UCLA Samueli Engineering Student Organization Leaders Resource Page – 2025 – 2026 | OASA

UCLA Samueli Engineering Student Organization Leaders Resource Page – 2025 – 2026 | OASA
2025 - 2026 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 Jerard Agravante, Engineering Society at UCLA (ESUC) President at
esuc.ucla.president@gmail.com
or Wes Uehara, Engineering Student Organization Coordinator at
wuehara@seas.ucla.edu
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 Jerard Agravante, ESUC President,
esuc.ucla.president@gmail.com
Annual Engineering Leadership Workshop (ELW)
The Engineering Leadership Workshop (ELW) is a required annual event for leadership from engineering student organizations, design teams, and honor societies to learn about School of Engineering resources, opportunities, and policies.
All student organization officers, team, and project leaders should attend.  It will be the responsibility of whomever attends to disseminate information and training to student leaders that do not attend.
Sessions will be hosted on Zoom (see the schedule below for the link).  Attendance at the ELW sessions will be taken.  Additional ELW sessions may be offered throughout the academic year.  We will announce additional sessions at our quarterly Student Leader’s Meeting with Associate Dean Richard Wesel and an email will be sent out to the officers listed in the Contact List on myEngineering.  If you have any questions, please email Jerard Agravante, President of the Engineering Society at UCLA (ESUC) at
esuc.ucla.president@gmail.com
Access
this Zoom Link
to attend sessions.
Welcome Message to Student Leaders
Engineering Leadership Workshop
Welcome & Opening Remarks
Presented at the Engineering Leadership Workshop on Wednesday, August 6, 2025 | 5:30 – 7:00 PM
Richard D. Wesel, Associate Dean of Academic and Student Affairs
wesel@ucla.edu
Hi, I’m Dean Wesel. I’m here to share guidance on how student organizations shape the UCLA Samueli School of Engineering community and how we can work together to ensure your success.
Role of Student Organizations:
Build a cohesive communities of students across the class years
Provide important opportunities for learning and growth for engineering students
Serve the school and the larger community
Leadership for Long-Term Success for Student Organizations:
Institutional Memory
Succession Planning
Constant Improvement
Ways we work together:
Keeping students safe
Finding space for your organization
Financial transactions, i.e. purchasing
Helping students find jobs
Bringing in donations from corporations
Helping all students feel included
Helping admitted students discover UCLA
Sharing our good news
Wes Uehara, Engineering Student Organization Coordinator
wuehara@seas.ucla.edu
Hi, I’m Wes.  I am foremost the school’s Engineering Transfer Center Director;but, have the additional title as Engineering Student Organization Coordinator.  I am here to provide support and guidance to ESUC and all the other student organizations affiliated with the School of Engineering.
Before you contact me for assistance, please review the information on this Student Leaders Guide website.
You may find the answer you are looking for, you may discover a better person to contact, or you may be able to ask a question that gets you closer to the outcome or resolution you are looking for.
When you are
ready to contact me, please follow these instructions
Please cc Jerard Agravante, ESUC President, at
esuc.ucla.president@gmail.com
, and your organization’s president or project lead so that they are aware of your inquiry.
Please include your name, position, organization or project name, your question or issue, and any context or email threads that may help me to understand.
If you don’t hear back from me, please ping me again —
I am only one person and receive many emails per day
Jerard Agravante, President, Engineering Society at UCLA (ESUC)
esuc.ucla.president@gmail.com
Hello, I am Jerard, President of the Engineering Society at UCLA. I wanted to inform you about who ESUC is and what we can offer you. As mentioned above, feel free to reach out to me if you have any questions or concerns at esuc.ucla.president@gmail.com. All information shared can be seen below in the ESUC Section below.
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.  Some of the things ESUC does includes:
Hosting school-wide events like Engineering Welcome Day and Bruin Engineers Week
Organizing the annual Engineering Leadership Workshop training for all student leaders
Assisting student leaders of organizations affiliated with the School of Engineering with any questions or issues you are facing
Hosts quarterly EXCOMM meetings for student leaders to share best-practices and identify and champion improvements for our community of student organizations
Hosts quarterly Student Leaders meetings with our Associate Deans to learn about resources and policies that impact student organizations as well as address student organizations’ issues
Organizes quarterly wellness events in collaboration with UCLA’s Resiliency in your Student Experience (RISE) office for the school.
Runs the school’s Student Organization of the Year competition & the annual Passing the Torch Ceremony for student leaders.
Please follow this
link to the ESUC website
to find out more about what we do and for a full list of events, dates, and resources. Additionally, our
linktree
includes important links for upcoming events.
If you’re representing a student organization, you can make a reservation for the ESUC Lounge here:
ESUC Lounge Reservations
All engineering orgs are recommended to have their officers join the UCLA Engineering Orgs Slack workspace:
ucla-engr-orgs.slack.com
. If you don’t have access, send an email to
esuc.ucla.president@gmail.com
Unified Engineering Event Advertisement (Event Promotion)
Fill out
this form
to have your event advertised to any of the following:
ESUCLA Instagram Story
Unified Engineering Google Calendar
This calendar will include all events taking place in the engineering student community, including various organizations’ general meetings, career fairs, and town halls.
Add the calendar to your Google Calendar
here
ESUC Newsletter
The newsletter will be sent out every quarter during Weeks 0, 4, and 7 (tentatively).
These are general engineering school-facing media channels that will be promoted at all ESUC events for any UCLA Engineering student to join/follow, such as Engineering Welcome Day. Please submit advertisement requests
well in advance
of the date of your event in order to be added onto the Newsletter and Calendar in a timely manner.
Please email any questions to Chris Wang,
esuc.ucla.secretary@gmail.com
about the Newsletter/Calendar or Ela Defne Erkan,
esuc.ucla.publicity@gmail.com
regarding promotions through Instagram.
Engineering Student Group Executives Calendar
To make it easier to keep track of deadlines and mandatory events like ExComm or Passing of the Torch, please have all executive board members of your organization join the following
Google Calendar
UCLA Engineering Organizations Slack (News)
To join the UCLA Engineering Organizations Slack please use the following invite link:
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 (September 24th, 2025)
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 the rich opportunities UCLA engineering has to offer from professional development to student organization participation.
Register a table for your club for the EWD Exploration Club Fair at
this link
Contact Information: Justin Xu, External Vice President,
esuc.ucla.evp@gmail.com
Quarterly Executive Committee Meeting (ExComm)
ExComm is open to all student leaders, 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.
For all student leaders
Updates from ESUC
Brainstorm topics to address at the Student Leaders Luncheon
ExComm Dates @ 12-2PM in 5800 Boelter Hall (ESUC Lounge)
Fall: October 3, 2025
Winter: January 9, 2026
Spring: April 3, 2026
Contact Information: Jerard Agravante, President,
esuc.ucla.president@gmail.com
Student Leaders Meeting with Associate Dean Wesel
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.
For presidents & vice presidents
Updates from the School
Open discussion of topics brought up at ExComm with Dean Wesel
Student Leaders Meeting Dates @ 2-4PM
Fall: October 10, 2025
Winter: January 23, 2026
Spring: April 24th, 2026
Contact Information: Jerard Agravante, President,
esuc.ucla.president@gmail.com
RISE in School of Engineering
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.
Bruin Engineers Week (January 12–16, 2026)
Bruin Engineers Week is an annual tradition hosted by the Engineering Society of UCLA (ESUC) during Week 2 of Winter Quarter. This weeklong celebration showcases the innovation, creativity, and impact of the engineering community at UCLA.
Past events have included an Alumni Networking Night, Art Gallery, Engineering Jeopardy, Hebocon (a sumo robot competition), Build-a-thon, Face the Faculty Dodgeball, Talent Show, and more. One of the main highlights is
Kids’ Day
—a hands-on STEM outreach event where hundreds of elementary school students are invited to campus for a day of interactive learning and fun. It’s an exciting opportunity for UCLA students and engineering clubs to share their projects, engage with young learners, and help spark a passion for STEM. Yay!
More information can be found in
our website
Contact Information: Jerard Agravante, President,
esuc.ucla.president@gmail.com
Student Organization of the Year
The Student Group of the Year Awards celebrate the achievements that student organizations have made over the past academic year. Organizations are a
utomatically entered by submitting the Annual Report Form.
Categorized by under 100 and over 100 members:
Project/Technical Team xAward
Community Outreach Award
Alumni and Industry Relations/Professional Development Award
Mentorship Awards
Honor Societiy Award
Rising Star/Growth Award
Overall Student Group of the Year
Awardees will be:
Recognized at the Passing of the Torch Ceremony
Featured in the Student Group Hall of Fame
The Overall Groups of the Year will recieve a monetary prize and plaque from ESUC
Contact Information: Jerard Agravante, President,
esuc.ucla.president@gmail.com
SEAS Cafe
The SEAS Cafe, once a beloved coffee shop for Bruin Engineers, has unfortunately been out of business for the past couple years. However, we are currently making plans to bring it back to life! We are in the process of drafting proposals to bring the coffee shop back into business with the help of other students so that our fellow engineers are awake and rejuvenated for their classes.
Affiiliating with the School of Engineering
Affiliating with the UCLA Samueli School of Engineering and Applied Science
Wes Uehara, Engineering Student Organization Coordinator,
wuehara@seas.ucla.edu
Passing the Torch event on May 29, 2025
In addition to registering your organization with campus Student Organizations Leadership and Engagement (SOLE) –
, student organizations should register your organization as an Affiliate of the School of Engineering.  Registering ensures that your organization is receiving important communication from the School about policies, events, and opportunities.  It also ensures that your organization is represented on School media like the Student Organization’s page on the School website and provides access to School resources and meeting spaces.
Our Engineering Deans would like to focus our support and limited resources to student organizations that are
affiliated with the UCLA Samueli School of Engineering and Applied Science.
Only affiliated organizations are able to benefit from School resources, including:
Applying for or utilizing space use in the School for your organization,
Applying for funding from the UCLA Engineering Alumni Association,
Submitting a fundraising ask-sheet to our External Affairs team,
Utilizing School resources and meeting spaces,
Invitation to participate in School-wide activities (EXCOMM, Student Leaders Meeting with Associate Dean Wesel, Engineering Welcome Day, Discover, etc.),
Included on the School’s web page on student organizations,
Consideration for the Student Organization of the Year competition.
Eligibility to affiliate
The organization must be currently active
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
*Please contact Wes Uehara if you are unable to meet this requirement –
we will work with you!
Responsibilities as an affiliated organization
Must attend the Engineering Leadership Workshop, Lab & Space Safety Training & adhere to and uphold any policies identified in this training and/or posted on this Student Leaders Guide website.
Complete your Faculty Advisor Agreement Form.
Complete your Space Utilization Agreement Form (if you occupy space in the School).
Complete your EH&S Safety Inspection (all SCC organizations & organizations doing technical work).
Attend the quarterly EXCOMM for student leaders
Attend the quarterly Student Leaders meeting with Associate Dean Wesel and disseminate information to your organization
Must complete and submit an Annual Report on behalf of your organization (see Student Organization Annual Report section on this website.
Update the School of Engineering Student Organization Officer Contact List on myEngineering.
Keep your website and bulletin board (if your organization was assigned one) current.
Attend the Passing the Torch event for out-going & incoming officers.
Action items & important dates
Please calendar these dates and attend:
May 2025 – End of the Year Annual Report due
End of June 2025 – Update your officer contacts on myEngineering
August 2025 – Engineering Leadership Workshop sessions
August 2025 – Schedule your EH & S Safety Inspection (all Student Creativity Center organizations & organizations that engage in technical activities)
September 2025 – Faculty Advisor Agreement form submitted
September 2025 – Space Use Agreement form submitted
September 2025 – Update your website & bulletin board (if you were assigned one)
October 2025 – Finalize your EH&S Safety Inspection & corrective-actions
October 3, 2025 | 12 – 2 PM – Fall EXCOMM
October 10, 2025 | 12 – 2 PM – Fall Student Leaders Meeting with Associate Dean Wesel
Week 8 of Fall 2025 | Classroom Lottery run by Campus Events for room requests for Winter 2026
January 9, 2026 | 12 – 2 PM – Winter EXCOMM
January 23, 2026 | 12 – 2 PM – Winter Student Leaders Meeting with Associate Dean Wesel
Week 8 of Winter 2026 | Classroom Lottery run by Campus Events for room requests for Spring 2026
April 3, 2026 | 12 – 2 PM – Spring EXCOMM
April 24, 2026 | 12 – 2 PM – Spring Student Leaders Meeting with Associate Dean Wesel
Week 8 of Spring 2026 | Classroom Lottery run by Campus Events for room requests for Fall 2026
Thursday, May 28, 2025 – 4-7 PM – Passing the Torch event for out-going & incoming officers
Please visit the
ESUC website
for school-wide events and other important dates.
Affiliated Organizations & Requesting Affiliation
To check the status of your organization’s affiliation with the School of Engineering,
please click on this link
Student organizations that are interested in affiliating with the School of Engineering should:
Review this website to ensure your organization is eligible to affiliate with the School
Review the responsibilities to maintain your eligibility.
Submit your request by completing the
Affiliating with the UCLA Samueli School of Engineering and Applied Science request form
Once you submit your form, please email Wes Uehara, Engineering Student Organization Coordinator, at
wuehara@seas.ucla.edu
to inform him of your organization’s interest in affiliating with the School.
Please note that completing this form does NOT make your organization affiliated.  You will receive an email confirming your affiliation or the steps that you need to take to be eligible.
Engineering Faculty Advisor Agreement form
Faculty Advisor Agreement Form
Wes Uehara, Engineering Student Organization Coordinator,
wuehara@seas.ucla.edu
Presented at the Passing of the Torch event on May 29, 2025
In October 2022, a memo was sent by Associate Deans Greg Pottie and Richard Wesel communicating the Roles and Responsibilities of Faculty Advisors.
A copy of that memo can be found here.
All student organizations must have an engineering faculty advisor to remain affiliated with the School of Engineering.
Purpose for having an engineering faculty advisor
Advocacy and Guidance:
Assist the organization on maintaining at least 50% of Executive Board/Officers are engineering students, 50% of the membership are engineering students, and that the organization provide social, professional development, networking, training, and/or honors to its members.
Advocate with your Department
on behalf of the student organization needs.
Review the activities of your organization and provide guidance.
Remedy any compliance issues
incurred by your student organization (e.g., safety, budgets, and reports).
Read the Annual Report
submitted by your student organization to the School at the end of the Academic Year.
Safety & Access to Rooms:
Faculty advisors are ultimately responsible
for the safety of the student organization
membership and
impact of their activities on our campus community
Conduct a pre-inspection walk-through of your organization’s campus space(s) to provide guidance on compliance with EH& S policies on room set-up (access, earthquake safety, and compliance with fire-safety regulations), tools and equipment, chemical (proper use and storage), and review of the activities planned for the space to reduce hazards that could potentially cause injury or impact our campus environment.
Assist your organization in resolving any issues brought up by EH&S during their safety inspection.
Review all your new activities by reviewing your Before you Begin checklist form.
Provide
guidance to organizations on how to reduce hazards
by reviewing and/or approving Job Safety Analysis, Standard Operating Procedures, Safety Data Sheets, or training for any activities that involve tools, equipment, chemicals or substances that can cause harm if used, stored, or disposed of incorrectly
Review and approve member-access to the student organization room(s) in the School.
Ensure leadership attend the annual Engineering Leadership Workshop and Lab & Space Safety training.
Ensure that the student organization is in
compliance with protocols
delineated on the Lab & Space Safety for Student Organizations website (
) and any UCLA EH&S policies.
How to find your engineering faculty advisor
Identify an UCLA Engineering faculty and approach them for their willingness to advise your organization.
You can ask a faculty from your Department,
You could ask a faculty who is passionate about your organization’s mission, initiatives, activities, the impact your org makes, or the community it supports.
It’s easier to ask a faculty who is already engaged in working with your organization
– invite them to an activity!
Consider a new faculty who may want to get involved with our student community.
In certain instances it is okay for a staff person from the School of Engineering to be your advisor.
We recommend this only for organizations that are NOT engaged in technical work.
Provide them with information (date established, summary of your organization, purpose, membership, activities, etc.).
Provide them with a copy of the
Roles and Responsibilities of Advisors memo
and the
Faculty Advisor agreement form
to read and sign.  This will explain the responsibilities of a faculty advisor.
Contact Jerard Agravante, ESUC President at
esuc.ucla.president@gmail.com
, if you have questions or need help.
Action items
Once your organization identifies a faculty from the School of Engineering to advise your organization, please have them review and sign the
Faculty Advisor Agreement form
Please complete this form and collect all required signatures.
Once it is complete, save the file as a .pdf with the file name: NameOfOrg_FacultyAdvisorAgreement_2025.pdf.
For example: RocketProject_FacultyAdvisorAgreement_2025.pdf
Submit your file to:
Deadline: Friday, September, 19, 2025
Space Use Agreement Form – for organizations that occupy space in the School
Space Use Agreement Form
Wes Uehara, Engineering Student Organization Coordinator,
wuehara@seas.ucla.edu
Passing the Torch event on May 29, 2025
All student organizations that occupy space in the School of Engineering are required to submit annually, their
Space Use Terms & Conditions Agreement form
.  The Agreement form delineates the expectations and responsibilities for the student organizations, faculty advisor, and the sponsoring department that occupy space in the school.
The form should be reviewed, signed, and submitted by September 19, 2025
Once signed, the agreement should be shared with all officers and members of your organization and posted somewhere in the room where users can read it.  Please note that all student organizations that occupy space in the school must attend the annual Lab & Space Safety for student organizations training, held as a part of the annual Engineering Leadership Workshop.  Content from that workshop can also be found on the
Lab & Space Safety for student organizations website
To request space for your student organization, please visit the Requesting Space for your Student Organizations and Space Assignments section below.
Space Use Terms & Conditions agreement form, action items, & instructions
Space Use Terms & Agreement form
– please download this form, review it, implement the expectations listed in the form, collect the signatures, and submit your form.
The form should be submitted by the organization (not the Department or your Faculty Advisor)
A separate form must be completed if your faculty advisor is different.
Please save the file name as your organization or project team_ SpaceUse_2025.
Submit your signed document here:
Deadline: Friday, September 19, 2025.
Your department is your faculty advisor’s department.  School service organizations such as Ambassadors, ESUC, and MentorSEAS do not need a department signature.  Please share this agreement with your officers, members, and post the signed agreement in your room so it can be read by those that use your space.
Student Organization Contact List on myEngineering
Contact List on myEngineering
Wes Uehara, Engineering Student Organization Coordinator,
wuehara@seas.ucla.edu
Passing the Torch event on May 29, 2025
The Contact List for student organizations affiliated with the School of Engineering was created on MyEngineering in 2022 to manage officer and student leader contacts and to easily share that information with School administrators.
There are listserves that uses data from the Contact List.
The Contact List on MyEngineering will be used for all communications with your organization.
School administrators use the Contact List on MyEngineering to contact student leaders.
Additionally, there are listserves that are populated from the Contact List that we use to communicate with student leaders.
Organizations should update their Contact List any time there is a change in leadership.
Instructions to update the Contact List:
Student organizations will input their officer contact information on
MyEngineering
One data owner (president or project lead) is designated as the authorized person to access and update the Contact List on MyEngineering.  Once the data owner is designated, that person is able to reassign the data owner to the new president or project lead.
Data owners can find instructions on reassigning the data-owner at:
You will need the UID of the new data owner in order to assign them as the new data owner.  Also, the data owner MUST be a current UCLA Engineering student.
If you need assistance with adding your organization or designating your data owner, please contact Wes Uehara at
wuehara@seas.ucla.edu
.  If you are having trouble with myEngineering, please contact the SEASnet help desk at
help@seas.ucla.edu
Preparing to submit your officer contacts
Before sitting down to complete the online form
, we recommend that you collect the following information:
Title of officer
Name of officer
UID of officer (you can input 000000000 for your Faculty Advisor)
Department & Major of officer
Email of officer
Phone number of officer
Date of first quarter at UCLA (e.g. Fall 2019)
Whether the officer is a transfer student or graduate student
Please follow the instructions at
to begin updating the Contact List.
Action items
Due June 30, 2025
Identify your data owner (likely your president) and ask them to reassign the data owner to the new president or project lead
Add all officer titles for your organization to MyEngineering
Add the names and contacts for each officer
Through the year (when necessary)
Update the officer contacts in MyEngineering whenever there is a change in leadership
Make sure the data owner (president or project lead) for your organization re-assigns the data owner when their tenure is over.
Student Organizations end of the year Annual Report
2026 End of the Year Annual Report submissions
Wes Uehara, Engineering Student Organization Coordinator,
wuehara@seas.ucla.edu
Jerard Agravante, ESUC President,
esuc.ucla.president@gmail.com
At the end of the academic year, student organizations and design teams will
need to submit a Student Organization Annual Report to remain affiliated
with the School of Engineering.  This report will be your way of
communicating all the wonderful things you do and your needs to the School of Engineering administration and Departments
. Reporting on your activities and their impact on UCLA Engineering and campus communities will enable us to better highlight and share your stories with the world!  Student organizations will
submit your Fundraising Sponsor sheet
to our crew at External Affairs through the report.  We will use the information to
update the School’s Student Organization web page
and
physical directories in our buildings
, and it will be your submission for the
annual Student Organization of the Year competition!
Your out-going President or Project Lead is responsible for submitting this report and sharing it with the incoming officers.
2022 – 2023 All Student Organization Annual Report
Who should complete the Annual Report?
What organizations should submit an Annual Report?
All organizations that would like to be affiliated with the School of Engineering.
Large student organizations with multiple projects may consider submitting a separate report.  Keep in mind that this report is also your submission for the Student Organization of the Year competition.  We leave it up to your organization’s discretion on whether to submit as one large organization or to break up your teams.
Who should complete the Annual Report?
It is the responsibility of the
out-going President or Team Lead
to submit the report.  We encourage officers to help their President or Team Lead to collect the information and draft content.  The out-going officers should share this report with incoming officers and work with them to develop the Fundraising Ask-sheet.
Timeline
Fall 2025 – Student leaders should create a mechanism to collect the data needed to submit the annual report at the end of the academic year.
January 2026 – Annual report form part 1 goes live
Sunday, May 10, 2026 – Annual report submission deadline
May 2025 – Student Organization of the Year judging
May 28, 2026 | 4 – 7 PM – Awardees announced at the Passing the Torch event
(save the date)
Summer 2026 – All Engineering Student Organization Annual Report published & disseminated to administrators, student organization website update, fundraising ask-sheets sent to External Affairs
Action items
Review the instructions on how to complete your Annual Report below.
Start to collect the data you will need to submit.
Provide the link to the Part 2: Activities List Google form
to your officers, project and team leads to collect this information through the year as they complete their programs, competitions, activities, events, etc. It will be easier than attempting to collect the information at the end of the year.
Student organizations will submit their Annual Report through 2 Google forms that include:
Annual Report part 1
each organization should submit one form
Annual Report part 2
– activities list –
each organization should submit one form per activity, event, or initiatives -see instructions below.
Forms updated on 1/21/2026
Before sitting down to submit your Annual Report forms, please read through the instructions below and compile the data requested.
Instructions for part 1
Please
submit 1 form per organization, design team, or project.
Section 2: Name of organization & verification of form submitter
The person submitting this form MUST be the out-going president, director, or team lead of your organization or team.  This information will be used to authenticate the person submitting the form. Information needed:
Name of organization or project team
Acronym of organization (if any)
First name
Last name
Email
UID
Title of position
Section 3: Organization information
This information will help us to create a directory of the student organizations’ campus space to add this information to the School’s Student Organization web page, to direct students and community members who want to learn more about or support your organization.  Here is what you’ll be able to share:
Description of organization (1000 character limit)
Year your organization was established
Campus space (building, room #), storage and/or locker (if applicable)
Bulletin board # (if your organization has one)
Email address to be posted publicly on community websites
Website link
Social media links (Linktree, Facebook, Instagram, Twitter, YouTube)
Section 4: Design teams, projects, etc. that are included in the report
Section 5: Officer Demographics
In order for your organization to be affiliated with the School of Engineering your officer board needs to be made up of at least 50% engineering students. Please provide us with the:
# of officers
# of officers in each engineering major & # of officers from majors outside of engineering
# of officers that are transfer students & graduate students (not a requirement for affiliation)
Section 6: Member Demographics
In order to be affiliated with the School of Engineering your organization must provide support to engineering students. Please provide us with information about your members.  We want to know:
# of members
# of members in each engineering major & # of members from majors outside of engineering
# of members that are transfer students & graduate students (not a requirement for affiliation)
# of members that are from outside UCLA
Section 7: Faculty Advisor
In order to be affiliated with the School of Engineering your organization must have an engineering faculty advisor. Please provide us with their name, department, and email address. There is a question that allows organizations to submit a 2nd faculty advisor. If you do not have one, please leave that answer blank.
Section 8: Highlights Narrative (tell us your story)
This section provides organizations an opportunity to help others learn about what you do and the impact you make in the community.  This information will be provided to the following:
Engineering Society at UCLA (ESUC) for consideration in the Student Organization of the Year competition.
UCLA Engineering External Affairs & Development Team to share with donors and industry partners
UCLA Communications Team so they can choose to highlight the cool and amazing things your organization does.
Deans to understand what your organization does and how to better provide support.
Your organization will have up to 2000 characters (max) to tell us your story for each question below.  You are NOT required to use all 2000 characters.  We encourage you to consider refining your responses to the questions in a word or text editor and copy and paste your responses to the questions into the form when you are ready to submit.  Additionally, in order to distribute the work, we encourage you to consider assigning an officer or appropriate member to draft responses to one of the questions.  Here are the questions:
How has your organization improved the UCLA Engineering and/or UCLA campus community?
How does your organization build-community and provide personal support to your members?
How has your organization pushed for inclusive environments and communities?  What impact has this made?
What design teams or technical workshops does your organization host?  How has this benefited your members?
How has your organization supported the professional development of your members?
How does your organization secure and cultivate leadership for it’s members?
What collaborations did your organization have with other organizations or communities?
How has your organization interacted with members of industry?
How does your organization measure performance?  How has your organization’s performance changed from the previous year to now?
How has your organization gathered feedback from it’s members and how has your organization acted on this feedback?
What goals does your organization have for the upcoming year?
Section 9: Student organization of the year competition
In this section, you will select the Student organization of the year competition awards you would like your organization to be considered.  You will need select up to 2 awards to be considered for.  Here is a list of awards:
Community Outreach & Collaborations –
example activities include K-12 & community college outreach, community service, cross-organization & campus collaborations, etc.
Growth –
example activities include growth of membership, championed an improvement (fixing an issue or creating a new intiative or activity that moved a dial), etc.
Honor Societies (for honor societies-only)
– example activities include % of members inducted, breadth of tutoring, service to the school, etc.
Mentorship
– example activities include cultivating leadership, families (big/littles), officer intern program, alumni-mentor activities, etc.
Professional development & alumni relations
– what has your organization done to support its members in securing industry internships and jobs?  – example activities include company info-sessions, career fairs, recruiting-prep, alumni-nights, etc.
Overall (all organizations will be considered)
Technical Projects & Skills-workshops
– example activities include design teams, skills-workshops, etc.
Rising star –
for new organizations that are 3 years old or younger (all new organizations will be considered)
Additional things to note:
Judges will review materials for organizations that have over 100 members as well as organizations with less than 100 members with the goal of selecting two organizations (>100 and <100 members) for each award.
All organizations will be considered for the Overall Award.  You do not need to select this award.
All honor societies will be considered for the Honor Society Award.
All organizations that are 3 years old or younger will be considered for the Rising Star Award.
If you select more than 2, you leave it to the award committee to randomly choose 2 from those that you select
Section 10: Competition Awards
Come-on.  We. Want. To. Know!  Tell us about your awards and recognition so we can share it with the world.  The information will be used to generate an annual report of the awards and recognition of our student organizations to share with the world.
Here is what we want to know:
Name of competition or organization that made the award.
Name of your organization or team that received the award.
Name of the award.
Summary of what the award was for.
Please add an entry for each award.  Organizations can add up to 20 awards.
Section 11: Organization Finances
This will help the School understand how to better strategize fundraising efforts for our student organizations.
Here is what we want to know the total dollar amount you received from the following:
School of Engineering?
An Engineering Department?
Engineering Alumni Association?
SOLE?
ASUCLA?
UCLA Campus (not SOLE or ASUCLA)
Off-campus donors
Did you receive any gifts-in-kind (tools, equipment, etc.) in 2023 – 2024? If so, what was the total dollar value?
What was your total operating expenses for AY 2025 – 2026? We are trying to get an idea of what it would cost to support all engineering student organizations. Please add only what you spent this past year.  Do not inflate this dollar amount.
Section 12: Donor Information
Please share information on those that have donated to your organization.  This includes companies, alumni, foundations, people, etc.  It can include money, equipment, software, etc.  This information will help the School to know how our industry partners are supporting your organization and allow us to share our gratitude for their support.  Information we are looking for are as follows:
Donor or company name, item or contribution, amount or estimated value, and purpose. Here is an example of a response: Digikey, Soldering stations, $275, IdeaHacks
Organizations can report up to 50 donations.
Section 13: Fundraising Needs – Sponsorship Packets
Please upload a file for your organization’s Sponsorship Packet that provides information on your organization’s fundraising needs for next year.  This information will be put into a portfolio and shared with our Development Team and our Engineering Departments so they can connect your organization with donors who are interested in supporting your activities.  Please follow the
submission guidelines
provided by our Development Team.  Sponsor packets that do not adhere to the guidelines will need to be corrected before it can be shared with donors.
Here is a link to the
2024 -2025 Sponsorship Packet portfolio
that was shared with our Development Team this past year.  Please note that the
submission guidelines
were updated in December of 2025 due to the amount of corrections that were needed last year.  Please use the portfolio to help you visualize what a sponsorship packet looks like; however, utilize the
submission guidelines
to create your sponsorship packet for this year’s submission.
Section 14: Needed support & feedback to the School
This section provides an opportunity to give feedback to the School of Engineering so we may better support your organization.  Please note, this is NOT an opportunity to request funding for your organization.
Link to part 1 of the End of the Year Student Organization Annual Report.
Please note that there is a second form to submit (Annual Report – part 2).
Instructions for part 2
Submit one form per activity, event or initiative.
Each organization will likely submit multiple forms.
Your organization will report on your activities, events and initiatives through the year by filling out the Student Organization Annual Report – part 2: list of activities.  This section will be reviewed by the School to understand your organization’s activities and initiatives and the impact you are making.  It will be used by the judges in the Student Organization of the Year competition  It will also be used to create a report of the collective impact of all student organizations, design teams, and honor societies affiliated with the School.
In 2025 – 2026, we would like you to report on the following types of activities:
Professional development & alumni and industry relations
– activities that has helped your members secure industry internships and jobs, or research experiences.  Examples of this is company info-sessions, career fairs, recruiting-prep, etc.
Inclusive excellence activities
Outreach
– K-12, Community College, etc.
Member support
– activities related to resiliency in your student experience.  How are you helping your members to thrive?
Skills workshops or training
– help us to learn the number of workshops and impact you are making by offering peer-to-peer learning activities.  This can be stand-alone workshops or those that end in working on a technical project.
Here is the information you will need:
Title of activity, event or initiative.
Type of activity, event, or initiative (see list above). Please do your best to select the one, most appropriate, type.
Date of activity or event (single date or range)
Community involved (membership, officers, alumni, industry, faculty, UCLA Engineering students, UCLA, broader community, etc.)
Number of organizers
Number of attendees or number impacted (please include the name of company, group, school if they were involved)
Summary explaining the activity or event
Summary of impact.
We encourage you to ask your committee chairs, project team leads, and officers to help you to collect this information through the year as they complete their programs, competitions, activities, events, etc. It will be easier than attempting to collect the information at the end of the year.  You can provide them with the
Part 2: Activities – Annual Report google form
to collect this information.  We will provide this information to the President and Project lead to review prior to submitting their Annual Report in May.  President’s and project leads will need to organize the submissions and upload a final Activities List by the Annual Report Deadline.
Student Organization Leadership & Engagement (SOLE)
Recording of the presentation by Orlando Luna
UCLA Communications & Student Organizations, Leadership, & Engagement (SOLE)
Orlando Luna, Student Advisor, SOLE,
oluna@saonet.ucla.edu
SOLE website:
Introductions
Registering as a Registered Campus Organization (RCO) is a separate process from affiliating with the School of Engineering.  The Student Organizations, Leadership and Engagement (SOLE) office is a campus office that supports student organizations across the UCLA campus.  Here is their website:
www.sole.ucla.edu
What SOLE does
SOLE provides:
Event & engaghement resources
Mentorship & leadership development
Funding resources
Help to navigate university policies and guidelines
Here is their website:
www.sole.ucla.edu
.  Please watch the video of last year’s
(2023 – 2024) SOLE Organizational Management Workshop f
or details.
Fall Registration
From the SOLE website:
please check website for accuracy
All groups must register once per academic year!  All registration forms are submitted through MyUCLA.
2025-206  New organization registration is for new groups and/or organizations that were not registered last academic year.   Signatories for all new groups must attend a new signatory workshop at Days O’ SOLE to be approved. The workshop schedule will be posted Week 1.
2025-2026 Re-registration information for organizations that were registered last academic year opens Sept 2 at 12noon and closes Oct 11 at 5pm.  Please note: All re-registering groups must complete a returning signatory workshop before their organization’s registration gets approved.
All groups must register once per academic year.
CLASS Fund - to cover AV in your Ganeral Assignment Classroom
From the SOLE website – Funding Resources page:
please check website for accuracy
Classroom AV Services Support (CLASS) Funding supported by Campus Life provides up to $450 to support registered campus organizations to use the AV equipment in the classroom. Organizations may apply for more than one grant, but if AV is needed in the classroom more than twice per quarter, RCOs should considered purchasing the quarter package. There are limited resources so when the funding pool is exhausted grants will no longer be available. The program will be reviewed for Spring 2022. No other line items are being funded at this time.
This may not be used to purchase technology equipment nor physical hardware.
Due date: Applications must be submitted at least 2 week before the event in order to ensure consideration.
Notes from Orlando –
When you book a room through Campus Events, ask them AV, and an invoice for the charges.
Upload this invoice to the Class Fund.
These funds are only for all member meetings.  You can request funding through the other funding resources.  Visit the
SOLE Funding Resources page for more information and deadlines.
Remember that all community service youth events longer than 2 hours requires you to provide food to attendees.
UCLA Trademarks, photography and video recording on-campus
From the SOLE website – Marketing & Trademarks Resources page:
please check website for accuracy
Please review this website before using the UCLA Logo, photographs of iconic UCLA buildings, statues, or property.
There is a royalty fee assessed when using the UCLA logo or branding on merchandise if you are charging for the item or giving it away.  There typically is not a fee if you are using the item as a team uniform.
Apply for a License:
Generally, you cannot record on-campus without getting approval.
You cannot photograph UCLA buildings, statues, or property that is trademarked without approval.
Guidance – You can photograph & record for internal use.
When in doubt, contact your SOLE Advisor or the UCLA Engineering Communications team.
California law necessitates you obtain the subject’s permission to photograph & use the image and recordings.  Subjects under the age of 18 require parent/ guardian approval.  We recommend that you request this permission in your RSVP or registration forms.  You can also display signs that say you are recording/ photographing at an event.
Check back soon for example multimedia release forms & waiver forms
Registered Campus Organization responsibility, Signatories & myUCLA
Note from Orlando:
The 3 signatories of each Registered Campus Organization (RCO) is responsible for the actions of your organization and it’s members.  The university is not responsible.  Think of your organization as a non-profit organziation.
The information about your organization on myUCLA is official.  The university will interpret your organization and your constitution based on what is on the myUCLA system.  Please make sure it is up-to-date.
How to refer to your organization
Name of club at UCLA, or
Name of club @ UCLA
Inclusive Excellence
Inclusive Excellence
Veronica Santos
, Associate Dean of Inclusive Excellence and Faculty Affairs,
vjsantos@ucla.edu
At UCLA, inclusive excellence is an indispensable element of academic success. We offer programs designed to foster an inclusive learning environment that complements a rigorous engineering education for anyone with the talent and the desire to succeed.
We encourage everyone to contribute to an inclusive culture according to
UCLA’s Principles of Community
UCLA Samueli Student Support
The
UCLA Samueli Student Support website
provides information about
School-wide programs
Resources for Accessibility, Counseling, Finance & Opportunities, International Students, Reporting, and Other Support
Consistent with UCLA’s policy on nondiscrimination in all University-sponsored programs, all UCLA students may participate in any of the student clubs and organizations on the UCLA campus, including those affiliated with UCLA Samueli that are listed at
Veronica Santos
, Associate Dean of Inclusive Excellence and Faculty Affairs [
vjsantos@ucla.edu
Educational Resources
The
UCLA Student Organizations, Leadership & Engagement (SOLE) online toolkit
provides resources for discussions and learning around social justice issues.
Your national organization websites may also offer toolkits that you can leverage.
Exemplar inclusive excellence efforts by UCLA Samueli student organizations
Establish an Inclusive Excellence Chair, Officer, and/or Committee.
Student organizations are encouraged to nominate representatives to the relevant Engineering Society at UCLA (ESUC) Committee.
Establish a Code of Conduct.
Require that all Executive Board members sign.
Require that all general members sign in order to continue participating in student organization activities and technical projects.
If a Code of Conduct already exists for your student organization, then review and revise it on an annual basis with the new leadership at the start of the academic year.
Abide by the
UCLA Slack Code of Conduct
Develop and deploy trainings
based on well-established toolkits and resources.
The UCLA Samueli School of Engineering is spearheading an initiative to provide financial support for free, open-to-all, student-organized events that are designed to strengthen the sense of community within the School so that everyone feels included and welcome.
UCLA Samueli student organizations are encouraged to apply for funding at
Include inclusive excellence activities/news in general meetings, social activities, and newsletters.
Recognize outstanding inclusive excellence efforts
through student organization awards and nominations to campus-wide competitions.
Share ideas for inclusive excellence activities
and discussions with other UCLA Samueli student organizations.
Participate in annual Departmental Town Halls
Participate in outreach activities
Guidance for Student Organization election processes
Follow the election processes outlined in your Student Organization Chapter Constitution and Bylaws.
SOLE Contact: Orlando Luna [
oluna@saonet.ucla.edu
Strive to hold fair and transparent elections.
Consider asking an objective 3rd party
(e.g., your Student Organization Advisor)
to lead candidate debates and Q&A sessions.
Land acknowledgement language
Select a pre-approved version that fits your presentation.
Use it at any significant public events hosted on campus property.
The acknowledgment can be included in a printed program, announced at the beginning of an event, and/or displayed on a monitor/screen if available.
Events hosted on campus by an outside entity are not expected to include the acknowledgment.
UCLA has worked with Tongva cultural leaders to establish the following options for these acknowledgements, any of which can be used:
As a land grant institution, the _____ at UCLA acknowledges the Gabrielino/Tongva peoples as the traditional land caretakers of Tovaangar (Los Angeles basin, So. Channel Islands).
The ____ at UCLA acknowledges our presence on the traditional, ancestral and unceded territory of the Gabrielino/Tongva peoples.
The ____ at UCLA acknowledges the Gabrielino/Tongva peoples as the traditional land caretakers of Tovaangar (the Los Angeles basin and So. Channel Islands). As a land grant institution, we pay our respects to the Honuukvetam (Ancestors), ‘Ahiihirom (Elders) and (our relatives/relations) past, present and emerging.
Audio files to help with proper pronunciation for the Tongva-language words are available at the
UCLA American Indian Studies Center website
Action items
Review
UCLA’s Principles of Community
Establish a Code of Conduct or review and revise the existing Code of Conduct at the start of the academic year.
Review the
UCLA Slack Code of Conduct
Nominate a representative to the relevant Engineering Society at UCLA (ESUC)
Committee.
Check that your officer roster is up to date at the
my.engineering.ucla.edu
database.
Consider applying at
for financial support for free, open-to-all, student-organized events that are designed to strengthen the sense of community within UCLA Samueli so that everyone feels included and welcome.
If you see an unmet need or have innovative ideas for new events, contact
Veronica Santos
, Associate Dean of Inclusive Excellence and Faculty Affairs [
vjsantos@ucla.edu
Satellite Center for Psychological Services (CAPS) counseling
updated content will be shared at the 2025 Engineering Leadership Workshop
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:
Resilience In Your Student Experience (RISE)
Resilience in Your Student Experience (RISE)
Jaci Glorioso, Health and Wellbeing Coordinator,
jglorioso@caps.ucla.edu
What is CAPS/RISE? (clinical vs. wellness)
CAPS:
310-825-0768
Counseling and Psychological Services (CAPS) is located in John Wooden Center West
Monday, Tuesday, Thursday, Friday: 8:00 am – 5:00 pm, Wednesday: 9:00 am – 5:00 pm (By Appointment Only after 4 pm)
CAPS offers:
Individual therapy
Group therapy
Psychiatric care
Crisis counseling available by phone 24 hours a day, 7 days a week
(310) 825-0768
Wellness skills groups
Drop-in sessions with a therapis
RISE:
(310) 825-9039
Resilience In Your Student Experience (RISE) Center is located under LuValle Commons.
Hours:
Monday: 9-6 pm
Tuesday: 9-6 pm
Wednesday: 11-6 pm
Thursday: 9-6pm
Friday: 9-4 pm
No appointments required
RISE offers:
Mental health education
Wellness skills education and practice
1:1 non-clinical drop-in sessions
Wellness workshops, programs, and presentations on varying topics
Physical space on campus for students to relax and join programs
Can collaborate with RISE to create an event
RISE Events and weekly programming
Monday Mood: Every Monday afternoon, RISE lays out art supplies for passive creative wellness for students to engage in!
Tuesday: Reflect with RISE (weekly theme-based guided meditation)
Movement and Meditation – yoga instructor comes into RISE to host a free 45-minute yoga flow. Mats are provided!
Wednesday: Books and Bonding is a weekly program in which students come together to read through varying wellness skills books, discuss what helps us, and form community through other fun activities.
These are weekly events and more will be added soon!
The website will contain the Fall Brochure (coming soon) which will include all events and dates.
How to collaborate
Visit our website at
Explore our programs and other offerings, view our calendar of events, and request a workshop with RISE! There is a “request a workshop” button on the top right-hand corner of the main page that students, staff, and faculty can access to fill out a request form. RISE will get back to you to confirm details once you submit the outreach request form.
Email us at
rise@caps.ucla.edu
Call us at (310) 825-9039
UCLA Engineering Marketing
Communications
UCLA Engineering Marketing Communications
Christine Lee, Assistant Dean & Chief Marketing Communications Officer,
cclee@seas.ucla.edu
Please contact
Jerard Agravante
, ESUC President at
esuc.ucla.president@gmail.com
for access to the presentation slides and recording.
Contact and collaborate with the UCLA Samueli Marketing Communications Office
We highlight interesting and innovative activities and projects spearheaded by our student-led organizations that are open to all UCLA Samueli students, free of charge and designed to make everyone in our community feel connected.
We will also consider amplifying high-level student group awards, community outreach efforts (LA and beyond) via potential stories on school websites and/or social media.
We do not promote fundraising-related activities.
Tag UCLA Samueli social accounts so we can see and help amplify your posts as appropriate.
All use of UCLA, UCLA Samueli marks for external communications including websites, newsletters, physical objects (swag, banners, flyers) word art and others must be preapproved. Read additional guidelines in the section on UCLA marks.
In order to streamline and prioritize various projects, please use the
request form
and provide as many details as possible. This is a generic request form, so some items are not applicable, such as press releases, media training, advertising, etc.
Please allow ample lead time (at least three weeks). Given numerous demands, priorities and a small staff, not all requests can be granted.
If you are not sure about whether this is something we can assist you with, first contact:
Christine Wei-li Lee
Assistant Dean & Chief Marketing Communications Officer
clee@seas.ucla.edu
UCLA Samueli’s websites and social media
Please reference this one-page
UCLA Samueli Comms Resource List
for school and departmental websites, social media tags and other pertinent information.
How to refer to the school?
The UCLA Samueli School of Engineering is fine for first reference and is preferred.
UCLA Samueli or UCLA Engineering is acceptable for second or additional references.
The UCLA Henry Samueli School of Engineering and Applied Science is used for official ceremonies, certificates, awards, etc.
It is inaccurate to use “UCLA Henry Samueli School of Engineering.”
Note that UCLA prefers not to have its name spelled out.
Whenever possible, use UCLA Samueli instead of simply Samueli because UC Irvine also has a Samueli School of Engineering.
Refrain from using acronyms such as SEAS or HSSEAS.
Note that Samueli is pronounced as sam-you-’Ellie, not sam-WELL-ee.
Land acknowledgement language
Select a pre-approved version that fits your presentation.
Use it at any significant public events hosted on campus property.
The acknowledgment can be included in a printed program, announced at the beginning of an event, and/or displayed on a monitor/screen if available.
Events hosted on campus by an outside entity are not expected to include the acknowledgment.
UCLA has worked with Tongva cultural leaders to establish the following options for these acknowledgements, any of which can be used:
As a land grant institution, the _____ at UCLA acknowledges the Gabrielino/Tongva peoples as the traditional land caretakers of Tovaangar (Los Angeles basin, So. Channel Islands).
The ____ at UCLA acknowledges our presence on the traditional, ancestral and unceded territory of the Gabrielino/Tongva peoples.
The ____ at UCLA acknowledges the Gabrielino/Tongva peoples as the traditional land caretakers of Tovaangar (the Los Angeles basin and So. Channel Islands). As a land grant institution, we pay our respects to the Honuukvetam (Ancestors), ‘Ahiihirom (Elders) and (our relatives/relations) past, present and emerging.
Audio files to help with proper pronunciation for the Tongva-language words are available at the
UCLA American Indian Studies Center website
UCLA Marks
UCLA has strict regulations on the use of its name and trademarks, which include any word, abbreviation, logo, graphic, or photograph that distinctly identifies UCLA.
Do not use UCLA and UCLA Samueli marks externally without preapproval.
The UCLA Marks Office does not allow co-branding with a third party without specific preapproved written agreement.
Follow guidance carefully for approved school brand usage (font, logo, image, mention, etc.) at
samueli.ucla.edu/style-guide
and the
UCLA Brand Guidelines website
in compliance with
UCLA Policy 110: Use of the University’s Names, Seals, and UCLA Trademarks
Submit a request to the
UCLA Marks Office
before using the school brand (logo or mention) on external-facing materials (select Engineering when prompted).
Request form can be found at
marks.ucla.edu
The UCLA Samueli Office of Marketing Communications is part of the campus approval process so no need for separate submission.
The UCLA or UCLA Samueli logo may not be altered. Logo lock-ups, approved colors and other elements cannot be altered or adjusted in any way. For example, the UCLA or UCLA Samueli logo can only use Pantone Matching System 2383 blue, black or white.
When using UCLA in the copy, not as part of the logo, please only use approved fonts from
. But how and where it’s used still requires prior approval.
Placement of the UCLA name and related names and trademarks on any consumer goods, whether such merchandise will be used for internal purposes by the campus department or distributed to others, may only be performed by vendors who are licensed by the Regents of the University of California through agreements managed by ASUCLA. This requirement applies universally to all UCLA campus departments and programs. To find a UCLA-approved vendor, please check the
approved vendor list
. If your preferred vendor is not on the list, follow instructions on
this Purchasing website
detailing how to become a vendor with UCLA.
Royalty is included in the price paid by student groups, campus units, or organizations to UCLA licensees for use of the university’s name on products. UCLA charges different royalty rates for its name and marks on merchandise, depending on whether the product is for resale or internal use. For resale or commercial purposes, the royalty rate is 15% of the total merchandise cost. For internal use, such as by student groups for their members, the royalty rate is reduced to 6%.
Written requests for royalty exemptions from the respective campus department or group will be reviewed by the UCLA Trademarks and Licensing office. Please do not assume, however, that products manufactured for a campus department or groups automatically qualify for a royalty exemption. All products are royalty bearing unless a completed royalty exemption form has been signed by a representative of the UCLA Trademarks and Licensing office.
Digital Content Accessibility
To improve accessibility, UCLA’s Disabilities and Computing Program offers a
starter guide
that addresses some of the major accessibility issues.
In addition, UCLA Samueli’s IT department put together
these tutorials
that can help guide you through setting up accessibility check tools.
Some of the most common accessibility issues involve images and graphics. Add meaningful alternative text, or alt text, for all images and graphics. When possible, please avoid embedding too much text within graphics. Add clickable buttons or captions to describe the image instead.
Lack of color contrast makes it hard for some users to access information. Please follow UCLA guidelines for
color contrast
. Common forms of color blindness, such as red-green color blindness, can make it difficult or impossible to distinguish between certain color pairs, such as red and green, or vivid blocks of text. Use these color contrast check tools to make sure this is not an issue with your digital content:
Contrast Checker, UCLA Brand Color Chart
Refrain from using directional words such as “here”, “below” when adding URL links. Use the actual description of the linked website or subject information for clarity. (E.g. “More information can be found at the
UCLA Samueli website
” instead of “More information can be found here/below.”)
Refrain from using acronyms. Spell out the words on first reference. There is no need to include acronyms in parentheses unless the name needs to be mentioned again.
Use free Web accessibility evaluation tool
WAVE
to check for errors and alerts on additional issues that need to be addressed.
For videos, be sure to add subtitles and closed captions using YouTube Studio or other autogenerated captioning tools that will allow you to check caption accuracy before publishing. Please include descriptions of sounds for better accessibility. Audio description provides narration of visual elements in a video to improve accessibility for individuals who are blind or visually impaired. It describes key visual information, such as actions, settings, facial expressions and on-screen text that is not conveyed through the audio track alone. This allows viewers to understand the complete context of the video.
Filming and photography
Filming on campus intended for third-party use on websites, social channels and other platforms must be pre-approved by
UCLA’s Events Office
. If you plan to film within UCLA Samueli buildings, please submit a project request form with detailed information about its intended use, filming location, and individuals and organizations involved.
UCLA Samueli Swag
Show your Bruin Engineer spirit! You can purchase UCLA Samueli-branded merchandise at the UCLA Store (Ackerman B-Level) or
online
, including coffee mugs, baseball caps, shopping bags, license plates, key chains and more!
UCLA External Affairs
View Slides
External Affairs
Elisabeth Kealy
, Associate Director, Corporate & Foundation Relations,
ekealy@support.ucla.edu
Sarah Rumage
, Senior Director, Development Operations,
sramage@support.ucla.edu
UCLA Engineering External Affairs Team
The Office of External Affairs at UCLA Samueli Engineering works to build enduring relationships that promote advocacy and financial support for UCLA. Alumni and corporations want to support our engineering student organizations.
The Gift Cycle
Identification
Corporations are a primary source of sponsorship opportunities.
Create sponsorship packets to share with potential donors.
Leverage Samueli alumni connections.
Family & Friends can also be approached but require personalized asks.
The Office of External Affairs will work on your behalf when companies inquire about student organizations and recruiting.
Cultivation & Solicitation
Submit your sponsorship packet through the End of Year Annual Report for review by External Affairs.
Once approved, a
Marketing Effort
account number will be created, and you will receive a giving link tied to your sponsorship packet.
Donors can contribute online via credit card or PayPal.
Checks should be mailed to:
The UCLA Foundation
P.O. Box 7145
Pasadena, CA 91109-7145
Stewardship
Express gratitude through thank-you letters or emails.
Keep records of accomplishments to share with donors.
Create a
Spring Quarter Impact Report
to show progress when donors set philanthropic budgets.
Engage donors by inviting them to events and activities
Gift Fee
6.5% gift fee
is assessed to all gifts to offset the cost of processing, administering philanthropic donations, and ensuring compliance.
Here is how External Affairs supports you:
Accepts and deposits gifts
Reviews sponsorship packets for gift compliance
Sends weekly emails with gift updates
Sets up and advises on UCLA’s
SPARK crowdfunding platform
Facilitates matching gifts
Coordinates gift-in-kind donations
Processes drawdown requests to transfer donated funds from UCLA Foundation accounts to your campus account for use
Provides donors with requested tax forms and receipts
Connects student organizations to industry partners
Foundation gift fund vs. Regential gift fund
Foundation Gift Fund
Owner
: UCLA Foundation (independent 501c3)
Accepts gifts via
: Check, Wire Transfer, or Online (credit card & PayPal) — credit card fees ~2–3%
Who to ask about balance
: Office of External Affairs (Melynda Martin-Small)
Process to spend
: Request a drawdown from the Office of External Affairs
Regental Gift Fund
Owner
: UC Regents (aka “campus”)
Accepts gifts via
: Check or Wire Transfer
Who to ask about balance
: Department MSO or fund manager*
Process to spend
: Work with Marlon Williams or your department purchaser*
Bank Accounts
General Guidance
If an organization is using any part of the UCLA name to raise funds, donations must be processed as a gift through UCLA.
Any gift processed as a gift to UCLA cannot be held in an off-campus bank account.
A gift receipt can only be provided to donors if funds are processed through UCLA.
Funds cannot be transferred from a UCLA account to an off-campus bank account.
Off-campus bank accounts are highly discouraged.
Non-UCLA Bank Account (e.g., Wescom, University Credit Union)
Deposit Sources
Money received from individuals where no gift receipt is expected (e.g., membership dues, Bruin Walk/Court of Sciences boba sales).
Not tax deductible.
Use Cases
“Petty Cash”
Small reimbursements (pizza, Uber for club business, etc.)
Prizes and gifts
Anything that only involves a receipt
Fees:
Any stated bank fees or minimum balance requirements
Responsibility for Tax Liability:
Student(s) whose Social Security Number is listed as the “responsible party” on EIN paperwork with the IRS and/or on the account
Person to Consult:
Bank Customer Service
UCLA Bank Account (UCLA Gift Fund — see types of gift funds)
Deposit Sources
Money from individuals who expect a gift receipt
Any money received from companies (e.g., gifts, sponsorships, career fair registrations)
Tax deductible
Use Cases
Supplies for projects
UCLA and ASUCLA services (room rentals, catering, mail/printing, etc.)
Conference registration and travel expenses
Anything that involves an invoice, contract, or campus recharge
Fees:
6.5% gift fee (see Gift Fee section)
Responsibility for Tax Liability:
UCLA
Person to Consult:
External Affairs or department staff
External Affairs contacts
Elisabeth Leavitt
Associate Director, Corporate & Foundation Relations
ekealy@support.ucla.edu
For sponsorship packages, locating gifts, and general questions about Corporate & Foundation Relations.
Melynda Martin-Small
Senior Coordinator, Business & Finance Services, External Affairs – Samueli
mmsmall@support.ucla.edu
For drawdowns from Foundation Funds to Campus Funds.
Sarah Ramage
Senior Director, Operations
sramage@support.ucla.edu
For general questions about locating gifts and general support.
Cindy Ponce
Development Coordinator
cponce@support.ucla.edu
For questions on locating gifts and other gift inquiries.
Engineering Alumni Association & Student Organization Fund
UCLA Engineering Alumni Association (EAA) Student Projects Fund
Yue Du and Nirav Mehta, Fund Co-Chairs,
eaa@alumni.ucla.edu
2025-2026 Student Projects Fund
The EAA student projects fund provides monetary support to UCLA Samueli School of Engineering student project groups to assist in costs associated with execution of their project goals.
Funds are requested by preparation of funding request deck and presentation in the style of a professional budget request, highlighting major project details such as budget, goals, and support towards the greater engineering community.  Judges will be industry professionals from the UCLA Engineering School Alumni community.
Final details and dates will be provided at the Engineering Leadership Workshop. We always strive to improve our process so guidelines and eligibility may change from below.
Eligibility and Exclusions
Any student led project or hosted event recognized by the school of engineering.  Events can be conventions, seminars, workshops, outreach events, or similar.
Project must have 10 or more UCLA participants.
All projects must have a school of engineering faculty advisor to be eligible.
Projects must have a source of funding outside of EAA.
Funds may not be used for food or travel.
Undergraduate Internship & Research Programs
Undergraduate Internship & Research Programs and Working with eTransfer Students
Will Herrera, Director, Undergraduate Internship & Research Programs,
williamh@hsseas.ucla.edu
Please follow the instructions on
this website
to register an event through the Engineering Student Resource Center Virtual Event Registration System.
Undergraduate Internship Program
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:
Undergraduate Research Program
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:
Research opportunities for the summer can be found on this website:
Summer Undergraduate Research Program
UCLA Career Center
updated content will be shared at the 2025 Engineering Leadership Workshop
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.
Purchasing, Reimbursements, & Travel
Policy on Travel and Entertainment for UCLA Engineering Student Organizations
(new)
Memo sent by Richard Wesel, Associate Dean of Academic & Student Affairs on Friday, February 13, 2026
Dear UCLA Engineering Student Organization Leaders:
As you are probably aware, there are new campus-level guidelines in place that govern spending on travel and entertainment (including food/refreshments), as described on a
campus website
and in a
memo
sent out in May 2025. These new guidelines have caused some significant changes in how professors and departments spend funds on travel and entertainment, including food for events and travel to some conferences and meetings.
Under the new campus guidelines, oversight is required of all travel and entertainment expenses to ensure compliance. Expenses for travel and entertainment must be approved before they are incurred. Student organizations need to request approval for travel and entertainment plans early enough to have them approved prior to incurring an expense by placing an order or making a purchase and certainly prior to the event. Due to the large number of UCLA Samueli student organizations and the wide variation in the specifics of their activities, the oversight of travel and entertainment expenses will be managed at the department level. Orgs should contact their department to understand the approval timeline and process. If you are unsure of the department that oversees your club, it is generally the primary department of your student organization advisor. For MentorSEAS, Engineering Ambassadors, ESUC, and EGSA, Associate Dean Richard Wesel (
wesel@ucla.edu
) will be the contact for travel and entertainment oversight. If your student organization advisor is not a faculty member affiliated with an Engineering department, please contact Associate Dean Veronica Santos (
vjsantos@ucla.edu
) for guidance.
The UCLA Samueli School of Engineering deeply values its many affiliated student organizations. The consensus of the School leadership is that the vast majority of student events, as they have been organized in the recent past, are appropriate and essential for building and maintaining the strong student community that we celebrate in our School. Our hope is that most activities will proceed as before, although, in the current environment, spending that could be viewed as extravagant may not be approved. If a student org has concerns about oversight decisions, they should discuss the matter with the department chair or a contact designated by the department chair.
Warm regards,
Jeff Goldman, Assistant Dean–Chief Administrative and Financial Officer
Richard Wesel, Associate Dean for Academic and Student Affairs
Veronica Santos, Associate Dean for Inclusive Excellence and Faculty Affairs
Wes Uehara, Engineering Student Organization Coordinator
A copy of the
Travel and Entertainment for UCLA Engineering Student Organizations memo can be found here
UCLA Student Organization Procurement, Purchasing & Travel Guide
Marlon Williams, Office Lead, Logistics & Materiel Management,
marlonw@seas.ucla.edu
Persida Radu, Administrator Assistant III, Mechanical & Aerospace Engineering Department,
pradu@seas.ucla.edu
Please note that the presentation by Marlon Williams and Persida Radu provides general guidance on purchasing, reimbursement, and travel for student organizations.  Please inquire with the manager in your department who handles purchases and reimbursements for your organization for procedures and deadlines specific to your organization.
Purchase Orders
What information is needed to request a purchase order?
When a student organization requests a purchase order (PO), the following information must be provided in full so that the request can be processed under UCLA purchasing procedures:
Student Organization Information:
Student organization name (as registered with UCLA)
Primary contact name (student leader)
Primary contact email and phone
Faculty/staff advisor (if applicable)
Vendor Information
Vendor legal name
Remit-to address (for payment)
Vendor email address or ordering portal where the PO should be sent
Vendor phone number and website (if available)
Confirmation that the vendor accepts purchase orders from UCLA
Order Details
Itemized list of products/services
Description of each item
Quantity
Unit price
Extended price (quantity × unit price)
Applicable taxes, shipping, and handling fees, if available
Item or catalog numbers (if the vendor uses them)
Quote or estimate (PDF or email) from the vendor, if available
Estimated delivery or service date(s), if available
Business Purpose & Justification
Clear explanation of what the items are and how they will be used
How the purchase supports the student organization’s mission, activities, event, competition, or conference
Event name, date, and location (if applicable)
Funding & Accounting Information
Fund source (FAU, recharge account, SOLE account number, or designated account)
Any cost-sharing or multiple FAUs, with split percentages or amounts, please keep in mind taxes and other charges such as delivery or CA taxes
Shipping & Receiving Details
Delivery address (UCLA building, room number, and any special receiving instructions)
On-site contact who will receive the shipment
Compliance Checks
Confirmation that the items are allowable under UCLA policy (not personal, not prohibited goods, no alcohol, etc.)
Confirmation that the vendor is not excluded (e.g., no bidding/auction platforms)
Confirmation that items are in stock or a realistic lead time is provided
Note:
Providing all of this information upfront helps avoid delays and back-and-forth with the finance/procurement teams.
On the Matserv website, the PO request form asks for a “subject.” What should the subject be?
For clarity and tracking, the subject line for purchase order requests should follow this standard format:
[Student Org Name] – PO Request – [Vendor Name] – [Brief Item Description or Event]
Examples:
ASME – McMaster-Carr – Aluminum Sheet & Fasteners for Competition Car
IEEE – CDW-G – Microcontrollers & Sensors
Bruin Racing –Grainger – Shop Safety Equipment
This format makes it easier for Logistics, Materiel, and Finance staff to quickly identify the request, the vendor, and the general purpose at a glance.
Is there an approved vendor list for catering and food?
Yes, there are preferred and approved options for catering and food-related services.
Student organizations are strongly encouraged to use:
UCLA Dining / UCLA Catering for on-campus events whenever possible, ASUCLA
External caterers who have worked with UCLA previously and are familiar with campus requirements.
Before committing to an outside caterer, student leaders should confirm with the departmental or central finance office that the vendor is acceptable and can provide required documentation.
Is there an approved vendor list for office supplies?
Yes, UCLA has preferred vendors for office supplies that are set up in the purchasing system and often have favorable pricing:
Office Depot/OfficeMax (where contracted or integrated in purchasing)
Amazon. Please inquire if you would like to use another vendor
Using these vendors helps ensure compliance with pricing, tax exemption, and delivery to campus addresses.
Is there an approved vendor list for electronics?
Yes, for electronics, UCLA works with several approved and commonly used vendors:
CDW-G (primary campus contract vendor for many electronics)
B&H Photo Video (for AV, cameras, and some electronics)
Dell (for computers and monitors)
ASUCLA
Electronics
must not be
purchased via personal credit card for reimbursement. They should go through a PO or, where applicable, approved purchasing mechanisms to ensure:
Compliance with UC security and asset policies
Is there an approved vendor list for project-based supplies (wood, hardware, etc.)?
Commonly used and acceptable vendors for project-based and engineering supplies include:
McMaster-Carr – hardware, mechanical components, raw materials
Grainger – industrial supplies, tools, safety equipment (UCLA contracted)
Home Depot – building materials, tools (typically via P-card)
Lowe’s – similar to Home Depot, subject to P-card and vendor setup
Student organizations should avoid unverified or informal sellers and ensure that the vendor can provide an invoice and accepts UCLA POs.
Helpful Information (Purchase Orders)
Always verify inventory before submitting a PO request.
Contact the vendor or check stock online to confirm that items are available in the requested quantity and within the required timeline.
Plan ahead. POs typically take several business days to process, plus vendor lead time. For critical competition or conference deadlines, build in buffer time.
Use preferred campus vendors when possible. This often speeds up vendor approval, improves pricing, and reduces risk.
Avoid splitting orders to bypass limits or policies. This is not allowed and will cause issues in audit and review.
PCard (Procurement Card)
When can a PCard be used for purchases?
Use of the UCLA Procurement Card (PCard) is restricted and governed by UCLA PCard policy. General guidelines:
The PCard may be used for low-value, non-restricted purchases that support UCLA business and cannot easily be processed via PO. Orders less than 5,000 are considered low value.
PCards may only be used by authorized, trained cardholders. Student officers themselves do not hold PCards; staff or administrators may purchase on behalf of a student organization.
The PCard is not for personal expenses under any circumstances.
The PCard must not be used for:
Travel and travel-related expenses (airfare, lodging, car rentals)
Food or entertainment
Restricted items such as gift cards, alcohol, or certain electronics and software
Whenever there is doubt, student leaders should ask the managing staff member first rather than assuming that a PCard can be used.
What information is needed for a PCard purchase?
To support reconciliation and compliance, the following information must be collected and retained for every PCard purchase:
Business Purpose: A brief, clear explanation of why the purchase was necessary and how it supports UCLA/student organization activities.
Itemized Receipt: A detailed receipt listing each item purchased, including:
Quantity
Description
Unit price
Total amount
Generic “credit card slips” are not sufficient on their own.
Proof of Payment: Documentation showing that the charge was completed (often the same receipt, showing the last four digits of the card used and a “paid” status).
Funding Source: The FAU or account that the expense will be charged to.
Vendor Information: Vendor name, address (physical or website as applicable), and contact information
All of this information is used for monthly PCard reconciliation and must align with UCLA policy.
Reimbursements - Low-Value Orders (LVO)
There are cases when a reimbursement is the only practical option, such as:
Purchases made while at a competition or conference where PO payment is not possible
Urgent items needed same-day that cannot be obtained through normal PO or PCard processes
However, reimbursements are exceptional, not the default method of purchasing, and must follow LVO guidance.
What information is needed to process a reimbursement request?
To process a reimbursement, student leaders must provide:
Original Itemized Receipt
Shows each item purchased, with quantity and price.
Must not be handwritten unless clearly issued as such by the vendor.
Proof of Payment
Evidence that the individual seeking reimbursement personally paid:
Last 4 digits of credit/debit card shown on receipt
“Paid” or “zero balance” indication
Bank or card statement (if required – sensitive details can be redacted except name and relevant transaction)
Person who is requesting reimbursement must be the one who paid
Business Purpose: Explanation of why the item was purchased (outside of a PO or P-card) and how it supports the student organization’s activities, event, or competition.
Event or Activity Details (if relevant)
Event name, date, and location
For food: event description and how many people were served
A vendor list
Attendee List (for food/refreshments)
Names of attendees, and their affiliation (ex: UCLA student, business guest, faculty etc.)
Funding Source / Account
Account/Fund that should be charged for the expense.
Shipping or Delivery Confirmation (for online orders)
Email confirmation, packing slip, or other documentation that items were received.
Approvals
Required approvals from the organization’s advisor and/or departmental approver.
Is there a limit on the amount you can request a reimbursement for?
Yes. UCLA’s Low-Value Order (LVO) policy sets a dollar limit for purchases that can be made and reimbursed under LVO thresholds. In general:
The typical LVO reimbursement limit cannot exceed $499 per transaction (this may vary slightly by department).
Purchases over the LVO limit must not be done via personal funds with the expectation of reimbursement. These should be processed via PO or other appropriate purchasing methods.
Student leaders should confirm exact thresholds with their department or finance office, as internal limits may be stricter.
Is there a campus policy on LVO reimbursements? Can you provide a link?
Yes. UCLA’s policies on Low-Value Orders and related purchasing can be found on the UCLA Purchasing/Procurement website, including guidelines for LVO and reimbursement processing.
UCLA Low-Value Orders (LVO) Guidance – see UCLA Purchasing website for current LVO policy.
Are there any restrictions on submitting reimbursement requests? (Software, laptop, etc.)
Yes. Certain items must not be purchased personally with the expectation of reimbursement, including but not limited to:
Software and licenses: Must be purchased through official channels (PO) to ensure license compliance and UC terms.
Laptops, tablets, and most electronics: These need proper asset tracking, security configuration, and may require specific vendors or warranties.
Gift cards and prepaid cards
: Not allowed due to tax and reporting rules.
Alcohol: Not reimbursable for student organization activities.
Purchases from bidding or auction sites: UCLA does not reimburse purchases from auction platforms due to compliance and documentation concerns.
Personal items or items that could be considered personal benefit: Clothing (unless specialized safety gear and preapproved), decor, or entertainment items not tied to official activity.
What happens when a reimbursement of yours is taking more the usual amount of time and you want updates on it? Can you provide a link?
If your reimbursement has taken over a month to process and you have yet to be reimbursed, please fill out the delayed reimbursement form.
Delayed Reimbursement Form
If there is any doubt about whether an item is reimbursable, student leaders should consult with the finance/logistics staff before purchasing personally.
Food, Refreshments, Beverages
Food and beverage purchases for events must follow UCLA Policy on Meals, Light Refreshments, and Hospitality and be necessary, reasonable, and clearly tied to a business or programmatic purpose.
Instructions on making purchases for food and beverages for events
Key steps:
Determine the purpose and classification of the event
Training, meeting, competition-related gathering, outreach, recruitment, etc.
Confirm that providing food is appropriate and justifiable (not just a routine or casual meal).
Estimate the number of attendees: Required for budgeting and per-person limit compliance.
Plan within per-person limits
UCLA sets per-person maximums for light refreshments and full meals.
Student leaders should obtain the current year’s limits from their department or the finance office.
Choose an appropriate vendor
Prefer UCLA Catering or approved caterers that meet university insurance and health requirements.
Decide on payment method
Preferred: Purchase Order (PO) to UCLA Catering or approved vendor.
Reimbursement for food should be exceptional, not standard.
Collect required documentation
Itemized invoice/receipt
Attendee list
Event description and agenda
What is needed for a purchase of food or refreshment that is different from a non-food purchase?
Food purchases require additional documentation beyond a typical supply or equipment purchase:
Attendee List: Names of attendees, or at minimum a description of the group (e.g., “40 members of [Org Name] plus 3 advisors”).
Event Purpose and Justification: Why food was provided and how the event served the organization’s mission or campus objectives.
Date, Time, and Location of Event: To confirm that expenses are tied to a specific, legitimate function.
Per-Person Cost Calculation: Total food cost divided by number of attendees to confirm that per-person caps are not exceeded.
Assurance of No Alcohol: Alcohol is not permitted for student organization funding and cannot be part of the food invoice.
Is there a link to campus policy on purchasing food and beverages for events? Is there a per-attendee limit?
Yes. UCLA has a formal policy for business meetings and entertainment expenses, including meals and light refreshments.
For the guide, you can reference UCLA Policy on Meals, Light Refreshments, and Hospitality – see UCLA Policy library and Events/Entertainment guidance for current per-person limits.
Common practice (subject to annual adjustment):
Light refreshments – capped at an approximate per-person amount (e.g., around $20 per person)
Full meals – higher per-person limit (e.g., around $60–$65 per person)
Student leaders should check the current official per-person amounts each year, since they may be adjusted.
How to make a purchase of food via purchase order
Obtain a detailed quote from the vendor: Includes menu items, quantity, per-person pricing, service fees, taxes, and delivery charges.
Verify vendor compliance: Ability to invoice UCLA and accept a PO
Submit a PO request with:
Quote/invoice
Event name, date, location
Estimated number or a list of attendees
Business purpose
Funding account information
Confirm the PO is issued before the event
Do not assume the order is finalized until PO is approved and sent to the vendor.
How to make a purchase of food via reimbursement
Reimbursement for food is allowed only in emergency situations
To seek reimbursement, the student (or staff member) must provide:
Original, itemized receipt
Proof of payment (card used, paid status)
Event description and business purpose
Attendee list
Per-person cost calculation
Confirmation that per-person limits were not exceeded
Funding source information and approvals
How do you separate out food from items that are needed for serving food? (plates, forks, bags, etc.)
When submitting documentation (PO or reimbursement):
Food/refreshments should be categorized as such: Pizza, sandwiches, drinks, snacks, catering trays, etc.
Supplies/serving items should be listed separately: Plates, cups, napkins, utensils, tablecloths, to-go containers, ziplock bags, serving utensils, etc.
In the PO or reimbursement form, list these as separate line items with different item descriptions and categories. This helps with proper accounting and ensures accurate reporting under policy (food vs. general supplies).
Setting up travel to competitions, conferences, and meetings
Student organization travel must comply with UC travel policies and campus-specific procedures. Proper planning minimizes the need for after-the-fact reimbursements and avoids non-compliant expenses. After-the-fact expenses will likely be unreimbursable.
General guidance on setting up travel:
Always begin with advance planning: destination, purpose, dates, travelers, and estimated budget.
Use approved booking channels (UCLA Travel, Connexxus, or designated travel service) whenever possible.
Obtain pre-approval from the appropriate department or advising unit before committing to any travel expenses.
Ensure that travel clearly supports the organization’s mission and activities (e.g., attending a conference directly related to the org’s field, or competing in a recognized competition).
Transportation (air, car rental, ride-service)
Airfare:
Should be booked through UCLA’s travel booking channels where feasible.
Only economy or standard class fares are allowable for student organization funding.
No upgrades (extra legroom, first class, etc.) will be reimbursed.
No team member can pay on behalf of others.
Car Rental:
Use UC-contracted rental companies (e.g., Hertz, Enterprise, National).
Reserve vehicles in the driver’s name who is authorized and meets age/licensing requirements.
Decline optional insurance add-ons that are already covered by UC contracts unless directed otherwise by UCLA Risk Management.
Ride Services (Taxi, Uber, Lyft, etc.):
Permitted for local ground transportation related to the event.
Must have itemized receipts showing date, cost, and trip details.
Trips should be reasonable in frequency and distance.
Conference fees
Conference registration fees may be:
Paid in advance using a PO (if the conference accepts invoicing).
Paid using a department PCard, if allowed by policy.
In some cases, it can be reimbursed, with:
Receipt
Proof of payment
Conference agenda or program
Business purpose
When one officer pays registration for multiple students, this is often acceptable if properly documented and pre-approved (see do’s & don’ts below).
Hotels & accommodations – is Airbnb allowable?
Standard hotels are allowable, provided:
The rate is reasonable for the area.
No resort-type upgrades or personal add-ons are included.
Airbnb and similar short-term rental platforms are allowed for student groups that travel.
Please provide an attendees list.
Student leaders should book hotels through approved channels or at traditional hotels that can provide an itemized receipt and comply with UC travel rules.
Meals while traveling
Meals are reimbursable only for eligible travel days and in accordance with per-diem or actual expense rules, depending on the campus implementation.
Reimbursable meals must not include alcohol.
Receipts must be itemized and should not exceed the reasonable, policy-based daily or per-meal limit.
Students should avoid fancy or high-end restaurants that obviously exceed standard business travel expectations.
Instructions on how to submit reimbursement requests for travel
For travel reimbursements, provide:
Completed travel reimbursement form (as required by the department).
Itemized receipts for:
Airfare (if not booked through UCLA travel)
Hotels
Ground transportation (taxi, Uber, Lyft, shuttles)
Registration fees (if paid personally)
Meals (if reimbursing actual costs)
Proof of payment for each expense (card used, bank statement if necessary).
Travel itinerary or e-ticket showing trip dates and locations.
Conference agenda or invitation (for conferences and competitions).
Business purpose statement clearly explaining the reason for travel.
Approval signatures from the appropriate advisor/department (if required).
All documentation must be legible, complete, and consistent with UC travel policies.
Other do’s and don’ts
Can an officer pay for everyone and submit a reimbursement?
Conference registration fees: Yes, one officer can pay for multiple members’ registration if pre-approved and properly documented with a list of names and proof of total payment.
Travel-related costs (airfare, hotels, meals):
It is strongly discouraged and often not allowed for one student to pay for everyone’s flights, lodging, or meals and then seek a large reimbursement.
Each traveler should typically have their own expenses processed through appropriate channels or individually reimbursed, depending on the department’s rules.
What can be paid for or set up before travel?
Airfare (through approved channels)
Hotel reservations (through approved channels)
Conference or competition registration fees
Anything paid in advance should be approved beforehand and use institutional methods (PO, PCard, or agency reservations) whenever possible.
Timeline from Request to Procurement
From purchase order request to procurement of purchases
Typical timeline (may vary by department and time of year):
1–3 business days: Student organization submits complete PO request (with all required documentation).
3–7 business days: Finance/procurement reviews, requests clarifications if needed, and processes the PO.
After PO issuance: Vendor lead time for processing, shipping, and delivery (can range from 2 days to several weeks depending on the item).
Student leaders should allow at least 2–3 weeks total from request submission to receiving physical items, especially for specialized or custom goods.
From reimbursement request to receiving funds
Assuming the reimbursement packet is complete and accurate:
2-6 weeks is a common range from submission to payment issuance.
Incomplete or unclear documentation (missing receipts, no business purpose, lack of approvals) will delay processing.
Students should save all receipts during the event or trip and submit reimbursement requests as soon as possible afterward.
Tracking of purchased items from vendor to delivery
To track items:
Use tracking numbers provided by the vendor (UPS, FedEx, USPS, etc.).
Note the expected delivery date and check with:
The central receiving location, if used.
The departmental office or mailroom.
Upon delivery:
Verify that all items were received and undamaged.
Retain packing slips and any documentation in case of returns, discrepancies, or audit.
Student leaders should coordinate with staff if items are delivered to a central location rather than directly to a student-run space.
Additional Guidance, Do's & Don'ts Regarding Purchases
Vendors that should NOT be used
Purchases from auction or bidding platforms are generally not reimbursable due to policy and documentation concerns.
Other vendors to avoid:
Craigslist
OfferUp
Facebook Marketplace
Any vendor that:
Cannot provide an official invoice or receipt
Refuses to accept UCLA POs but requests informal or peer-to-peer payment methods (e.g., personal Venmo, Cash App for non-legitimate business)
Items that should NOT be purchased either through PO or reimbursement
Examples of items that are typically not allowed:
Gift cards or prepaid debit cards
Alcohol
Personal clothing or items that primarily benefit an individual (unless they are required safety gear and pre-approved)
Personal electronic devices not designated as UCLA property
Decorative items that are not clearly tied to programmatic or event needs
Memberships/subscriptions to services (online platforms, clubs, etc.) unless specifically justified and approved
Electronics and software purchased personally with expectation of reimbursement (these must go through official purchasing methods)
Student leaders should always check before purchasing anything that might be considered borderline or personal in nature.
Other important things to note
Plan early. Most issues arise from last-minute purchases that don’t go through proper channels.
Ask first, buy second. When unsure, students should consult with the Office Lead, Logistics & Materiel Manager, or the finance office before spending personal funds.
Keep all receipts and documentation organized. Digital copies (PDFs or photos) should be legible and stored in shared drives when possible.
Respect funding source restrictions. Some accounts or grants may restrict what types of purchases are allowed; check with the funding administrator if uncertain.
Additional Information for Student Leaders
To reduce the amount of time spent correcting issues and to empower student organization leaders:
Create standard templates for:
PO requests
Reimbursement requests
Travel pre-approval forms
Post-event reports (including attendee counts and actual costs)
Centralize information on the Student Leaders Guide website:
Step-by-step “How do I…?” sections (e.g., “How do I request a PO?” “How do I get reimbursed?”)
Links to relevant UCLA policies
Currently approved vendors and example subject lines
Example completed forms (with sensitive information redacted)
Offer annual or quarterly training sessions covering:
Purchasing basics
Reimbursements and LVO rules
Travel planning and reimbursement
Common mistakes and how to avoid them
Encourage continuity:
Outgoing officers should share purchasing and travel “lessons learned” with incoming officer teams.
Organizations should maintain internal documentation and checklists.
Room Reservations for events and activities
Room Reservations
Wes Uehara, Engineering Student Organization Coordinator,
wuehara@seas.ucla.edu
Passing the Torch event on May 29, 2025
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.
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 8 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 8 of each quarter.  Once you miss this deadline you will NOT be able to request a meeting event until week 1 of the quarter.
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.
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 –
and protected for that purpose
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).
General Assignment classrooms - managed by the Campus Events office
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 audio system in General Assignment classroom.
How to request a General Assignment classroom
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 2024 occurs in Spring of 2024 (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 8 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 the deadlines indicated in the email.  In the past there has been one deadline to request rooms for weekly recurring events or 1-time event and a second date to request a 1-time event.  The form will be provided in the email.  If you miss this deadlines 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 June 6, 2025 (9 – 2PM) – organizations can submit a request for General Assignment classroom for a one-time weekday event in the following quarter.
When you submit the Classroom Lottery Google form it should send you a copy of your responses.  Please save your email and any correspondence you have with Campus Events for tracking purposes.  You will also need this if you need to make a request to a Room Manager in the School of Engineering if Campus Events is unable to accommodate your request.
Here is a copy of the
email Campus Events sent to all signatories in Spring 2025
.  We encourage student leaders to read through the email to understand the process and policies.
To request a General Assignment classroom reservation starting week 1 of the quarter, please visit the ‘Weekly and General Classroom Meetings’ pull-down on the
Events website
Room Managers in the School of Engineering will work first with any affiliated student organizations that attempted the Classroom Lottery and could not secure a room for their meetings.  Student organizations will receive an email with instructions during final’s week each quarter.
You will need to provide proof that you participated in the Classroom Lottery.  You can show the copy of your responses from the Classroom Lottery Google Form or any email correspondence with Campus Events that show your attempt in securing a room.
Please note that location or room aesthetics is not a valid reason to request a School or Department managed room.
Organizations that did NOT participate in the Classroom Lottery will need to wait until after we accommodate organizations that did participate.
Engineering Department rooms
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)
School of Engineering rooms
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
2nd Floor Courtyard multi-purpose event and work-space –
wuehara@seas.ucla.edu
2730 Student Creativity Center (24 seats) –
5800 ESUC Lounge –
6750 (15 seats) –
6764 – Rice Room, 24 seats –
8500 Boelter Hall Penthouse (50 – 60 seats) –
Engineering
IV Rooms
2nd Floor Patio –
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) –
no key required
First Floor Patio (between Mong and Cohen)
If you need help with this process, please reach out to Marlon Williams, Office Lead, Logistics and Materiel Management, at
marlonw@seas.ucla.edu
or stop by the office located at Boelter Hall 3713.
Keys for the aforementioned rooms can be picked-up at Boelter Hall 3713 on the day of your event between the hours for 8 AM – 12 PM & 1 PM – 4:30 PM.  If no one is available at the office for key pick-up, please contact Lynn Matevosian, Executive Assistant, Office of the Dean, at
lmateo@seas.ucla.edu
If you need additional assistance, please reach out to Wes Uehara,
wuehara@seas.ucla.edu
Other Campus venues
Here are other campus event venues if a general assignment classroom is unavailable.
Most require a fee to use facilities:
UCLA Events Office:
Campus Recreation:
Associated Students at UCLA (Ackerman & Kerckhoff):
UCLA Housing:
Luskin Conference Center:
UCLA Guest House:
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.
Action items
Register your organization with SOLE if you haven’t done so.
Host planning meetings in week 5 of each quarter to discuss room needs for the following quarter to be prepared to participate in the Classroom Lottery.
Large organizations should coordinate schedules with other organizations to avoid the potential of making a request for rooms on the same day and time.
Ask your signatory to share the email sent by Campus Events for the Classroom Lottery with all organization leaders each quarter.
Participate in the Classroom Lottery (Fall, Winter & Spring)
Provide the ‘When you arrive’ and ‘before you leave’ checklists to student leaders who lead activities in a campus room and 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.
If you have any questions or concerns, please contact Jerard Agravante, ESUC President at
esuc.ucla.president@gmail.com
, or Wes Uehara, Engineering Student Organization Coordinator, at
wuehara@seas.ucla.edu
Bruin Card Access for Student Leaders
Bruin Card Access
Wes Uehara, Engineering Student Organization Coordinator,
wuehara@seas.ucla.edu
Presented at the Passing of the Torch event on May 29, 2025
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 students and personnel within the School of Engineering are of paramount importance to the units within the building and campus.  Access to these buildings after designated hours is a privilege that can only be granted by designated campus officials (Department Chairs and Designated Managers for Non-academic units).
Bruin Card access will be available only as long as there are no issues related to having this privilege.
Student organization leaders should work together to ensure the safety of our community and to protect our buildings, rooms, equipment and property.
The President or Project Lead of each Student Organization or Project Team has the responsibility to identify the officers within their organization who should have Bruin Card Access to Engineering Buildings and to ensure understanding of the responsibilities of having this privilege.
Student Organizations or Project Teams assume responsibility for any damage, theft, or inappropriate activity that occurs in the School of Engineering as a result of their activities or negligence to adhere to the following responsibilities:
Responsibilities & Consequences for misuse
Access is only for official organization business.
Only officers that have Bruin Card access should open the facility. Please do not allow others to borrow your Bruin Card.
Do not allow people into the buildings who are not participating in your organization’s activities.
Do not prop exterior doors open. Please close any exterior door that is propped-open.
Please report suspicious behavior or activity to Campus Police (310-825-1491) and inform Wes Uehara,
wuehara@seas.ucla.edu
and Associate Dean of Research & Physical Resources, Rob Candler,
rcandler@g.ucla.edu
Report any damage to property to Anthony Redon, Logistics and Engineering Facilities Manager,
aredon@seas.ucla.edu
Respect the facility – general guidance is that student orgs should take reasonable steps to prevent damage and to prevent theft.
Consequences for misuse –
Student organization or project team may
Lose Bruin Card access privileges temporarily or permanently.
Lose Room Reservation access for their events or activities temporarily or permanently.
Be required to remedy a situation or
pay for any damage
associated with misuse.
Be reported to the UC Police Department or Fire Department (as required).
Lose Affiliation with the School of Engineering and its benefits and resources.
Eligibility & Duration
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.
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).
Process & Deadline
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
them using this filename: NameOfOrganizationOrProjectTeam_BCforms_2025_2026.pdf. For example – BajaRacing_BCforms_2025_2026.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_2025_2026.xlsx For example, ESUC_BCsheet_2025_2026.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:
Monday, June 30, 2025.
Space Use in the School of Engineering –
current assignments & requesting space for your organization
Space use assignments are for two academic years.  The next call for applications will be in Winter of 2026 for academic years 2026 – 2027 & 2027 – 2028.
Important details:
Space utilization is by recommendation of a school-wide faculty committee and assigned by Rob Candler, 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.
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.
Organizations can check their affiliation status here
All student organizations (including honors and service 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.
Memo on Space Assignments for AY 2024 – 2026 for affiliated student organizations
Directory of Student Organization rooms
3D Printing for Everyone at UCLA
Flight, Biomedical, Mechanical Keyboards, & Wheels
Boelter 3750
AI Safety at UCLA
AI Safety Computer, AI Safety Project
Boelter 7707
American Indian Science and Engineering Society (AISES)
Boelter 2416
American Indian Science and Engineering Society – Bearospace
Boelter 2817
American Institute of Aeronautics and Astronautics (AIAA)
Design, Build, Fly & Uncrewed Aerial Systems
Boelter 2730 D
American Institute of Chemical Engineers (AIChE)
ChemECar, ChemECube, & ChIP
Boelter 2432
American Society of Civil Engineers (ASCE)
Concrete Canoe, Construction Management, Environmental Design, Geowall, Seismic Design, Seismic Outreach, Steel Bridge, Sustainable Solutions, Surveying, Timer-strong Design-build, & Transportation Design (collaboration with ITE)
Boelter 2745, 2761, & 2730 C
American Society of Mechanical Engineers (ASME)
Fabrication and Design Essentials, Bruin Underwater Robotics, X1 Robotics, Combat Robotics, & Flagship Combat Robotics
Boelter 2763, 2438 A & 2730 C
Association for Computing Machinery (ACM)
ACM Board, ACM Studio, ACM Design, ACM ICPC, ACM Cyber, ACM TeachLA, ACM-W, ACM AI, & ACM Hack
Boelter 4801 & 4685
Biomedical Engineering Society (BMES)
Build Team & Design Team
Boelter 2432
Bruin Earth Solutions
Aquaponics, LEED, Wind Project, Plastic2Food, Electric Vehicle Conversion Project, Bruin Beekeepers, Solar Decathlon, & Circular Waste
Boelter 2821
Bruin Racing
Bruin Formula Racing, Bruin Racing Baja, Bruin Supermileage
Boelter 2730 A, 2730 B, 2713, & Boelter garages
Bruin Spacecraft Group
Project Rapid, Project Endeavor, & Project Overseer
Boelter 4813
Bruins Encouraging Active Minds (BEAM)
Boelter 2438 A
CruX @ UCLA
Affective Changes, Sleep Tracker, In Motion, Synch, Neuro Gaming, Stress Meter, Bionics, Self-Driver, Locked In, Fine Motor Skills, Mental Symphony, In Agreement BCI Team projects, & Effects of Affection NXT Team Project
Boelter 3506
Engineers Without Borders (EWB)
Nicaragua Schoolhouse Project, Uganda Water Project, Ethiopia Sanitation Project, Nepal Farmhouse Project, Colombia Greenhouse Project
Boelter 2438 B
Eta Kappa Nu (HKN)
Tutoring
Engineering 4 Room 67-127
exploretech.la
Boelter 4801 & 4685
Institute of Electrical and Electronics Engineers (IEEE)
Open Project Space (OPS), Micromouse, Pocket Racers, Digital Design, Architecture, and Verification (DAV), Wireless RF and Analog Project (WRAP), Student Project Initiative, IEEE Workshops & IDEA Hacks
Boelter 2825
Institute of Transportation Engineers (ITE)
Transportation Design (collaboration with ASCE)
MS 2933
Materials Research Society (MRS)
SAMPE Composite Bridge Team
Boelter 2817
National Society of Black Engineers (NSBE)
Boelter 2416
Phi Sigma Rho (PSR)
Boelter 2438 B
Rocket Project at UCLA
Project Ares, Project Prometheus, Engr 1: Rockets, Rocket Project
Engineering 4 Room 14-118
Society of Latinx Engineers and Scientists (SOLES)
SOLES Racing, SOLES WebDev, soles.AI
Boelter 2416
Society of Women Engineers (SWE)
Boelter 2438 B
Tau Beta Pi (TBP)
Tutoring
Boelter 6266 S
Upsilon Pi Epsilon (UPE)
Tutoring
Boelter 4801 & 4685
Women Advancing Technology through Teamwork (WATT)
Technical Team
Boelter 6514
Call for Space Use applications from UCLA Engineering-affiliated student organizations
Student organizations affiliated with the School of Engineering who wish to submit an application for Space Use in the School of Engineering or Engineering Departments will need to complete the Space Use application online form.  This includes all honor societies like TBP & HKN and service organizations such as ESUC & EGSA.
To complete your application, please follow these steps:
Step 1:
Please review the following before working on your Space Use application.
This Student Leaders Guide website section on Affiliating with the School of Engineering – to understand what is expected to maintain your affiliation with the School of Engineering.
Space Use Terms & Conditions agreement form
– to understand your responsibilities associated to using space in the School of Engineering
Student Creativity Center website
– to understand the purpose of the facility
Lab & Space Safety for Student Organizations website
– to understand your responsibilities with regards to maintaining your space and keeping your users safe.
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, the 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
2026 Call for applications for Space Use for Engineering-affiliated student organizations Google form
Section 2
: Application submitter’s information (name, officer title, UID, email, and major).
Section 3 & 4
: Affiliation status – Due to limited space in the School of Engineering, only organizations that are currently affiliated with the School of Engineering will be reviewed for Space Use allocation. Organizations can submit an application; however, their affiliation must be current by the end of January 2026. You can check your
affiliation status here
Section 5
: Information on organizations and projects that will occupy the space – please download and fill out the
Information on organizations and projects that will occupy the space spreadsheet
and save your file in Excel using the name of your organization_orginfo.xlsx.  For example – ACM_orginfo.xlsx.  Please add content to the spreadsheet about your organization as well as any sub-organizations, design teams or projects that will occupy the space you are requesting.  For each sub-organization, project or design team, you will need to provide the following:
Name, officer title, major, cell phone, and email of the lead officer (president, project lead, etc) for each organization, sub-organization, design team, project, etc. included in the application,
Name, department, and email of the faculty advisor for each organization, sub-organization, design team, project, etc. included in this application,
# of members,
Affiliation-status,
(If applicable) Current space allocation (building & room #)
Square footage of space you are requesting for the next years
% of how the space will be used
Data on technical activity that will occur in the space
Workshops you intend to host in the space
Section 6
: Summary of current space assignment (if applicable) – In this section, we ask applicants to report the square footage of the space currently occupied on campus and/or the School of Engineering. Organizations that do not occupy space can indicate NA.
You will need a measuring tape.
Section 7
: Summary of request for space during academic years 2026 – 2027 & 2027 – 2028 – In this section, applicants should provide the total square footage requested for AY 2026 – 2027 and 2027 – 2028. The square footage should match the data on the ‘Information on organizations and projects that will occupy the space’ spreadsheet.
Section 8
: Justification for space use – In this section, please provide us with a narrative on why you feel your organization needs the space in the School of Engineering.  Your summary should be no more than 1 page, single-spaced, .75″ margins and should include the following:
An explanation for the need for the square footage requested and how the space will be used.
Any information that will help us to evaluate their request including specific resources or location of the room you would like. Examples include info on whether your org would like to reside in the Student Creativity Center or if there is a more appropriate room for your needs.
Here is an
example of the format of your Justification for Space Use document should look like
Please save your Justification for space use narrative
as a .pdf with file name – organization name _spaceusejustification.pdf. For example – ASME_spaceusejustification.pdf.  You will upload this file to the Google form.
Please note that we will do our best to accommodate the space needs of our organizations. We do not guarantee that we can accommodate everyone’s needs.  Also, content beyond the 1-page allotment will not be provided to the review committee.
Section 9
: Management plans – In this section, student leaders will be asked to provide us with a report on how they plan to manage the following if they are provided space.  The summary should be no more than 2 pages, single-spaced and should include the following sections and content:
Room Access & Key Return
Replacement keys and re-keying of locks will need to be covered by your organization. How many keys will you request, who will hold these keys, and how will you ensure they keys are returned at the end of the year?
Safety, training, and access to tools and equipment
Provide a list of safety training and standard operating procedures do you plan to offer your members? and the frequency of when you will offer it.
How will you ensure that only members who have been trained to use specialized equipment and tools are using them?
What is your plan to review your current inventory or addition of new tools, equipment and/or chemicals used in the space to ensure proper use, storage, and disposal?
Household cleaning & maintenance plan – please include how your organization plans to manage cleaning (weekly, quarterly, annual-purge) of your space, tools and equipment. Also, a plan to manage trash collection and disposal.
Summer move-out – per the Space Use Terms and Conditions agreement form, all student organization rooms can be requisitioned over the summer for School of Engineering’s summer programs.
What is your plan to move-items out of your room and store them over the summer should the School need your room?
Space manager & responsibilities – What officer will be responsible for managing your campus space and what are their responsibilities.
Other – please provide us with any additional information you think would be helpful for this report.
Here is an
example of the format of your Management plan report should look like
Please save your Management plans
as a .pdf with file name – organization name_managementplans.pdf. For example – EGSA_managementplans.pdf.
Step 3:
Review the answers to sections 1 – 9 with your faculty advisor.  Request guidance, refine your application, fill out the
Faculty Advisor Space Use Application approval form
, have them sign and return it to you.
Save your completed form
as a .pdf with the file name organization name_pdf. For example – EWB_facadvapproval.pdf.
Please do NOT submit incomplete forms or forms lacking signatures.  Incomplete applications will NOT be considered.
We are trying to utilize DocuSign to obtain faculty advisor signatures.  Please check back in Winter 2026 for details.  Here is a link to the
Faculty Advisor Space Use application approval form
if you prefer to collect signatures and submit it manually through the online form.
Step 4:
Access the
2026 Call for applications for Space Use for Engineering-affiliated student organizations form
and submit your responses and files by the
deadline on Sunday, January 25, 2026
Timeline:
Friday, December 5, 2025 – Space Use for Student Organizations application info-session on Zoom
Friday, December 5, 2025 – Space Use application goes live.
Sunday, January 25, 2026 – Space Use application deadline
Winter 2026 – A faculty committee will review applications and decide on space allocations.
Please make sure your faculty advisors are aware of your activities as it relates to your space needs.
Spring 2026 – Announcement of new space assignments at the Spring Quarter Student Leaders Luncheon
Spring 2026 – Organizations move into their new space by the start of Summer 2026.
Please contact Wes Uehara,
wuehara@seas.ucla.edu
, if you have any questions or concerns.
Lab & Space Safety
Lab & Space Safety Training Workshop
Anthony Redon, UCLA Engineering Building Superintendent,
aredon@seas.ucla.edu
‘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:
. If you have any questions, you can also reach out to Anthony during Office Hours.
Office Hours:
Tuesdays from 2-4PM @ Boelter 5288
Who should attend:
All
organizations that occupy space and/or work on technical activities
Executive Board
Lab Managers
Project Leads & Members
Student Creativity Center
updated content will be shared at the 2025 Engineering Leadership Workshop
Wes Uehara, Engineering Student Organization Coordinator
Session slides
Student Creativity Center p
urpose:
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:
UCLA Engineering Makerspace
updated content will be shared at the 2025 Engineering Leadership Workshop
Jacob Schmidt, UCLA Engineering MakerSpace Director,
schmidt@seas.ucla.edu
Link to UCLA Engineering MakerSpace
Use by student organizations
Hours are Monday – Friday (9 AM – 6 PM) and Saturdays (12PM – 5 PM).  The Makerspace is open during the academic quarter (not finals week, academic breaks, or university holidays).
The space and equipment is available for club use during our open hours.  Student leaders can request an after hours reservation to use the equipment. Students must be trained on how to use the equipment before the reservation.  Makerspace staff is available to provide training during normal open hours.  Please
contact Professor Jacob Schmidt for reservations
The Makerspace is NOT available at any time for club-meetings.
Accepting Engineering 1 proposals (formerly E96)
Professor Schmidt is accepting proposals for 1 -2 new Engineering 1 courses.
In Fall 2024, Engineering 96 is changing its course number to Engineering 1.
Proposal deadline – January 10, 2025
Proposals should include:
A description of the class,
Engineering design elements
Curriculum
Schedule
Projects
Budget
Any other important details with regards to how you plan to deliver on your project
Email your project proposal directly to
Professor Schmidt.
Machine Shop
updated content will be shared at the 2025 Engineering Leadership Workshop
Session 2 – Thursday, August 22, 2024 – Mail, Shipping, Physical Addresses, Machine Shop, Paint Box facility, Matintenance reqeusts, Trash Disposal
Anthony Redon, UCLA Engineering Building Superintendent,
aredon@seas.ucla.edu
Equipment, Training, and Acccess
Machine Shop Tools:
Available for student use: d
rill press, sanders, band saws, 4 mills, 3 lathes (Hulk lathe is staff only)
Staff only or staff-supervised only: welding machine, CNCs (7)
Process for CNC use:
Chris Cordova, CNC expert, is the only one who can use the CNCs.
You will need to CAD your part first
The next step is to fabricate on a manual machine to fine tune your design before using the CNC.
Training
2 hour workshop training that you have to take.  Once in a life-time. No shorts or slippers.  You need to wear pants and shoes while in the Machine Shop
Users
Personal use – after you are trained, scan the QR code and select the tools you are using
Club members also need to go through training before using equipment.
Hours & Fees
Monday – Friday 7 AM – 12 noon & 1 – 4 PM
Saturday hours will be available during the acdemic year
No fees so far.  There will be small fee.
For additional questions please contact Anthony Redon, Engineering Building Superintendent,
aredon@seas.ucla.edu
Paint & Sand Box facility and policies
updated content will be shared at the 2025 Engineering Leadership Workshop
Session 2 – Thursday, August 22, 2024 – Mail, Shipping, Physical Addresses, Machine Shop, Paint Box facility, Matintenance reqeusts, Trash Disposal
Anthony Redon, UCLA Engineering Building Superintendent,
aredon@seas.ucla.edu
Painting & Sanding policy & reserving the PaintBox Facility
To view the Painting and Sanding policy and more information on requesting the PaintBox facility, please visit the
Lab & Space Safety website
.  You can find this information in the section titled, ‘Resources for Student Organizations & Policies’.
For additional questions please contact Anthony Redon, Engineering Building Superintendent,
aredon@seas.ucla.edu
Mail, Shipments, Building Addresses, and Driving Directions
updated content will be shared at the 2025 Engineering Leadership Workshop
Session 2 – Thursday, August 22, 2024 – Mail, Shipping, Physical Addresses, Machine Shop, Paint Box facility, Matintenance reqeusts, Trash Disposal
Anthony Redon, UCLA Engineering Building Superintendent,
aredon@seas.ucla.edu
Session slides
UCLA Engineering Logistics Center
The
UCLA Logistics Center
is located at Engineering 4 Room 14-108 and is where you will pick up packages delivered through UPS, FedEx, DHL, McMaster Carr, and Amazon. Here is what happens when your package arrives:
The Logistics Center needs 20 -30 minutes to process the delivery.  They are scanning your package so they have a record of the delivery.  Please give them time to do this.
You will get an email about your delivery from the Logistics Center.  Your email address will be obtained either through the UCLA Campus Directory or the Student Organization leaders Contact List on myEngineering (please make sure your President keeps your contact list current).
You will need your photo ID to pick-up your parcel. Please show it to the staff on duty so they can scan your parcel and your ID.
Your parcel will be placed on the Department shelf that is most relevant to your organization.  For example – Bruin Racing, your packages will be on the Mechanical and Aerospace Department shelves.   Please come within a day or two to pick up your parcel.
Other important information:
The Logistics Center hours are:
Monday – Thursday from 7 AM – 12 PM & 1 – 4 PM
Fridays 7 AM 12 PM & 11 – 3 PM
Closed on weekends, holidays, and campus closures
Please keep this in mind when you request deliveries.
Amazon will leave packages at the door and it will be sitting there all weekend.  Amazon allows you to indicate if deliveries can be made on Saturday or Sunday; or not.  Please indicate that deliveries have to be made M – F to avoid having your packages delivered on the weekend and sitting until Monday morning.
Please track your packages from the vendor that is being used to ship your package.
Students can also have USPS mail delivered to this location if they use the Logistics Center mailing address:
Name of Recepient
Name of Student Organization
420 Westwood Plaza
Los Angeles, CA 90095-1591
(the 1591 is important if you want it sent to the Logistics Center)
If you do not use this address; then your USPS mail will be sent to your Department Management Services Officer (MSO).
Please see that section on this Student Leaders Guide for the listing of MSOs by Department.
UCLA Engineering Facilities Team
Logistics & Facilities Team
Anthony Redon –
Director of Building Services
Josue Gonzalez – Logistics Center
– Engineering IV loading dock is the location where shipment can be picked-up once it is received.
Anthony Singleton & Chris Cordova – Machine Shop
Dan & VInce
– Please submit a
Materials Service Request (MSR)
if you need equipment secured for earthquake safety or help moving heavy equipment –
Marlon Williams
marlonw@seas.ucla.edu
) – located in Boelter 3713.  He manages keys for the School, procurement for school-wide organizations, & room reservations.
Driving directions & physical address for visitors
Using the Boelter Hall physical address (580 Portola Plaza) will put visitors on the Boelter Hall entrance closest to Kerrckhoff & Moore Hall.  It is easiest for visitors to use the address for Engineering 4 (420 Westwood Plaza) or Engineering 5 (404 Westwood Plaza) to find the School of Engineering.
Link to a .pdf copy of  UCLA Samueli Engineering Directions and Maps
Emergencies and Emergency-preparedness
updated content will be shared at the 2025 Engineering Leadership Workshop
3 steps to Prepare for an Emergency
Get a Kit
… At a minimum, have the basic supplies.If an emergency happens at work, you may need to be ready to help yourself and others. Keep supplies in an easy-to-carry emergency preparedness kit that you can take with you in case you must evacuate.
Make a Plan
… It makes a difference.Know your department’s emergency plan, evacuation routes, and assembly area. Make a plan for your home, including how everyone will reach each other in different situations, and be sure everyone is familiar with it.
Be Informed
… Learn what to expect.It’s important to stay calm in an emergency. Get as much information about the situation as possible. At work, check with your
Departmental Emergency Coordinator
. At home, have alternate information sources such as TV, the radio, or the Internet for news but understanding that some emergencies might knock out the electricity.
BruinAlert & Bruin Safe Online
All student leaders should be enrolled in BruinAlert.  Please be mindful of any BruinALERT and how it may impact your membership and campus spaces.
BruinALERT
is UCLA’s emergency notification system. All UCLA faculty and staff with valid email addresses in the UCLA Campus Directory and students with valid email addresses in MyUCLA are automatically enrolled in BruinALERT to receive email alerts. Students who have entered their cell phone information in MyUCLA are automatically enrolled to receive SMS text messages. Faculty and staff must sign up for text messaging through the BruinALERT website.
Alumni, Family, Friends and Visitors can subscribe to BruinALERT by texting ‘
BRUINALERT
‘ to
888777
Bruin Safe Online:
Notify leadership when there is an emergency or accident.
Make sure you are safe.  Make sure everyone you are with are safe.  Contact emergency services as necessary.  Please notify the following people of any accidents or emergencies:
The President of your organization
The Faculty Advisor of your organization
Anthony Redon,
Engineering Materials and Facilities Manager
aredon@seas.ucla.edu
Wes Uehara, Student Organizations Staff Advisor,
wuehara@seas.ucla.edu
Associate Dean of Research & Physical Resources Rob Candler,
rcandler@g.ucla.edu
Associate Dean of Academic & Student Affairs Richard Wesel,
wesel@ucla.edu
Bruin Car & Transportation resources
updated content will be shared at the 2025 Engineering Leadership Workshop
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:
Bus/Van Charter Services –
BruinCar rental service –
To reserve:
Department organizations – please contact your Department purchaser/contact (see above)
School-wide organization – please contact Wes Uehara,
wuehara@seas.ucla.edu
Maintenance Issues & Trash Disposal
updated content will be shared at the 2025 Engineering Leadership Workshop
Anthony Redon, Engineering Buiilding Superintendent,
aredon@seas.ucla.edu
Maintenance & Facilities Requests to UCLA Facilities
311 Ticket
– for general room-maintenace (light bulb replacement, leaky plumbing, HVAC issues, etc.)
These requests goes to campus Facilities.  We encouage student leaders to download the UCLA 311 App.
Get the UCLA 311 App through the UCLA App store by clicking this link
Facilities website:
Service Request:
Email Anthony Redon,
aredon@seas.ucla.edu
and Wes Uehara,
wuehara@seas.ucla.edu
if the issues is critical and school leadership needs to be notified.
UCLA 311
What is the UCLA 311 App?
The UCLA 311 App is a free mobile application that provides an easy way to request non-urgent repairs and service to help keep the UCLA campus beautiful, safe, and operating at maximum efficiency. Within the app, you can:
Request repairs and service for your office or workplace
Report problems with campus facilities, such as lighting, grounds, garbage, and more
Check on the status of requests submitted
Request Repairs and Service
Request repairs and service or report problems with air conditioning, alarms, plumbing, electrical, lighting, elevators, pests, grounds, and much more. Pinpoint the exact location of the problem by using sharing current position, using an interactive map, or selecting from a menu. You can also submit photos.
Work Status
View the status of repair and service requests submitted by you and the entire UCLA community. Find existing requests by searching by keywords or by viewing an interactive campus map. The date reported, exact location, description, status and other information are available for every request.
Get the UCLA 311 App through the UCLA App store
Materials Service Requests (MSR) to UCLA Engineering
The Material Service Requests (MSR) is a request that will be sent to Anthony Redon, Engineering Building Superintedent, and his team.  MSRs are typically used for jobs that require moving things in the School of Engineering.
Here is a link to the MSR Form:
. You will need your organizations Recharge ID to submit your MSR.   You will need to contact the Treasurer of your student organization of the Fund Manager who helps you with your campus fund to get your RechargeID.  For questions about MSRs please contact Anthony Redon at
aredon@seas.ucla.edu
Trash & Waste Disposal
All student organizations occupying a campus space are responsible for the upkeep of their rooms.  Information on responsibily and resources for organizations occupying space in the School of Engineering can be found on the Lab & Space Safety training website
(check back for the link)
. A regular cleaning, including trash disposal, should be scheduled by student leaders.
Trash Dumpster location:
Please use the dumpsters located near our Makerspace in Boelter Hall. There are trash and recycling bins at this location.
How to dispose of Batteries:
There are buckets for old batteries located in the
Engineering Logistics Center
(Engineering 4 Room 14-108)
eWaste collection:
There are bins for your extension cords, electronics, old computers, etc. located in the
Engineering Logistics Center
(Engineering 4 Room 14-108)
Chemical waste:
all chemicals need to be disposed of properly.  Do NOT throw chemicals into the dumpster.  Each chemical needs to be tagged and picked-up by the UCLA Chemical Waste truck.  Contact Anthony Redon,
aredon@seas.ucla.edu
, Engineering Building Superintendent for more information.
Student Leaders Guide website management
This website is managed by the Engineering Society at UCLA (ESUC)
Please contact us at
esuc.ucla.webmaster@gmail.com
, 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.