STUDENT ORGANIZATION LEADERS
Tools and Resources
Welcome to your student organization leader tools and resource page.
This is your home for important updates, policies, and information from Viterbi’s Undergraduate Programs and Women in Engineering office.
Student Organization Announcements
- The majority of fall student programming for student organizations and sponsored events will be online. As such, we encourage you to plan for virtual events. Resources for planning events online for your student organization may be found here: https://sites.usc.edu/engage/resources-for-virtual-events-meetings/
- For the most up-to-date information regarding events and programming please visit: https://coronavirus.usc.edu/campus-information/campus-events/
If you have any questions or concerns you may contact Myra Fernandez (email@example.com.)
The Fall 2020 Viterbi Affiliation application is now OPEN!
Please note final approval of affiliation is contingent on official recognition by the Office of Campus Activities.
Organization Recognition & Affiliation
Viterbi has 50+ student organizations dedicated to the engineering student experience. These organizations range from academically focused by major, to design or competition teams, special interest groups, honor societies, and more.In addition, USC is home to 800+ student organizations across the campus. To explore our Viterbi-Affiliated organizations or learn about the campus-wide organizations, use the links below.
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. Submit the Viterbi Affiliation Application for Student Organizations, along with the following required documentation (have it ready to upload when you start your application):
- Organization’s constitution
- E-board Roster including name, year, and major including the percentage of women engineering students.
- 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.)
2. Apply for and receive recognition from the USC Office of Campus Activities.
The recognition process for USC Student Organizations through the Office of Campus Activities will begin on August 3, 2020. We will contact all Viterbi Student Organizations with instructions on how to submit Proof of Recognition. Affiliation Applications are due by 11:59pm on Friday, September 11, 2020.
Please email Viterbi Undergraduate Programs at firstname.lastname@example.org with any questions regarding Viterbi Affiliation.
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 3-TBD).
Annual Recognition is required for all returning Recognized Student Organizations (RSOs).
*Registration for the 20-21 academic year will begin Monday, August 3rd, 2020.
To complete the annual recognition process, RSOs must complete the following:
Step 1: Watch Re-recognition video.
Step 2: Submit Quiz: Five officers listed on your organization’s roster must pass quiz with 90% or higher
Step 3: Fill out the Re-recognition form through engageSC
Make sure to have:
1 staff or faculty advisor
Step 4: Wait for Campus Activities to review your application. You will be notified through engageSC.
For more information, visit the Campus Activities website.
Viterbi Admission & Student Engagement will review each organization’s application to determine if they will be granted Viterbi Affiliation. To be Viterbi-affiliated, student organizations must:
- Be a USC Recognized Student Organization (RSO) for the current academic year.
- Demonstrate a clear connection and benefit to Viterbi undergraduate student life.
- Not replicate the purpose of an existing Viterbi-affiliated organization.
- 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 (April 1).
- Attend all 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/Get Connected! (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 Engagement via the Viterbi Funding Board and the Student Organization Support fund.
- Ability to list events in the Viterbi Events Calendar and Experience Viterbi App (EVA).
- 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 have the opportunity to attend the Viterbi Undergraduate Awards.
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, 2020 through present. Submit your report folder with dividers for each section. An electronic version is required as part of the application. This may be submitted via email to email@example.com.
To be considered for the Viterbi Outstanding Student Organization Award and Best Design Team Award, submit your report via email to firstname.lastname@example.org no later than 5:00 p.m. on Monday, March 22, 2021.
If you would not like to be considered for the award, you may submit your report by Thursday, April 1, 2021.
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 including percentage of women 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 (must include percentage of women engineering students)
- 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 soliciting 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 Welcome-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:”
- 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.
- Outreach/Recruiting: Events held either on-campus or off-campus that promote the engineering profession, the Viterbi School, or K-12 involvement.
- 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.
- 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.
- Miscellaneous Events: Events that are held within the reporting period not classified by the above categories.
- 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.
- 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.
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.
- General Liability Waiver (no witness signature is needed if 18 or older)
- All Transportation Waivers (parent or guardian signatures are needed only if participants are under 18 years old)
- Design Team Release of Liability (parent or guardian signature is needed only if participants are under 18 years old)
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.
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 Myra Fernandez (email@example.com)
VPC Fall 2020 Meetings
- Wednesday, October 14th, 2020; Location: Zoom
- Wednesday, November 4th, 2020; Location: Zoom
All meetings take place from 5:00-7:00 p.m. (PDT)
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:
- Go to https://mymaillists.usc.edu/sympa/home and log on (top right corner where it says “USC persons must click here”)
- Search lists for “viterbiprescouncil”
- Click on the name of the list
- In the left menu, click on the “Subscribe” link
Directions for Submitting Ads for Viterbi Digital Signage
- Create a JPG or PNG image file that is 960×720 pixels (4:3 aspect ratio).
- Submit request online: Viterbi Digital Signage Request
- We will only post ads from Viterbi-affiliated organizations, ads must include name of sponsoring organization
Directions for Submitting an Article or Announcement for ViterbiConnect
- Submit your request online: Viterbi Connect Submission Form (Only Viterbi-Affiliated Orgs can submit posts)
- Submissions have to be received by 4:00 pm on Thursday in order to be posted for Sunday’s email.
- Posts are usually larger/signature events that would be open to the general Viterbi undergraduate community.
- For smaller events like general meetings, please post in the Viterbi Events Calendar.
- Email firstname.lastname@example.org with additional questions
USC Funding Resources
Viterbi Funding Resources
Account Expense Form
Funding Presentation (2020 VPC Summer Series)
Corporate Sponsorship (2020 VPC Summer Series)
IGNITE Campaign (2020 VPC Summer Series)