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IEEE@UCSD

Quarterly Projects Chair

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

What to know

Reserving rooms / ordering food

You need to use the events request form. The events team will ask for room booking confirmation and food order invoice/receipt. Follow below to complete this.

Booking rooms

  • Qualcomm Conference Center

    • Book this room for the fall
    • This is meant for Kickoff, Workathon #1 & #2
    • Click this link to book.

  • Henry Booker

    • Book this room for Winter and Spring
    • To book the room, email Julie (jmoritz@ucsd.edu) and CC her assistant (ece-faci-asst@ucsd.edu)
    • In the email, make sure you include the following:
      • QP Chair for IEEE
      • your date
      • your time

Here is a sample email that can be used:

"Subject: UCSD IEEE Quarterly Projects Events @ Henry Booker Conference Center, [Quarter] [Year]
Hi Julie,
I would like to request Henry Booker to booked on behalf of UCSD IEEE's Quarterly Projects programs for the following dates in [Quarter] [Year]:
Quarterly Projects Kickoff: [Date], [Day]- [Times]
Quarterly Projects Workathon 1: [Date], [Day]- [Times]
Quarterly Projects Workathon 2: [Date], [Day]- [Times]
Quarterly Projects Showcase: [Date], [Day]- [Times]
Thank you,
[Name]
Quarterly Projects Chair"
  • Once you receive TAP approvals, send proof of approval (screenshot/pdf) to Julie and her assistant (emails above).

Ordering food

  • Find a TAP approved vendor: https://tap.ucsd.edu/vendor/
  • Get an invoice from vendor of choice
    • You don’t actually have to place the order and pay, just go to the checkout and take a screenshot of it
  • Send confirmation to Events Coordinator along with Room confirmation for event BEFORE AS funding deadline
    • Usually the deadline is 6 weeks before the event

Events / Timeline

  • Applications open (Week 0/1)
  • Applications close (Week 2)
  • Acceptances + teams formed (Week 2)
  • Kickoff (Week 2)
  • Project Proposal (Week 3)
  • Workathon (Week 4 or 5)
  • Milestone Report (Week 5 or 6)
  • Workathon (Week 6 or 7)
  • Milestone Report (Week 7 or 8)
  • Workathon (Week 7 or 8)
  • Final submissions (Week 9)
  • Showcase (Week 9)
  • Prize Forms (Week 10)
  • Reimbursements

Sending out forms

Pre-QP

  • Advertising forms

    • Submit events request form early!!

  • Application form

    • Create google form
    • Duplicate old application forms from previous quarter
    • Change dates, times, etc.

During QP

  • Project Proposal

    • Duplicate old form, make necessary modifications

  • Milestone Reports

    • Duplicate old form, make necessary modifications

  • Final Submission

    • Duplicate old form, make necessary modifications

Post-QP

Managing Teams

  • Using Discord

    • Create and set up discord server same day as forming teams
    • Miscellaneous channels
    • Can use template
    • Voice channels and text channels for each group
    • Interact with participants through here
    • Mentors also help with participant interaction

  • Email

    • You may email the QP members but discord is preferred as it is easier to manage.

Event Slides

  • GBM slides
  • Kickoff slides
    • Reuse old templates, add necessary modifications

Documentation / Logistics

  • Use a google sheet or a calendar to organize events.
  • Majority of resources are in the google drive if you need it as a reference

End of Quarter Tasks

  • Reimbursements (the day of showcase, hard deadline in middle of Week 10)
  • Prize Submission Forms (the day of showcase, hard deadline in middle of Week 10)

Miscellaneous

  • Really important to be on top of scheduling and reaching out to the necessary individuals
  • Overwhelming at times, but being organized planning ahead really helps
  • Some issues/problems with teammates being AWOL or unresponsive, solution: check in with them either via email or Discord, confirm their participation
  • People will drop out, in some cases, may be able to merge some teams together if applicable and if possible
  • Even after deadline for QP applications, some people may still want to participate, if that’s the case, you can always add them to a team if possible (if space allows)