Agenda & Topics

Session 0 – Student Leaders Social hosted by the Engineering Society at UCLA (ESUC)
Thursday (8/5), 5:30 – 6:00 P.M. PST (Optional)

Session 1 – Welcome & Introduction
Tuesday (8/3), 6:00 – 8:00 P.M. PST

• • Welcome by Richard Wesel, Associate Dean of Academic and Student Affairs
  • Affiliating your organization with UCLA Samueli Engineering, Wes Uehara, Engineering Student Organization Coordinator

Session 2 – Engineering Society at UCLA [ESUC]
Tuesday (8/8), 6:00 – 7:00 P.M. PST

• • Engineering Society at UCLA Welcome & Overview, Neha Kulkarni, ESUC President

Session 3 – UCLA Engineering Communications & Accessibility
Thursday (8/10), 6:00 – 7:00 P.M. PST

• • Communications and UCLA Engineering style-guide, Christine Lee, Assistant Dean, Chief Marketing Communications Officer

Session 4 – Finances, Funding, and External Affairs
Tuesday (8/15), 6:00 – 7:30 P.M. PST

• • External Affairs, Sarah Ramage, Senior Director, Development Operations
    
  • SPARK, Gustavo Callejas, Associate Director, Annual Giving
  • Engineering Alumni Association, Yue Du, Co-chair, Student Group Projects Committee

Session 5 – Corporate Affairs and UCLA Student Organizations
Thursday (8/17), 6:00 – 7:30 P.M. PST

• • UCLA Student Organizations, Leadership & Engagement (SOLE) responsibilities & resources, Orlando Luna, SOLE Advisor
  • Undergraduate Internship & Research Program, Industry Liaison Committee (ILC), Will Herrera, Director, UCLA Engineering Undergraduate Internship & Research Program

Session 6 – Room Reservations, Student Creativity Center (SCC), and Space Use Applications, Wes Uehara, Engineering Student Organization Coordinator
Thursday (8/24), 6:00 – 7:30 P.M. PST

• • Room Reservation Policy & Procedures
  • Student Creativity Center
  • Space Use applications

Session 7 – Equity, Diversity, and Inclusion (EDI) & Career Center
Thursday (8/31), 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
  • Career Center, Wendy Nix, Assistant Director, Undergraduate Career Education & Development

Session 8 – Lab & Space Safety training
Thursday (9/12), 6:00 – 8:00 P.M. PST

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

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

Affiliating with the School of Engineering

Wes Uehara, UCLA Engineering Student Organization Coordinator, wuehara@seas.ucla.edu

Session slides
Recording of presentation that includes Q&A

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.

Our Engineering Deans would like to focus our support and limited resources to student organizations that are affiliated with the UCLA Samueli School of Engineering and Applied Science.   Only affiliated organizations 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,
  • Consideration for the Student organization of the year competition.

Action Items:

• Please check the spreadsheet below to check your organization’s status on completing tasks to be ‘affiliated with the School of Engineering’.
• If you are NOT, please complete the necessary tasks.  You can find information on completing these tasks in the corresponding section of this website.

Tasks that should have been completed as of the Engineering Leadership Workshop in August 2023:

• • • • • 2022 – 2023 Student Organization Annual Report on behalf of your organization
        • Update the School of Engineering Student Organization Officer Contact List

Tasks completed after this presentation at the ELW:

• • • • • Must attend the Engineering Leadership Workshop, Lab & Space Safety Training & adhere to and uphold any policies identified in this training.
        • Complete your Faculty Advisor Agreement Form – due October 2, 2023 (see section below).
        • Complete your Lab & Space Safety Agreement Form.
        • Complete your EH&S Safety Inspection (all SCC organizations & organizations doing technical work)
        • Attend the Quarterly Student Leaders meeting with Associate Dean Wesel

The spreadsheet below will be updated throughout the academic year.  For additional questions about affiliating your organization with the School of Engineering, please email Wes Uehara, Engineering Student Organization Coordinator, at wuehara@seas.ucla.edu.

Required Engineering Faculty Advisor & Agreement Form

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.

Session slides

Action Items:

Once your organization identifies a faculty from the School of Engineering to advise your organization, please have them review and sign the Faculty Advisor Agreement form.  The deadline to submit your form is Monday, October 2, 2023. 

Here are the next steps:

• Fill out the form and collect the necessary signatures.  Please note, that you should include the information and signature for your Faculty Advisor’s Department Chair. Please inform your advisor that they should return the form to the organization leaders once it is signed.  The orgaization leaders will submit the form.  Any forms missing signatures will not be accepted. 
• Save your file as a .pdf with this file name: OrgName_FacultyAdvisorAgreement_2023.pdf. For example – BruinRobots_FacultyAdvisorAgreement_2023.pdf.
• Submit your file to our Google Form: https://forms.gle/ELQWpRhQwkSX3aq56 by Monday, October 2, 2023.

Student Organization Annual Report

Wes Uehara, UCLA Engineering Student Organization Coordinator

Session slides

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 Contact List (see below).  Completing the Annual Report is required to remain affiliated with the School of Engineering and benefiting from School resources. 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/.

Action items –

• Review the instructions on how to complete your Annual Report on the Student Organization Annual Report web page: https://www.seasoasa.ucla.edu/annual-student-organization-report-ucla-samueli-engineering-student-organization-leaders-resource-page/.
• Provide the link to the Part 2: Activities List Google form (https://forms.gle/ju5nQwGY1vwuzCg67) to your officers, project and team leads to collect this information through the year as they complete their programs, competitions, activities, events, etc. It will be easier than attempting to collect the information at the end of the year.

Contact List

Wes Uehara, UCLA Engineering Student Organization Coordinator

Session slides

• The Contact List for student organizations affiliated with the School of Engineering was created on MyEngineering in 2022 to manage officer and student leader contacts and to easily share that information with School administrators.
• The Contact List on MyEngineering is accessible to School administrators and does not rely on relaying information between student leaders and staff.
• The Contact List on MyEngineering will be used for all communications with your organization.
• We will ask your organizations to update the Contact List any time there is a change in leadership.  We will remind you to do this at our quarterly Student Leader’s Meeting with Associate Dean Wesel.

Action items – 

Before the start of Fall 2023

• Communicate with your organization & design teams to verify who will submit the Contact List on MyEngineering
• Add all officer titles for your organization to MyEngineering
• Add the names and contacts for each officer

Through AY 2023 – 2024

• Update the officer contacts in MyEngineering whenever there is a change in leadership
• Make sure the data owner (president or project lead) for your organization re-assigns the data owner when their tenure is over.

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.

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/

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

Orlando Luna, Advisor, Student Organizations, Leadership & Engagement

Presentation overview:

• Introductions
• About SOLE
• Signatory Role
• Event & Engagement Resources
• Q&A

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

Contact info:
SOLE contact: uclasole@ucla.edu
Orlando Luna: oluna@saonet.ucla.edu

Action items –

• Register your organization — begins the day after Labor Day to Friday the second week of fall quarter (info sent to signatories and will be on SOLE homepage when the form comes out)
• EAF information will be going out soon as well so be on the lookout
• One signatory MUST attend a signatory workshop during fall or winter workshop — registration and room reservation are conditional upon this requirement being met
• Days of SOLE
  • • Resources for new and incoming registered groups
    • Also have funding workshops, DEI workshops, new signatory workshop
• Charles E. Young Humanitarian Award
  • • Applications on MyUCLA
    • Apply Spring 2024
• Bruin Leaders Project– Two quarter leadership course with seminars, self-direct learning, etc
• Check out the Student Leader Toolkit (http://www.sole.ucla.edu/toolkit) and SOLE Resources page (https://sole.ucla.edu/resources) for more guidance, resources, and useful contacts and forms
• The earliest SOLE funding you can obtain has its deadline due Thursday of week 0
• On MyUCLA >> Campus Life >>Student Orgs >> Fund Requests: database of funding resources for student orgs

External Affairs & Spark

External Affairs topics:

• About UCLA Samueli External Affairs
• Identification: Who to Target
• Cultivation/Solicitation: Sponsorship Packets
• Solicitation: Ways of Giving
• Stewardship
• Gift Fees
• UCLA Gift Funds: Foundation vs. Regental Gift Funds
• FAQ about Foundation Funds
• Other Questions and Who to Contact

Spark Topics:

• What are Spark Campaigns?
• Why do a Spark Campaign?
• Spark Campaigns 2023-24: Important Dates to Remember

Action items (Specifically for Spark) –

• Link to Application
• Please plan on submitting your draft Spark application to our office, 15 to 30 days before the application due date.
• Submitting an application doesn’t guarantee you will be hosted by Spark (but working with our office definitely helps)!
• Identify two to five club members who can work on your club’s Spark Campaign
• Did your club have a successful Spark Campaign in the 2022-2023 academic year? You may be able to skip this year’s application!
• Spark Modules at the end of the quarter or during finals are not recommended for engineering clubs and organizations

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. For additional information, contact ucla.eaa.alumni.fund@gmail.com.

Action Items –

• Tuesday, October 3rd – Pre meeting where finalized dates and templates will be discussed and sent out
• Friday, October 6th – Formal Application Due
• Sunday, October 8th – Presentation date and time communicated
• 5:00 PM, Day prior to Presentation- Final presentation decks due
• Saturday, October 21st – In-Person Presentation Day

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/

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

Career Center

Wendy Nix, Assistant Director of Undergraduate Career, Education, and Development

Learn more about the services that the career center has to offer. These include career/internship fairs, weekly drop-ins for resume/cover letter feedback, and 24/7 digital resources. Visit https://career.ucla.edu/ for more information.

Bruin Card Access for Student Leaders

Wes Uehara, Engineering Student Organization Coordinator

Bruin Card Access for Student Organization Leaders slides

In Fall of 2022, Associate Dean Greg Pottie agreed to provide Bruin Card access to School of Engineering buildings to our Student Organization leaders.

With privileges come responsibility. The following policy and procedure was adopted:

Bruin Card Access to Engineering Buildings (Boelter Hall, Engineering 4, 5, & 6) for Student Organizations affiliated with the School of Engineering

Security and safety of all personnel within the HSSEAS are of paramount importance to the units within the building and campus.  Access to these buildings after designated hours is a privilege that can only be granted by designated campus officials (Department Chairs and Designated Managers for Non-academic units).

Bruin Card access will be available only as long as there are no issues related to having this privilege.  Student organization leaders should work together to ensure the safety of our community and to protect our buildings, rooms, equipment and property.

The President or Project Lead of each Student Organization or Project Team has the responsibility to identify the officers within their organization who should have Bruin Card Access to Engineering Buildings and to ensure understanding of the responsibilities of having this privilege.

Student Organizations or Project Teams assume responsibility for any damage, theft, or inappropriate activity that occurs in the School of Engineering as a result of their activities or negligence to adhere to the following responsibilities:

Responsibilities:

• Access is only for official organization business.
• Only officers that have Bruin Card access should open the facility. Please do not allow others to borrow your Bruin Card.
• Do not allow people into the buildings who are not participating in your organization’s activities.
• Do not prop exterior doors open. Please close any exterior door that is propped-open.
• Please report suspicious behavior or activity to Campus Police (310-825-1491) and inform Wes Uehara, wuehara@seas.ucla.edu and Associate Dean of Research & Physical Resources, Rob Candler, rcandler@g.ucla.edu.
• Report any damage to property to Anthony Redon, Logistics and Engineering Facilities Manager, aredon@seas.ucla.edu.
• Respect the facility – general guidance is that student orgs should take reasonable steps to prevent damage and to prevent theft.

Consequences for misuse – Student organization or project team may:

• Lose Bruin Card access privileges temporarily or permanently.
• Lose Room Reservation access for their events or activities temporarily or permanently.
• Be required to remedy a situation or pay for any damage associated with misuse.
• Be reported to the UC Police Department or Fire Department (as required).
• Lose Affiliation with the School of Engineering and its benefits and resources.

 Eligibility:

• Bruin Card access is only permitted for School of Engineering affiliated organizations.
• Access should be requested only for those officers with legitimate need to access the building after hours and to those you feel can adhere to the aforementioned responsibilities. We recommend:
  • Executive board of the student org (President, VPs, Treasurer, Secretary)*
  • Project team leads (one per project) (not the entire project team)*
  • *Officer or project lead must be on your contact list on MyEngineering to receive Bruin Card access.

Duration:  Requesting Bruin Card access will happen once a year.  Those who are authorized will have access until the end of the academic year in which the card access was granted or until the officer steps-down (whichever comes first).

 Action Items & Registration Process to Request Bruin Card access:

• President or Project leads should decide who gets Bruin Card access
  • The organization President should discuss with the Executive Board and Project Teams and create a list of officers that should have Bruin Card access.
  • Please have your myEngineering data owner verify that the people on the Bruin Card access list are included in the contact list on myEngineering.
• Training – review Bruin Card access to Engineering Buildings policy with officers
  • Communicate the responsibilities associated with having Bruin Card access privilege, potential consequences of misuse, and our collective goal of ensuring we continue to have this privilege.
• Bruin Card Access Request forms – have your officers complete the Bruin Card Access Request form and return them to the President or Project Lead.
  • The President or Project Lead should then take all forms to their Faculty Advisor and their Faculty Advisor’s Department chair for their signatures.
  • Once the forms have been signed, please compile them in one .pdf file and save them using this filename: NameOfOrganizationOrProjectTeam_BCforms_2024_2025.pdf. For example – BajaRacing_BCforms_2024_2025.pdf.
• Fill out your Bruin Card Access Google Sheet – you will need to submit the name, UID, officer title, major, and contact information for each officer you are requesting to have Bruin Card access to Engineering buildings. Here is how you will submit the information on your officers:
  • Download a copy of the Bruin Card access Google sheet: https://docs.google.com/spreadsheets/d/1hB07hEYaz8zYVFEwhBoOGie43vy5kP10bpuJkxT87bo/copy. Please do NOT change the formatting of the template when adding information to your file.
  • Fill out the spreadsheet with the information of each officer being granted access.
  • Save the file as a .xlsx file with the filename: OrgName_BCsheet_2024_2025.xlsx For example, ESUC_BCsheet_2024_2025.xlsx
• Submitting your files – the President of your organization will receive an email from ESUC inviting them to submit their: a) Bruin Card access Google Sheet and b) the signed Bruin Card Access Request forms through this Google form: https://forms.gle/3HjmqT9NEjf7AHjR8.
• Final approval & activation – Once your forms are submitted, they will be reviewed by Wes Uehara, the Engineering Student Organization Coordinator, and sent to Marlon Williams to activate your access. An email will be sent to officers that have Bruin Card access once the registration is complete.

Deadline: Friday, May 24, 2024 (week 8).  Organizations that miss this deadline will need to wait until the end of summer.

Requesting Space in the School for your Organization

Wes Uehara, Engineering Student Organization Coordinator

Student Creativity Center

Wes Uehara, Engineering Student Organization Coordinator

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/

Action items – 

• 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 Monday, October 2, 2023.
• Reminder – Please make sure your officers, lab manager, and project leads attend the Lab & Space Safety Training on September 12, 2023
• Schedule a walk-through of your space with your Faculty Advisors in preparation for Fall quarter EH&S Safety Inspections.
• Prepare your membership training for tools, equipment, chemicals, etc. that can potentially cause harm. 
• A quarterly in-person meeting will be held in
  • Fall 2023 on Thursday, October 19, 2023 from 6 – 7 PM in the SCC (Boelter 2760).
  • Winter 2024 on Thursday, January 4, 2024 from 6 – 7 PM in the SCC (Boelter 2760)
  • Spring 2024 on Thursday, April 4, 2024 from 6 – 7 PM in the SCC (Boelter 2760)

Lab Safety & Resources for Technical Projects

Anthony Redon (Engineering Facilities Manager), Estrella Saucedo (Safety Specialist), Wes Uehara (Engineering Student Organization Coordinator)

‘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/.

Mail & Shipping

Anthony Redon, Engineering Logistics & Building Services Manager

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

Resources for Mental Health and Wellness

UCLA offers several resources regarding mental health and wellness. Refer to the links below for more information about our CAPS center and Case Management Services: 

• CAPS: https://counseling.ucla.edu/
• Case Management Services: https://studentincrisis.ucla.edu/