Skip to content
IEEE@UCSD

Project Space Chair

Congratulations on becoming the new Project Space Chair of the IEEE Student Branch at the University of California San Diego!

What to know

Original Doc (Must be Logged into UCSD Account)

Codes to Jacobs Hall (EBU1) and the Project Space (EBU1-4710):

In order to set up, change, or renew IEEE@UCSD’s officer access codes, it is the PS Chair’s responsibility to reach out to Julie Moritz ([email protected]), the UC San Diego ECE Department’s Facilities and Safety Coordinator. Her office is EBU1-2905.

The code one uses to access Jacobs Hall is the same as the code one uses to access PS. Currently, there are five codes: one for the President, one for the PS Chair, one for Executive Board, one for General Board, and one for yearly project team officers (e.g. RoboCup leadership). Codes are not to be shared. Codes should be changed every year so as to avoid continual access by past officers and for general security purposes. If there any any issues (e.g. a code is shared outside the officer board) notify Julie immediately and generate new codes.

Enrolling Officers in ESPresence:

All officers are required to get enrolled in ESPresence, which is our built in presence tracking system. This allows for automated checking of OAH attendance, allows us to respond quickly should PS be left empty when it should not be, and provides a record of what officers were present should anything go wrong in PS. Currently, Apple iPhones typically have no issue enrolling, whereas Androids are not working with the system. If you could look into fixing this issue, that would be great!

In order to enroll someone in ESPresence, follow the steps below:

  1. Go to the PS PC and power it on. It is located underneath the whiteboard.
  2. Open Firefox. You will see two bookmarks: “Home Assistant” and “ESPresence - Devices”. Open both in different tabs.
  3. In the “ESPresence - Devices” tab, click the blue button labeled “Enroll”. Type in the name of the officer you are enrolling and click “Enroll” again.
  4. The officer should then go to their phone’s Settings → Bluetooth, look for ESPresence wherever they are shown new, available devices to connect to, and pair with ESPresence.
  5. You should see the name you typed in earlier appear on the list of devices. If it does not, have the officer forget the device and repeat steps 3-4.
  6. Once the officer’s name appears, switch to the “Home Assistant” tab.
  7. On the left sidebar, open the tab labeled “Studio Code.” Copy paste one of the many sets of device setups, only replace the name with the name as is shown on the ESPresence - Devices tab, the name you just enrolled.
  8. Once you’ve done this, go to the left sidebar again and open “Developer Tools” → “Restart” → “Restart Home Assistant”. If you are enrolling multiple officers at once, don’t worry about restarting until you’ve completed steps 3-7 for all officers being enrolled.
  9. Once the restart finishes, go to “Settings” → “Automations & Scenes”. Add the officers to the automations labeled “Notify Officer Left” and “Notify Officer Arrived.” This will add the new devices (officers) to the discord presence notification system.
  10. To check and confirm that the newly added officer(s) presence is being tracked accurately, go back to “Settings”, but this time open “Devices”. Search for their name, as you’ve added it. Click on their name. If they are in the room, they should show as present.

Open Access Hours (OAH) Calendar:
The PS Chair must generate and maintain a Google Calendar for use in tracking officers’ OAH. The step to create and share such a calendar are as follows:

  1. Create a new calendar, as shown.
  2. Once you have created the calendar, share it with all the officers. Make sure they have edit access for events but NOT the ability to share the calendar with others.
  3. You may need to assist officers in trouble shooting how to properly add their OAH to the calendar. A common mistake people make is adding events to the wrong calendar. See the screenshot below, which shows how to select what calendar you are adding an event to.

Purchasing items for PS:

The PS Chair may request items for purchase from VC Finance, staying within the approved PS budget for the year.

PS ebay:

Should the PS Chair wish to sell anything (e.g. old equipment), there is an ebay set up for that very purpose. The sign in is as follows:

Email: [email protected]

Password: )iF-WN5?58%YsJm

Additional notes:

  • Only IEEE members may use the equipment and parts of the IEEE@UCSD Project Space
  • Non-officers may NOT be in PS without an officer present and supervising.
  • ALWAYS TURN ON THE SOLDERING FANS TO SOLDER.
  • Food should not be left in the PS fridge over the weekend. All food must be cleared out by Friday night, every week.
  • There is some incredibly expensive equipment and electronics in PS that must be protected and treated with care. To name a few examples, we have a Bambu P1S 3D Printer with AMS, various NVIDIA Jetson boards, an RF network analyzer, etc.
  • We have two lockers in the basement of EBU1, next to the ECE Makerspace:
    • Locker #40 - Code: 9227
    • Locker #41 - Code: 3813

CURRENT RULES OF PS ARE LOCATED IN THE NOTION, UNDER DOCS, TITLED “PROJECT SPACE RULES 2024-25”