Graduate Advising: Newly Admitted Grads

Congratulations and welcome to the Jack Baskin School of Engineering at UC Santa Cruz! Please take a few moments to review the information below about our programs and what you'll need to do as a new graduate student.

Important Dates

International Student Mandatory Visa Check-In: 9/22, 2:00PM-4:00PM - Classroom Unit 1
Campus-Wide New Graduate Student Orientation: 9/23, 1:00PM-3:00PM - Humanities Lecture Hall
SOE Graduate Student Orientation: 9/24, 9:30AM-1:00PM - E2 Courtyard
TA/GSR Payroll Signups (MANDATORY for GSR/TA's for the Fall 2008 quarter. Please attend one session and bring your required ID material.): 9/29, 10:00AM-11:00AM - E2 Room 280 or 9/30, 1:30PM-2:30PM - E2 Room 280

Arrival

If you are living on-campus, please see the individual housing offices for details on when you can arrive.

For information on airport transportation, please see the Transportation and Parking Services (TAPS) webpage.

E-Mail and Computers

All grad students have general access to computers and workstations. General graduate student computer use will be in BE 308 & BE 316. For workstation info, see the SOE Computing FAQ. For email accounts, please see the computer-usage policies.

Our techstaff sets up the student e-mail accounts. Either fill out the email form at the SOE Graduate Student Orientation or pick up the account form from your department graduate advisors office, fill it out, and return to BE 311. Your account should be activated within three days.

Enrollment

Registration and Enrollment

Online registration can be done at My Portal. The first time you access this registration process you will be asked for your AIS student ID number and password. Your initial password will be the first 2 letters of your first name, the first 2 letters of your last name and the last four digits of your AIS student ID number; you will then be asked to change your password.

For help with your student ID and password or enrolling in a class, first check the enrollment FAQ's at http://reg.ucsc.edu; call the enrollment Help Line at 831-459-4357; e-mail help@ucsc.edu, go to their website at http://ais.ucsc.edu/help/ or visit them in person at Kerr Hall, Room 54 and 60, M-F 8AM to 5PM.

Adding Classes

Enrollment will open on June 19th for new graduate students. For most graduate courses, a permission number is required (see below).

Enrollment is open until October 15th. You must be enrolled in at least one class by October 3rd. If you have not registered by that date, a $50 late fee will be charged. You can also check the Academic Calender for more important dates.

The most important thing to do is to talk to your faculty advisor. Together you and your faculty advisor should determine which courses would help you pursue your goals and what, if any, courses should be taken in preparation. In the summer it is easiest to reach the faculty via e-mail. If you are unsure of who your advisor will be, contact your appropriate departmental graduate advisor (see contact info).

Independent Studies

Forms for enrolling in independent research can be picked up, filled out and returned to Sean Tai in E2 298. A class number will be assigned and sent to you by email. You must use this number to enroll in the class through MyUCSC.

Permission Numbers

Permission numbers are required for all undergraduate courses and graduate level courses that have prerequisites. To obtain a permission code you must contact the instructor directly. Note - some instructors will provide permission numbers on the first day of instruction.

See the online schedule of classes reference for more information.

Housing

For general housing information, please see the Student Housing Services website. For off-campus housing we recommend that you begin your search early and that you apply for on-campus housing as soon as you find out that you have been accepted into the graduate program. Family student housing apartments are offered on a priority basis, with students with children receiving first priority. Here are a few numbers where you can find housing assistance:

Apply for Housing Online!

Campus Housing 104 Hahn Student Services 831-459-2394
Family Student Housing Hagar Court Community Room 831-459-4388
Graduate Student Housing 125 Hahn Student Services 831-459-1738
Community Rentals Office 104 Hahn Student Services Building 831-459-4435

International Students

General Information

You must first accept your offer of admission (follow the links on your admission email)
I20's cannot be processed until the financial form has been signed and sent (can be faxed to) B. Perez, Graduate Admissions, 1156 High St., Santa Cruz, CA 95064-fax number 831-459-4843
Once graduate admissions has received the financial form, they will send you your I20 and a formal letter of admission. This is usually done in early June.
For information on the status of your I20 or other questions, please .
International students applying for the F-1 visa application cannot apply until 90 days prior to the date on the I20. International students cannot enter the United States until 30 days prior to the date on the I20.
For more information, please contact International Students and Scholars Services by calling 831-459-3550 or e-mailing visa@ucsc.edu. The Office of International Education is located in Classroom Unit 1, Room 107.

Mandatory Visa Check-In Meeting

All international students must attend the Mandatory Visa Check-In meeting on Monday, September 22, 2008 from 2:00pm-4:00pm in Classroom Unit 1 when they arrive on campus.

Students must bring photocopies of the following documents to the meeting:

Photocopy of both sides of I-94 card (small white card in passport)
Photocopy of F-1 or J-1 visa stamp in passport (valid dates of visa and photo)
Photocopy of 1st page of I-20 Form or DS-2019 Form
Photocopy of passport identity page (valid dates of passport and photo)

If you do not attend or arrange an appointment, you will not be registerted in SEVIS and this will affect your legal status in the U.S.

In order to be a teaching assistant, international students whose first language is not English must demonstrate their skills in spoken English with a short oral interview and a passing score on the SPEAK test. Both tests are given before the fall quarter begins. Dates and times for the SPEAK test are given by the Graduate Division. Contact the for further information.

The International Programs Office serves as the international student advising center. Staff members provide visa/immigration counseling concerning required course loads, financial problems and employment, plus a variety of other services to help international visitors adjust to academia and life at Santa Cruz.

Forms and advising for extending visa stays, on- and off-campus work approval, transfer of school, and other matters are also available.

If you are a non-immigrant foreign student studying at UCSC, the U.S. Immigration and Naturalization Services (INS) imposes additional regulations upon your stay in the United States. You must comply with these rules in order to maintain your student status (F-1).

For more information contact International Students and Scholars Services by calling 831-459-3555 or emailing .

Documentation Requirements for a Social Security Card

International students need a social security number if they are going to work. If you will not be working, you do not need a social security number merely to open a bank account. Contact your local bank about how to open a checking account without a social security number

F-1 students will need to show to the local Social Security Administration (SSA) office the following:

passport (evidence of age and identity);
I-20 Form, "Certificate of Eligibility for Nonimmigrant (F-1 visa) Student Status - For Academic and Language Students" [also called I-20 ID (Student) Copy];
I-94 Departure Record (small white card in passport which states F-1 D/S);
evidence of authorization to work and full-time attendance;
student name, student SID, job title, verification that the campus job has been offered.

The student would bring this statement to the International Adviser (DSO) in our office, who will certify visa status and work authorization, and issue a letter stating that the student is authorized to work on-campus and is currently enrolled in a full course of study.

For graduate students with GSR or TA offers, their award letter (with original signature) will suffice for a statement from the hiring unit.

Information for the Social Security Office in Santa Cruz:

169 Walnut Avenue, Santa Cruz, CA 95060
Office Phone: (800) 772-1213, 831-426-8111
TTY: (800) 325-0778
Office Hours: Mon-Fri, 9:00 am - 4:00 pm

For more information contact International Student and Scholars Services by calling 831-459-3555 or emailing .

Keys and Mail

Your SOE orientation packet will include a card authorizing keys & access. Take this form and your ID card to the facilities office, in BE Rm 399C. This will give you access to the common grad areas (grad labs, mailroom, etc.) for Baskin Engineering and Engineering 2. Hours are 1:00PM-3:00PM

For access or codes to individual research labs your advisor must email an authorization to facilities@soe.ucsc.edu.

Graduate Student mailboxes are currently located in Baskin Engineering Rm 312B. You will receive access to get into the room when you pick up your building keys. Each student is assigned a mailbox at his/her department office for official university business mail (only) -- not to be used for personal mail (no bills, newspapers, personal letters).

Orientation

The School of Engineering New Graduate Student Orientation will be held in the Engineering 2 Courtyard on Wednesday, September 24th from 9:30 am to 12:00 pm, followed by lunch from 12:00 pm to 1:00 pm. Orientation will be a great time to get to know other new admits, continuing graduate students, faculty, and SOE staff.

The Campus-Wide New Graduate Student Orientation will be on Tuesday, September 23rd, from 1:00 pm to 3:00 pm in the Humanities Lecture Hall.

Parking Permits

Parking permits can be obtained from the parking office Transportation And Parking Services (TAPS) at the main entrance to campus. There is an online graduate student parking permit form available. There are alternative transportation services also available.

For more information:

Santa Cruz Metro/Transit Online
Or call 831-425-8600

Driver's License Information

If you are either employed or a student in California, you must obtain a California Driver's License in order to drive. This would include those on F-1, J-1, H-1B, TN, and their dependents. If you are going to purchase a motor vehicle (a car, scooter or motorcycle), most insurance companies will not provide coverage unless you have a valid California License.

To obtain a California Driver’s License contact the Department of Motor Vehicles (DMV) located at 4200 Capitola Road (near 41st Avenue) in Capitola. The telephone number is 1-800-777-0133. Their web site address is www.dmv.ca.gov.

In addition to permitting you to operate a motor vehicle, a driver’s license is also the most recognized means of identification. A California ID Card is also available through the DMV as a means of identification for those ineligible for a driver's license. You will be asked for a Social Security number and your passport to obtain either the Driver’s License or the ID card. If you are not eligible for a Social Security card, you should be able to indicate this to the DMV, and still apply for a Driver's License.

Payroll

If you are a Graduate Student Researcher or a Teacher's Assistant, you must fill out important payroll paperwork from the Administrative Business Office.

SOE Mandatory Payroll Processing for Teaching Assistant/Graduate Student Researchers

Monday, September 29th 10:00 am to 11:00 am Engineering 2, Room 280

Tuesday, September 30th 1:30 pm to 2:30 pm Engineering 2, Room 280

Signup Sheets for these dates will be available in the SOE Grad Office and at the SOE Graduate Student Orientation on Wednesday, September 24th.

If you are a U.S. Citizen you must bring a driver's license or picture ID AND social security card, birth certificate; or passport
If you are not a U.S. Citizen you must bring your visa, I-20 and or DS-2019, I-94 passport w/photo AND social security card.

Each student will need to provide a document that establishes personal identity such as a passport, Driver's License, State ID card, or Valid Student ID. Each student will also need to provide a document that establishes employment eligibility such as a US Birth Certificate or Social Security card. All non-citizen and non-resident alien students will have to have a Social Security card and will also need to provide all visa and passport documentation, including the I-94 and I-20 forms.

For any payroll questions please contact , who is in E2 298. Make sure you submit your full name and email address in any correspondence.

Payroll Assistance

Paychecks are available on the 1st of the month from the faculty support administrative assistant in E2 298. If your check is automatically deposited, the statement will be put in your mailbox.

Reimbursement checks are usually issued on the 8th of each month. You will receive a pink check slip in your mailbox if you receive another type of check.

If you are an international student, you must obtain a social security number before you can open a checking account.

For Computer Engineering, Electrical Engineering and Technology & Information Management please see , SOE Human Resource/Payroll Assistant 459-2622 E2 298
For Bioinformatics, Computer Science, and Statistics & Applied Mathematics, please see Katie Chaboude, SOE Human Resource/Payroll Assistant 459-2745 E2 298

Student ID

How to get an ID card

Photos for Grad Student ID cards will be taken at the ID Card Services Office next to the Baytree Bookstore Building from September 8th to the 18th between the hours of 8:00 am to 5:00 pm. If you are unable to have your ID card photo taken during that time, you can have your photo taken after September 25th. You will need to show some form of picture ID. A driver's license or passport will be acceptable.

For more information, call 831-459-2990 or e-mail idcards@ucsc.edu.

Your student ID is your bus pass; if you need a temporary bus pass before you receive your photo ID, you may obtain one at the Graduate Division Office at the second floor of Kerr Hall.

**PLEASE READ**

After your picture is taken at ID card services, you must bring it to the SOE facilities office (in Baskin Engineering Building Room 399C) for programming and activation.

If you need lab access you will need your sponsoring faculty or Instructional Lab Manager to send an e-mail in advance to facilities@soe.ucsc.edu stating the reason why you need the card, what areas you need to access and an end date for access.

What you can do with your ID card

Take the bus. It is a Santa Cruz County Metro Bus Pass – with a valid quarter sticker available each quarter from the graduate student advisors.

Go to the gym. It is a Recreation Facilities Pass – with a valid quarter sticker.

Go to the library. It is a Library Card – UPC code on the front of your ID card is your library check out number.

Eat. It is a Food Service/Flexi-Dollar Card – Cafeteria food plans and declining balance Flexi card plans. Contact Office is in room 104, Hahn Student Services Building.

Get into the building. Your ID is also your access card into Engineering 2.

Teaching Assistants

If you are a TA or would like to apply for a TA position, you need to fill out and submit a TA Preference Form.

To see what classes usually require TA's, click here.

For more information on what is expected of a teaching assistant on campus, there are several informative web pages on the UCSC Graduate Division website. There is also a very useful link page for TA's at the Center for Teaching Excellence website.

The Campus Graduate Division office is located at the second floor of Kerr Hall or you can call 831-459-4108 for questions about the campus-wide graduate student policies.

Contact Information

Graduate Student Staff Advisor for Bioinformatics, Computer Engineering, and Electrical Engineering: Carol Mullane, E2 298 831-459-2576, mullane@soe.ucsc.edu

Graduate Student Staff Advisor for Computer Science, Statistics & Applied Mathematics or Technology & Information Management: Tracie Tucker, E2 298, 831-459-5737, ttucker@soe.ucsc.edu

For General SOE Graduate Program Assistance contact: Sean Tai, E2 298, 831-459-3531, seantai@soe.ucsc.edu

Helpful Links

Please e-mail soegradadm@soe.ucsc.edu for any questions or concerns.