Undergraduate Program

These corporate and alumni relations policies are made by UT Austin, the UT System, the State of Texas and/or NACE.

Speakers

  • Speakers may not present about their company at student organization meetings. They may only give technical talks or advice related to student projects.
  • All information sessions must be scheduled through ECAC online.
  • Employers may only collect resumes through ECAC-scheduled information sessions or online through their company website.
  • If student organization officers receive emails for job opportunities that they wish to be forwarded on, they must be sent to all students (not to a select group). This can be done through the undergraduate or graduate coordinator/advisor. This information will also need to be sent to ECAC to post to all engineering students.
  • Student organizations are responsible for inviting speakers and for developing databases for their corporate and alumni contacts. LinkedIn is a great resource for this as well as the ASE/EM website.

Corporate Relations and Fundraising

University and school policies must be followed when seeking corporate support. See links below for details.

Contacts

Corporate Recruitment Policies: Denise Mendoza, ECAC Assistant Director for Recruiting

Alumni and Donor Relations: Bliss Angerman, ASE/EM Development Officer

Cockrell School of Engineering Scholarship Office

Students are strongly encouraged to apply for scholarships through the Cockrell School of Engineering Scholarship Office located in EJC 2.106; (512) 475-6830. Contact the UT Austin Student Financial Aid Office for additional sources of financial assistance.

The Engineering Career Assistance Center (ECAC)

The Engineering Career Assistance Center provides engineering students with a wide variety of workshops and job placement services. Call (512) 471-1915 or stop by ECJ 2.400 for additional information.

Cooperative Engineering Program

The Cooperative Engineering Program permits undergraduate students to obtain one year of full-time work experience directly related to their field of study. After completing three semesters of work, alternating semesters of on-campus study at UT, students receive 3 hours of technical elective credit. The Co-op office is a division of ECAC in ECJ 2.400; (512) 471-5954.

Engineering Student Services Office

The Cockrell School of Engineering Student Services Office oversees student records, academic policies and regulations, and student counseling. The office is located in ESS; (512) 471-4321.

Travel for Student Organizations

This policy applies to the travel of student members of a registered student organization when:

  • The organization requires its student members to attend an activity or event
  • AND the activity or event occurs more than 25 miles from the university campus.

Travel for registered student organizations funded by Cockrell School’s Engineering Student Life Office must make arrangements through this office. Please review the travel information and complete the student organization travel checklist.

Travel for student organizations funded by the Aerospace Engineering and Engineering Mechanics Department must:

1) Contact the department administrator in charge of accounts to verify that funding is in place.

2) Once funding has been verified, contact the department’s travel administrator with the following information for each individual traveling:

  • Full Name (an up-to-date address or *direct deposit* for reimbursement)
  • UT EID
  • Birthdate
  • Dates of travel
  • Destination
  • Purpose for travel

Individual travel authorization requests must be completed for each participant. This information must be provided to the department administrator at least 60 days in advance.

Linked below are the forms that are required for student travel. These forms should be completed and signed by each individual traveling.

Travel Forms Needed (located on Cockrell School’s Travel site):

There are adult student (18 and over) and minor student forms. These must be submitted to the departmental travel administrator 14 days prior to departure.

Important Notes 

  • The prime booking window for airline ticket purchase can be as much as 3 ½ months out (but no less than 3 weeks).
  • To confirm a SUV or similar large car at least 2-3 months’ notice is needed.
  • A bus charter requires 4-5 months in advance.
  • Meal receipts are not required. Individuals will receive a $25.00 per diem per day for meals. Please figure this into the travel budget.
  • If presenting a paper at a conference, provide the title of the paper.
  • Provide copies of valid Texas operators' licenses and insurance coverage for any students who will operate vehicles.
  • Present gasoline receipts to the travel administrator upon return.

NOTE: Students on Academic Probation in Engineering will not be allowed to participate in field trips associated with extracurricular activities. This does not apply to course related field trips.

Special Events Health Insurance

Special Events Health Insurance is required for uninsured students who travel to University Organized or Sponsored Events, or when travel is required for Registered Student Organizations.

Payment from program funds will be at the rate of $4.00 per day for each student for the duration of the trip. This amount should be calculated in your proposed budget.

 

Corporate and Alumni Relations

These corporate and alumni relations policies are made by UT Austin, the UT System, the State of Texas and/or NACE.

Purchasing Guidelines

Please be sure to follow our purchasing guidelines for any student organization purchases.

Printing

The department will print flyers and other group-related printing needs for official department recognized student groups. To request a group-related print job email your document to the Front Desk. Please submit your request AT LEAST three days in advance.

All documents MUST be in PDF format. We can print either color or black and white. NOTE: The maximum number of copies per document is 6. 

If you wish to have your event or meeting posted to the department website calendar, please include this request along with your flyer, in the email.

Room Reservations

Student groups that wish to reserve a room in WRW should make their request using the online Room Reservation calendar or by contacting the Front Desk.

Travel

Travel policies and forms for student organizations and University of Texas related events

Reimbursement

Reimbursement policies for student travel and reimbursement expenses

To process a reimbursement for travel expenses you must do the following: 

  • Contact the department’s travel administrator and make arrangements for all students traveling.
  • Keep itemized receipts and proof of purchase for all travel expenses for reimbursement.

    • If paying with a credit card the proof of purchase is sometimes a separate receipt from the itemized receipt. Both are required.
    • If a student pays for the hotel a "zero hotel bill" is required, indicating that the account has been paid.
  • All participants will be paid a $25 per diem for meal reimbursements. Receipts are no longer required.

Important Notes

  • Reimbursement for hotel Texas sales tax is not allowed. (If traveling within Texas ask for a tax exempt form).
  • TIPS (up to 20% of subtotal) are acceptable if clearly marked.
  • Individual travelers are responsible for their own expenses. For example, if a hotel room is shared, the bill must be split at the time of payment. Only one student can be reimbursed for individual hotel expenses.
  • Airfare and rental car can be charged directly to the department, avoiding reimbursement.
  • The department has a student travel card that makes it possible to direct bill the department for the hotel. Please talk to the travel administrator about this benefit.
  • Please turn in receipts to travel administrator in a timely matter. Timing of reimbursements is regulated by the IRS.

Subcategories

Our students come from a variety of backgrounds and have a wide range of interests, both academically and personally. Meet some of our current students and learn more about our program, campus life and what to do in Austin!

We understand that not every interested student may be able to make it on campus during the week to visit our department for more information. We hope that by publishing these resources and videos online, you may be able to have a better idea of what to expect!

Questions about admission or our undergraduate programs? Visit our FAQs section.

Sarah Kitten and Adele Magnani

Undergraduate Advisors

Our undergraduate advising team is ready to help current and prospective students navigate their way through the degree plan and university life.

Email: ase.advising@utexas.edu
Phone: (512) 471-7594

peer advising students photo

Peer Advising

Peer advisors are current aerospace engineering students who can help fellow undergraduates in registration advising and general student mentorship. Peer advisors are available in the summer to incoming new students and during the fall and spring to all continuing students.

Learn more >>