Agenda & Topics

Session 0 – Student Leaders Social hosted by the Engineering Society at UCLA (ESUC) – Thursday (8/4), 6:00 – 7:30 P.M. PST (Optional)

Session 1 – Welcome & Introduction – Tuesday (8/9), 6:00 – 8:00 P.M. PST

• • Welcome by Richard Wesel, Associate Dean of Academic and Student Affairs
  • Engineering Society at UCLA Welcome & Overview, Emika Saito, ESUC President
  • Affiliating your organization with UCLA Samueli Engineering, Wes Uehara, Engineering Student Organization Coordinator

Session 2 – COVID-19 Safety, Room Reservations, & Space Use by Student Organizations, Mail & Shipping – Thursday (8/11), 6:00 – 7:30 P.M. PST

• • COVID-19 Safety & Campus Policies, Christine Lee, Assistant Dean, Chief Marketing Communications Officer
  • Room Reseravations & Space Use Applications, Wes Uehara, Engineering Student Organization Coordinator
  • Mail & Shipping, Anthony Redon, Logistics & Building Services Manager

Session 3 – Student Organizations, Leadership, and Engagement (SOLE) and Communications – Tuesday (8/16), 6:00 – 7:30 P.M. PST

• • UCLA Student Organizations, Leadership & Engagement (SOLE) responsibilities & resources, Orlando Luna, SOLE Advisor
  • Communications and UCLA Engineering style-guide, Christine Lee, Assistant Dean, Chief Marketing Communications Officer

Session 4 – Finances, Funding, and Making Purchases – Thursday (8/18), 6:00 – 7:30 P.M. PST

• • Finances & funding, Nathan Landay, Associate Director of Development, Corporate and Foundation Relations
  • Engineering Alumni Association, Yue Du, Co-chair, Student Group Projects Committee
  • Making purchases and submitting reimbursements, Marlon Williams, Office Lead, UCLA Engineering Logistics and Materiel Management

Session 5 – Corporate Affairs – Tuesday (8/23), 6:00 – 7:30 P.M. PST

• • UCLA Career Center resources, Danit Havton, Assistant Director, Career Education and Development (Engineering), UCLA Career Center
  • Undergraduate Internship & Research Program, Industry Liaison Committe (ILC), Will Herrera, Director, UCLA Engineering Undergraduate Internship & Research Program

Session 6 – Equity, Diversity, and Inclusion (EDI) & UCLA Resilience in Your Student Experience (RISE) – Thursday (8/25), 6:00 – 7:30 P.M. PST

• • UCLA Engineering Equity, Diversity, and Inclusion progress and initiatives, Veronica Santos, Associate Dean of Equity, Diversity, and Inclusion and Faculty Affairs
  • UCLA Resilience in Your Student Experience – postponed

Session 7 – Lab & Space Safety training – Thursday (9/9), 6:00 – 8:00 P.M. PST

• • Wes Uehara, UCLA Engineering Student Organization Coordinator
  • Estrella Saucedo, Safety Specialist, Safety & Compliance, UCLA Environment, Health, & Safety

Session slides:
Welcome by Associate Dean Richard Wesel slides

Presented at ELW Session 1 – Welcome & Introduction – Tuesday (8/9), 6:00 – 8:00 P.M. PST

Welcome by Associate Dean Richard Wesel slides

For additional questions about your role as a student leader of an Engineering Student Organization, please email Associate Dean Richard Wesel at wesel@ucla.edu

Presented at ELW Session 1 – Welcome & Introduction – Tuesday (8/9), 6:00 – 8:00 P.M. PST

ESUC session slides

The Engineering Society at UCLA (ESUC) is an umbrella organization that facilitates communication and events between the engineering student body and the UCLA School of Engineering.  Please follow this link to find out more about ESUC and what we do. In addition to our formal programs, there are a host of resources and opportunities organized by ESUC as well as some responsibilities that come along with them.

All engineering orgs are recommended to have their officers join the UCLA Engineering Orgs Slack workspace: ucla-engr-orgs.slack.com. If you don’t have access, send an email to esuc.ucla.president@gmail.com.

Affiliating with the School of Engineering

Wes Uehara, UCLA Engineering Student Organization Coordinator

Presented at ELW Session 1 – Welcome & Introduction – Tuesday (8/9), 6:00 – 8:00 P.M. PST

Session slides

In addition to registering your organization with campus Student Organizations Leadership and Engagement (SOLE) – https://sole.ucla.edu/organizations, student organizations should register your organization as an Affiliate of the School of Engineering.  Registering ensures that your organization is receiving important communication from the School about policies, events, and opportunities.  It also ensures that your organization is represented on School media like the Student Organization’s page on the School website.

Only student organizations that are affiliated with the UCLA Samueli School of Engineering and Applied Science are able to benefit from School resources, including:

• Applying for or utilizing space use in the School for your organization,
• Applying for funding from the UCLA Engineering Alumni Association,
• Utilizing School resources and meeting spaces,
• Being invited to participate in School-wide activities (EXCOMM, Student Leaders Meeting with Associate Dean Wesel, Engineering Welcome Day, Discover, etc.),
• Included on the School’s web page on Student Organizations,
• Apply for the Student Organization of the Year.

Eligibility to Affiliate with the School of Engineering:

• Must be currently active
• An organization that provides social, professional development, networking, training, and/or honors to your membership
• Has an executive board made up of 50% or more engineering students
• Has a membership consisting of 50% or more engineering students
• Must have a faculty advisor in the School of Engineering
• Must attend the Engineering Leadership Workshop and the quarterly Student Leadership Luncheon meetings with Associate Dean Richard Wesel
• Must maintain Officer and Faculty Advisor contacts on myEngineering.
• Must complete and submit an Annual Report (see Student Organization Annual Report section below)

For additional questions about affiliating your organization with the School of Engineering, please email Wes Uehara at wuehara@seas.ucla.edu.

Faculty Advisor Agreement

Greg Pottie, Associate Dean of Research and Physical Resources & Richard Wesel, Associate Dean of Academic and Student Affairs

All student organizations must have an engineering faculty advisor to remain affiliated with the School of Engineering.  In October 2022, a memo was sent by Associate Deans Greg Pottie and Richard Wesel communicating the Roles and Responsibilities of Faculty Advisors.  A copy of that memo can be found here.

Annual Report

Wes Uehara, UCLA Engineering Student Organization Coordinator

At the end of the academic year, student organizations and design teams will need to submit a Student Organization Annual Report to remain affiliated with the School of Engineering.  This report will be your way of communicating all the wonderful things you do to the School of Engineering administration and Departments. Reporting on your activities and their impact on UCLA Engineering and campus communities will enable us to better highlight and share your stories with the world!

The Annual Report will enable the School and world to visualize the impact of all affiliated student organizations collectively.  The report will also generate the Student Organization Directory which will authorize your organization to gain access to School resources like meeting rooms and funding applications from the Engineering Alumni Association.  Information will be used to update media such as the School’s Student Organizations web page.  Finally, completing your Annual Report submits you for ESUC’s Student Organization of the Year award!

For more information and instructions on how to complete your Annual Report, visit our Student Organization Annual Report web page: https://www.seasoasa.ucla.edu/annual-student-organization-report-ucla-samueli-engineering-student-organization-leaders-resource-page/.

Contact List

Wes Uehara, UCLA Engineering Student Organization Coordinator

We need accurate contact information for your officers and project leads.  UCLA Engineering administration, faculty, and staff will use this resource to communicate important information with student organization leaders. Your organization is responsible for updating this contact list.  Please review this quarterly and make sure that your new officers are added after elections. 

COVID-19 Safety

Christine Lee, Assistant Dean, Chief Marketing Communications Officer

Presented at ELW Session 2 – COVID-19 Safety, Room Reservations, & Space Use by Student Organizations, Mail & Shipping – Thursday (8/11), 6:00 – 7:30 P.M. PST

COVID-19 Session slides

As student leaders, we have a responsibility to uphold Campus policy as related to COVID-19 and to model and encourage responsible behavior to keep our community safe.  Policies and procedures are being updated as we learn more about the virus, its impact on our world, and as new State of California mandates on public health are established.  Students can keep abreast of the latest information through these campus websites*:

• UCLA Samueli COVID-19 Information – https://samueli.ucla.edu/ucla-samueli-covid-19-information-2/
• UCLA COVID-19 Resources page (there is an ‘Information For Students’ tab on the site) – https://covid-19.ucla.edu/
• Bruin Safe Online – Real-time updates from UCLA campus – https://www.bso.ucla.edu/
• UCLA Return to Campus – https://covid-19.ucla.edu/ucla-return-to-campus/

*The list of websites was updated on August 12, 2021.  For any additional questions, please email Christine Lee at clee@seas.ucla.edu.

Room Reservations for Events & Activities

Wes Uehara, Engineering Student Organization Coordinator

Presented at ELW Session 2 – COVID-19 Safety, Room Reservations, & Space Use by Student Organizations, Mail & Shipping – Thursday (8/11), 6:00 – 7:30 P.M. PST

Room Reservations session slides

Student organizations should follow the guidelines in the UCLA Samueli Engineering Policy on Reserving Rooms for Student Organizations which stipulate that requests for rooms reservations should made to Campus Events for a General Assignment classroom first.  If a request cannot be accommodated then organizations should reach out to the Engineering Departments to see if a room they manage is available.  Finally, if a room reservation cannot be identified, then a request can be made to reserve a room managed by the School.  For more information, please look at the information provided below on Space Resources.

Additional things to know:

• There is no centralized room reservation process for campus.
• Each meeting room has its own point of contact and reservation process.
• Rooms may be prioritized for a specific purpose.
• May have varying dates on when you are able to request a reservation.
• Some have fees to reserve.

Space Resources:

Requesting Space in the School for your Organization

Wes Uehara, Engineering Student Organization Coordinator

Student Creativity Center

Wes Uehara, Engineering Student Organization Coordinator

Presented at ELW Session 2 – COVID-19 Safety, Room Reservations, & Space Use by Student Organizations, Mail & Shipping – Thursday (8/11), 6:00 – 7:30 P.M. PST

Session slides

Student Creativity Center purpose: Technological Sandbox: a place for our community to create, design, re-engineer devices and gadgets of their own imagination.

• Academic year – Student organizations who are engaged in technical design work.
• Summer – Formal school outreach activities and programs, including Engineering 96 & Bridge programs

Student Creativity Center website: https://www.seasoasa.ucla.edu/student-creativity-center/

Instructions for 2022 – 2023 SCC Tenants

• Fall cleaning – get rid of things you don’t need.
• Notify your membership that all items in the 2nd Floor Boelter Hall courtyard, 2730 meeting space, and outside any SCC
  room will be thrown out on September 26, 2022.
• Inventory your SCC Furnishings – SCC tenants are responsible for the replacement of furnishings. Please work together to account for SCC furnishings and to create a list of missing items. Inventory List – https://drive.google.com/file/d/1yxKEw-wLEMnR19q3Pop48mBH_sU7djDI/view?usp=sharing
• Reminder – Please make sure your officers, lab manager, and project leads attend the Lab & Space Safety Training on September 8, 2022.
• Schedule a walk-through of your space with your Faculty Advisors in preparation for Fall quarter EH&S Safety Inspections.
• An in-person meeting will be held on Wednesday, October 12, 2022 from 5 – 6PM in the SCC (Boelter 2760).

Mail & Shipping

Anthony Redon, Engineering Logistics & Building Services Manager

Presented at ELW Session 2 – COVID-19 Safety, Room Reservations, & Space Use by Student Organizations, Mail & Shipping – Thursday (8/11), 6:00 – 7:30 P.M. PST

Logistics & Facilities Team

Anthony Redon – Engineering Logistics and Facilities Manager
Staff-pending – Logistics Center – Engineering IV loading dock is the location where shipment can be picked-up once it is received.
Dan & VInce – Please submit a Materials Service Request (MSR) if you need equipment secured for earthquake safety or help moving heavy equipment – https://www.seasbldgsrv.ucla.edu/msr/
Marlon Williams (marlonw@seas.ucla.edu) – located in Boelter 3713.  He manages keys for the School.

Transportation (Car Rental & Bus Charter Services)

Wes Uehara, Engineering Student Organization Coordinator

UCLA offers several transportation services for a fee.  These services offer direct billing using campus recharge & insurance.  Please read through the policies for specific details.  Services include:

1. Bus/Van Charter Services – https://transportation.ucla.edu/getting-around-campus/bruinbus
2. BruinCar rental service – https://transportation.ucla.edu/campus-vehicle-services/bruincar

To reserve:

1. Department organizations – please contact your Department purchaser/contact (see above)
2. School-wide organization – please contact Wes Uehara, wuehara@seas.ucla.edu

Campus Policies

Student Organizations, Leadership, & Engagement (SOLE) & UCLA Trademarks

Orlando Luna, Advisor, Student Organizations, Leadership & Engagement

Presentation overview

1. Introduction
2. About SOLE
3. Signatories
4. Event Planning
5. Funding Sources
6. Resources

SOLE website: https://www.sole.ucla.edu/

SOLE Slides

For any additional questions, please email Orlando Luna at oluna@saonet.ucla.edu.

UCLA Trademarks – using the UCLA logo & branding

The online portal was instituted in November 2018 and more than 4,500 requests have been processed since that time. Along the way, we have made system and process modifications to help expedite the process. Below are a few resources to help you to use the UCLA Marks consistent with UCLA Policy 110 and ensure determinations occur as quickly as possible.

• Tips for faster processing
• Ordering branded consumer products
• Design guidelines

If you have any questions, please email adminvc@ucla.edu.

Additional information:

• UCLA Policy 110: Use of the University’s Names, Seals, and Trademarks sets forth when the marks may be included and pre-authorize many common uses. Please spend a few minutes familiarizing yourself with the permitted, restricted, and prohibited uses of the UCLA Marks

• UCLA Brand Guidelines provide detailed instructions about how to use logos, colors, and typography. The guidelines also provide useful templates and tips to help you apply the brand in a variety of formats. As UCLA Policy 110 stipulates that every use of a UCLA Mark must follow the UCLA Brand Guidelines, it is important to make use of this vital resource.
• Requests to use the UCLA Marks are processed online at www.marks.ucla.edu. Whether you are custom-designing t-shirts with UCLA Marks, co-branding a new initiative, or printing a sponsor’s logo on promotional material, the online portal will help you to navigate policy provisions and obtain the proper permissions.
• UC Trademark Licensing Code of Conduct sets out minimum standards for goods bearing the UCLA Marks, which must be produced under fair, safe, and humane working conditions. It is the responsibility of all UCLA employees and students ordering goods bearing UCLA Marks (including names of University departments) to use only authorized UCLA licensees.

Communications

Christine Lee, Executive Director of Communications

Presentation topics:

1. Overview of UCLA Engineering Communications
2. UCLA Engineering Style Guide and use of UCLA Engineering Logo
3. UCLA Engineering Social Media channels
4. How organizations can share highlights with communications
5. Website guidance – make sure events are front and center.

If you would like to have the Office of Communications share an achievement, project, or something else that your org has accomplished, fill out the project form here. The following are topics that the Office of Communications is most interested in:

• Remote learning in the middle of a global pandemic (best practices)
• Major events/activities
• Accomplishments/national awards
• Inspirational stories

Additionally, the Office of Communications would like to remind all student orgs that websites should be made in compliance with the Samueli Website Guidelines.

The Office of Communications would like to build a sustainable pipeline and reach out to high schoolers, especially those in underserved communities. If you would like to get involved in the new initiative of encouraging these students to apply to UCLA, please submit a video following the detailed instructions that can be found on this following form: https://forms.gle/J4pr4Y2jqrdxpDFLA.

Important links & List of Resources

• Facebook – https://www.facebook.com/UCLASamueli/
• Twitter – https://twitter.com/UCLAEngineering
• LinkedIn – https://www.linkedin.com/company/uclaengineering/
• Instagram – https://www.instagram.com/ucla_engineering/
• YouTube – https://www.youtube.com/user/UCLAengineering

Communications Slides

For any additional questions, please email Christine Lee at clee@seas.ucla.edu.

Accessibility

It’s important to keep accessibility in mind when designing documents, PDFs, PowerPoints, and Websites.

To help ensure resources are ADA compliant, several resources have been compiled for your use:

Click here for resources from the Office of Information Technology’s Disabilities & Computing Program, which includes information about how to make documents accessible

Click here for resources on website accessibility (access using UCLA VPN). This page includes useful information on electronic tools and accessibility and provides links to tools your organization can use to ensure your online resources can be used by those who are blind, visually impaired, or have slow internet connections.

External Affairs & Spark

External Affairs

Nathan Landay, Associate Director of Development

Presentation topics:

1. About UCLA Samueli External Affairs
2. Terms to Know
3. Bank Accounts: Off Campus vs. On Campus
4. On Campus Banking: Foundation vs. Regental Gift Funds
5. Fundraising Resources (make sure to see the section about EAA & SOLE)
6. Stewardship

Spark

Spark is used for crowdfunding UCLA projects.

This section shows you how to: 

• Tailor your message to attract the widest audience possible
• Ask people for money
• Make people care about what you’re doing and want to invest in you

External Affairs and SPARK Q&A

External Affairs Slides

Spark Slides

Development Team contacts
For any additional questions, please email Nathan Landay at nlanday@support.ucla.edu.

Engineering Alumni Association & Student Projects Fund

Yue Du

The mission of the UCLA Engineering Alumni Association is ‘To foster alumni participation in the UCLA Henry Samueli School of Engineering and Applied Science community and to enrich the engineering experience of its students.  In line with this mission, the EAA Student Project Fund was established in 1995 to provide engineering student groups with annual grants to support projects and competitions, as well as conventions, seminars, and workshops.

Each year, the EAA Student Fund evaluates more than 40 grant proposals and awards more than $20,000 in funding to student organizations, giving them the opportunity to thrive.  Every fall, student leaders are invited to a Funding Kickoff Meeting, where the application details are provided.

Engineering Alumni Association and Student Projects Fund Slides

For any additional questions, please contact ucla.eaa.alumni.fund@gmail.com.

Career Center

Danit Havton, Career Engagement Educator, Liaison to Samueli School of Engineering

Virtual services, events, and resources available through Handshake

1. Virtual career advising, virtual drop-in sessions, events & workshops, employer info sessions, on-campus recruiting, articles & digital resources
2. Handshake, vmock, Parker Dewey, Forage, Focus2, vault, GoingGlobal, interviewstream

Additionally, the Career Center resource page and their YouTube channel also provide up-to-date career advice

Important links:

• Handshake: https://ucla.joinhandshake.com/ 
• Career Center website: https://career.ucla.edu/
• YouTube channel: https://www.youtube.com/channel/UCWTJgobsH_VILFx7_e_SQrg

Career Center Slides

For any additional questions, please email Danit Havton at dhavton@career.ucla.edu.

Undergraduate Internship Program (UIP), Undergraduate Research Program (URP), and Industry Liaison Committee (ILC)

Will Herrera

The purpose of the Undergraduate Internship Program is to support and facilitate students to search for and secure their first industry internship.

Please visit the UIP website to learn more:

https://www.seasoasa.ucla.edu/uip/

The purpose of the Undergraduate Research Program is to support undergraduate students conducting research in communicating and publishing their work.

Please visit the UIP website to learn more:

https://www.seasoasa.ucla.edu/urp/

The purpose of the Industry Liaison Committee is to function as a place for collaboration between student organizations on major professional events like career fairs, sharing resources and best practices, and data tracking for the School of Engineering.

Please visit the ILC website to learn more:

https://www.seasoasa.ucla.edu/engineering-society-at-ucla-industry-liaison-committee/

UIP/URP/ILC Slides

For any additional questions, please email Will Herrera at williamh@hsseas.ucla.edu.

Equity, Diversity, and Inclusion

Veronica Santos, Associate Dean of Equity, Diversity, and Inclusion and Faculty Affairs

At UCLA, diversity is an indispensable element of academic excellence. The UCLA Samueli School of Engineering is committed to providing a more equitable, diverse, inclusive and nurturing learning environment. We strive to achieving a diverse student and faculty body, with programs designed to complement a rigorous engineering education for anyone with the talent and the desire to succeed. A population rich in diversity expands the range of knowledge, experiences and viewpoints, leading to innovative new solutions that otherwise wouldn’t be possible.

We encourage you to think about ways to address diversity, create inclusive spaces and communities for your membership. Please find more details and resources on the UCLA Samueli EDI website: https://samueli.ucla.edu/equity-diversity-and-inclusion/

EDI Slides

For any additional questions, please email Associate Dean Veronica Santos at vjsantos@ucla.edu.

Resilience in Your Student Experience (RISE)

Eboni Martin, Program Manager, Resilience In Your Student Experience Center

WHAT DOES THE RISE CENTER OFFER?

• • A wellness oasis on campus to recharge, relax, and replenish
  • Healing programs including mindfulness groups, drop-in spaces, and trauma-informed yoga
  • Mental health and well-being workshops, dialogue and discussion spaces
  • Virtual wellness kits and resources, including a Meditation Library
  • Consultation and outreach support for the campus community
  • One-on-one assessments of student wellness needs with Health & Well-Being Coordinators

UCLA Rise Center

• • Website: https://risecenter.ucla.edu/
  • Virtual Programs: https://risecenter.ucla.edu/virtual-library
  • Campus Mental Health Resources: https://risecenter.ucla.edu/resources

RISE Slides

Caring for Yourself While Caring for Others handout

For any additional questions, please contact Eboni Martin at emartin@caps.ucla.edu.

Lab Safety & Resources for Technical Projects

Lab & Space Safety

Wes Uehara, Community College Outreach Coordinator & Engineering Transfer Center Director
Alex Norris, EH&S Senior Safety Specialist

‘Be great leaders, keep everyone safe, and do no harm.’ All activities should start with consideration of the hazards involved in the activity and their impact on your team and our community.  As student leaders, we have a responsibility to understand and uphold campus and school policies that govern space use, safety, and what to do in the event of an emergency.

Please visit the Lab & Space Safety for UCLA Samueli Engineering Student Organizations website at the following link: https://www.seasoasa.ucla.edu/lab-safety/.

Lab & Space Safety Slides

For any additional questions, please check out the contact information listed in the footer of the aforementioned website.