VC Internal
Quick Start
Congratulations on becoming the new VC Internal of the IEEE Student Branch at the University of California San Diego!
First 5 things to ask:
This is info you should try to get from either:
- Your current Vice Chair (or President if you are an executive board member)
- The previous person in your role
[FILL]
First 5 Links to Pin & Accounts to Create (templates, drives, etc)
Pin these links in your bookmarks bar! You will come back to these tools often.
[FILL. THIS CAN INCLUDE Google Drive Links, Software (ie Canva), Google Forms, Event Space Links, etc]
- https://docs.google.com/forms/d/e/1FAIpQLSc-akfqTNzrWUmOub_rMDj5wExBUDfakMXDbeGicOrpxBr6jg/viewform —> AS Funded Events form!!
5 Things Currently In Progress
These are items that the previous chair was working on during the last term, along with what action items they would like future chairs to pursue.
[FILL]
Timeline
High Level Year Timeline
[FILL: ie visionarieees, robofest, banquet]
High Level Quarterly Timeline
Summer Tasks
Start of quarter tasks
These are pressing tasks you should start working on immediately. Deadlines are also included below; make sure to add them to your calendar!
[FILL]
Events
This section describes repeated events (if you are an event chair)
[FILL. Include common event dates like Winter Project Showcase, or repeated tasks like event form deadlines]
Logistics / Common Deadlines
These are tasks and deadlines that you should add to your quarter, and gives you an idea of how long you should take for common tasks.
[FILL]
End of quarter tasks
Here are the things that you need to do in the last one to two weeks of your term to ensure the next chair has a smooth transition!
[FILL, ie funding forms, etc]
Role/Term End
End of year tasks
Here are the things that you need to do in the last one to two months of your term to ensure the next chair has a smooth transition!
[FILL]
- DEI report about all DEI events
Interviewing new candidates guidelines
When you are interviewing new candidates, here are things to keep in mind!
[FILL]
Things to Update In Website
Sample Questions
[FILL]
[FILL]
Plug and Play Sections
The below sections may not apply for ever chair role, so pick the ones that are useful for you!
4 sub-categories: technical, outreach, professional, social.
10 dollars per person for food
How to make an event
Space Reservations
-
Coordinate room booking
- For rooms in Jacobs School of Engineering email Julie Moritz(Julie Moritz) and cc Ashley (ECE Facilities Assistant Account)
- Henry Booker Room (2512) google calendar
- Room 2513 google calendar
- Ece Multipurpose Room (just ask for it, not booked usually– cuz no one knows about it)
- For Qualcomm Conference Center and SME ASML Room (248) book room via Jacobs School of Engineering website
- Can only book events after 5pm (Thank HKN 😂)
- For PC rooms/lib walk/ sun god lawn
- Normal members can’t book this, you need a principal member who has registered their account with PC 3rd floor
- For Warren Bear:
- Email Sandy McIsaac: [email protected] with this form:
- For Warren Mall:
- Fill out this form: https://warren.ucsd.edu/forms/student-life/warren-mall-request.html
- For Envision/classroom across from ENvision + ECE Makerspace
- Contact the people in charge of the space
- ECE Makerspace: Michael Yang [email protected] ECE Facilities Assistant Account
- Envision: Colin Zyskowski [email protected]
- Contact the people in charge of the space
- For rooms in Jacobs School of Engineering email Julie Moritz(Julie Moritz) and cc Ashley (ECE Facilities Assistant Account)
| rooms in Jacobs School of Engineering | Henry Booker Room (2512) | google calendar | email Julie Moritz(Julie Moritz) and cc Ashley () |
|---|---|---|---|
| Room 2513 | google calendar | email Julie Moritz(Julie Moritz) and cc Ashley (ECE Facilities Assistant Account) | |
| Ece Multipurpose Room | email Julie Moritz(Julie Moritz) and cc Ashley (ECE Facilities Assistant Account) | ||
| Reservation rooms | Qualcomm Conference Center | Jacobs School of Engineering website | |
| SME ASML Room (248) | Jacobs School of Engineering website | ||
| For PC rooms | (Principal members must book) | https://reservations.ucsd.edu/EmsWebApp/ |
Room Booking etiquette:
- Throw away trash and wipe down tables if they are sticky/messy
- Big trash can is in the basement floor, next to the ece makerspace
- Go to the elevator, click Basement, Turn left, walk, turn left, walk, turn left, walk. Out that double door is the trash cans
- HBR normally is like double lined trash cans, but otherwise just start opening cabinets in the back for trash bags.
- Qualcomm has trashbags in one of the cabinets in the room as well
- If there’s like 1 piece of trash in there, or something just leave it, but if it’s like more than halfway full, or has literal food in there, toss it
- Vacuum the floor if people dropped food (idk about everywhere else)
- Henry brooker has a vacuum → and apparently qualcomm has one too
- Where’s the HBR vacuum? Go to HBR, open the door with principal members code, go straight→ there should be a door, go through it and look immediately right
- Where’s the qualcomm vacuum? In the back of the room, on the right, there’s a mysterious door with tables, chairs and now, a vacuum.
- Henry brooker has a vacuum → and apparently qualcomm has one too
- Fix the tables/chairs to what they were before you came.
- Qualcomm has a paper that has the proper layout, just floating around the room somewhere.
- HBR is just a bunch of lines of chairs and folded tables in the back.
Collab etiquette(things you need to decide):
- TAP and AS should be arranged by one club
- (remind them about the deadline)
- Flyers and PR and stuff: Make sure that you finalize who will be making the flier
- if WE are making the flier then tell THEM NOT to.
For future Events Coord FAQ:
HBR Limits?
- Henry Brooker can only be booked for 1 event per week, per org
ASML
Finicky things about TAP and AS:
- If you are charging admission for an event, then you can’t request AS
- If you
Approved Vendor List
UCSD Venue information
Ideation:
Here are some resources and past things for ideation!
Event Info Example:
| Event Name: | Soldering Workshop |
|---|---|
| Event Type: | Community Service |
| Event Time/Date: | Wednesday 10/16/24 (6:00 pm to 7:00 pm) |
| Event Description: | Students will learn the basics of soldering and will be able to view pre made examples and proper techniques and things to look out for. In addition the different applications of soldering will discussed |
| Event Logistics/Timeline: | 5:30-6:00pm setup 6-7pm event 7:00-7:30pm cleanup |
| Registration process: | Any UCSD student is invited to participate in the workshop. |
| Check-in process: | Student IDs and the symptom screener will be checked at the booth. We will use QR codes (contactless check-in) that direct to a sign-in form that will keep a record of the people and their information. |
| Manage capacity: | We will check everyone in at one table with a sign-in form to track capacity. People staying in the area and leaving will be monitored at all times until the event concludes. |
| Marketing Description: | Students will learn the basics of soldering and will be able to view pre made examples and proper techniques and things to look out for. In addition the different applications of soldering will discussed. |
| Website: | |
| Facebook page: | |
| on-campus advertising: | |
| off-campus advertising: | |
| Expected Attendance: | 30 |
| Age Limit: | No Limit |
| Allowed Attendance: | Anyone, Open to the Public (Student Event Insurance is required) |
| We will be checking Student IDs: | |
| Are you requesting donations, charging registration, admission or any other fee: | |
| Security Plan: | Security Plan: If there is an emergency we will call 911. Officers will be briefed on all things including nearest exits and fire extinguishers beforehand. There will be officers near the exits to help people out in an emergency. |
| All participants, regardless of vaccine status, must comply with campus COVID guidelines. https://returntolearn.ucsd.edu/campus-guidelines/masking-and-operations/index.html A record of all students and volunteers that are working the event will be kept by the student organization for at least two weeks. I agree to share the check-in and capacity management plan with all students/volunteers assisting with the event. | |
| Make sure to Check the box to the left of the security plan |
Questionnaire
| 1 | Will your event require amplified sound, lights, video, large power distribution and/or other audio-visual equipment? For all University Centers venues, the AV/Tech Module is not needed for projectors/screens (except in the Ballrooms and outdoors), easels, flipcharts, extension cords, or power strips - add these to your UCEN reservation for free via One Stop at 858-534-7666 /[email protected]. | no |
|---|---|---|
| 2 | Will tickets or admission be charged to enter the event? | no |
| 3 | High Profile: An event that includes participants, presenters or attendees who are prominent figures, high ranking public officials, visiting dignitary, celebrities, or an event that is expected to have a large turnout of press and media. | no |
| 4 | Will you have a paid OR unpaid speaker, performer, DJ, artist, comedian, magician, or other performer at the event? | no |
| 5 | Will alcohol be served or sold at the event? | no |
| 6 | Will food or drinks be served at the event? | yes |
| 7 | Will your organization need the Student Life Business Office (SLBO) to purchase food on your behalf using University awarded funds (A.S., Triton Community, SPACES, etc.)? If a department other than SLBO is ordering food for your event or you will be getting reimbursed or you do not have University funding for food, please answer “No”. | yes |
| 8 | Will your organization be utilizing full-catering food services (full-service catering refers to any time a caterer is on-campus performing any type of services such as setting up, tearing down, serving food, preparing food)? | no |
| 9 | Will anything for your event be supplied by off-campus vendors or on-campus vendors/services for this event (parking arrangements, ticket sales, photocopies/flyers/posters, photobooth, bounce house or other event services)? | no |
| 10 | Will your organization be requesting a reimbursement from University awarded funds (A.S., Triton Community, SPACES, etc.) for approved items such as food, event supplies, photocopies, event parking, etc. after your event? | no |
Food Service Example:
| Person In Charge: | Georolyn Ngo |
|---|---|
| Contact Information (phone/email): | [email protected], (858) 370-2831 |
| Event Date & Time: | Wednesday 10/16/24 (6:00 pm to 7:00 pm) |
| Event Location: | Jacobs School of Engineering, Henry Booker Room |
| Food Type: | Other (take-out, delivered, or catered food such as pizza, sandwiches, burritos, etc.) |
| Location of Restroom: | Across hallway and to the left of the elevators |
| Describe handwashing station/facility: | Bathroom |
| Describe Food/Beverages Proposed: | Cilantro Lime Brown Rice Base 6 Chicken Burritos 5 Carnitas Burritos 6 Steak Burritos 8 Veggie Burritos |
| Describe the Food Processing: (Who? How? Where? Food Sources?) | The food from the Chipotle Mexican Grill restaurant will be prepared in-store and only handed out on-site of the event. The food will be prepared and cooked at Chipotle Mexican Grill |
| Describe your temperature control method(s) during transport of the foods to the event, and during the event: | The food will be held in containers while traveling from the restaurant to the event site. The drinks will be properly sealed and placed on ice to ensure a cool temperature while traveling from the restaurant to the event site. |
| Describe the Stand Construction: | There will be a table in the back of the room exclusively for handing out food. |
| Will there be a fire extinguisher available (5 or 10 pound A,B,C rated)? | Yes |
| Is this a private function (Invitation only/No Public publicity)? | No |
Sample Email For Room Booking:
To: [email protected]
CC: [email protected] , Other relevant ppl
Hi Julie,
I am interested in booking Henry Booker Room for IEEE @ UCSD on 2/28 from 5:00pm - 6:00pm. The event is called IEEE Book Club Meeting.
Thank you,
Georolyn Ngo
ANYONE YOU TRY TO CONTACT, SCHEDULE A CALENDY WITH THEM (cough johnny ha - our financial manager, and maria blancehart - CSI advisor, AS VP person)
- Create food invoice including:
- Name of food vendor and/or logo
- Itemized list of food and beverages to be purchased along with their prices
- Total price of order including tax
- Date the food should be delivered/picked up for the event (should be same as the date of event)
- Name of point of contact for the order should be shown on receipt
A good example linked below:
x
- NOTE: for food vendors located on campus (i.e Blue Pepper, Lemon Grass, etc.) you need to go to the vendor in person and ask for them to write and sign a food invoice for you confirming the order and date of pickup
- SUBMIT events google form 6(HARD Deadline) WEEKS IN ADVANCE TO THE DATE OF THE EVENT
- Just say 7*** 6 will make u cry
- Remember Week 0 EXISTS!!! For ALL quarters + Finals week (week 11)
- Populate the google calendar with the deadlines and make scheduled messages to remind people at the beginning of the week.