COVID 19 – Message from the Deans to our Student Leaders

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 to 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 a ‘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

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For any additional questions, please email Associate Dean Bruce Dunn at bdunn@ucla.edu.

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.

Engineering Community Checklist

• The completion of activities on the Engineering Community Checklist is necessary to remain in good standing as an organization affiliated with the School of Engineering and earns your organization additional points in the Student Group of the Year awards.
• Please find the checklist here: https://tinyurl.com/eng-comm-list

Affiliating Your Organization with the School of Engineering

Registering your organizations ensures that you are receiving important information on events, resources, and policies from campus and the School of Engineering.  There are several steps to registering your organization:

Campus – Registering your organization with Student Organizations, Leadership, and Engagement (SOLE) makes your organization an official UCLA organization.  This allows you access to resources, such as room and facility reservations on campus and to request for funding.  Additionally, being registered with SOLE ensures you are receiving updates on resources and opportunities from campus.

Engineering – 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.

For more information on ESUC, please visit our website at www.esuc.ucla.edu. For additional questions about affiliating your organization with the School of Engineering, please email Wes Uehara at wuehara@seas.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/

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

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

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

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

1. • 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

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

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/

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-authorizes 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 the 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.

Purchasing & Reimbursements

Marlon Williams, Office Lead, UCLA Engineering Logistics and Materiel Management

The video provides specific instructions to school-wide organizations and general guidance to department organizations to handle their purchasing and reimbursement needs. We encourage the treasurer to schedule an appointment with the purchaser or manager to discuss purchasing, policies and procedures, and accounts at the start of the academic year.

Here are some quick guidelines (we encourage you to watch the video and meet with Marlon or your Department purchaser/manager to get specific details):

1. All purchases should be approved before purchase to ensure that it meets university guidelines.
2. Start the process early.  There are many offices who will have to help you process your purchase, ship your product, and get the shipment into your organization’s hands.  Additionally, you will need to be mindful of back-ordered products.
3. Use a Purchase Order (PO) to order from a UCLA approved vendor.
4. UCLA Approved Vendor list – http://staff.purchasing.ucla.edu/Portal/app/agreements/agreementsummary.aspx.  There are many approved vendors that are not listed on the UCLA Approved Vendor list.  Please contact Marlon or your Department purchaser/manager to inquire about additional approved vendors.  Examples of approved vendors frequently used by engineering include: All Electronics, DigiKey, SparkFun, CDWG, BHPhoto, Specialized Balsa, Robot Marketplace, Dominos Pizza.
5. Food purchases require a guest list and meeting agenda.
6. Keep original receipts.
7. DO NOT:
   • Purchase from a bidding vendor like eBay – you cannot be reimbursed for purchases made on a bidding vendor.
   • Submit purchase order requests or reimbursements late (2 weeks for PO requests and 1 week for reimbursements).
   • Take a picture of your invoice or receipt.  Make sure they are legible and must be in .pdf.

School-wide organizations should see Marlon for their purchasing and reimbursement needs. Department organizations should see their Department purchaser/manager.

Select your Department for information. (Please note that this information is in the process of being updated for the 2021-2022 school year)

Presentation Slides
UCLA Samueli Logistics and Materiel Management website: https://www.matserv.ucla.edu/ 

For any additional questions, please email Marlon Williams at marlonw@seas.ucla.edu

Addresses, Directions & Mail 

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.