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  Please contact us at if there is any incorrect or outdated information on this website.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

Please note that at this time there should be no in-person group events, activities, or gatherings on or off campus.

Please review the following policies on accessing your campus space and taking items from campus:

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 October 1, 2020

Annual Engineering Leadership Workshop (ELW)

Monday, August 24, 2020 | Wednesday, August 26, 2020 | Friday, August 28, 2020
4:00 – 6:00 PM

The Engineering Leadership Workshop is an annual event where leadership from engineering student organizations and design teams are invited to learn about School of Engineering resources, opportunities, and policies.  All student organization officers, team and project leaders should attend.

Agenda & Topics

Session 1 – Monday (8/24), 4 – 6 P.M. PST:

  • Richard Wesel, Associate Dean of Student Affairs: Welcome message
  • Scott Brandenberg, Associate Dean of Diversity and Inclusion and Breann Branch, Associate Director, Women in Engineering: Diversity and Inclusion
  • Orlando Luna: Student Organizations, Leadership & Engagement (SOLE)
  • Arnold Pfahnl: Engineering Society at UCLA (ESUC)
  • Wes Uehara: Affiliating your organization with UCLA Samueli Engineering

Session 2 – Wednesday (8/26), 4 – 6 P.M. PST:

  • Eboni Martin: UCLA Resilience In Your Student Experience (RISE)
  • Christine Lee: UCLA Engineering Communications
  • Nathan Landay: UCLA External Affairs
  • Jamie Kolkey and Yue Du: Engineering Alumni Association
  • Marlon Williams: Purchasing and Reimbursements

Session 3 – Friday (8/28), 4 – 6 P.M. PST:

  • Will Herrera: Industry Liaison Committee & Undergraduate Internship Program (UIP) Resources
  • Danit Havton: Career Center
  • Wes Uehara: Lab & Space Safety & Student Creativity Center
  • Wes Uehara: Additional announcements

For a detailed list of speaking points click here.

Engineering Society at UCLA

Arnold Pfahnl, President, Engineering Society at UCLA

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 .

Activities & Events coordinated by ESUC:

 

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 20th with two sessions to accomodate students in different time zones: 9:00am-12:00pm (PST) and 6:00pm-9:00pm (PST)

Interest form for incoming students: https://forms.gle/p3rCLSTmCfF6H4Wk6
EWD event website

Website Competition

The Website Competition will be replacing the Bulletin Board competition that we’ve held in years past. 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
  • The organization’s mission statement
  • An up-to-date list of officers (with pictures)
  • Information on joining the club (with meeting dates and times) and other new member info
  • Information on dues and membership
  • Examples of events/projects
  • Effectiveness of communicating information
  • Aesthetics and creativity

Prize: ~$300

Leadership Meeting with Dean Wesel and ExComm

The Leadership Meeting with Associate Dean Wesel is open to presidents and vice presidents. This meeting is an open channel of discussion and a way for Dean Wesel to directly interface with student leaders.

Dates:

  • Fall: Friday, October 2, 2020 at 12 noon
  • Winter: TBD
  • Spring: TBD

ExComm is an opportunity for student organizations to meet together to make announcements, suggest proposals for collaboration, and voice complaints. These meetings are highly valuable for collaboration between student organizations, and they are also crucial for ESUC to make announcements about information that impacts all student organizations. Any student organization officer can attend these meetings; and attendance is highly encouraged.

Dates:

  • Fall: TBD
  • Winter: TBD
  • Spring: TBD
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.

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.

  • Bruin Development Award: Awarded to a student organization with significant impact on academic, professional, and personal growth of members
  • Community Connection Award: Awarded to a student organization demonstrating excellence in: 
    • connecting students with opportunities and resources outside of UCLA 
    • collaboration with other student organizations 
    • contribution to the UCLA and nearby communities
  • Overall Student Group of the Year Award: Awarded to a student organization demonstrating excellence in all aspects, embodying the Bruin spirit through its actions
  • Emerging Star Award: Awarded to an emerging student organization among our finalists demonstrating significant growth and potential

Presentation slides

For more information on ESUC, please visit our website at www.esuc.ucla.edu.

Registering your organization

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

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.  Registering with the School requires a few steps:

Please see the Affiliating with UCLA Samueli slide-set below for more detailed information and instructions.  For additional questions, please email Wes Uehara at .


Affiliating with UCLA Samueli Engineering slides

 

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

Orlando Luna, Advisor, Student Organizations, Leadership & Engagement

Presentation overview

  1. Overview of SOLE and changes for the Fall 2020
  2. Policy on community service activities requiring food
  3. RCOs purpose
  4. Orgs should meet with Orlando quarterly
  5. Signatories
  6. Trademark and branding policies (additional information below)

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


UCLA Trademarks – using the UCLA logo & branding

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

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.

Diversity and Inclusion

Scott Brandenberg, Associate Dean of Diversity and Inclusion
Breann Branch, Associate Director, Women in Engineering

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.

Creating an Online Community (handouts)

Resilience in Your Student Experience (RISE)

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

Resilience In Your Student Experience (RISE) is an affiliate program of Counselingand Psychological Services (CAPS). RISE serves as a campus wellness hub and provides an array of healing and educational programs, workshops, and selfdirected 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

For more questions, please contact Eboni Martin at .

Caring for Yourself While Caring for Others handout
UCLA RISE Center website: https://risecenter.ucla.edu/

Fundraising & Required Reporting of Gift-giving

Nathan Landay, Associate Director of Development

Presentation topics:

  1. Communicating funding needs to to UCLA Samueli External Affairs
  2. How to develop ‘ask-sheets’
  3. Fundraising Resources (make sure to see the section about EAA)
  4. Reporting
  5. Off-campus bank account

For more information, please contact Nathan Landay, or Helen Magid, .


Presentation slides
Development Team contacts

Student Organization Advisory Board

The Advisory Board is on hold in 2020 due to the pandemic.  Information will be provided in the coming months.


Handouts
Important links

 

Engineering Alumni Association Student Fund

Jamie Kolkey & 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 more information, and for more information about the annual Kickoff Meeting, please contact .


Handouts
Presentation

Important links

 

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.

For more information, please contact Christine Lee, .


Important links

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 and workshops, employer info sessions
  2. FOCUS2, Vault, GoinGlobal, InterviewStream, VMock, Parker Dewey

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


Important links:

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 treasure 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 is 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.  We DO NOT have contracts with Costco, Home Depot, Amazon.
  5. Please find the attached Requisition Form that will provide you a handy way to collect general information a purchaser will need to generate your PO or process a reimbursement request.
  6. Food purchases require a guest list and meeting agenda.
  7. Keep original receipts.
  8. 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 like MentorSEAS, Engineers Without Borders, Society of Women Engineers, etc… should see Martin for their purchasing and reimbursement needs. Department organizations like ASCE, ASME, ChemECar, etc…should see their Department purchaser/manager.  

Select your Department for information.

 

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.

Lab & Space Safety

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

‘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.

Lab & Space Safety Training has been postponed due to the pandemic and campus closure.  Lab Safety Training will be scheduled before the start of Winter 2021.

All engineering organization executive board, officers, and project team leads should attend this training and visit the Lab and Space Safety website for more details on your responsibilities and resources available to you.

Presentation slides can be found here.

 

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. Lex Kopfer, 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 (Placeholder for anchor)

Meeting Space in the School

PLEASE NOTE that room reservations are on hold due to the pandemic and the campus closure.  Updated 8/28/2020.

 

Managed by the School
  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. 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/
  3. Student Creativity Center and the Innovation Lab MakerSpace also have meeting spaces for specific purposes.  Please visit their website to learn more.  
Managed by Engineering Departments

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

  1. Chemical Engineering | 5513 Boelter Hall (10 – 12 people) | Contact: Sara Reubelt,
  2. Civil & Environmental Engineering | 4275 Boelter Hall (20 – 25 people) | Contact:
  3. Computer Science
  4. Electrical & Computer Engineering | Room descriptions found here: https://www.ee.ucla.edu/room-reservation/ | Contact: ECE Department Chair’s Assistant, 
  5. Materials Science & Engineering Department | 2101 Engineering V (65 people), 2125 Engineering V (8 people), 3129 Engineering V (20 people) | Contact: KaiShan Li,
  6. Mechanical & Aerospace Engineering | 37-124 Engineering IV (30 people), 38-138 Engineering IV (70 people), 47-124 (40 people), 48-121J (6 people) | Requests can be made on Scheduleit via MatServ: https://www.matserv.ucla.edu/space-rental/.
Managed by Campus

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,

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.