2011 Workshop:Student Information

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The Student Workshop will be held Sunday, June 26 at the Eldorado Hotel & Spa. Please go to the Workshop Link 2011 Workshop:Agenda.

Contents

Deadline Dates:

  • Registration: Friday, May 13. A late fee of $75 will be assessed beginning Monday, May 16. Travel reimbursement and housing is not guaranteed to any student registering after May 13. A $15 fee is assessed on all cancellations after May 13.
  • Poster Abstracts: Friday, May 13. 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 3. Tickets MUST BE purchased and submitted to Susan Baltuch by June 3 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 3, 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 students (Undergraduate, Graduate and Foreign) and CEDAR Post-Docs is $100.00 with a late fee of $75 assessed for registrations received after May 13. Requests for a hardship waiver of this fee must be submitted to Barbara Emery by your advisor no later than May 13. Approval is determined on a case-by-case basis.

  • In an effort to become more environmentally friendly CEDAR will not be providing registration packets this year. We will provide Workshop Agendas and a small amount of additional handout materials for your reference at the workshop registration tables.
  • All Workshop Materials Will Be Available Online.
  • Wifi is available to all attendees at the Eldorado Hotel conference space and the Santa Fe Convention Center. Each hotel provides a business center to hotel guests with access to computers, internet and printers.

Transportation

UCAR will reimburse transportation, based on the information below, for domestic students that register no later than Friday, May 13.

  • 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 Albuquerque International Sunport (ABQ). When making airline reservations keep in mind the travel time from Albuquerque to Santa Fe, and shuttle schedules. No change fees will be reimbursed.

  • Equivalent Airfare

Airfares posted 2/25/2011.

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.


Albany, NY (Siena) $858
Austin, TX (UTA) $402
Bismarck, ND (UM) $616
Boston, MA (BC, BU, MIT, UML) $512
Cedar Rapids, IA (UIA) $527
Champaign, IL (U IL) $605
Cincinnati, OH (UMO) $418
Dallas, TX (UTD) $392
Dayton, OH (AFIT, WPAFB) $442
Daytona Beach, FL (ERAU) $654
Denver, CO (CU, CSU) $208
Detroit, MI (U MI) $467
Durham (Raleigh), NC (Duke) $557
Fairbanks, AK (U AK) $924
Greensboro, NC (NC AT&T) $534
Greensville, SC (Clemson) $485
Houghton, MI (MI Tech U) $836
Houston, TX (Rice, Sam Houston SU) $580
Huntsville, AL (UAH) $550
Ithaca, NY (Cornell) $809
Lincoln, NE (UNL) $515
Little Rock, AR (UALR) $527
Los Angeles, CA (UCLA) $276
Madison, WI (U WI) $449
Manchester, NH (Dartmouth, U NH) $560
Marquette, MI (NMU) $653
Melbourne, FL (FIT) $637
Memphis, TN (U Miss) $535
Newport News, VA (Hampton U) $665
New York, NY (SUNY): La Guardia $461, Newark $441
Norman, OK (U OK): Oklahoma City $322
Philadelphia, PA (Penn State Lehigh) $595
Pittsburgh, PA (U Pitts) $439
Roanoke, VA (Virginia Tech) $674
Reno, NV (U NV) $433
Salt Lake City, UT (USU) $358
San Antonio, TX (SWRI) $316
San Francisco, CA (UCB, Stanford) $419
San Juan, PR (Arecibo, U PR Mayaguez) $768
Seattle, WA (U WA) $468
Spokane, WA (Whitworth) $441
State College, PA (PSU) $826
Tallahasse, FL (FSU) $541
Tucson, AZ (U AZ) $349
Washington, DC (George Mason U, JHU, NRL): Reagan $468, Dulles $464, Baltimore $472


  • Personal automobile for students outside New Mexico

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 Santa Fe, NM.

  • Students residing in New Mexico

For students residing in New Mexico travel is only reimbursed if their University is located over 100 miles from Santa Fe, NM. 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, in the student's home city, 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. Ground transportation in New Mexico is the responsibility of the student and will not be reimbursed.


Sandia Shuttle
The cost is $40 per person round-trip (round trip fare discounted by $7.00), from the Albuquerque International Sunport to the Eldorado, Hilton and La Fonda hotels. Reservations are required to receive the group discount.
  • Discounted reservations can only be made by calling 1-888-775-5696, give the code CEDAR/GEM Workshop to the call taker.
  • Any reservations made online will not receive the discounted price
  • The shuttle departs the Albuquerque International Sunport from 8:45am - 11:45pm once an hour except there is no shuttle at 9:45pm.
  • The shuttle departs Santa Fe from 5:00am - 7:00pm on the hour every hour.
  • The website is www.sandiashuttle.com for a more detailed schedule.
Parking
  • Eldorado Hotel & Spa - Valet parking is available to Hotel Guests at $10.00 per day. Any attendee NOT staying at the hotel will be charged the daily prevailing rate and is subject to availability.
  • Hilton Santa Fe - Parking is available at $15.00 per day with unlimited in and out access.
  • La Fonda - Parking is available at $12.00 per day with unlimited in and out access.

Student Lodging

  • Student housing has been arranged at the Eldorado Hotel, the Hilton Hotel and the La Fonda Hotel, and will be provided from Saturday, June 25, through the night of Thursday, June 30. Any stays outside these dates must be justified and approved by Susan Baltuch. Students registering after May 13 will be assigned housing on a space available basis only.
  • Housing will be assigned 2-3 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 given 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 $53 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 $53 housing allowance will not be reimbursed to students registering after May 13, but late registrants could be assigned housing on a space available basis (see above).
  • Students bringing their families or guests should make their own lodging arrangements and apply for reimbursement.
  • Wifi is available to all attendees at the Eldorado Hotel conference space and the Santa Fe Convention Center. Each hotel provides a business center to hotel guests with access to computers, internet and printers.