Project Center
Student Manual
2016 – 2017
▪ TABLE OF CONTENTS ▪
Project Center Directory ......................................................................................................... 3
“To Do” List for the Beginning of the Academic Year ............................................................ 4
Project Center Academic Year Calendar ................................................................................. 5
Importance of Deadlines ......................................................................................................... 7
Budget and Spending .............................................................................................................. 8
Purchasing & Reimbursement Instructions .................................................................. 9
Project-Related Travel Costs ....................................................................................... 11
Other Administrative Procedures ......................................................................................... 12
Parking & Phone.......................................................................................................... 12
Reports, Projects Day Program Paragraph Submission, Projects Day ................................ 13
Reports ........................................................................................................................ 13
Projects Day Program Paragraph Submission ............................................................ 14
Projects Day Activities and Preparations .................................................................... 15
▪ PROJECT CENTER DIRECTORY ▪
Your Team’s Mailing Address
Science and Engineering Project Center
(Specify your name and Project #)
Seattle University
901 12th Avenue, ENGR 500
PO Box 222000
Seattle, WA 98122-1090
General Phone:
Fax:
(206) 296-5503
(206) 296-2179
Science & Engineering Project Center Office
Phone
Email
Location
Jean Jacoby, Director
Rachael Brown, Corporate Relations Manager
Lily King, Project Center Assistant
x5526
x2822
x5503
jacoby
brownra
kingli
E-500B
E-601
E-500
x5522
x5949
x4619
x5531
x4315
x5538
nirmalag
wongja
louieh
gualtieri
hanye
mason
E-511A
E-526
BA-219
E-517
E-407A
E-406A
x5528
x5971
x5506
x5514
TBD
fernandg
lesliest
philipr
E-102
BA-218
E-107
E-413B
x5520
x5510
x5970
x5540
crevierj
mikesme
beeryt
espanols
E-525
E-509
BA-209
E-405A
Department Coordinators
Prof. Nirmala Gnanapragasam, CEE
Prof. Jason Wong, CS and MSE
Prof. Henry Louie, ECE
Prof. Lyn Gualtieri, ENSC
Prof. Yen- Lin Han, ME (FQ, SQ)
Prof. Greg Mason, ME (WQ)
Lab Managers
TBD, CEE
Gary Fernandes, ECE
Steven Leslie, ME
Renny Philipose, CSSE
Departmental Administrative Assistants
Joy Crevier, CEE, ENSC
Mike Smith, CSSE
Teresa Beery, ECE
Susan Espanol, ME
Other Offices
Bookstore
Event Support Services (Room reservations)
Help Desk (Computer questions)
Classroom Support
Lemieux Library and McGoldrick Learning Commons
Mailing Services
Public Safety (EMERGENCY - X5911)
Campus Support Services (Purchasing)
Reprographic Services
Writing Center
x5820
x5620
x5571
x6220
x6210
x6199
x5990
x6490
x6180
x6239
3
USVC
PAVL-050
E-302
PAVL-020
USVC-102
LYNN Mezz
PAVL-020
LEML -2nd F
▪ "TO DO" LIST FOR THE BEGINNING OF THE ACADEMIC YEAR ▪
In addition to reading the manual, you and your team will need to complete the following tasks
before your project gets underway:
To Do List
____ Review this manual in its entirety and take note of the calendar and due dates.
____ Fill out and submit the following forms to Lily in ENGR 500 by 4:00pm, Friday, October 7,
2016. Each student must fill out these forms located on the Project Center website. You can also
pick up a hard copy in ENGR 500.
o Student Release – Confidentiality and Proprietary Document (Exhibit B)
o Project Room Policy Form
o Photo Release Form
____ Project rooms (team offices) are assigned by the team’s department. Get the office cipher
code from your department. If your room has a key, it can be picked up from Lily in ENGR 500.
____ One of your first deliverables to the Project Center is your team budget, which is due by the
deadline in your course syllabus. The budget form is attached and can also be found in the Student
Procedures section of the Project Center website. Ask your faculty advisor or the Project Center if
you need assistance with this process. If you wish to start purchasing items for your project prior to
Project Center review of your budget, you must turn your budget in early for approval.
NOTE: Teams are expected to keep track of their budgets throughout the project.
If you have any questions, feel free to stop by to see the
Project Center assistant in ENGR 500 or call (206) 296-5503 for help.
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▪PROJECT CENTER ACADEMIC YEAR CALENDAR▪
▪Important Events, Dates and Deadlines▪
Subject to Revision
Month
October
November
December
Event/Submittal Deadline
Event Date/
Submittal Deadline
Time
Event/ Submittal
Location
Fall Workshop
Fri 10/7/16
10:55 AM – 12:20 PM
Campion Ballroom
Student Project
Agreements (Exhibit B) DUE
Fri 10/7/16
4:00 PM
Turn in to the Project
Center Assistant in
ENGR 500
Joint Session 1:
Introduction to Project
Center Procedures, Physical
Safety and Cyber Security
Mon 10/10/16
10:55 AM – 12:20
PM*
Student Center 160
Joint Session 2: Team
Dynamics
Mon 10/17/16
10:55 AM – 12:20
PM*
Student Center 160
Joint Session 3: How to Give
a Presentation
Mon 10/24/16
10:55 AM – 12:20
PM*
Student Center 160
Joint Session 4: Engineering
Ethics-I
Mon 10/31/16
10:55 AM – 12:20
PM*
Student Center 160
Last Day to turn in October
Reimbursement Receipts
Mon 10/31/16
4:00pm
Turn in to the Project
Center assistant in
ENGR 500
Joint Session 5: Engineering
Ethics-II
Mon 11/7/16
10:55 AM – 12:20
PM*
Student Center 160
Project Budgets DUE
Please refer to
your course
syllabus for the
deadline
4:00pm
Department
Coordinator
ENSC Team Interviews
Mon 11/9/16
10:55 AM – 12:20 PM
Team project rooms
CEE Team Interviews
Wed 11/16/16
10:55 AM – 12:20 PM
Team project rooms
ECE Team Interviews
Fri 11/18/16
10:55 AM – 12:20 PM
Team project rooms
Last Day to turn in
November Reimbursement
Receipts
Wed 11/30/16
4:00 PM
Turn in to the Project
Center assistant in
ENGR 500
Project Team Photos DUE
(3 – 5 photos)
Fri 12/2/16
4:00 PM
Turn in to the Project
Center assistant in
ENGR 500
Mid-Year Survey
Fri 12/2/16
4:00 PM
Online/ In class
Mon 12/19/16
4:00 PM
Turn in to the Project
Center assistant in
ENGR 500
Last Day to turn in
December Reimbursement
Receipts
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Month
Event/Submittal Deadline
Event Date/
Submittal Deadline
Time
Event/ Submittal
Location
ME Team Interviews
Fri 1/13/17
10:55 AM – 12:20 PM
Team project rooms
CS Team Interviews
TBD
TBD
TBD
Last Day to turn in January
Reimbursement Receipts
Tues 1/31/17
4:00 PM
Turn in to the Project
Center assistant in
ENGR 500
Last Day to turn in February
Reimbursement Receipts
Tues 2/28/17
4:00 PM
Turn in to the Project
Center assistant in
ENGR 500
Projects Day Program
Paragraphs DUE to Project
Center
Please refer to your
course syllabus for
the deadline
4:00 PM
Department
Coordinator
Project Team Photos DUE (3
– 5 photos)
Wed 3/8/17
4:00 PM
Turn in to the Project
Center assistant in
ENGR 500
Last Day to turn in March
Reimbursement Receipts
Fri 3/31/17
4:00 PM
Turn in to the Project
Center assistant in
ENGR 500
Last Day to turn in April
Reimbursement Receipts
Thurs 4/28/17
4:00 PM
Turn in to the Project
Center assistant in
ENGR 500
Project Posters DUE
Please refer to your
course syllabus for
the deadline
4:00 PM
Department
Coordinator
CEE, ENSC, and ECE Project
Reports DUE
Please refer to your
course syllabus for
the deadline
4:00 PM
Department
Coordinator
Poster assembly by
students
Tues 5/30/17 and
5/31/17
TBD
TBD
Last Day to turn in May
Reimbursement Receipts
Wed 5/31/17
4:00 PM
Turn in to the Project
Center assistant in
ENGR 500
Projects Day
Fri 6/2/2017
12:30 – 6:00 PM
Sullivan Hall
End-Of-Year Survey
Before last day of
class on Mon
6/5/17
TBD
In Class/ Online
January
February
March
April
May
June
Project Center Final Checkout
Fri 6/9/17
4:00 PM
*Please note the joint sessions may require the full time block and end at 12:20pm
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Last day to turn in ALL
receipts, SU property
and check-out forms to
the Project Center or
department as
appropriate
▪ THE IMPORTANCE OF DEADLINES ▪
The deadlines on the Project Center academic calendar and in your syllabus have been carefully
selected to provide you with sufficient time to complete and turn in work. To meet deadlines, you
will need to plan ahead!
Meeting deadlines is an important component of the senior design courses. Failure to meet
deadlines may affect your grade in each course.
If you have any questions, contact Lily King, Project Center Assistant at x5503 in ENGR 500, or via
email at [email protected].
If you are a CS or MSE student please contact Mike Smith at x5510 in ENGR 509, or at
[email protected].
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▪ BUDGET AND SPENDING▪
Managing your design project includes budgeting. You are required to track your expenditures and
manage your budget. It is your responsibility to familiarize yourself with the budget procedures and
policies for your senior design project. Your budget will be approved up to $1,500. Your proposed
budget will be based on your estimate of how much your project will cost. Your expenditures are
classified into four categories: project supplies, capital equipment, mileage/travel and miscellaneous
expenses. Each team must report their projected budget on the Budget Request Form.
Your budget is DUE to your department coordinator by the deadline in your syllabus
Some Budgeting Questions to ask yourselves:
 How much money will we need to carry out our project?
 What supplies will we need?
 Will we need to purchase special equipment or software?
 How much will we be spending for transportation costs?
 How much will we be spending on shipping costs and taxes?
Unallowable Expenses:
 Conference or competition travel costs and registration fees.
 Food unless it is consumed on a project site visit that is over 50 miles away from campus.
 Basic office supplies. The Project Center has placed basic supplies in each project room.
If you need other supplies, please see Lily prior to purchase.
Purchases Become Property of the Project Center, Department, or Sponsor
Please be aware that all expenditures are strictly for use in carrying out your project. All purchases
become the property of the Project Center or department for use by future project teams or are
given to the project sponsor at the conclusion of the project per contract terms.
Keep Track of Your Budget
Learning to manage your budget is an important part of your project experience. A budget template
will be provided for you. If you find any discrepancies, discuss the matter with the Project Center
assistant. Please note that orders placed on Amazon or the internet don’t always reflect taxes.
University policies dictate that taxes must be collected. The Project Center will deduct the tax (9.6
percent) from your team budget if it was not previously reflected.
Changes to your Budget
Changes to your budget must be submitted in writing to the Project Center assistant. Requests for
increasing your budget are made using the Increase Budget Request Form. The form must be
approved by the Project Center assistant, your faculty advisor, and the Project Center Director.
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▪ PURCHASING & REIMBURSEMENT INSTRUCTIONS ▪
PLEASE READ THESE INSTRUCTIONS THOROUGHLY. Mistakes can cost your senior
design team unnecessary loss of time and/or expenses.
!
You must submit reimbursement requests within 31 days of purchase. Any request
submitted after 31 days will not be reimbursed.
Design teams may obtain supplies from an outside vendor (purchases under $500 total) or the
campus Purchasing Department (any purchase over $500 total). If you do not wish to spend
your own money for the project and get reimbursed, the Project Center assistant, Lily King,
has a campus credit card that she can use to help your team purchase approved items for your
project between $50-$500 dollars. A Purchase Request Form must be completed for any
purchase over $500 and any other purchases that you would like Lily to make.
Purchasing Process
1. Complete a Purchase Request Form listing all items at least three weeks before the items are
needed. This form is attached and can be found on the Project Center website under Student
Procedures.
2. Attach printout of item image, item number, short item description, price, amount, and any
other special instructions.
3. Email the Project Center assistant with the links of the item(s) you wish to order.
4. Bring the completed form and documentation to your faculty advisor for signature and
approval.
1. Bring Purchase Request Form plus any supporting documentation to the Project Center
assistant in ENGR 500 at least three weeks before the supplies are needed. (CS and MSE
students bring forms to Mike Smith, ENGR 509).
2. The Project Center will send the Purchase Request Form to the Purchasing Department.
3. After the Purchasing Department places the order with the vendor, it can take five days to
two weeks for the supplies to arrive- please plan accordingly.
4. When the supplies arrive, the Project Center will contact you to pick them up in ENGR 500,
where you will then sign for pickup.
5. All returns and exchanges are the responsibility of the team.
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Reimbursement Process
1. Refer to the Reimbursement Request Form for complete instructions for reimbursement.
This form is attached and can be found on the Project Center website under forms.
2. Submit requests for no less than $25.00, unless that amount equals total spending for the
month.
3. Give all original itemized receipts and necessary documents, along with a faculty-signed
Reimbursement Request Form, to the Project Center assistant in ENGR 500. (CS /MSE
students should bring receipts to Mike Smith in ENGR 509). You must show proof of
shipment, along with proof of purchase.
4. The purchase of food will not be reimbursed unless the team is on a site visit that is more
than 50 miles away from Seattle University.
5. The Project Center will submit your reimbursement form and any documentation of the
purchase to the Controller’s Office for a check reimbursement. Please allow 7-10 business
days for your check to arrive.
6. When your check arrives, you will be notified by email to pick it up in ENGR 500.
Purchasing and Reimbursement Tips





Alcohol purchases of any kind will not be reimbursed.
Food will only be reimbursed if purchased on a site visit over 50 miles away from campus.
Mileage will be reimbursed. Gas receipts will not be reimbursed. (See transportation
guidelines for mileage reimbursement and vehicle rental information).
Always allow for the unexpected. Make copies for your own records and turn in your requests
as soon as you can to avoid missing the end of the month submission deadline.
The Project Center Purchase Request form must be completed for all purchases over $500.
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▪ PROJECT-RELATED TRAVEL COSTS ▪
Local Travel Using Personal Vehicle
Local travel is considered to be travel within a radius of 10 miles of Seattle University. Local travel,
such as a supply run, would not normally qualify for mileage reimbursement. An exception to this
general rule would be if there were repeated requirements for local travel, such as a project that
requires a weekly visit to a sponsoring organization. Such travel could be reimbursed upon the
advance approval of the faculty advisor. In accordance with Seattle University’s commitment to
sustainability, van rentals or carpooling should be used whenever possible. See Mileage
Reimbursement Form for more information.
Travel outside the local area is reimbursed, subject to advance approval of the faculty advisor.
Automobile travel is currently reimbursed at the Seattle University rate of 0.54 cents per mile. There
is no reimbursement for gas as this is covered in the mileage reimbursement. A Google map showing
start and finishing routes, including miles traveled, is required for mileage reimbursement. Use the
Travel Reimbursement Form found under Forms on the Project Center website.
Carpooling: Teams must carpool whenever possible. If circumstances prevent this, no more than 2
drivers will be reimbursed per trip. Parking costs associated with travel are reimbursable if you have a
receipt. As with other reimbursements, please accumulate requests in amounts of $25 or more and
submit by the last day of each month.
Renting a School Van
T
I
P
PLAN AHEAD! Seattle University vans are available on a first-come, first-serve basis. The
Purchasing Department needs five working days to process paperwork for vehicle rentals.
Whether you rent a University van or a vehicle from an outside vendor, your team must register
drivers with Public Safety by filling out Vehicle Driver Authorization Form for each driver. These are
available from Public Safety and are good for the academic year. All drivers of Seattle University
vehicles must be 21 years of age or older. A full description of the driver authorization process can be
found on the Transportation and Parking Services webpage.
The process includes the following steps:
A. Defensive Driver Training by Edu-Risk-Learning (for all drivers of University vehicles)
B. Van Safety Training (for drivers who wish to rent 12-passenger vans)
C. Application for Driver Authorization (for all drivers of University vehicles)
After you’ve registered your drivers with Public Safety, you must complete a Vehicle Rental Contract
through the Public Safety office or website. The form requires that you indicate the specific dates and
times you will need the vehicle and list the registered drivers and their ages. The form also requires
the authorization of the Project Center. Bring the completed request form to Lily King, Project Center
assistant in ENGR 500.
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*** The Project Center will only approve SU van rental requests, not rentals from other companies if
SU is out of vans. Teams are responsible for bringing or emailing Lily King a copy of the receipt after
the van trip. The team is also responsible for late fees and cleaning fees***
▪ OTHER ADMINISTRATIVE PROCEDURES▪
PARKING ON-CAMPUS FOR VISITORS
To secure parking for your liaison or other visitors, request parking through the Project Center at
least five days before the parking is needed. You will not need to secure parking for your liaison(s) for
special events (e.g. Fall Workshop or Projects Day).
Submit the following information to Lily King at [email protected]:
Team Name
Department Name and Team Number
Start and End time of Meeting
Name of guest (s)
Number of passes needed (are your guests carpooling?)
Date parking is needed and number, date parking is needed, start and end time of meeting; name of
guest(s), number of passes needed and the reason or title of meeting.
Your team can also request a “5 parking punch card” with 3 day advance notice from the Project
Center. $35 dollars will be deducted from your team budget for each pass. These passes can be given
to liaisons to keep. This is a good option for liaisons who meet with their teams each weekly, as this
makes it more convenient for them and less expensive.
PHONE CALLS - LONG DISTANCE
Your team will be charged for long distance phone calls made on Seattle University phones. Do not
make personal long distance calls on Seattle University phones. Phone bills for all lines are
reviewed by the College Budget Manager on a monthly basis and will be deducted from your team
budget.
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▪ REPORTS AND PROJECTS DAY ▪
Your teams will have a number of deliverables throughout the academic year. Follow your
department’s syllabus and the Project Center calendar for deadlines for all submissions.
Deadlines:
Projects Day program paragraphs: see course syllabus.
Project’s Day poster files: see course syllabus.
Your department coordinator will submit the final version of your poster as a PDF file and as a
Publisher file to the Project Center for printing.
Poster Assembly by teams: Tuesday, May 30t and Wednesday May 31, 2017
Teams will glue their posters onto poster boards at a designated time and location TBD.
Project Report: see course syllabus.
The deadline for submittal of your draft report to the department coordinator will be set by the
department.
▪ Reports ▪
All CEE, ENSC, and ECE teams are required by their departments to submit printed proposals and
reports. CS, ME, and MSE will submit theirs electronically. Send completed Reprographics Form and
finished reports to your design coordinators per your syllabus. They will send the approved product
to the Projects Center.
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▪ PROJECTS DAY PROGRAM PARAGRAPH SUBMISSION ▪
Near the end of winter quarter, the department coordinators will request that each team turn in a
descriptive paragraph about each project that will be used for the Projects Day program. This will be
submitted to the department coordinator by the due date listed in your syllabus. The summary
should include the following information:
Project Number:
Project Title:
Sponsor:
Sponsor Liaison(s):
Faculty Advisor:
Students:
The description should include: Why the sponsor needs the project done, what problem is to be
solved, what the team did to solve the problem and what specifications and criteria were met by the
design solution. Projects Day program paragraphs should be written as though the project has been
completed. Paragraphs should be between 100 and 250 words. Both your sponsor liaison and your
faculty advisor must approve the final draft of your abstract before submitting it to the Project
Center.
*Sample Paragraph*
PROJECT NUMBER: ECE 01.7
PROJECT TITLE: Smart Test Load for Defibrillators: Design and Testing
SPONSOR: Medtronic Physio-Control
SPONSOR LIAISON: Scott Eby
FACULTY ADVISOR: Prof. Robert Heeren
STUDENTS: Wyatt Erickson, Josey Sandoval, Eleazar Santos, Scott Wolf
DESCRIPTION:
Medtronic Physio-Control specializes in the design and manufacture of accurate cardiac tools that help save lives. The
company currently manufactures a line of defibrillators that produces a new pulse waveform, which the current test load
does not monitor accurately. The company asked the team to redesign the test load to more accurately monitor the new
pulse waveform. The team redesigned the circuit using non-inductive low tolerance resistors and high accuracy
instrumentation amplifiers. The new test load design produces an accurate representation of the new pulse waveform
and also a better low frequency response for the old waveform.
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▪ PROJECTS DAY ACTIVITIES AND PREPARATIONS ▪
Friday, June 2, 2017
Projects Day
Projects Day is the culminating function of your Project Center experience. You will present your final
project orally and as a poster to your peers, corporate sponsors, potential employers, and University
faculty and staff. It may be helpful to view last year’s Projects Day program on the Project Center
website.
Presentations
During the week of Projects Day, presentation rooms will be available for practice sessions. All
presentations will be pre-loaded on laptops provided by your department. Follow your department’s
guidelines for presentations.
Poster Session
The poster session displays are color posters printed at Seattle University and mounted onto tri-fold
boards. A display board template will be available to download on the Project Center website. Your
poster files MUST be reviewed and approved by your faculty advisor and your department
coordinator. The department coordinator will submit the final version of your poster as a Publisher
file and a PDF file to the Project Center.
After the poster has been printed, each team will glue their printed posters to boards during poster
assembly sessions on Tuesday, May 30th, and Wednesday, May 31st. Project Center staff will provide
the materials, space, and guidance for this activity. Times will be sent out for this activity the prior
week.
Follow your department’s guidelines for posters, but a basic guideline includes:







The name of the sponsor (and logo if sponsor has given permission)
Seattle University signature or seal
Title of the project
Names of team members, faculty advisor, and sponsor liaisons
Short description of the project
Photo of team members
Information on what the team did on the project and the results using charts, graphics,
photographs, screen shots, or other visuals as well as a narrative to explain the visuals
Each team will have one 6-foot table for set up. Any team needing additional display space or
power requirements should coordinate with the Project Center at least 2 weeks prior to Projects
Day. Power cords and power strips will be available on loan, but must be requested in advance.
Have a great capstone project experience!!
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