CAO
STRUCTURAL ENGINEERING
September 2023
Table of contents
2
4
5
1
Communications
Update
Student Affairs Update
AP/HR Update
CAO Update
3
Fiscal Update
SE Team
Communications
Katie Hamilton
Communications Specialist
Fiscal Team
Anton Del Rosario
Financial Manager
Alissa Farell
Research Administrator
Carmen Paruginog
Research Administrator
Max Webb
Research Administrator
Shannon Claridad
Fiscal Assistant/RA
AP/HR Team
Anny Tran
AP/HR Manager
Tracy Mansfield
AP/HR Analyst
Briana Wiley
Leonora Alvarez
Faculty Assistant
Faculty Assistant
Student Affairs Team
Jenna Bastear
Student Affairs Manager
Mony Chau
Undergrad Academic Advisor
Leslie Verfaillie
Graduate Academic Advisor
New Lab Hires
Tony Artale
SRMD
Joel Fullerton
Powell
Environmental, Health & Safety (EH&S)
SME Building Hours: 7am-7pm
Contacts:
RAPs: Kenneth Jacoby
Building: Tyler Allen
Emergencies call 911
COMMUNICATIONS
STRUCTURAL ENGINEERING
September 2023
Dedicated to advancing the reputation and brand of Structural Engineering and the university. I work to convey the amazing things our students, faculty, staff, and alumni are doing to educate, innovate, heal, and serve our community.
COMMUNICATIONS
STRUCTURAL ENGINEERING
GOAL
Social Media/
Branding
Projects
Website Edits/Updates
Departmental Newsletters
Recruitment/Outreach
Please send your research articles for the Structural Engineering Fall 2023 Newsletter to Katie Hamilton (kahamilton@ucsd.edu).
Formal call will be sent out soon.
CALL FOR ARTICLES - Fall 2023 Newsletter
News/Awards/Experiments/etc.
My #1 goal is to highlight YOU and the exceptional work happening in Structural Engineering. Please feel free to reach out with any news/updates that you would like to share!
Reposts on Social Media
If you see a Structural Engineering post on Instagram or LinkedIn that you love, please feel free to repost it on your own social networks. This provides growth and further visibility.
ENGAGE
Do you have exciting news or an idea that you would like to share?
Email me! Katie Hamilton (kahamilton@ucsd.edu)
GET IN TOUCH
1.
2.
COMMUNICATIONS
STRUCTURAL ENGINEERING
Structural Engineering- 2 days
Mechanical and Aerospace Engineering- 2 days
Materials Science and Engineering- 1 day
KATIE (split role)
Thank you!
AP/HR
STRUCTURAL ENGINEERING
September 2023
Introduction
Team Overview
Current On Campus Schedule:
Monday through Friday
Anny Tran
AP/HR Manager
Tracy Mansfield AP/HR Analyst
Briana Wiley
Faculty Assistant
Leonora Alvarez Faculty Assistant
Academic Reviews
Table of Contents
Timeline for hiring
Faculty Assistants
Academic
Reviews
Timeline for Hires
Student Workers
Postdoctoral Scholar
1
2
Allow 3-4 weeks for a student worker to be approved to be hired
2-3 months time for an initial appointment
2 months for an appointment extension
Faculty Assistants
FISCAL
STRUCTURAL ENGINEERING
September 2023
Introduction
Team Overview
Shannon Claridad
sclaridad@ucsd.edu
Max Webb
mjwebb@ucsd.edu
Alissa Farrell
afarrell@ucsd.edu
Carmen Paruginog
iparuginog@ucsd.edu
Anton Del Rosario
a1delrosario@ucsd.edu
Phone: 818-731-7728
Proposals
Awards
Awards by Major Agency
last time we had a deficit was Nov 2022!
Monthly fiscal meetings with the Dean’s Office
- review and explain deficits
- address department default balance
School of Engineering
Default balances
we have been able to consistently keep this balance low and avoid being in the Dean’s Office’s radar
TO BE UPDATED SOON
OCGA (Office of Contract & Grant Admin) announced that they are updating proposal submission timelines
Current OCGA proposal timeline:
14 business days or earlier before published deadline: PI notifies research admin regarding intent to submit a proposal. Research admin create the internal Kuali record.
5 business days or earlier before published deadline: have a finalized version of most of the proposal. Research plan/Scope of work can still be a draft at this point
2 business days or earlier before published deadline: finalized draft of the complete proposal
8:00 am day of published deadline: Final version of complete proposal
ECERT
FY 21 due October 31, 2023
FY 22 due December 22, 2023
FY 23 due April 30, 2024
Log on to ECERT at myeffort.ucsd.edu with your Business Systems account
What is effort?
All university work — including research, teaching, service, clinical work, and administrative duties — performed by an employee over a defined period of time is the employee's "effort." When UCSD accepts a federally sponsored project award, a legal obligation is made to certify that the effort required as a condition of the award has actually been completed.
What is effort reporting and why do we do it?
Effort reporting is the method of certifying to granting agencies that the required effort has actually been completed.
Who receives an effort report?
You are subject to effort reporting if you are an:
SciENcv
*Note: SciENcv MUST be used for the preparation of National Science Foundation (NSF) biosketches and current and pending support documents for new proposals submitted or due on or after October 23, 2023.
Access SciENcv through My NCBI
https://www.ncbi.nlm.nih.gov/sciencv/
If you need to create an account https://account.ncbi.nlm.nih.gov/signup/
What SciENcv does:
• Eliminates the need to repeatedly enter biosketch and current and pending (C&P) information.
• Reduces the administrative burden associated with federal grant submission and reporting requirements.
• Provides access to a researcher-claimed data repository with information on expertise, employment,
education, and professional accomplishments.
• Allows researchers to describe their scientific contributions in their own language.
Full instructions regarding SciENcv can be found at: https://www.ncbi.nlm.nih.gov/books/NBK154494/
Anton - a1delrosario@ucsd.edu
Shannon - sclaridad@ucsd.edu
Alissa - afarrell@ucsd.edu
Carmen - iparuginog@ucsd.edu
Max - mjwebb@ucsd.edu
Important: add us as delegates in your account so we can access
GSR cost comparison
Postdoc cost comparison
*estimates are for a step 7 GSR (which are now labeled as salary point 4 in the new salary scales)
*estimates are for a level 0 postdoc
STUDENT AFFAIRS
STRUCTURAL ENGINEERING
September 2023
Introduction
Team Overview
Current On Campus Schedule:
Monday through Thursday
Remote:
Friday
SE Student Affairs
Admissions
Transfers
Student Events
UCSD GR Processes
(LOEs, Petitions, Scholarships, Degree Audits, DocuSign, etc.)
Grad Funding & IA Hiring
Scheduling
& Book Adoption
UG, GR, & Prospective Student Advising
Committee Support
Recruitment
Contact
se-sa@ucsd.edu
(858) 822-1421
SME 340 (M-R: 7:15am-4pm)
Table of contents
2
3
4
1
Enrollment Data
Instructional Assistants
Visiting Grad Student
Reminders
1
SE Undergraduate
Enrollment Data
1
SE Graduate [PhD]
Enrollment Data
1
SE Graduate [MS]
Enrollment Data
Admissions
Structural Engineering
Timeline
For FA24
Fall 2024 Application Submission End Date
a
b
c
Wednesday, December 20th, 2023
1
SLATE Review opens for SE Faculty
Wednesday, November 15th, 2023
PhD Application Selection Due
Friday, January 19th, 2024
d
GR Open House Invitation Sent Out
Monday, January 22nd, 2024
e
RSVPs for Open House are due
Monday, February 5th, 2024
Instructional Assistants
Hiring Process
01
02
03
04
05
Students put in Applications via ASES
SE Faculty Select IA
IAs accept
Funding Info Shared
JD submitted through ASES
Faculty Submit Description of Duties
Formal offers must go through ASES
Faculty notified, APHR notified if necessary, Senior TA provides training
Fiscal Team
2
SE Faculty indicate which PhD students need TAships
Priority checked
Applications are open for WI24, SP24
Comparison
Instructional Assistance
TA Duties [Typically 50%]:
Reader Duties [typically 25%]:
Tutor Duties: [Typically 25%]
2
2
$28.81 per hour
25% Tutor:
$3,760/quarter
Cost of Grad Tutors
Cost Comparison
Instructional Assistance
$20.98 per hour
25% Reader:
$2,646/quarter
Cost of Readers
Cost of TAs
Salary + Tuition & Fees (TF)
Per Quarter
25% TA:
Salary + Benefits: $5,070
Salary + TF*: $16,073
50% TA:
Salary + Benefits: $10,140
Salary + TF*: $21,489
*TF: $11,349
Cost of 50% TA:
Salary + Benefits: $7,956
Salary + TF*: $18,959
Cost of 25% Reader:
$16.90 per hour
$2,205/quarter
AY 2023-24
AY 2022-23
*TF:$11,003
VGS
SE's Process Time: 4-6 weeks
GEPA's Process Time:
2-3 months
Please let us know 4-5 months in advance so that we can get your VGS here by your target date.
Visiting Graduate Students
IFSO's Process Time: 1-3 weeks
3
4
Offers
IA Hours
Grievances
Reminders
Structural Engineering