Student Leadership Resource Page

Greetings UCLA Samueli Engineering student organizations.  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.  The page is managed by the Engineering Society at UCLA (ESUC).  Please contact us at if there is any incorrect or outdated information on this website.  

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*:

*The list of websites was updated on August 12, 2021


Presentation slides

For any additional questions, please email Associate Dean Bruce Dunn at .

Engineering Society at UCLA

Yurika Yamada, President, Engineering Society at UCLA

The image above contains 6 actions items that student organizations must complete.

 

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 .

 

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
Engineering Leadership Workshop

The Engineering Leadership Workshop (ELW) is an event hosted by ESUC bringing together various departments across the Engineering School to provide essential information to the student engineering orgs. Information from the event is populated throughout this website.

Engineering Welcome Day

Engineering Welcome Day (EWD) is an event for incoming freshmen and transfer students to the School of Engineering to get to know fellow students, student organizations, and key staff members. This is one of the best ways to get an overview of all rich opportunities UCLA engineering has to offer from professional development to student organization participation.

EWD is scheduled for September 22nd with two sessions to take COVID-19 safety into account: 9:00am-1:00pm (PST) and 2:00pm-6:00pm (PST)

RSVP form for Student Organizations: https://tinyurl.com/ewd-orgs
EWD event website (In progress)

Contact Information: Ashley Zhu, External Vice President,

Bulletin Board Competition

The Bulletin Board Competition will be revived this year! If your organization has an assigned bulletin board in Boelter Hall, please update your bulletin boards with the criteria outlined by October 11, 2021. Please note that organizations that do not update their bulletin boards by October 11, 2021 will have their bulletin boards taken down.

Checklist:

    • A way to get in touch with your organization
    • The organization’s mission statement
    • An up-to-date list of officers (with pictures)
    • Information on joining the club (with meeting dates and times)
    • Information on dues and membership
    • An up-to-date website link
    • Does the site make clear if new members are welcome on a rolling basis, invitation only, or only at certain recruitment events

Prize: $250

Contact Information: Yurika Yamada, President,

Website Competition

The Website Competition will be continued from last year. With our transition to a virtual world, maintaining a good web presence is essential for sustaining your organization. We hope that this event will highlight some of the best websites that all orgs can learn from.

Checklist:

    • A way to get in touch with your organization
    • The organization’s mission statement
    • An up-to-date list of officers (with pictures)
    • Information on joining the club (with meeting dates and times)
    • Information on dues and membership
    • Does the site make clear if new members are welcome on a rolling basis, invitation only, or only at certain recruitment events
    • If your organization has projects, is the information up-do-date
    • In general, your website should have no outdated information. This includes, a) past event listed as “upcoming”, b) any old officers on the board, and c) information about the club that is no longer true

Monetary prizes for 1st~3rd place student organizations!

Contact Information: Ashley Zhu, External Vice President,

ExComm and Student Leaders Meeting with Associate Dean Wesel

ExComm is open to all student leaders, and will contain updates from ESUC and will be a place to brainstorm questions and topics that you would like to have addressed at the Student Leaders Meeting the following week.

Dates:

    • Fall: Friday, October 1, 2021 at 1:00p.m.
    • Winter: Friday, January 7, 2022 @ TBD
    • Spring: Friday, April 8, 2022 @ TBD

The Student Leaders Meeting is for presidents and vice presidents of a student organization, and will contain important updates from the School of Engineering and address questions and topics brainstormed at the previous week’s ExComm.

Dates:

    • Fall: Friday, October 8, 2021 at 1:00p.m.
    • Winter: Friday, January 14, 2022 @ TBD
    • Spring: Friday, April 8, 2022 @ TBD

Contact Information: Yurika Yamada, President,

Engineers Week

Engineers Week occurs on the second week of Spring Quarter, and is a weeklong event celebrating all things engineering at UCLA.

Our events in the past have included Networking Night (a time to to just network and talk with industry reps), Art Display, Engineering Jeopardy, Hebocon (a sumo robot competition), Code Smash (hackathon-ish event), Talent Show, and many others. Last year, because of everything going virtual, we had to cancel our biggest annual event, Kids Day, where we invite engineering orgs to showcase their projects and do fun activities with students of elementary to middle school. This year, we’ll be making Kids Day a virtual event, and we’ll be sending out details to all the orgs later in the year.

We will be reaching out to orgs regarding involvement in Kids Day around the beginning of winter quarter.

Contact Information: Josh Hessel, Engineers Week Chair,

Student Organization of the Year

The organizations of the year (there are different categories) will be selected based on review of your contributions to the UCLA Samueli Engineering community.  A panel of staff, faculty, administration, alumni, and industry partners will review submissions and make selections.

Application:

    • Complete the Student Organization Form
    • Submit a 10 minute video outlining events, projects, and accomplishments throughout the year

Benefits:

    • Recognition at Senior Send-off Ceremony
    • Be featured in the Student Group Hall of Fame

Contact Information: Yurika Yamada, President,


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 and to request for funding.  Additionally, being registered with SOLE ensures you are receiving updates on resources and opportunities from campus.


Engineering – All engineering organizations should register with the UCLA Samueli Engineering for representation on our website, publications, and events.  Your organization MUST register with the School of Engineering if you hold a physical space in the School.  Important details on resources, events, opportunities, fundraising opportunities, the Student Organization of the Year competition will be provided to active organizations that are registered.

Eligibility
  • 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 be currently active
How to Find a Faculty Advisor
  1. Identify an Engineering Faculty and approach them for their willingness to advise your organization.
  2. Provide them with information (date established, summary of your organization, purpose, membership, activities, etc.)
  3. Provide them with a Faculty Advisor agreement form to read and sign.  This will explain the responsibilities of a faculty advisor (pending).
  4. Return form to Wes Uehara, .
Action Item - Check Status of Affiliation
  • Make sure you attend the Engineering Leadership Workshop and sign in at all sessions you attend. We will cross-reference the sign-in sheets with our Engineering Organization Contact List, and will be in contact with any new organizations NOT listed on the Organization Contact List.
  • Check to see if you are currently on our list of Organizations Affiliated with the School of Engineering: https://tinyurl.com/eng-org-list.
  • Wes Uehara will be in contact if there is more information needed from your organization (most-likely relating to the eligibility criteria listed previously).

Presentation slides

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 .

 

Meeting Space in the School & Student Creativity Center

Wes Uehara, Community College Outreach Coordinator & Engineering Transfer Center Director

Things to know:

  • There is no centralized room reservations process for campus.
  • Each meeting room has it’s 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.

 

Managed by the School

UCLA Engineering Materiel and Logistics Services (MatServ) maintains the reservation system for meeting spaces managed by the School of Engineering.  These can be found on the MatServ website along with instructions for scheduling.  Please visit the MatServ website here: https://www.matserv.ucla.edu/space-rental/.

  1. Boelter Hall
    1. ESUC Lounge (Boelter Hall 5800) – ESUC maintains a lounge calendar, which can be found on the website. Organizations can book the lounge after 5PM. In addition, the small computer lab can be booked for events. However, it is available only for a maximum of one hour per event to allow students to use the room.  To reserve this space – filling out a form on the ESUC website.
    2. Student Creativity Center and the Innovation Lab MakerSpace also have meeting spaces for specific purposes.  Please visit their website to learn more.
  2. Engineering IV
  3. Engineering VI

Please find the complete list of available meeting spaces under Room Reservations: UCLA Samueli in the presentation slides linked below.

Managed by Engineering Departments

Each Department maintains it’s own conference room and meeting spaces.  Each have their own reservation process and guidelines.

Please find the complete list of available meeting spaces and their point of contact here: https://www.ee.ucla.edu/room-reservation/

Managed by Campus
  1. UCLA Events Office: https://events.ucla.edu/plan-an-event/student-event-planning
  2. Campus Recreation: http://reserve.recreation.ucla.edu/
  3. Associated Students at UCLA (Ackerman & Kerckhoff): https://asucla.ucla.edu/event-services/student-groups/reservations/
  4. UCLA Housing: https://reslife.ucla.edu/reserve/
  5. Luskin Conference Center: https://luskinconferencecenter.ucla.edu/meeting-event-spaces/
  6. UCLA Guest House: http://reservations.guesthouse.ucla.edu/

Please find the complete list of available meeting spaces under Room Reservations: UCLA Campus in the presentation slides linked below.


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/

SCC Tenants for AY 2021 - 2022
  • Fall Cleaning – get rid of things you don’t need.
  • Make sure your items are contained inside your room. Nothing should be outside the SCC. Items left outside will be disposed.
  • Set-up your space in compliance with Lab & Safety Guidelines.
  • Prepare to move-out at the end of the year if your space use is NOT renewed.

Please find the complete list of current tenants of the SCC under Student Creativity Center – current tenants in the presentation slides linked below.

SCC Locker Assignments and Storage for AY 2021 – 2022
  • Fall Cleaning
  • Spring inspections – each locker will need to be opened for inspection. Information will be provided at the Spring Student Leaders Meeting.
  • Prepare to move-out at the end of the year if your locker assignment is not renewed.

Here are the list of student organizations that utilize lockers or storage provided by the SCC:

  • Lockers – AIAA, ASCE, ASME, Bruin Engineering Network, IEEE-WATT, MRS, SWE
  • Storage – SAE Bruin Racing

Please note that there are currently 23 storage units that are currently open.

SCC Space Applications for AY 2022 – 2024
  • Applications will be available in January 2022 and due by February 2022.
  • All tenants must re-apply.
  • Faculty committee will review applications and announce new tenants in mid-Spring Quarter.
  • Priority will be given to organizations that are actively engaged in technical design work and making an impact in our engineering community.

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/

Resilience in Your Student Experience (RISE)

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

*Please note that the videos are from the Engineering Leadership Workshop in 2020.

 

Resilience In Your Student Experience (RISE) is an affiliate program of Counseling and Psychological Services (CAPS). RISE serves as a campus wellness hub and provides an array of healing and educational programs, workshops, and self-directed resources to foster and support resilience, connection, and well-being.

 

WHAT DOES THE RISE CENTER OFFER?

    • A wellness oasis on campus to re-charge, 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
    • Peer-to-peer wellness coaching (GRIT)
    • 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 Resilience Advisors

UCLA Rise Center


Caring for Yourself While Caring for Others handout

For any additional questions, please contact Eboni Martin at .

 

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:


Presentation slides

For any additional questions, please email Danit Havton at .

 

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.


Presentation slides

For any additional questions, please contact .

 

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

For any additional questions, please email Christine Lee at .

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 impact to 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/.


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

 

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

Orlando Luna, Advisor, Student Organizations, Leadership & Engagement


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.

If you have any questions, please email .

Additional information:

  • 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.

Fundraising & Required Reporting of Gift-giving

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

Presentation slides and Summary Slide

Development Team contacts
For any additional questions, please email Nathan Landay at .

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)

School-wide Organizations

Please contact your faculty advisor for guidance on processing purchases, reimbursements, travel, and managing funds.  You will need to process transactions through the Department that manages your fund accounts.  If your accounts are housed in the School (rather than a Department), then please contact Marlon Williams, , to process purchases, reimbursements and travel.  Note – Marlon will NOT be able to process any transactions if your accounts are managed by a specific Department.

Please contact the appropriate contact to request information on how to make purchases, process reimbursements, arrange travel, and manage fund accounts. Some general guidelines (not exhaustive):

  1. All requests will require you to provide information, justification, receipts, etc.  Keep records.
  2. Use Purchase Orders (POs) when possible.  You will need to verify that the vendor takes UCLA purchase orders as a method of payment.
  3. Keep original receipts.
  4. All purchases/reimbursements involving food will need to be accompanied by an attendee list.
  5. Ebay and any other bidding vendors are NOT generally approved.
  6. You have 45 days to process a reimbursement.
  7. Here is a summary of the process it takes to order something:
    • Submitted to department purchaser,
    • Processed by purchaser,
    • Reviewed and submitted to vendor (for purchase) or to accounts payable (for payment),
    • Reviewed and processed by vendor or accounts payable,
    • Order processed vendor or check-cut requested,
    • Order mailed or check request processed,
    • Order received or check cut,
    • You receive order or reimbursement.
    • Note that shipping can extend the turn-around time drastically depending on the class of shipping you request.

Maintenance Issues & Accidents

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

  1. The President of your organization
  2. The Faculty Advisor of your organization
  3. TBA, Engineering Building Superintendent, 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 – https://services.facilities.ucla.edu/request/.
To call in a service request, call 310-825-9236.

Please see Lab & Space Safety section for instructions on what to do in the case of an accident (Work in progress)

Addresses, Directions & Mail 

 

Directions & Maps to the School of Engineering
Mail & Shipping to the School

Mail & shipping label must include:

  • Name of recipient (please include a c/o if you are having an item shipped to a staff person)
  • Student organization or club name
  • Engineering Office Number & Building (Example Boelter Hall 101)
  • UCLA Engineering
  • Los Angeles, CA 90095

Please use 14-108 420 Westwood Plaza if the shipper requires a physical address.
UCLA Mailroom information: https://www.matserv.ucla.edu/express-mail-distribution/

Questions about mail and shipping can be made to Ron Abram () or Lennox ‘Mac’ Daley (). 

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)

UCLA offers several transportation services for a fee.  These services offer direct billing using campus recharge & insurance.  Please read through 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,

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.

 

Please contact the Engineering Society at UCLA (ESUC), 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.