Workshop Registration Policies

Who may apply:

• Applications will be evaluated on a first come first served basis. The SC Education Committee reserves the right to reject any application at the Committee's sole discretion.
• Applications are encouraged from faculty teaching undergraduate and/or graduate students in any discipline for which Computational Science & Engineering (CSE) and/or High Performance Computing (HPC) are useful, including but not limited to every Science, Technology, Engineering and Mathematics (STEM) discipline and every STEM education discipline.
• Applications are especially encouraged from faculty at Minority Serving Institutions, including but not limited to Historically Black Colleges and Universities, Hispanic Serving Institutions, and Tribal Colleges and Universities.
• Teams of faculty from within an institution, or from a formal or informal consortium of institutions, are especially encouraged.
• Teams may also consist of one or more faculty members, and one or more undergraduate and/or graduate students under the faculty's mentorship.
• Post-docs considering teaching at undergraduate institutions are also encouraged to apply. Priority will be given to post-docs who have already secured teaching positions.
• Applications from secondary school teachers in appropriate disciplines will be accepted provided there are at least 12 undergraduate faculty participants and that space is available. Secondary school teachers are strongly encouraged, though not required, to team with undergraduate teaching faculty if possible.
• Secondary teachers are strongly encouraged to apply for any workshop focusing on teaching CSE and/or HPC in secondary schools.

Registration and Notification of Acceptance:

• Workshops will run as scheduled provided that at least 12 applications are accepted by the notification date. Participants will be contacted within 7 calendar days of the notification date on the status of the workshop and their acceptance.
• Applicants will be added to the NCSI database of participants. This database is used to manage the assessment activities by the NCSI evaluation team, and to allow participants to update contact information and to view their acceptance status. No information will be shared with external parties.

Fully Refundable Deposit: $150

• Once a registration application has been accepted and notification of acceptance has been sent, the accepted applicant will be asked to pay a FULLY REFUNDABLE DEPOSIT of $150.
• The $150 deposit will be fully refunded under any of the following circumstances:
  1. The workshop has to be cancelled for any reason.
  2. The registrant withdraws from the workshop 28 calendar days or more before the workshop's start date.
  3. The registrant withdraws from the workshop less than 28 calendar days before the workshop's start date, because of demonstrated special circumstances. Whether the special circumstances are accepted is at the sole discretion of the SC Education Committee.
  4. The registrant attends EVERY SINGLE DAY of the workshop, and submits the daily surveys EVERY SINGLE DAY, plus the pre-survey and the post-survey, each in a timely manner. Any absence, or any failure to submit any survey in a timely manner, may lead to loss of that registrant's deposit, at the sole discretion of the SC Education Committee.
• Once the SC Education Committee has sent notification of acceptance of a registration application, the accepted applicant will have 14 calendar days to submit a check or money order for $150 (we cannot accept credit cards, debit cards, cash, purchase orders, or any other method of payment).
• An applicant isn't considered to be registered until the the SC Education Committee has received their $150 deposit.
• If an accepted applicant's check or money order for $150 hasn't been received within 14 calendar days of notice of acceptance, then the Committee reserves the right, at the Committee's sole discretion, to cancel that acceptance and give that seat to another applicant.

Attendee Responsibilities

• As part of registering, applicants must agree to assist in assessment of the workshops by filling out and submitting, in a timely manner, pre- and post-workshop surveys, as well as daily surveys during the workshop.
• Some participants may be contacted for additional information by the SC Education Program's evaluation team.
• Attendees agree to ensure that they have adequate prerequisite knowledge and experience to participate in the workshops to which they have applied for registration.
• Attendees agree to attend EVERY SINGLE DAY of the workshop, except in special circumstances, and to put forth their best effort to learn the material.

Costs Paid by the SC Education Program

• Housing costs are provided free of charge for those attendees who don't reside close enough to the workshop venue to commute to the workshop venue each day. These costs are only provided for attendees who agree to stay at the designated lodging, under the designated conditions (for example, double occupancy). A registrant who requests changes to lodgings or conditions may be required to pay some or all of their lodging cost, at the sole discretion of the SC09 Education Committee.
• Meals are provided free of charge to all attendees:
  • evening snack Sunday
  • breakfast Monday through Saturday
  • midmorning snack Monday through Saturday
  • lunch Monday through Friday except Wednesday (Saturday lunch may be provided at some workshops, but isn't guaranteed.)
  • midafternoon snack Monday through Friday except Wednesday
  • dinner Monday through Saturday except Wednesday
• While the SC Education Committee will typically pay for meals and accommodations up front, in some cases, attendees may need to pay for some or all of these expenses, and then will be reimbursed by the SC Education Committee after the workshop.
• Materials are provided free of charge to all attendees.

Costs Paid by Attendees

• Attendees are responsible for all of their own transportation expenses to and from the workshop venue, including both transportation to and from the host city, and local transportation between the workshop accommodations and the workshop venue (although informal carpools typically are formed by attendees, for traveling between the workshop venue and the workshop accommodations).
• Workshop residence choices are usually low frills (for example, double occupancy in a campus residence hall or a motel), but in some cases improved accommodations may be available for attendees who are willing to pay an additional nonrefundable fee.
• Attendees who bring family members with them will have to pay some or all of their accommodation expenses, and/or to make their own arrangements at an alternative accommodation (for example, not all campus residence halls accept children). Such attendees are encouraged to work with the SC Education Committee and the local coordinator to make appropriate arrangements, but the portion of their accommodation expenses that the Committee chooses to pay, if any, is at the Committee's sole discretion.
• For those arriving one or more nights early, or leaving one or more nights late, all expenses on those extra nights must be paid by that attendee, and in some cases these arrangements must be made by the attendee themselves (though typically the SC Education Committee and/or the local coordinator can provide assistance).

Withdrawing from the Workshop:

• If a registrant chooses to withdraw, they are requested to notify the SC Education Committee IMMEDIATELY, by emailing the workshop coordinators or using the feedback form at the bottom of this page, so that their seat can be made available to another person.
• If a registrant withdraws 28 or more calendar days before the workshop start date, then their deposit will be fully refunded.
• If a registrant withdraws less than 28 calendar days before the start date of the workshop because of special circumstances, then the decision of whether to provide a full or partial refund will be at the sole discretion of the SC Education Committee.
• If a faculty member withdraws, and that faculty member has one or more students registered under that faculty member's mentorship, then the SC Education Committee reserves the right to cancel the registration(s) of the unaccompanied student(s), at the Committee's sole discretion.
• If a faculty member withdraws less than 28 calendar days before the workshop start date, and that faculty member has one or more students registered under that faculty member's mentorship, and those students' registrations are cancelled, then the decision of whether to provide those students with a full or partial refund will be at the sole discretion of the SC Education Committee.