Institute of Technology Student Assistants
Who do I ask?
Please visit the Who do I ask website for staff job responsibilities.
Frequently Asked Questions
Application deadline for IT, CS, CE, and EE programs?
The Computer Engineering, Electrical Engineering, and Information Technology programs accept students in the autumn ONLY.
Deadline for Autumn - March 15th
The Computer Science program accepts students in autumn and winter ONLY.
Deadline for Autumn - March 15th
Deadline for Winter - November 15th
Timeframe for application processing and admission decisions?
Internship information: http://www.tacoma.uw.edu/institute-technology/internships
Scholarship applications must be complete. We will not accept incomplete applications.
In order to be considered, students must provide the following:
1. A completed scholarship application for the scholarship that they are applying for.
2. Include all the required paperwork. This includes the recommendation form, and essay. Recommendation form for all scholarships.
3. They must include a copy of their transcript(s) with their package. Unoffical transcripts are ok.
Institute scholarship website
Upsilon Pi Epsilon
The UWT chapter of the Upsilon Pi Epsilon (UPE) honor society is housed at the Institute of Technology. UPE was first established at Texas A&M University in 1967 and has since grown into an international honor society. UPE has received endorsements from the two largest computer organizations in the world, the Association for Computing Machinery (ACM) and the IEEE Computer Society (IEEE-CS). Inclusion of this membership on a resume would be advantageous for students as they pursue a career in the computer science field. The requirements to join UPE are very demanding and only those students in the program who exhibit academic excellence are invited to join.
The Institute holds induction ceremonies each quarter. Letters are mailed to the qualifying students. An e-mail is also sent to invite students that qualify. The ceremony is usually held on a Friday at 6:00 pm.
Students can mail the payment to the Institute or they can drop off payment at the front desk, in CP 133 in the Cherry Parkes Building, or they can bring it with them on the day of the induction. Please make your check payable to “Upsilon Pi Epsilon”.
Institute of Technology
UPE Honor Society
1900 Commerce Street
Tacoma WA 98402
Students will drop off a Personal Data form and acceptable documents for their I-9.
- Please make a copy of the I-9 documents.
- They must write down who they'll be working for and what/which course they'll be grading, facilitating, or work as an undergraduate student assistant for.
- Student Hiring Resource Employee page
E-mails received on the uwtech e-mail address
Unless a student (both prospective and current) asks for a specific person, please make sure that all email inquiries which come to firstname.lastname@example.org that have to do with undergraduate programs are forwarded to both Beth (email@example.com) and David (firstname.lastname@example.org). If it's regarding the MSCSS or MCL program, please forward them to Curtis (email@example.com).
If it's a question that you can find the answer to on the website, be proactive and send them the link.
Students wanting to meet with the advisors
Beth and David (undergrad advisors) will not be accepting walk‐ins. No appointment = no service. If they insist, please tell them "you'll need to make an appointment or send them an email." There will be no exceptions to this rule.
- There are no walk-ins. If students want to meet with an advisor, they need to make an appointment.
- Do not walk into the advisor's office and ask if they can meet with students.
Students arriving late for their appointment
- Students who are more than 15 minutes late to their appointment must reschedule.
Please be sure to always use instant messaging to inform the advisors (both grad and undergrad) of a student’s arrival or if you have questions. If they have not responded in a while and a student is waiting, you can come to their office, otherwise it is always best to inform them of a student’s arrival and/or ask simple questions that students may have through instant messenger.
Students dropping off forms
- Under no circumstances will they ever accept course overload forms or change of major forms (they do not use these in their office). Students will need to email them or make an appointment to discuss these requests.
- Do not allow any students to drop off/leave forms for David or Beth to sign (unless David or Beth have stated otherwise).
- When students come by asking for 498/499 add codes, please Skype Dana and let her know. She'll be able to assist them.
Our graduate advisor will accept walkins. Please Skype him to let him know someone is here to see him.
Tasks and Duties
Arriving for your shift
- Be sure to be at CP133 at the start of your shift. If you can be here 10 minutes early, that's even better. The office opens at 8:00 am, and appointments begin arriving immediately.
- If there are two people working during the same time, one needs to stay at the front desk and the other can use one of the empty cubicles.
- If you're not covering the front desk, go to the mailroom, CP 206 area and check supplies, see what is needed, empty trash, check printers for paper, etc.
- Turn phone forwarding off
- Check voicemail messages
- Check the firstname.lastname@example.org and forward them to the appropriate person. If you’re not sure, go to: http://www.tacoma.uw.edu/institute-technology/who-do-i-ask-about
- If the cubicles or lobby area carpets are dirty, vacuum before appointments start showing up.
- Keep the front desk calendar updated with your work schedule.
- Keep an eye on staff calendars, so you will be at the desk during scheduled lunches and meetings.
Printers, Copiers, Shredders, Faxes (CP 133, CP 206, and CP 221)
- Check copier, fax and printers: Make sure that all the printers and copiers have paper.
- Organize work area around copiers.
- Replace bag in shredders in CP 221 and the front desk, if needed (make sure that the shredder is turned off).
- Check the fax machine for incoming faxes and toss out spam and distribute the ones that belong to staff or faculty.
- Keep front desk area and lobby tidy.
- Wipe down tables and counters.
- Restock brochures and keep old magazines from piling up.
- Make sure that there are business cards for CP 133 staff in the business card holder at the front desk.
- Distribute mail to CP 221 mailboxes immediately; don't leave it sitting on the counter all day.
- Vacuum Mondays as needed.
End of Day Tasks
- Turn phone forwarding on.
- Make sure the reception area is clean and organized before you leave for the day.
- Check the recycling bins and empty recycle paper into large recycle bins located outside of the suite.
- Throw away old food, coffee containers, etc. Keep an eye to make sure that things are thrown away and not left out for days.
- Check garbage containers adn take out if full (janitorial services only picks up trash and takes the recycables once a week).
Tasks that need to get done weekly
- Water the plants on Mondays and Fridays.
- If unavailable in our back-up inventory, communicate any needed supplies, printer cartridges, and printer paper to Cathy via email.
Tasks that need to get done quarterly
- Update the mailboxes quarterly (work with Cathy on this). If you can’t find a person who’s received mail, ask a staff member.
- Assist with assembly and filing of quarterly course evaluations.
Tasks that need to get done during the breaks
- Clean the Institute labs by wiping down desks, vacuuming, taking out the trash and making sure that they are clean.
- Institute Labs: All labs in the CP 206 area, SCI 106, SCI 108, and Dougan 110
- Wipe down whiteboards.
If the day slow, ask staff members if they need help with any projects.
- When asked, check conference rooms for cleanliness after meetings have concluded.
- Other duties as assigned.
Greeting Internal and External Stakeholders
Faculty, staff and other guests
Be proactive – If someone is lost, open the UWT map and help them find their way. If they have a question that you cannot answer, check with a staff member.
Faculty and non-student guests - Ask if they have an appointment, if they don’t have an appointment, Skype staff member to let them know someone is here to see them (for students see the advising section).
Answer the departmental phone line preferably by the second ring. Screen calls by asking who they're calling for, what the call is about, and be proactive in trying to help them. If it's advising related, visit the advising section, if you're not sure, ask Joel or Zaide or another staff member.
Important Contact Numbers
- Computer and printing related issues - Send an email to email@example.com and let them know what the problem is and include the name of the person having issues, the office number and a contact number of where they can be reached. Information Technology website
- Safety and Security - Phone (253) 692-4416 or from the front desk 2-4416 Safety and Security website
- Facilities Service to report bathroom issues, broken fixtures etc. Facilities Services website
For all other inquiries: UWT Directory
Job Description and Guidelines
Duties and Responsibilities:
Answer multi-line phone; respond to inquiries from prospective and current students, faculty, UW personnel and the community; assist students with questions regarding advising appointments; assist with special events – e.g. Open House, Orientation, Meeting with the Director, Information Sessions, etc.; assist staff with projects relating to current and prospective students; assist faculty with curriculum-related projects and classroom needs; assist administrative staff and perform administrative duties: filing, making copies, sending faxes, scanning, preparing mail, data entry into student and alumni databases, create spreadsheets; and other duties as assigned.
Computer knowledge in Word and Excel; experience dealing with the public, ability to prioritize tasks and execute assigned tasks or projects from start to completion; must be highly organized; professional; detail-oriented; responsible and dependable.
Higher education administrative experience; development of organizational/systems management skills; database management skills; event planning experience.
Let Joel or Zaide know if you have concerns about anything.
Schedule Lunch & break procedures
Let staff know when you plan to go to lunch or on your break to cover reception and phones.
Calling in procedures (absence, running late, etc.)
Email or call Joel (firstname.lastname@example.org) and let him know that you’re running late or will be out. If Joel is out, let Zaide (email@example.com) know.
Time off procedures
- Try to give as much advanced notice as possible.
- Ask and see if another student assistant can cover for you.
- Send request to Joel and indicate if anyone is available to cover your shift(s).
Scheduling for the following quarter
Please email Joel and let him know as soon as you know your availability (include any preferences) for the following quarter.
Timesheets need to be submitted by the 1st and 16th of the month.