Welcome to your student organization leader tools and resource page.

This is your home for important updates, policies, and information from Viterbi’s Student Engagement and Career Connections office.

Organization Recognition & Affiliation

Viterbi Affiliation

Student organization who wish to be affiliated with the Viterbi School of Engineering must apply for Viterbi affiliation each academic year. To apply for Viterbi Affiliation, student organizations must do the following:

1. Apply for and receive recognition from the USC Office of Campus Activities.

2. Submit the Viterbi Affiliation Application for Student Organizations, along with the following required documentation (have it ready to upload when you start your application):

  • Proof of recognition from the USC Office of Campus Activities. (Email from Campus Activities notifying you of your recognition status.)
  • Organization’s constitution
  • Roster of active members including name, year, and major.
    • New organizations may submit proof of interest from other students in lieu of a roster (i.e., survey results, informal poll results, etc.)

Viterbi Affiliation applications can be submitted any time after your organization has been recognized by USC. The temporary recognition your organization receives before you attend the mandatory meeting is OK, but be aware that if you do not attend that meeting and finish the USC recognition process you will not receive Viterbi Affiliation.

2017-2018 Viterbi Affiliation Application

Student organizations who miss the fall deadline will have to opportunity to apply for Viterbi affiliation at the beginning of spring semester. If your student organization completed the Viterbi affiliation application in the fall semester, you DO NOT need to complete it again in the spring.

University Recognition

All student organizations must complete USC’s Campus Activities recognition process in order to be an officially Recognized Student Organization (RSO).  Recognition status runs for one academic year (August 1-July 31).

Annual Recognition is required for all returning Recognized Student Organizations (RSOs).

To complete the annual recognition process, RSOs must complete the following:

  • Update and submit their engageSC forms and profile
  • Attend one Recognition workshop
  • Update contact information of at least four officers. Only officers listed on engageSC will be allowed to make reservation through Trojan Event Services.

For more information, visit the Campus  Activities website.

 Affiliation Criteria

Viterbi Admission & Student Affairs will review each organization’s application to determine if they will be granted Viterbi Affiliation. To be Viterbi-affiliated, student organizations must:

  1. Be a USC-recognized student organization for the current academic year.
  2. Demonstrate a clear connection and benefit to Viterbi undergraduate student life.
  3. Not replicate the purpose of an existing Viterbi-affiliated organization.
  4. Have a majority (50% + 1) of interested members be undergraduate engineering students.*

*If student organizations do not have a majority of undergraduate engineering students as members but meet the other criteria, they will be granted partial affiliation. They will be able to take advantage of all benefits list below EXCEPT Viterbi funding.

Student Organization Responsibilities

In order to remain a Viterbi-affiliated student organization, the following criteria must be met during the academic year:

  • Follow regulations and rules for student organizations established by USC and Viterbi.
  • Submit an annual report during spring semester.
  • Attend at Viterbi Presidents Council (VPC) meetings.
  • Participation the VPC Retreat, held in the beginning of the fall semester.
  • Coordinate, co-sponsor, or participate in an event or program during E-Week.
  • Participate in Viterbi-wide student organization fairs.
    • Fall – New Student Welcome (week before classes begin)
    • Spring – Get Connected! (January)

Benefits of Viterbi Affiliation

The benefits of being a Viterbi-affiliated student organization include:

  • Opportunity to apply for additional funding from Viterbi Admission & Student Affairs.
  • Ability to list events in the Viterbi Events Calendar.
  • Ability to place announcements in #ViterbiConnect.
  • Ability to list student organization on the Viterbi web page.
  • Ability to post ads on Viterbi digital signage.
  • Ability to submit nominations for outstanding student organization and attend Viterbi Undergraduate Awards.

Annual Reports

As part of your Viterbi affiliation, all student organizations must submit an annual report. The annual report is a helpful tool for your organization to use as you reflect on your accomplishments and plan for the next year.

Report Guidelines & Criteria

Report should cover organization activity from April 1, 2015 through present. Submit your report in a 3-ring binder or report folder with dividers for each section. An electronic version is required as part of the application. This may be submitted either via a CD or via email to Jenny Vazquez-Newsum at vazqueza@usc.edu.

To be considered for the Viterbi Outstanding Student Organization Award, turn in all materials to RTH 110 no later than 5:00 p.m. on Friday, March 10, 2017.

If you would not like to be considered for the award, you may submit your report by Friday, March 31, 2017.

 Outstanding Student Organization Award Criteria

The below guidelines for report submission will enhance the judges’ ability to fairly and equitably judge the quality of the reports submitted. They will consider the following when judging these reports for the Outstanding Student Organization Award:

  • Overall quality and variety of programs to enhance student life.
  • Involvement by percentage of group members.
  • Involvement of total number of engineering students.
  • Total number of events.
  • Clarity and quality of report, and adherence to report guidelines.

Reports Must Include the Following Sections:

I. Cover Page

II. Table of Contents

III. Organization Overview

  • Name of organization
  • Brief overview of organization (purpose/mission)
  • Executive board members
  • Total number of members (must include percentage of members who are undergraduate engineering students)
  • Name of contact person
  • Contact person’s address/phone/email

IV. Organizational Goals   

  • What were the organization goals for this reporting period?
  • Please state each goal and provide a brief description of how these goals were met.

V. Donor Solicitation Information

  • Copy of the current year’s donor solicitation package
  • List of company sponsors, amounts, and contacts
  • If your organization has not solicited funding this year, please indicate this under this section. If you have plans of soliticing funds in the future, you may describe your plan here.

VI. Report of Activities
Each event description should contain the following information (in order):

  • Date of event
  • Event title
  • Target audience
  • Detailed description of event
  • Event marketing/promotion details
  • Total attendance at event
  • Percentage of members in attendance relative to the total event attendance
  • Percentage of members in attendance relative to the total group membership
  • Was this event sponsored by another organization? Yes or No.
    If yes, who was the sponsoring organization(s). Example: Participation in the New Student Luau-the event was a sponsored by the Viterbi School.

      Other comments about events:

  • If an event is a “joint venture” with another organization, it must be so stated and the following information must be included: Who was the “lead” organization? What specific role did your organization play in this event?
  • The listing of events shall be broken down into the following categories and presented in the following order. If no such events in these categories were held, state “None:”
  1. Professional events: Activities that further the understanding of the engineering profession and specific disciplines within engineering. Such activities include technical lectures, talks by professionals regarding engineering in general or specific projects, presentations by industry representatives, etc.
  2. Outreach/Recruiting: Events held either on-campus or off-campus that promote the engineering profession, the Viterbi School, or K-12 involvement.
  3. Job Search Activities: Events/activities that promote full-time, part-time or co-op employment opportunities for continuing students and graduating seniors. Events/activities may include employer networking receptions, presentations by company representatives, etc.
  4. Social Events: Social activities include either on or off campus dances, sporting events, and social receptions etc. that are held to improve campus life and school spirit.
  5. Miscellaneous Events: Events that are held within the reporting period not classified by the above categories.
  6. Upcoming Events: Firmly planned events in any of the above categories that will be held in the next semester beyond the reporting period. Provide the status of the planning and organization for tasks that have yet to be completed.


VII. Transition Plan
Outline the organization’s plan for transfer of information, processes, and documents to new leadership

VIII. Appendix (optional)
Include supporting documents, brochures flyers, etc. that relate to the events listed in section IV.

Funding Information & Resources

Any Viterbi-affiliated student organization seeking funding must follow the guidelines outlined below. It is your responsibility as an organization leader to familiarize yourself with the funding policies and procedures set forth by the University and the Viterbi School of Engineering. Please take time to review these recommendations, policies, and all of the pages listed to the left, all of which constitutes the Viterbi Student Organization Funding Guide. More information and applications are available via the links to the left.

Recommendations & Best Practices

  • PLAN AHEAD. The deadlines are always sooner than you think they are.
  • Review ALL guidelines, policies, procedures, and requirements for the funding sources you are applying to.
  • Prepare and submit funding applications as soon as possible.
  • SUBMIT EVERYTHING ON TIME. Pay close attention to dates and deadlines. Late applications are not considered. Late post event reports are not processed.
  • Diversify your funding strategy. DO NOT rely on one source to fund your events. Strategize based on what sources fund.
  • Pay close attention to the supporting documents you need to submit. If you don’t know what something is or what you need – ask!
  • Create an estimated budget for the entire academic year. This will allow you to plan ahead and avoid missing funding application deadlines.
  • Review your budget regularly and make adjustments as needed.

Policies

  • Only undergraduate, USC-recognized student organizations are eligible to apply for any funding source outlined within. Viterbi funding sources are limited to Viterbi-affiliated student organizations.
  • Funding is never guaranteed. No student organization is entitled to funding by virtue of being recognized. Please do not assume your organization will get funding.
  • Organizations may not sign any contracts or agreements (including venue, catering, or speaker agreements). All agreements must be signed by authorized university personnel. Any agreements that contain an unauthorized student signature cannot be funded under any circumstances.

*Please note that VFB and SOS funding are for student organization-affiliated expenses. They do not fund individual student travel not affiliated with a Viterbi student organization for conferences or otherwise.

For more funding options in general, please visit the Undergraduate Student Government Funding page.

For individual conference travel funding, please explore USG’s Academic Research Fund or Professional Fund.

Travel & Waiver Information

 Which Waivers Do I Need?

To figure which waivers you need to have your organization’s members fill out for an event or activity, answer the following the questions:

1. Is your event/activity off campus?

No: Consider the GENERAL LIABILITY WAIVER for each participant if your event involves some degree of risk or potential injury.
Yes: Fill out one STUDENT TRAVEL FORM and go to question #2. On the Student Travel Form, list one person going on the trip and one person in Los Angeles as your emergency contacts for in case of outside emergencies.

2. Are you receiving any university funding? (USG, VFB, SOS, etc.)

No: Each participant needs to fill out a GENERAL LIABILITY WAIVER as well as theASSUMPTION OF RISK FOR EVENTS NOT SPONSORED OR SUPERVISED BY USC.
Yes: Go to question #3 (your event counts as a university sponsored event).

3. How are you getting there?

Individual Cars/Public Transportation/Walking/Etc.: Each participant must fill out a GENERAL LIABILITY WAIVER as well as the STUDENT SELF-TRANSPORTATION WAIVER.

Bus or Group Transportation booked for the event: Participants taking a bus fill out a GENERAL LIABILITY WAIVER as well as the AGREEMENT AND RELEASE FROM LIABILITY FOR OFF-CAMPUS SITE VISIT. Participants NOT taking a bus (but there is a bus!) fill out the GENERAL LIABILITY WAIVER and the ALTERNATIVE TRANSPORTATION WAIVER.

FORMS

Additional information can be found on the websites for Campus Activities and Risk Management & Insurance.

Submitting Your Forms

All waivers are due to the RTH 110 front desk (collect them from all participants and turn everything in at one time) before your departure. Remember that RTH 110 is open during business hours (Monday to Friday, 8:30-5:00). Plan ahead for weekend events!

Protection from Liability

Completing the appropriate waivers gives your organization some LIMITED limited liability coverage, but it is up to you as an student organization member and leader to use good judgement in making decisions to ensure protection in terms of liability. These waivers are not free passes to conduct yourself in ways not supported by the university. Clearly communicate any and all risks to participants.

International Travel

Additional steps are required for student organization travel outside of the country. Detailed information on the guidelines for student-led international travel is available in SCampus.

Design Team Release of Liability

Each member of a design team must complete a Release of Liability. This is different from the General Liability Waiver because it covers the entire academic year, not just a one-time event. Design teams must collect and return all Release of Liability forms to RTH 110, along with a membership roster, at the beginning of each academic year before they will be allowed to access any Viterbi funding.

Design team members will also need to complete the waivers listed above for any off campus event associated with the design team.

Viterbi President’s Council (VPC)

Below you will find a wide variety of resources that Viterbi and the KIUEL Programming Committee have put together to help student leaders manage their organization. Click on the links to download the resource or go the website. We add resource throughout the year so please check here often! If you think of a resource that we should add, please email Jenny.

VPC Fall 2017 Meetings

  • Tuesday, September 29
  • Tuesday, October 17
  • Tuesday, November 28

All meetings take place from 5-6 pm in RTH 526 unless otherwise noted.

VPC Listserv

VPC representatives and any other interested members should sign up for the VPC listserv. This is main way that we communicate information to student organization leaders. Follow these steps to sign up:

  1. Go to https://mymaillists.usc.edu/sympa/home and log on (top right corner where it says “USC persons must click here”)
  2. Search lists for “viterbiprescouncil”
  3. Click on the name of the list
  4. In the left menu, click on the “Subscribe” link

Additional Resources

Directions for Submitting Ads for Viterbi Digital Signage
  • Create a JPG or PNG image file that is 960×720 pixels (4:3 aspect ratio).
  • Email the file to Christina and specify the dates you want the ad to run.
  • We will only post ads from Viterbi-affiliated organizations.
Directions for Submitting an Article for ViterbiConnect
  • Email Christina with the title, text, and picture for the article. ViterbiConnect posts are limited to larger/signature student org events and typically include more general information about your organization. For smaller events like general meetings, please post in the Viterbi Events Calendar.
  • Submissions have to be received by 4:00 pm on Thursday in order to be posted for Sunday’s email.