2010 Workshop:Student Information

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Student Information for the 2010 CEDAR Workshop

The Student Workshop will be held Sunday, June 20 at the University of Colorado. Please go to the Workshop Link 2010 Workshop:Agenda.

Deadline Dates:

  • Registration: Friday, May 14. A late fee of $75 will be assessed beginning Monday, May 17. Travel reimbursement and housing is not guaranteed to any student registering after May 14. A $15 fee is assessed on all cancellations after May 14.
  • Poster Abstracts: Friday, May 14. This must be done online as an edit to your registration if not done at the time of your registration.
  • Airline Ticket Purchase: Friday, June 4. Tickets MUST BE purchased and submitted to Susan Baltuch by June 4 in order to be reimbursed, and will only be reimbursed up to the amount of the equivalent airfare.

Student Travel Reimbursement for Domestics Students (from U.S. Institutions)

Domestic students who have registered by the deadline date typically receive lodging and airfare (or equivalent). Please review the information below regarding all travel and contact Susan Baltuch if you have any questions.

  • All airline tickets receipts must be submitted to Susan Baltuch no later than June 4, and need to include the complete itinerary as well as the cost of the ticket.
  • Students receiving any type of financial support (airline, mileage, housing, etc.) must sign a travel voucher before reimbursement can be made. These will be available at registration unless a housing receipt is needed. Reimbursement is always made to the student, even if the ticket was purchased by the university.

Registration

The registration fee for domestic students is $200 with a late fee of $75 assessed for registrations received after May 14. Requests for a hardship waiver of this fee must be submitted to Barbara Emery by your advisor no later than May 14. Approval is determined on a case-by-case basis.

Transportation

UCAR will reimburse transportation, based on the information below, for domestic students that register no later than Friday, May 14.

  • Airline

Students must make their own airline reservations, and will be reimbursed as soon as possible after the Workshop. Please see the “Equivalent Airfare Section” below to determine allowable costs to the Denver International Airport (DIA). When making airline reservations keep in mind the travel time from Denver to Boulder, and shuttle schedules. No change fees will be reimbursed.

  • Equivalent Airfare

Updated March 29, 2010

The prices are equivalent air fares including tax and airport fees. Please contact Susan Baltuch if the price is 15% over the listed fare. Contact Susan for any changes or questions about air fares.


Austin, TX (UTA) $211
Bismarck, ND (UM) $331
Boston, MA (BC, BU, MIT, UML) $480
Cedar Rapids, IA (UIA) $463
Champaign, IL (U IL) $549
Cincinnati, OH (UMO) $385
Dallas, TX (UTD) $342
Dayton, OH (AFIT, WPAFB) $407
Daytona Beach, FL (ERAU) $659
Detroit, MI (U MI) $320
Durham (Raleigh), NC (Duke) $385
Fairbanks, AK (U AK) $766
Greensboro, NC (NC AT&T) $370
Greensville, SC (Clemson) $470
Houghton, MI (MI Tech U) $400
Houston, TX (Rice, Sam Houston SU) $191
Huntsville, AL (UAH) $459
Ithaca, NY (Cornell) $589
Lincoln, NE (UNL) $401
Little Rock, AR (UALR) $525
Los Angeles, CA (UCLA) $250
Madison, WI (U WI) $374
Manchester, NH (Dartmouth, U NH) $507
Marquette, MI (NMU) $430
Melbourne, FL (FIT) $599
Newport News, VA (Hampton U) $509
New York, NY (SUNY): La Guardia $342, JFK $518, Newark $386
Norman, OK (U OK): Oklahoma City $338
Pittsburgh, PA (U Pitts) $458
Roanoke, VA (Virginia Tech) $571
Reno, NV (U NV) $392
Salt Lake City, UT (USU) $146
San Antonio, TX (SWRI) $282
San Francisco, CA (UCB, Stanford) $313
San Juan, PR (Arecibo, U PR Mayaguez) $458
Seattle, WA (U WA) $276
Spokane, WA (Whitworth) $304
State College, PA (PSU) $559
Tucson, AZ (U AZ) $298
Washington, DC (George Mason U, JHU, NRL): Reagan $393, Dulles $426, Baltimore $434


  • Personal automobile for students outside Colorado

Students who prefer to drive their own car will be reimbursed for round-trip, direct mileage up to the maximum amount of the equivalent airfare posted on April 1. Direct mileage is determined by the Rand McNally online site from your departure city to Boulder, CO.

  • Students residing in Colorado

For students residing in Colorado travel is only reimbursed if their University is located over 100 miles from Boulder, CO. You will be reimbursed a maximum of $100 in mileage for round-trip, or $50 for a one-way trip. Please contact Susan Baltuch if you elect to drive.

Ground Transportation

  • Ground transportation costs will not be reimbursed unless there is significant savings in the listed equivalent airfare costs between a student’s home airport and a larger airport a distance away. Please contact Susan Baltuch for approval in this situation.
  • Denver International Airport to the Millennium Hotel or Williams Village (passengers going to or from Williams Village will need to be picked up or dropped off from the Broker Hotel located across the street from Williams Village).
SuperShuttle
The cost is $25 per person one-way and $40 per person round-trip (round trip fare discounted by $10.00). Reservations are required to receive the group discount.
  • Make your reservation by following this link www.supershuttle.com
  • Provide the requested information, to include round trip or one way, your name and flight details.
  • Enter either the Millennium or Broker, select your hotel from the drop-down listing of hotels.
  • Provide a credit card for payment.
  • Print your confirmation page (or you may e-mail it to yourself).
  • Reservations an also be made by calling 1-800-258-3826, give the code MVTDN to the call taker.


Upon arrival at the the Denver International Airport:
Guests should proceed to the SuperShuttle ticket counter in the main terminal upon arrival at DIA, level 5 (same as baggage claim), check in and receive their tickets. You will then be directed to the van loading area. Shuttles depart on schedule every hour at 10 past the hour, 8:10 AM-12:10 midnight.


Departure to Denver International Airport:
Shuttles depart the Millennium Hotel (reservations recommended) 15 minutes before the hour and the Broker Hotel for DIA hourly on the hour. Attendees can call 800-BlueVan (800-258-3826) to make their return reservation at a time that best suits their flight departure time (we recommend being at the airport 1.5 hours prior to flight time).

Lodging

  • Student housing has been arranged at the Williams Village dormitories, and will be provided from Saturday, June 19 (check-in 12:00pm noon), through Friday, June 25 (check-out between 1:30pm-3:00pm)or Saturday, June 26 (check-out between 8:00am-10:00am). Any stays outside these dates must be justified and approved by Susan Baltuch. Students registering after May 14, will be assigned housing on a space available basis.
  • Housing will be assigned 2 people to a room. In making assignments we will do our best to honor roommate requests, but in order to minimize costs, priority will be give to arrival and departure dates.
  • Students who prefer to make their own hotel reservations must provide a receipt at the end of their stay, and will be reimbursed up to a maximum of $42 per night. UCAR travel policies stipulate that no reimbursement can be made without a receipt, and reimbursements cannot be more than actual costs. Receipts may be faxed, 303-497-8668, or emailed to Susan Baltuch. The $42 housing allowance will not be reimbursed to students registering after May 14.
  • Students bringing their families or guests should make their own lodging arrangements and apply for reimbursement.

Student Travel Information for Students from Foreign Institutions

  • CEDAR students from foreign institutions receive lodging and waived registration fees, but do not receive airfare reimbursement. If the student is visiting the U.S. at the time of the Workshop then travel expenses equivalent to what U.S. students receive might be provided. Please contact Susan Baltuch, if this is the case.
  • If needed, some per diem might be granted on a case-by-case basis if requested by the student’s advisor. Requests must be submitted to Barbara Emery, no later than May 14.
  • Housing and lodging is the same as for students from U.S. institutions.