Ride Scheduling & Reimbursement Process

Most outreach events are off-campus. To help volunteers attend, we coordinate optional volunteer carpools from UCSD to the event site.

If you prefer not to ride in another volunteer’s personal vehicle, you can arrange your own transportation and still participate.

How it Works

1. RSVP: Sign up on the Portal.
2. Coordination: Carpools are coordinated roughly 24–48 hours before the event through the #rides channel on Discord. If demand exceeds available seats, priority is typically based on RSVP time.
3. Notification: You will be pinged on Discord with your driver and pickup time. Please react to the message to confirm your attendance. If you do not react, your ride spot may be reassigned if needed.
4. Pickup Location: Usually Pepper Canyon Hall Loop or Price Center Loop. Check the ride thread for exact details.

Drivers

Drivers are fellow student volunteers using their personal vehicles.

Driver eligibility:

• Must be 18+
• Must have a valid driver’s license
• Must have proof of legally required insurance

Important

By volunteering to drive, you confirm you meet the requirements above and will follow all traffic laws and safe-driving practices. As an operator of a motor vehicle, you are responsible for the safe operation of your vehicle and compliance with all laws. Any mileage reimbursement administered through UC San Diego and the ECE department is simply an expense reimbursement and does not change your responsibility for safely operating your vehicle.

Mileage Reimbursement (ECE/HKN Process)

For school-required outreach events, HKN (via the ECE department) may reimburse eligible student drivers for mileage through the official UC San Diego reimbursement process.

Reimbursement Basics:

• Reimbursement is intended to offset travel expenses (not to provide a transportation service).
• Rates and required documentation are determined by the UC San Diego Reimbursement Policy.

Reimbursement Steps:

1. Drive Assignment: Confirm you are listed as a driver in the event’s #rides channel on Discord.
2. Initiate the Reimbursement Process: A. Visit the Reimbursement Form and follow the instructions to fill it out. B. Ensure you have MULTIPLE FORMS for each SCHOOL LOCATION driven to. i. For example, if you drive to two different schools, visiting School A 3 times and School B 2 times, you will need to submit two separate reimbursement forms. One for School A, with 3 dates, and one for School B, with 2 dates. C. Send these forms to the CSE Outreach Chair via email or Discord DM.
3. Submission Deadline: Submit your reimbursement forms before the conclusion of the quarter.

Questions?

If you are unsure about what qualifies or what to submit, ask in the #rides channel on Discord or contact the CSE Outreach Chair or HKN VP of Academic Outreach at the contacts listed in the Syllabus.

Transportation & Liability Disclaimer

• Carpools are optional and coordinated as a convenience for volunteers.
• Drivers are fellow volunteers (not employees or agents of HKN, the CSE Outreach Team, or UC San Diego) operating personal vehicles.
• Each driver is solely responsible for the safe operation of their vehicle, compliance with all laws, and maintaining a valid license and legally required insurance.
• Any mileage reimbursement administered through ECE/HKN/UCSD is an expense reimbursement and does not change the driver’s responsibility for operating their vehicle.
• Passengers choose whether to participate in a carpool and may arrange their own transportation instead.