Using MyEngineering to email students

Please follow the guidelines at https://my.engineering.ucla.edu/public_files/courseweb_email_policy.htm

Instructions:

1. Login to MyEngineering (https://my.engineering.ucla.edu)
2. Click on "MyEngineering" on the upper left corner of the page
3. Click on the department name in "My Tools"
4. Click on "Email" in "Staff Tools" box
5. For summer, make sure to switch to Term (at the top) to the coming fall quarter
6. Fill out the form and be sure to choose an appropriate Email Type
7. Choose from the choices:
   • For a departmental staff:
     1. Select recipients
     2. Select departments (if exist)
   • For a school-wide staff, when selecting recipients:
     1. For all ugrad students, select both:

              Undeclared students registered ...
              All undergraduate students registered ...  

     2. For all grad students, select:

              Graduate students registered 

     3. When selecting departments, click "Select all Departments"
8. Click Send Email after you've completed the form (DO NOT USE https://tinyurl.com; if the link is in ucla.edu, you can use https://ucla.in)

Using email aliases to email staff and faculty

Instructions:

• All of these aliases are @ea.ucla.edu and you must put them in BCC (you can enter multiple aliases in BCC)
• Use MyEngineering to view the recipients for each alias:
  1. Login to MyEngineering (https://my.engineering.ucla.edu)
  2. Click on "MyEngineering" on the upper left corner of the page
  3. Click on the department name in "My Tools"
  4. Click on "Email Aliases" in "Staff Tools" box
  5. Look for the group you want to email and copy the email alias
  6. Using your own email client, paste the email alias into BCC
  7. NOTE: Steps 1-5 can be skipped if you already remember the email alias to use (e.g. faculty@seas.ucla.edu, staff@seas.ucla.edu)

Legends:

• adjunct -- EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 003371 003373 003374 003376 003377 003379
• assocprof -- EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001243
• asstprof -- EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001343
• prof -- EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001143
• emeriti -- EMPL_CLASS = 21 (Academic: Emerti)
• faculty -- EMPL_CLASS = 3 (Academic: Recall), EMPL_CLASS = 9 (Academic: Faculty), EMPL_CLASS = 22 (Academic: Deans/Faculty Admin)
• ladderfac -- (assocprof, asstprof, prof) EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001143 001243 001343
• lecturer -- EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001550 001603 001630 001631 001632 001633 001686; EMPL_CLASS = 21 (Academic: Faculty) and Job Code: 001621; EMPL_CLASS = 3 (RECALL TEACHING) and Job Code: 001700
• dean -- EMPL_CLASS = 22 (Academic: Deans/Faculty Admin) and Job Code: 001000 001010
• chair -- EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001094
• vicechair -- EMPL_CLASS = 9 (Academic: Faculty) and Job Code: 001096

Using email aliases to email students:

Notes:

• These email aliases are intended for matriculation-related communications only. Using them for non-matriculation topics—such as job opportunities, events, or general announcements—can result in students overlooking important messages from academic counselors.
• Matriculation-related communications may include:
• Attending orientation
• Registering for classes
• Submitting final transcripts
• Paying initial tuition or fees

Instructions:

• All of these aliases are @ea.ucla.edu and you must put them in BCC (you can enter multiple aliases in BCC)
• DO NOT USE https://tinyurl.com; if the link is in ucla.edu, you can use https://ucla.in
• You can view the recipients for each alias in MyEngineering.

Legends:

• MAJOR = {all|ae|be|ce|ch|cs|cse|cv|ee|me|ms|un}
  • Combinations of 'un' major and 'tr' (transfer) do not exist.
• DEPT = {all|be|ch|cs|cv|ee|en|ma|ms|ol} ["en" is MEng; "ol" is MSOL]
  • Combinations of 'en' or 'ol' department and 'phd' degree do not exist. (Those programs only offer MS degrees.)
• Aliases containing "R" (capital R) include only students that are registered (paid or enrolled; not withdrawn)
• CURRENT TERM is based on the following schedule:
  • Dec-19 to Mar-24 = Winter
  • Mar-25 to Jun-17 = Spring
  • Jun-18 to Jul-18 = Spring and Summer
  • Jul-19 to Sep-17 = Summer and Fall** (AY advances on Aug-01)
  • Sep-18 to Dec-18 = Fall**

** Undergraduate student aliases, and graduate student aliases with "R", will not contain incoming Fall students until they have paid fees or enrolled in courses. OASA should use PMA query "student: fall undergrad list during summer" before Fall quarter begins to get all incoming Fall students and filter the result to generate whatever subset of students needed. Contact sahelp@seas.ucla.edu if you have any questions.

STUDENTS included in the Current Term must meet the following criteria:

• Not withdrawn, and
• Meet at least one of the following conditions:
  • Paid term fees for the current term 
  • Enrolled in at least one course for the current term 
  • Participating in the Education Aboard Program (EAP) for the current term (undergraduate only)

ADMISSION aliases are generated based on applicant data obtained from Undergraduate Admission:

• [MAJOR]_[fr|tr]_[admit|sir] (i.e. be_fr_admit@ea.ucla.edu = BIOENGR major freshman admits)
• [MAJOR]_[fr|tr]_[admit|sir]_female (i.e. all_tr_sir_female = all female transfer SIRs)

These aliases are only populated for certain periods of the admissions cycle/academic year:

• Admitted Freshman - Begin generating two days after UA decision release (mid-March), until 5/1. Starting 5/2, they're blank until the next year.
• Freshman SIRs - Begin generating one day after the SIR deadline (5/2), until start of fall quarter (late September). After the fall quarter starts, they're blank until next year.
• Admitted Transfer - Begin generating two days after UA decision release (late April), until 6/1. Starting 6/2, they're blank until the next year.
• Transfer SIRs - Begin generating one day after the SIR deadline (6/2), until start of fall quarter (late September). After the fall quarter starts, they're blank until next year.

UNDERGRADUATE STUDENT aliases are TERM-based and generated based on student data obtained from the Registrar's Office:

• [MAJOR]_[ugrad|yr1|yr2|yr3|yr4], for examples:
  • cs_ugrad@ea.ucla.edu = all COM SCI major students
  • ae_ugrad_yr3@ea.ucla.edu = third year AEROSPCE major students (freshman in their third year at UCLA, and transfer in their first year)
• [MAJOR]_[ugrad|yr1|yr2|yr3|yr4]_female
• minor_[m27|m31], for examples:
  • minor_m31@ea.ucla.edu = all MM31 minor students (includes Engineering and non-Engineering major students)
• [MAJOR|all]_dept_scholar
• [MAJOR|all]_new_freshman
• [MAJOR|all]_new_freshman_female
• [MAJOR|all]_transfer
• [MAJOR|all]_transfer_female
• [MAJOR|all]_new_transfer
• [MAJOR|all]_new_transfer_female, for examples:
  • all_new_transfer_female@ea.ucla.edu = all major female transfer students in their first year at UCLA)

Notes:

• As of 24F, sex (female/male/etc.) is determined by the student's self-identified gender.
• Only students who are either paid or enrolled in courses for the current term are included in the aliases. During the summer, consider using the siry aliases alongside the standard aliases for more accurate coverage. 
• The "year" designation advances on August 1. For example, a student labeled as 'yr2' on July 14 will become 'yr3' on July 15.
• The 'yr4' designation includes students in their fourth year or beyond.

GRADUATE STUDENT aliases are TERM-based and generated based on student data obtained from the Registrar's Office:

DEPT: be (BE), ch (CBE), cs (CS), cv (CEE), ee (ECE), ma (MAE), ms (MSE), ol (MSOL), en (MEng), or all (all departments)

• DEPT_[ms|phd|grad]R = all department MS, PhD, or grad students that are paid or enrolled
•       all_[ms|phd|grad]R_[female|male]
• DEPT_[ms|phd|grad] = all department MS, PhD, or grad students regardless of current term fee payment or enrollment status
•       all_[ms|phd|grad]_[female|male|blank]
• DEPT_[ms|phd|grad]_new = first-year students
• DEPT_[ms|phd|grad]_cont = continuing (second year or greater) students
•       all_[ms|phd|grad]_[new|cont]_[female|male]
• DEPT_grad_foreign = foreign students

Notes:

• As of 24F, sex (female/male/etc.) is determined by students' gender identity.
  
• Only students who are paid or enrolled in courses for the current term are included in aliases marked with a capital "R".