GSR Timesheet Procedures

GSR Timesheet Procedures and Personal Time Off

Eligible Graduate Student Researchers (GSR) shall have the ability to request the use of Personal Time Off (PTO) days, in accordance with Article – Personal Time Off.

GSRs with an appointment of 25% or more for a minimum of one full month are eligible to use Personal Time Off (PTO) with pay during the length of the appointment. The PTO shall be up to twelve (12) workdays for a full twelve-month period. For shorter appointments, the twelve (12) workdays will be prorated a day per month for every full month of appointed service.

Eligible GSRs are to submit the Academic Employee PTO Monthly Timesheet every month during the duration of their appointment. Even if personal time off was not taken, a GSR should still submit the timesheet to report “0” PTO days taken. Timesheets are to be submitted by the 6th of the following month, complying with the UCPath Monthly Employee Timesheet Deadline.

PTO not used during the appointment will not be carried over into subsequent appointments. PTO not used when the GSR’s appointment concludes, including when a GSR leaves the appointment prior to the established appointment end date, expires and may not be carried over.

Please refer to your Written Notice of Appointment for the amount of PTO eligible

Requesting and Using Time Off

After obtaining the Supervisor’s approval to use personal time off, the GSR should submit the Academic Employee PTO Monthly Timesheet to report the use of PTO. GSRs are provided one day per month of PTO when appointed for at least 25% at the beginning of their appointment. PTO does not roll over if there is a break in service. PTO Monthly timesheets should be submitted by the 6th of the following month, complying with the UCPath Monthly Employee Timesheet Deadline.

For example, a GSR employed at 50% FTE (20 hours per week, 4 hours per day) between 04/01/2023-06/30/2023 will receive 3 PTO days, upfront. Therefore, if the GSR received approval from their Supervisor to request PTO usage on 05/15/2023, then they will be paid 4 hours of PTO on 05/15/2023 and will have 2 remaining days of PTO at 50%. To report their PTO, the GSR will need to submit their Academic Employee PTO Monthly Timesheet by 06/06/2023. 



  • Membership is intended to represent the various computer science application areas, BS/MS/PhD degree holders, industries, and social diversity.
  • Members are expected to be influential, entrepreneurial, strong in networking, motivated, enthusiastic and able to represent the CSD AAB and further the aims of the AAB.
  • Membership is limited to approximately 15 members.
  • Members are elected for three-year terms, which may be renewed two times.
  • To maintain an active membership, members must attend the meeting, unless a legitimate reason for absence is provided.
  • Members are expected to participate, coordinate and help conduct various events and activities sponsored by the AAB, and to lead one event every three years.
  • Due to the voluntary nature of board membership, members may resign at any point.

Officers and Governance

  • The Chair and Vice Chair are elected in tandem for three-year terms and can be elected for a second term by the members.  If either one is unable to fulfill his or her duties, the members will elect a replacement at the next meeting.
  • A CSD faculty coordinator and the CSD chair serve on the AAB with voting rights. Other CSD faculty may also attend periodically or serve frequently as non-voting ex-officio members.
  • AAB members, the CSD chair, and the CSD faculty coordinator have voting rights to elect or remove the Chair, the Vice Chair, and new members of AAB.
  • Voting requests must be conducted in writing via email to each voting member. Election is by majority.
  • Self-nominations for Chair and Vice Chair are acceptable.

Membership Admissions Process

  • Candidates to the AAB are usually recommended by current AAB members and CSD faculty, although any computer science alumnus may apply for consideration.
  • To be considered as a new AAB member, the candidate must be introduced by an AAB member in writing or email with a detailed resume and qualifications to serve on the AAB, and verbally at a subsequent meeting, with the endorsement of another AAB member.  Each candidate is discussed at an AAB meeting before a decision is made by the Chair and Vice Chair to include him or her in a ballot, with the candidate’s approval.
  • Each candidate is encouraged to attend various AAB activities before the election date, so that members will become familiar with him or her.
  • Voting shall be conducted either during a face-to-face meeting or via email.
  • If a two-thirds majority supports the candidate, then the candidate is elected to a three-year term.
  • Additional Considerations:
    • Level of familiarity that current AAB members have with the candidate
    • Candidate’s leadership level of responsibility and ability to enhance the CSD relationship with industry and IR&D activities.
    • Candidate’s demonstrated track record of career success.
    • Diversity factors.


  • AAB meeting are held annually, typically over dinner at UCLA.
  • The Chair establishes the date and agenda and conducts the AAB meetings.  The agenda must be set ahead of time with inputs from members, CSD faculty, students, and others.  Meeting minutes should be produced within a reasonable time after the meeting, and distributed to all AAB members and participants.
  • The Vice Chair’s duties include capturing minutes for AAB meetings and other events, conducting AAB meetings, should the chair be unable to attend, leading specific AAB break out team / events, etc.
  • Meetings may include leaders of CSD graduate and undergraduate student organizations, non-voting members, faculty, External Affairs staff, and representatives from corporate / business, depending on the agenda.
  • Information about the AAB is described on the AAB web site, including its mission, a listing of AAB members, past meetings with agendas and minutes, various activities, distinguished alumni, etc.
  • The AAB is involved in several activities, such as the HSSEAS Open House, student mentorship, fund-raising for the department, collaboration with faculty, student groups and labs, as well as other activities that will be approved by the Board.
Engineering Alumni Association

The UCLA Henry Samueli School of Engineering and Applied Science’s proudest assets are our more than 42,000 alumni. In Southern California and around the world, our alumni show tireless dedication to the school, community service and the profession of engineering.

The primary goal of UCLA Engineering Alumni Association (EAA) is to engage more alumni with the school in support of engineering education and research.  The EAA also helps promote interaction between alumni and students via sponsoring hands-on student projects; and nominates and helps select the alumni honored at the annual Engineering Awards Dinner.

There is more information on the HSSEAS Alumni Website.