2012 Workshop:Student Information

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Contents

Deadline Dates:

  • Registration: Friday, May 18. A late fee of $75 will be assessed beginning Monday, May 21. Travel reimbursement and housing is not guaranteed to any student registering after May 18. A $15 fee is assessed on all cancellations after May 18.
  • Poster Abstracts: Friday, May 18. 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 1. Tickets MUST BE purchased and submitted to Carrie Appel by June 1 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 Carrie Appel if you have any questions.

  • All airline tickets receipts must be submitted to Carrie Appel no later than June 1, 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 $200.00 with a late fee of $75 assessed for registrations received after May 18. Requests for a hardship waiver of this fee must be submitted to Barbara Emery by your advisor no later than May 18. 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. 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 18.

  • 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 on 2/28/12.

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


Albany, NY (Siena) $612
Atlanta, GA (GTech) $527
Austin, TX (UTA) $496
Bismarck, ND (UM) $593
Boston, MA (BC, BU, MIT, UML) $750
Cedar Rapids, IA (UIA) $558
Champaign, IL (U IL) $571
Cincinnati, OH (UMO) $504
Dallas, TX (UTD) $376
Dayton, OH (AFIT, WPAFB) $459
Daytona Beach, FL (ERAU) $668
Denver, CO (CU, CSU) $215
Detroit, MI (U MI) $514
Durham (Raleigh), NC (Duke) $687
Fairbanks, AK (U AK) $927
Greensboro, NC (NC AT&T) $646
Greensville, SC (Clemson) $547
Houghton, MI (MI Tech U) $602
Houston, TX (Rice, Sam Houston SU) $392
Huntsville, AL (UAH) $546
Ithaca, NY (Cornell) $776
Lincoln, NE (UNL) $423
Little Rock, AR (UALR) $576
Los Angeles, CA (UCLA) $318
Madison, WI (U WI) $437
Manchester, NH (Dartmouth, U NH) $687
Marquette, MI (NMU) $965
Melbourne, FL (FIT) $816
Memphis, TN (U Miss) $510
Newport News, VA (Hampton U) $825
New York, NY (SUNY): La Guardia $551, Newark $571
Norman, OK (U OK): Oklahoma City $394
Philadelphia, PA (Penn State Lehigh) $657
Pittsburgh, PA (U Pitts) $650
Roanoke, VA (Virginia Tech) $632
Reno, NV (U NV) $363
Salt Lake City, UT (USU) $455
San Antonio, TX (SWRI) $428
San Francisco, CA (UCB, Stanford) $345
San Juan, PR (Arecibo, U PR Mayaguez) $830
Seattle, WA (U WA) $405
Spokane, WA (Whitworth) $453
State College, PA (PSU) $699
Tallahasse, FL (FSU) $685
Tucson, AZ (U AZ) $272
Washington, DC (George Mason U, JHU, NRL): Reagan $497, Dulles $576, Baltimore $488


  • 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 Carrie Appel 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 Carrie Appel 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 Las Palomas 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 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 $18.00 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.
  • Las Palomas - Parking is complimentary for its guests.

Student Lodging

  • Student housing has been arranged at the Hilton Hotel and the Las Palomas Hotel, and will be provided from Saturday, June 23, through the night of Thursday, June 28. Any stays outside these dates must be justified and approved by Carrie Appel. Students registering after May 18 will be assigned housing on a space available basis only.
  • 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 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 $52 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 Carrie Appel. The $52 housing allowance will not be reimbursed to students registering after May 18, 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. Each hotel provides a business center to hotel guests with access to computers, internet and printers.