New Graduate Student Orientation 2012-13

1. New Graduate Student Orientation2012-13 Electrical & Computer Engineering

2. Orientation ScheduleWednesday, September 26, 20121127 Kemper Hall 9:00 Breakfast, Photos 9:20 Welcome – Prof. Rick Kiehl, Chair and Prof. Qing Zhao, Vice-Chair for Graduate Studies 9:35 Staff/ Introductions and Program Requirements – Dejon Davis/,Prof Zhao 10:05 Employment Eligibility & Financial Support – Dejon Davis 10:25 Break 10:35 Reception/Purchasing/Travel – Renee Kuehnau 10:50 Lab Safety – Lance Halsted 11:05 Computer Support – Phil Young 11:20 Bike Safety 11:45 SJA – Matt O’Connor 12:00 Lunch, Photos continued 1:30 Library – Phoebe Ayers 2:00 IEEE – Louis Abastas 2:30 UAW – Duane Wright 3:00 Student Panel-Q&A Session

3. Meet the ECE Staff! Dejon Davis (Graduate Program Coordinator): Your first stop – Questions, Forms, Issues Denise Christensen (Department Manager) Renee Kuehnau (Front Desk): Keys, Copies, Mail, Faxes, Room Reservations, Checks, Purchasing, Reimbursements Jen Flood (Undergraduate Program officer): Assigns TAs, Schedules Courses Phil Young (Computer Support) Lance Halsted (Safety Coordinator)

4. Meet the ECE Staff! Yulia Suprin (Contracts & Grants): Jian Yi (Contracts & Grants): Natalie Wagner (Assistant to the Chair):

5. Where do I go? • First Point of Contact • Grad Program Coordinator – Student Affairs Officer (Dejon) • Primary contact for Graduate Student issues • Graduate Admission and Recruitment • Be patient – I’m assisting lots of graduate students……there is a waiting area/chairs available just outside my office when I’m on phone or with other students. • All forms are routed through me. • I will get “Graduate Adviser” signature for you - always. • For quickest response, make request via e-mail at dejdavis@ucdavis.edu. • Last resort - Office of Graduate Studies staff (Amelia Swearingen – aaswearingen@ucdavis.edu

6. Grad Student Advising • Interim Major Professor (Faculty Mentor) – ECE Vice Chair for Graduate Studies (Qing Zhao) • Ensures that all incoming students are properly registered • Assists incoming students in selecting permanent faculty mentor (“Major Professor”) • You may declare a permanent mentor upon entry • All students must complete “Change of Advisor” form • “Permanent” Major Professor (Faculty Mentor) • Major Professor -- Mentor for coursework and research • Select “permanent” mentor (major professor) before beginning of Spring quarter for M.S. students and Winter quarter for Ph.D. students • Must be a member of the ECE Graduate Program • Often your source of funding • Graduate Advisor (Prof. Abdel-Ghaffar) • Reviews programs of study and other forms, assists with academic planning, etc. • Sign-up sheet for appointments outside of Dejon’s office (2064A) → Meet Prof. Abdel-Ghaffar there

7. General Requirements • All Students Should Become Familiar With ECE Degree Requirements and Procedures! • http://www.ece.ucdavis.edu/graduates/graduatehandbook.html • Departmental requirements are more stringent than those set by Graduate Studies. The departmental requirements, therefore, take precedence. • Pay close attention to email reminders/announcements. • Departmental staff are your first stop for any questions. • Do not go directly to Graduate Studies! • All forms must go through Grad Coordinator (Dejon) first. • All out-of-state domestic students must file for CA residency for tuition purposes during the Summer.

8. Students without an EE/CE Degree • Are required to meet with the Graduate Adviser to determine the required sequence of remedial courses • Must fill out a remedial course form and turn it in to the Grad Coordinator within the first quarter • For more information, see: http://www.ece.ucdavis.edu/graduates/without.html

9. M.S. Degree RequirementsPlan I (Thesis) • Residence - At least three academic quarters • Unit Requirement: 36 units • At least 24 coursework units • At least 15 of those must be grad engr. courses (200-289) • At least 12 of those must be grad EEC (200-289) • Up to 9 units of 299 and 3 units of 290-297 (excluding 290C) • IDP students: 30 Units • At least 18 coursework units taken as a grad student • At least 12 of those must be ECE grad courses (200-289) • Up to 9 units of 299 and 3 units of 290-297 (excluding 290C) • Advance to Candidacy – during the quarter when all the non-thesis requirements are completed • Thesis

10. M.S. Degree RequirementsPlan II (Comprehensive Exam) • Residence - At least three academic quarters • Unit Requirement: 36 Units • At least 32 coursework units • At least 24 of those must be grad courses (200-289) • At least 18 of those must be grad engineering courses • At least 15 of those must be grad EEC (200-289) • Up to 3 units of 299 and 1 unit of 290-297 (excluding 290C) • IDP students: 36 Units • At least 27 coursework units as a grad student • At least 18 units of grad engineering courses (200-289) • At least 15 of those must be grad EEC (200-289) • Up to 6 units of 299 and 3 units of 290-297 (excluding 290C) • Advance to Candidacy – during the quarter when all the coursework requirements are completed • Comprehensive Exam • Including 15 minute conference-style presentation • MS Plan-II Report

11. Ph.D. Requirements • Residence - At least six academic quarters • Coursework: 45 Units of Coursework (3.5 GPA for Program of Study) • At least 30 from “major” field and 15 from “minor” field • At least 24 EEC and 9 non-ECE • PhD Preliminary Evaluation • Exams are held each January – • Doctoral Qualifying Examination (optional MS-II) • Taken after program of study is approved, all courses are taken. • Must get MP’s approval & complete all MS-II forms to get MS-II • Advancement to Candidacy - After passing QE • Encouraged to advance by your 7th quarter. Must advance no later than 9th quarter. (NRT discount for 3 years after advancing.) • Exit Seminar & Dissertation

12. Prelim Exam Qualifying Exam Defense – Exit Seminar Courses Research Ph.D. Program of Study File Dissertation Finish Completion Start Year I Year 2-3 Year 4-6 Time

13. Transferring Coursework • M. S. Degree • All course units you wish to count toward your M.S. taken prior to becoming a UC Davis graduate student should be transferred. You cannot transfer coursework to UCD until you have completed one quarter at UCD. • There is a 12 unit limit for UC/UC Davis Extension courses, 6 unit limit for courses taken outside the UC system. Courses MUST NOT have been used for any other degree requirement. • IDP students cannot transfer the first two grad courses taken as undergrads. They may transfer any additional grad courses not counted toward the undergraduate degree. • Ph.D. Degree • You do not need to officially transfer course units to your UCD transcript. You can just list them in your Ph.D. Program of Study. You MUST meet with the ECE Graduate Adviser should you wish to use outside coursework for your degree.

14. Found a Major Professor? • If you do not have a major professor, then you should register for 1 unit of EEC290C with Prof. Zhao. For this unit, you should: • Complete “First Year Plan of Study” Become familiar with ECE research activities • Identify 3 faculty members that you have interest in • Meet the 3 faculty members by December 5th – turn in signature page) to Grad Coordinator (Dejon).

15. Selecting a Major Professor • Choose your Major Professor (MP) by the end of Winter quarter. Fill out the Change of MP form. • Selection Process • Clarify your objectives • M.S. or Ph.D. • Areas of Interest • Financial Support needs • Contact Faculty • Contact Graduate Students

16. Selecting a Major Professor When contacting Faculty…. • Make an appointment • Plan appropriate questions to ask • Which research areas interest you? • What research are you performing now? • How do you support your research and your students? • How many students are in your research group? • Are you taking new MS/PhD students? • How does a graduate student get involved in your research? • How many of your students receive GSR support? • At what point do you start offering GSR to a student?

17. Selecting a Major Professor When contacting Graduate Students… • Initiate contact through email or mailboxes • Plan appropriate questions to ask… • How long have you worked with Professor X? • How do you like working with Professor X? • How does Professor X support his/her research? • Do you have a productive research environment? • Were you a GSR during the last academic year? • Were you a GSR last summer?

18. Enrollment Requirements • Enrollment: 12 units is considered full-time. • You must be enrolled full-time during the academic year if one or more of the following are true… • You have a fellowship and/or are employed (GSR, TA, etc.) • You are an international student • You are a Ph.D. student who has advanced to candidacy • If you wish to apply for Part-Time status (6 units or less), see Dejon. • If you need to take a quarter or more off (PELP), please see Dejon for details and application information. You will need various approvals prior to the start of the quarter. • Every Fall you must take EEC 290 (1-unit Grad Seminar). This Fall, the seminar is lead by Prof. Baas (CRN 21721). If you have not declared an Master Professor, you must also enroll in 290C with Prof. Zhao. • If you wish to take research units 299, you must first declare your Major Professor. Then you should enroll in one unit of 290C (Group Meeting) and however many units of 299 you need – both with that professor.

19. TA-related Units • If you wish to TA, you must enroll in EEC390 which is a 1-unit course on teaching methods in ECE. • Each quarter that you are employed as a TA, you may take 396, which allows you to obtain units for your work as a TA. (2 units for a 25% TA position, 4 for 50%) • Please note that 390 and 396 units do NOT count toward your Program of Study.

20. Financial Support – GSR’s • ALL Domestic Students are required to file a FAFSA each year (deadline June 30th) • Graduate Student Researcher Appointments • Source: Faculty Member • Selection: Research Needs, Individual Capability • Fee Remission: Full • Available: 25% min, 49% max during Fall, Wtr, Spr; 25-100% Sum • Salary at Step I (MS): • $695.75/mo @ 25% • $1363.67/mo @ 49% • $2783.00/mo @ 100% (option for Summer Only) • Salary at Step III (PhD): • $831.50/mo @ 25% • $1629.74/mo @ 49% • $3326.00/mo @ 100% (option for Summer Only)

21. Financial Support Work Study • GSR appointments for you that cost your Major Professors less money • Work Study – Only Domestic Students are eligible • Nominated by Major Professor in the Summer • FAFSA required each year by June 30th: http://www.fafsa.ed.gov/ (to demonstrate financial need • Faculty research advisor must agree to fund 25% of the cost of your appointment

22. Financial Support Teaching Assistants (TA) • Teaching Assistant Appointments • Source: Department • Selection: Teaching Needs, Individual Teaching Capability, Satisfactory Academic Progress, Must Apply via Email • Fee Remission: Partial • You pay $260.97 per quarter (Balance of Fees) plus NRT ($5034.00/qtr) if applicable • See http://studentaccounting.ucdavis.edu/aid/feeremissions.cfm for current remission rates • Available: 25% or 50% as needed • Salary • 25%: $980.83/month • 50%: 1961.66/month

23. Financial Support - Fellowships • Internal Fellowships • Fill out University Fellowship Application available online – Priority due January 15th, 2013 for 2013-14 fellowships and final due April 15, 2013: http://gradstudies.ucdavis.edu/ssupport/internal_fellowships.html • Domestic students - Fill out FAFSA by March 2nd - http://www.fafsa.ed.gov/ • External Fellowships • see ECE & Office of Graduate Studies websites and ask your professors for letters of recommendation

24. Employment Eligibility • 3.0 minimum GPA • 12 units minimum each quarter* • Allowed 1 quarter of work while on PELP or Filing Fee • 50% maximum during the academic year • Must Advance to Candidacy by 9th quarter • 15 quarters max as GSR* • 15 quarters max as TA* • Must file a Petition for Exception to Policy (to the Dean of Graduate Studies) if any of these criteria are not met during a given quarter

25. Bike SafetyNancy Davis, Resident Bike Expert • Obey all traffic laws (stop at stop signs, yield to pedestrians, etc.) • Always ride in a straight line on right-hand side of the road → → → and follow lane lines • Pass other bicyclists on their left (only if it’s safe to do so) • In Roundabouts: • Ride counterclockwise • Yield to those already in the circle • Use hand signals • Don’t wear headphones or use your cell phone while riding • Ride defensively! • Buy & wear a helmet • Purchase a license for your bike • Invest in a U-Lock • At night: Use white lights in front & red reflectors in back and on pedals

26. Reception (see handout)Renee Kuehnau • Mailboxes • Packages • Keys • Copy Cards • Faxes • Room Reservations • Pay Checks

27. Other Useful Office Information Renee Kuehnau • Payroll – First paycheck issued on 11/1/12. • Purchasing - approved equipment, lab supplies, etc. • Supply Reimbursements – Emergency purchases when own money is used (highly discouraged). • Travel/Entertainment Reimbursements – approved conference expenses, registration – KEEP RECEIPTS! Forms and more information can be found at http://inside.engineering.ucdavis.edu/purch/index.html

28. Safety Lance Halsted ECE Safety Coordinator/Development Engineer 2152 Kemper Hall / 752-8959 lehalsted@ucdavis.edu

29. Topics • Safety information for all new grad students • Emergency procedures • Safety Issues in ECE • Lab-specific safety training requirements • Ergonomics • Electrical hazard minimization • Fire hazard minimization

30. Occupational Illnesses and Injuries If you are injured at work please notify your supervisor or Lance Halsted immediately**. • For injuries occuring Monday through Friday 8:00 am - 5:00 pm please call or come to the clinic at: • Phone: (530) 752-6051 • Address: Cowell Hall (on campus) – California Ave across from Russell Field • For After hours Injuries: • If life-threatening call 9-1-1 • Sutter Davis Hospital Emergency Room: (530) 757-5111 • Urgent Care: (530) 750-5800 ** Insurance requires that notification of injury be made within 24 hours for full coverage.

31. How to Report a Safety Hazard • You have the right to report any safety hazard, either directly or anonymously, without any fear of reprisal • College of Engineering EH&S Coordinator • Jeff Feerer (jlfeerer@ucdavis.edu) 754-6593 • Department Chair • Richard Kiehl (rakiehl@ucdavis.edu) 752-0636 • Department Safety Coordinator • Lance Halsted (halsted@ucdavis.edu) 752-8959 • Department MSO • Denise Christensen (dchristensen@ucdavis.edu) 752-9548 • Your Supervisor or Principal Investigator (PI)

32. Illness and Injury Prevention Plan (IIPP) • The safety program is implemented by • Department heads • Principal investigators/supervisors • Safety coordinators • Each department has a system for identifying, evaluating, and preventing occupational injuries • Each person needs to complete a safety training program • Workplace hazards are communicated by • Email • MSDSs • Safe Operating Procedures (SOPs) • Job Hazard Analyses (JHAs) • Safety bulletins, signs, and other postings • ECE’s IIPP is on-line at http://www.ece.ucdavis.edu/resources/safety/

33. Be Alert to Potential for Emergencies • Emergencies can happen, so • Avoid working alone in the lab • Know where emergency phone numbers are posted • Review MSDSs if working with chemicals • Know where to go and what to do in an emergency • Know the location of the closest safety showers, eyewashes, and fire extinguishers • These topics will be covered in the area-specific safety training

34. Other Emergency Procedures • Fire: • Call 911 (or 530 752-1234) • Activate building fire alarm • Safely use fire extinguisher on small fires • Hazardous Chemical Spill (over 1 pint): • Evacuate the room. Close door • Call 911 • Consider evacuation of building (see Safety Net #13 handout)

35. Evacuation Procedures • Evacuation routes will be different depending on the location of the work area • Designated ECE meeting area: • Northeast of Kemper Hall, near back of Bainer Hall

37. Lab-specific Safety Training Requirements • In order to work in a research lab, specific safety training is often required. You will not receive a key to the lab until you complete the required safety training course. (Yearly refresher courses are also required.) • Laser labs – EH&S Laser Safety course • Labs with chemicals – • EH&S Chemical/Laboratory Safety course • Chemical Spill Control (Safety Net #13) • Sign up on-line at: • http://safetyservices.ucdavis.edu/tr/lmsL

38. Upcoming EH&S Courses • Chemical/Laboratory Safety • Friday, October 5, 2012 10:00 – 11:30 am • Thursday, October 11, 2012 1:30 – 3:00 pm • Monday, October 15, 2012 10:00 – 11:30 am • Wednesday, October 24, 2012 10:00 – 11:30 am • Hazardous Waste Management • Also available as an online (eLearning) course • Laser Safety • Friday, November 2, 2012 9:30 – 11:00 am • Also available as an online (eLearning) course • Space in each course is limited. Enroll in course on-line as early as possible.

39. Other Safety Courses • In order to work in the Engineering Fabrication Laboratory (EFL) in 1220 Bainer, you must first complete a safety/orientation course. See: http://engineering.ucdavis.edu/efl/safety_class.html • Ergonomic Awareness – taught by EH&S • Back Injury Prevention – taught by EH&S • Hazard Communication – eLearning course • Electrical Safety – eLearning course

40. Ergonomics • A Cumulative Trauma Disorder (CTD) occurs when there is repeated stress to joints, nerves, muscles, ligaments, or bones • Carpal Tunnel Syndrome is a CTD that occurs most often with excessive computer use • The main risk factors for office-related CTDs are: • Repetition • Awkward positions or posture • Excessive pressure or force • Pay attention to the signals your body provides you and seek help early.

41. Minimizing Electrical Hazards • The California Fire Code prohibits permanent use of extension cords. Instead use power strips or surge protectors. • Surge protectors and power strips are not for high power loads such as space heaters, microwaves, and refrigerators. These items should be plugged directly into wall outlet. • If you work with high voltage or high amperage equipment, then you need additional electrical safety training (provided by the Principal Investigator or eLearning course)

42. Minimizing Fire Hazards • Keep hallways clear. Do not leave papers, boxes or cardboard in hallways for janitors to recycle. Instead take to dumpsters in Kemper loading area. • Do not leave electronic or computer equipment or furniture in hallways. Contact Department office to salvage unwanted items. • Do not use space heaters unless approved by UCD Fire Department. (Needs automatic tip-over shut-off) • Keep cardboard and paper at least 18 inches from the ceiling. • Don’t hang anything from sprinkler heads. • If using coffee pot, use one with automatic shut-off timer.

43. Conclusion • Your safety is very important to us. • If there is anything that you think of that would enhance your safety in our Department, please let us know!

44. Computer Support GroupPhil Young, Systems AdministratorFrank Maker, Grad Student Researcher • Maintain the computer network and provide infrastructure services • Oversee instructional labs, many research group workstations and servers • Offer guidance for non-maintained systems

45. Your ECE Account • 1st: Get a UCD Account. UCD LoginID = ECE username. See http://computing accounts.ucdavis.edu • 2nd: Initialize ECE account. See handout or visit http://www.ece.ucdavis.edu/support/account/ • Home directory quota = 250MB • ECEGRAD mailing list. Watch for news, announcements, and deadlines • Entitles you to many other services: home pages, software, etc.

46. ECE Student Computing Facilities • Kemper Hall Room 1107 – Graduate Study Room. • See Renee Kuehnau in 2064 for keypad access code. • Undergrad computing labs also available during non-reserved times. • See http://www.ece.ucdavis.edu/support for facility descriptions & reserved times. • Remote access available to all ECE Linux workstations. • Make sure to read our Computer Usage Policy! http://www.ece.ucdavis.edu/support/policy/policy.html

47. Contacting Computer Support • Self help information is available on our website. • How to connect your workstation to the ECE wired & wireless networks. • How to obtain software for your workstation. • Service outage information & much more! • To request help from computing support, send email to support@ece.ucdavis.edu. Requests are assigned a unique number and entered into a tracking system. • Computing support staff strive to respond in a timely manner with a solution or information about other help resources.

48. Student Judicial Affairs (SJA) • Welcome – Matt O’Connor

49. Phoebe Ayers, Reference Librarian for ECE & CS psayers@ucdavis.edu Physical Sciences & Engineering Library http://lib.ucdavis.edu/dept/pse/ pse@lib.ucdavis.edu

50. UAW • Representing Teaching Assistants (TA’s) • Welcome – Duane Wright