities, events, or initiatives,
• Alumni or industry relations activities, events, or initiatives,
• Skills-workshops

Here is the information you will need: 

• • Title of activity, event or initiative. 
  • Type of activity, event, or initiative (see list above). Please do your best to select the one, most appropriate, type.
  • Date of activity or event (single date or range)
  • Community involved (membership, officers, alumni, industry, faculty, UCLA Engineering students, UCLA, broader community, etc.)
  • Number impacted or attendees (please include the name of company, group, school if they were involved)
  • Estimate on cost to run activity and fund source
  • Summary → 3 – 4 sentences summarizing the activity or event
  • Outcome summary

We encourage you to ask your committee chairs, project team leads, and officers to help you to collect this information and provide it to you to submit through the form.  Organizations will fill out this form for each of their activities.  If you have multiple activities then you will fill out this form multiple times.  For example, if your organization has 60 activities to report, then it will submit 60 forms. 

Links to Annual Report forms

• Student Organization Annual Report – part 1 (only one submission)
• Student Organization Annual Report – part 2: activities list (submit one form per activity – each organization should submit multiple forms)

Reminder: a) Your organization President, Director, or Project Lead should be completing these forms, b) you will need to access the form using your g.ucla.edu account.