Student Leaders Guide - UCLA Samueli School of Engineering and Applied Science

Greetings UCLA Samueli Engineering student organization leaders.  This website is a resource for leadership of the UCLA Samueli Engineering student organizations.  It includes helpful information on policies, procedures, and contacts with the School.  If you have any questions regarding the content of this website, please contact Neha Engineering Society at UCLA (ESUC) at or Wes Uehara, Engineering Student Organization Coordinator at  Please review content before sending us an email.  


If you find anything inaccurate on the website or you would like to add information you think would be helpful to other student leaders, please email Neha Kulkarni, ESUC President,

Annual Engineering Leadership Workshop (ELW)

The Engineering Leadership Workshop is a required annual event for leadership from engineering student organizations and design teams to learn about School of Engineering resources, opportunities, and policies.  All student organization officers, team, and project leaders should attend.  Attendance at the ELW sessions will be taken.

If you have any questions, please email Neha Kulkarni, President of the Engineering Society at UCLA (ESUC) at

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

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 Message to Student Leaders by Associate Dean Wesel

Richard Wesel, Associate Dean of Academic and Student Affairs

Recording of Welcome by Associate Dean Richard Wesel.
Recording of Q & A with Associate Dean Richard Wesel.
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

Engineering Society at UCLA (ESUC)

Neha Kulkarni, President, Engineering Society at UCLA
Presented at ELW Session 2 – Welcome & Introduction – Tuesday (8/8), 6:00 – 8:00 P.M. PST

Recording of presentation by Neha Kulkarni

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: If you don’t have access, send an email to



Equity, Diversity, and Inclusion

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

Recording of the presentation by Veronica Santos.

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:

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

Orlando Luna, Advisor, Student Organizations, Leadership & Engagement

Recording of the presentation by Orlando Luna.

Presentation overview:

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

SOLE website:

Contact info:
SOLE contact:
Orlando Luna:

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 ( and SOLE Resources page ( 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

Recording of the presentation by Sarah Ramage.

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) –

Module Deadline
Module 0: 7/1/2023 to 10/1/2023 Applications due: 6/6/2023 to 9/11/2023
Module 1: 10/17/2023 to 11/16/2023 Applications due: 9/15/2023
Module 2: 11/8/2023 to 12/8/2023 Applications due: 10/6/2023
Module 3: 12/5/2023 to 12/15/2023 Applications due: 11/3/2023
Module 4: 1/17/2024 to 2/16/2024 Applications due: 12/1/2023
Module 5: 3/1/2024 to 3/15/2024 Applications due: 1/26/2024
Module 6: 4/2/2024 to 5/2/2024 Applications due: 2/23/2024
Module 7: 4/30/2024 to 5/30/2024 Applications due: 3/22/2024
Module 8: 5/30/2024 to 6/30/2024 Applications due: 4/26/2024
  • 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

Recording of the presentation by Yue Du

Slides from EAA presentation

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


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

Recording of presentation by 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:

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:

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:


For any additional questions, please email Will Herrera at

Career Center

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


Recording of the presentation by Wendy Nix.

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 for more information.

Room Reservations for Events & Activities

Wes Uehara, Engineering Student Organization Coordinator

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:

  • Associate Dean Wesel works hard to advocate for resources for our student organizations.  Please help us to ensure we continue to have room use privileges by adhering to the room policies and cleaning up when you are done.
  • All student organizations should participate in the Classroom Lottery organized by Campus Events in week 7 of each quarter to request a General Assignment classroom for a weekly or 1-time event for the following quarter.  An email is sent to your SOLE signatory in week 5-6 of each quarter.  Once you miss this deadline you will NOT be able to request a meeting event until week 1 of the quarter.
  • There is no centralized room reservation process for campus.
  • Each meeting room has its own point of contact and reservation process.  Please give the room manager time to respond to your request – 1 week or more is advisable.
  • 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.
  • Consider building-access if you are hosting an event after hours or on weekends. Do NOT prop doors open. You will need to have someone stand at the exterior door to allow people into the building.
  • Many staff work hybrid (in-office/remote). Make sure you arrange a time to pick-up the key (if applicable).

Space Resources:


General Assignment Classroom - booked through Campus Events

Information on a General Assignment (GA) classroom:

  • UCLA has 190 General Assignment (GA) classrooms in 22 campus buildings.
  • Classrooms range in size from small seminar rooms with a capacity of 12 to large auditoria seating over 400.
  • The UCLA Events Office books events and student organization meetings. Details and photos of each classroom are maintained by the Center for the Advancement of Teaching(CAT).
  • Priority for UCLA courses.
  • Please review Weekly and General Classroom Meetings request guidelines, here:

Capacity and room type information on each GA classroom –

To see the technology available in each room, please visit the Center for the Advancement of Teaching (CAT) classroom search webpage:
There maybe a technology fee if you want to use a projector or PA in General Assignment classroom.

Instructions to request a General Assignment Classroom & the Classroom Lottery

The goal is to ensure all student organizations  have room accommodations for your events.  The School of Engineering does NOT have the resources to accommodate all room needs and we must rely on rooms controlled by Campus Events to help with the demand.  As such, all student organizations affiliated with the School of Engineering must request a General Assignment classroom before requesting a reservation in a room that is managed by the School or Engineering Department.  As such, we ask that all student organizations participate in the Classroom Lottery.

The quarter before your event – The Classroom Lottery provides an opportunity for student organizations to request a General Assignment classroom in the quarter before your event.  For example, the Classroom Lottery for rooms needed for events in Fall 2023 occurs in Spring of 2023 (the quarter before).  You will find the general process and timeline below.  Please keep in mind that instructions and deadlines will be provided in the email from Campus Events.  The following is provided to help you plan to participate:

  • Week 5 or 6 the quarter before your event – Campus Events sends out an email to your organization’s SOLE signatory (your must be registered with SOLE) about the Classroom Lottery with instructions.  Please keep in mind this is for General Assignment classrooms and not for rooms in Kereckhoff, Ackerman Union, or any other room that is managed by another Department.
  • Submit your request to participate in the Classroom Lottery by week 7. The form will be provided in the email.  If you miss this deadline you have ‘missed the boat’ and will have to wait until week 1 of the following quarter to make your request.  This will be particularly challenging for your weeks 1 and 2 events.  You will not have a location to plan for or market to your attendees. 
  • The day after the Classroom Lottery sign-up deadline, your organization should receive an email with the appointment date to schedule a classroom for a weekly meeting only.  You MUST attend this meeting or you will lose your ability to make a request.
  • Week 10 – organizations can submit a request for General Assignment classroom for a one-time weekday event in the following quarter.  If you miss this deadline you will need to wait until week 1 of the following quarter to make your request.
  • If you’d like to schedule a weekend event or outdoor area for Fall Quarter, speak with your SOLE Advisor first, then send your detailed request by email to Stacey Tate at for outdoor and Leah Corrado at for weekends.  

Instructions to Student Organizations to request a General Assignment classroom reservation starting week 1 of the quarter:

  • Campus Events starts taking reservation requests from Student Organizations in week 1 of each quarter.
  • Starting in week 1 (Monday, October 2, 2023), your SOLE designated signatory can complete the Meeting Room Request form:  The form is open for requests Monday -Friday, from 10:00am -2:00pm
  • Requests must be, at least, one week prior to the meeting date.
  • Reservation times start on the hour and end 10 minutes before the hour (ex. 6:00pm -7:50pm).
  • Requests can be made for reservations that last 2 hours max.
  • Please contact Campus Events if you have any questions or issues with submitting your request.

Navigating the Campus Events room reservation process helpful tidbits from other student leaders document. 

Managed by Engineering Departments

Once the Classroom Lottery organized by Campus Events is over and we have made accommodations to organizations that participated in the Lottery, we will open up room reservation requests in rooms managed by Engineering Departments.  Each Department maintains it’s own conference room and meeting spaces.  Each have their own reservation process and use guidelines.  Please find the complete list of available meeting spaces and their point of contact here:

Chemical Engineering,

  • 5531 Boelter Hall (10 – 12 seats)

Civil & Environmental Engineering –

  • 4275 Boelter Hall (25 – 30 seats)

Computer Science –

  • Conference Room 289 (50 seats)
  • Conference Room 364 (10)
  • Conference Room 366 (6)
  • Conference Room 372 (10)
  • Conference Room 389 (6)
  • Conference Room 464 (10)
  • Conference Room 466 (6)
  • Conference Room 472 (10)
  • Conference Room 489 (6)

Electrical & Computer Engineering –

  • ELLIOTT Room 53-135E Engineering IV Building (10 – 15 seats)
  • FARADAY Room 67-124 Engineering IV Building (30 – 35)
  • MAXWELL Room 57-124 Engineering IV Building (40)
  • TESLA Room 53-125 Engineering IV Building (40)

Mechanical & Aerospace Engineering 

  • 37-124 Engr IV (30 seats)
  • 38-138 Engr IV (70)
  • 47-124 Engr IV (40)
  • 48-121J Engr IV (6)

Materials Science & Engineering –

  • 2101 Engineering V Building (65 seats)
  • 2125 Engineering V Building (8)
  • 3129 Engineering V Building (20)
Managed by the School

Once the Classroom Lottery organized by Campus Events is over and we have made accommodations to organizations that participated in the Lottery, we will open up room reservation requests in rooms managed by the School of Engineering.  We encourage you to consider requesting a room from an Engineering Department before soliciting the School-managed rooms below. 

Boelter Hall

Engineering IV Rooms

Engineering VI Rooms – book through

  • 100 (15 seats)
  • 300
  • 134 Cohen Room East (45 seats – can be combined with West)
  • 134 Cohen Room West (45 seats – can be combined with East)
  • 180 Mong Auditorium (250 seats)
  • First Floor Breezeway (outside Mong)
  • First Floor Patio (between Mong and Cohen)

If you need help with this process, please reach out to Wes Uehara,

Other campus venues

Here are other campus event venues if a general assignment classroom is unavailable.  Most require a fee to use facilities:

Room Use - When you arrive & before you leave check-lists

Please ensure your student leaders use these check-lists when using a campus room to reduce the chance of mis-use:

Checklist when you arrive at the room:

  • If you are using a room after hours or on the weekend, please make sure you assign someone to open the building-door for your attendees. Do NOT prop exterior doors open to avoid entry by people who should not be in the building.
  • Inventory the equipment that is in the room.
  • Take a photo of the room when you arrive to evidence the condition of the room.
  • Announce the room rules to attendees.

Checklist before leaving:

  • Ask your attendees to reset the room furniture before they leave. Keep in mind, the previous user may NOT have cleaned up after themselves. Please reset the room.
  • Ask your attendees to throw out any trash and look around their area for any damage to the equipment, furnishings, or room.
  • If applicable, shut down any computers, projectors, etc.
  • Inventory the equipment that is in the room.
  • Walk around the room to check set-up, ensure there is no trash or clean-up required, and check for damage.
  • Take a photo of the room when you leave evidencing the condition you leave the room in.
  • Turn off the lights and lock the door (if applicable).
  • Return the key to the key manager (if applicable) and report any damage or missing equipment.

Please note that room managers may have additional policies or criteria about using a room they manager.  Please inquire with the room manager for specific details. 

Spring Classroom Lottery – the biggest pull on room resources is in fall of each quarter.  As such, the School will organize a fall quarter room needs meeting in the spring of each year.  The goal is to identify the room needs for our student organization’s start of the year events in weeks 0, 1, and 2.  This will enable organizations to make requests during the Classroom Lottery that do not conflict with another organizations event.  It will also enable the School to work with the organization through the summer to ensure their meeting room needs are met.  Organizations that participate in the Classroom Lottery will have priority for rooms managed by the School and Engineering Departments before those that do not participate.

Action Items –

  • Register your organization with SOLE if you haven’t done so.
  • Please provide this training to student leaders that will request room reservations. Urge them to follow these guidelines to reduce the chance of student organizations losing room use privileges.
  • Provide the ‘When you arrive’ and ‘before you leave’ checklists to student leaders who lead activities in a campus room.
  • Host planning meetings in week 4 of each quarter to discuss room needs for the following quarter to be prepared to participate in the Classroom Lottery.
  • Ask your signatory to share the email sent by Campus Events for the Classroom Lottery with all organization leaders each quarter.
  • Add content to the Best-practices document so we can all know what to expect!
  • Calendar this date – Thursday, May 2, 2024 (12 – 1 PM) – Fall 2024 Room Reservations planning meeting for student organizations. If you held officer elections, please make sure your newly elected officers attend.

If you have any questions or concerns, please contact Neha Kulkarni, ESUC President at, or Wes Uehara, Engineering Student Organization Coordinator, at

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:


  • 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, and Associate Dean of Research & Physical Resources, Rob Candler,
  • Report any damage to property to Anthony Redon, Logistics and Engineering Facilities Manager,
  • 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.


  • 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: 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:
  • 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

Recording of Space Use application info-session held on Thursday, December 7, 2023.

Student organizations are able to submit a Space Use Request application every other academic year.  Space use assignments are for a 2 academic year appointment.  Applications were received and reviewed in AY 2021 – 2022.  The next call for applications will be in Winter of 2024.

Important details:

  • Space utilization is by recommendation of a school-wide faculty committee and assigned by the Associate Dean for Research & Physical Resources.
  • Space assignment is for 2 years; occupancy can be reviewed during that period based on the performance and engagement of the student organization as well as other needs within the School. Move-in will occur before the start of Summer 2024.
  • Only student organizations affiliated with the School of Engineering may apply for and occupy space in the School. It is the responsibility of the organization to maintain affiliated-status.
  • All student organizations will need to reapply for space – regardless of where you reside in the School of Engineering.
  • A priority for rooms in the Student Creativity Center will be given to organizations that are actively engaged in technical design work.
  • All rooms are subject to use by School programs over the summer.

Student organizations affiliated with the School of Engineering who wish to submit an application for Space Use in the School of Engineering or Departments will need to complete the Space Use application online form.  To complete your application, please follow these steps:

Step 1: We encourage you to review the following before working on your Space Use application.

Information from the aforementioned will help student leaders and faculty advisors to understand the terms and conditions to use space withing the School or Departments and expectations of managing that space and the activities therein.  Student organizations and their faculty advisor will be expected to understand and adhere to the policies and guidelines regarding space use and safety.

Step 2: Collect the data and prepare your responses to the questions in each section below for submission to the online form:

  • Section 2: Application submitter’s information (name, title, UID, email, cell phone).
  • Section 3: Organization Information – In this section, we ask for the name of your organization and all project teams that will occupy the space you are requesting.
  • Section 4: Organization officers – In this section, we would like applicants to share information about their organization, officers & their major, and faculty advisor and what engineering department they are from.
  • Section 5: Organization members (# of members by department)
  • Section 6: Current space allocation (if any) – Please provide us with the building, room#, square footage and # of keys for each space you currently occupy on campus.
  • Section 7: Space requests – In this section, please help us to understand the space-needs of your organization. This includes the square footage of the space you are requesting, specific resources or location of the room assignment, if your org would like to reside in the Student Creativity Center or if there is a more appropriate room for your needs. Please note that we will do our best to accommodate the space needs of our organizations. We do not guaranty that we can accommodate everyone’s needs.
  • Section 8: Justification for space request summary
    • Please provide a summary on why you feel your organization needs space in the School of Engineering. 2000-character limit. Excess will NOT be included.
    • Please provide a summary of how the space will be used. 2000-character limit. Excess will NOT be included.
  • Section 9: Space use activities & purpose
    • Upload a list of technical projects that will happen in your space. Include the name of the org or project team, project, 1 – 2 sentence explanation of what is being built, size of the prototype, months of the year that the project will be built, # of people working on the project at a time, and a list of tools and chemicals that will be used on the project.  Download a copy of this Technical Projects Google Sheet, fill it out, and save it with your organization’s name_projects.xlsx, and upload it to the Google form
    • Upload a list of instructional workshops that you intend to host in the space. You will need to provide information on the name of the training or workshop, frequency, # of attendees, and room needs.  Download a copy of this Instructional Workshop list Google Sheet, fill it out, and save it with your organization’s name_workshops.xlsx, and upload it to the Google form
    • Answers to the following questions:
      • Provide a percentage of use between activities (technical projects, instructional workshops, meetings, storage, other).
      • Square footage of the space your organization needs for storage-only.
      • List of items that needs to be stored and the frequency that you will need access to it.
  • Section 10: Additional materials
    • Chemicals list – please use the EH&S Chemical Inventory template to enter your items. The tables are formatted to collect information that allows campus to quickly organize data. Please do not change the format embedded in each cell of the table.  Download the template, fill-out the form, save your file as your org name_chemicals.xlsx, and upload it to the Google form
    • Tools & equipment list – Please use the Tools & Equipment list Google Sheet to report on any tools and equipment that could cause bodily injury if inappropriately used or in an accident. Download the template, fill-out the form, save your file as your org name_tools.xlsx, and upload it to the Google form.
  • Section 11: Management plans
    • Access to your campus space:
      • How many keys will you be requesting, who will hold these keys, and how will you ensure they are returned at the end of the year?
    • Safety – access to tools and equipment
      • How will you ensure that only members who have been trained to use specialized equipment and tools are using them? NA if not applicable.
    • Household Cleaning & Maintenance plan – Please provide an explanation of how you plan to managed cleaning (weekly, quarterly, annual-purge) of your space tools and equipment. Include an explanation on how you intend to manage trash collection and disposal.
    • What officer will be responsible for managing your campus space & safety of your membership?

Step 3: Review the answers to sections 1 – 11 with your faculty advisor – request guidance, edit your application, and have she or he sign the Space Use Faculty Advisor Approval form. Save the signed form in .pdf with the file name: YourOrgName_FacAdv.pdf.  For example – IEEE_FacAdv_2024.pdf.

Step 4: Access the Space Use application Google Form and submit your responses and files by Friday, January 19, 2024.


  • December 7, 2023 at 6 – 7 PM – Space Use for Student Organizations application info-session on Zoom
  • December 8, 2023 – Space Use application goes live.
  • Friday, January 19, 2024 – Space Use application deadline
  • Winter 2024 – A faculty committee will review applications and announce space awards in mid-Spring Quarter. Please make sure your faculty advisors are aware of your activities as it relates to your space needs.
  • Friday. April 12, 2024 – Announce new space assignments at the Spring Quarter Student Leaders Luncheon
  • Spring 2024 – Organizations move into their new space by the start of Summer 2024.

Please contact Wes Uehara,, if you have any questions or concerns.

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:

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)

Recording of the presentation by Anthony Redon, Estrella Saucedo, and Wes Uehara.

‘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:


Mail & Shipping

Anthony Redon, Engineering Logistics & Building Services Manager

Recorded presentation by Anthony Redon.
Recorded Q & A with Anthony Redon.
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 –
Marlon Williams ( – located in Boelter 3713.  He manages keys for the School.

Mail & Shipping to the School
Mail can be picked up in the Logistics Center in Engineering IV Loading Dock.  There will be a box for your organization in the Logistics Center for mail.

Mail & shipping label must include:

  • Name of recipient (must be an officer listed in the Student Organization Contact List on myEngineering)
  • Student organization or club name
  • UCLA Engineering
  • 420 Westwood Plaza Room 14-108
  • Los Angeles, CA 90095-1591 (the last 4 digits need to be included otherwise it won’t be sorted)

UCLA Mailroom information:

Questions about mail and shipping can be made to Anthony Redon,

Directions & Maps to the School of Engineering
Mailbox for your organization
Contact ESUC (email us here) if you are interested in establishing a mailbox for your organization.  Mailboxes are located in the ESUC Lounge (Boelter Hall 5800).

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 –
  2. BruinCar rental service –

To reserve:

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

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:
  • Case Management Services:

Maintenance Issues & Accidents

You must notify the following people of any maintenance issues or accidents:

  1. The President of your organization
  2. The Faculty Advisor of your organization
  3. Anthony Redon, Engineering Materials and Facilities Manager, and
  4. Wes Uehara, Student Organizations Staff Advisor, 

UCLA Facilities Trouble Desk – reach out for all facilities maintenance issues (door locks, plumbing, HVAC, etc…)
To submit a service request visit the UCLA Facilities Management site –
To call in a service request, call 310-825-9236.


This website is managed by the Engineering Society at UCLA (ESUC), Rahul Mallick, Webmaster. Please contact us at, if there are topics you would like to see included on this resource page or if you see any inaccurate or outdated information on this resource page.