Frequently Asked Questions
Attendance Requirements
Q: What will increase my chances of being accepted to the conference?
A: We expect that a number of the conferences will be oversubscribed. Therefore, it is very important to complete all parts of the application and to write a thoughtful Applicant Statement. Priority will be given to applicants who (i) are undergraduate physics majors, (ii) have never attended an APS CUWiP, and (iii) are applying to attend the conference that is geographically closest to their expected location January 15-17, 2016.
Q: Must I be a physics major?
A: No, you do not need to be a declared physics major. You are encouraged to apply if you are considering being a physics major. If you aren't interested in physics at all the conference won't be very interesting to you.
Q: I attended last year. Can I come again?
A: The content of this year's conference won't be identical to last year's, so attending again is an option. However, if we receive more applications than we can accommodate, preference may be given to students who haven't attended previously.
________________________________________
Registration
Q: How much does the conference cost?
A: Registration is $25 and can potentially be reimbursed. The only other expense is travel; contact your department to see if assistance is available. If your local department is unable to cover all travel costs, travel grants are available.
Q: What if I haven't yet declared a major?
A: On the registration form you can enter "undeclared."
Q: How do I know the amount my department will contribute?
A: You need to talk to your department chair, manager, or director of undergraduate studies before registering.
Q: Do I need to book my travel before registering?
A: No, but you should have an estimate of the cost. If you intend to fly please read the information on flying on our travel page and email us at cuwip@utsa.edu before booking a flight.
Q: I am a UTSA student. Do I need to register?
A: Yes, all attendees must register by the deadline.
Q: I am a faculty, researcher, or graduate student and I want to attend the conference to serves as a mentor or participant. How do I register?
A: We welcome faculty, researchers, graduate students and others interested in attending the conference and serving a mentors for the weekend. Please complete the form on this page.We are unable to reimburse your travel expenses, but we will contact you on how to make travel and lodging arrangements in November. Undergraduates must apply and register through the APS CUWiP website.
________________________________________
Travel and Hotel
Q: Can I come late? Can I leave early? Can I skip things that I'm not interested in?
A: Because your travel costs are reimbursable, it is expected that you will attend all of the official events as scheduled. If you have special circumstances, please contact us to discuss them.
Q: If I arrive late, when do I register?
A: If you are not able to arrive until late Friday, you will be able to register Saturday morning.
Q: When can I check in?
A: Check in at the Wyndham Garden Inn will begin at 3pm. Shuttles will begin taking conference attendees up to campus at 4pm.
Q: What if I have dietary restrictions?
A: There is a section for this on the registration form. If you believe your dietary needs are unusual, please contact us and we will work to accommodate you.
Q: What are the hotel accommodations?
A: Please visit our Accommodations page for more information.
Q: Where do I park?
A: You may park at the Wyndham Garden Inn in their parking lot at check in. Shuttles will then take you to the UTSA campus on Friday and Saturday and to SwRI on Sunday. If you have special circumstances, please contact us to discuss them.
Q: Will you help me find a carpool?
A: We will send out a list of registered participants after the close of registration. We hope you can use that to find other students from the area to carpool with.
Q: How can I get to and from the airport?
A: We will be organizing shuttles to and from airports at specific times. If you plan to fly, please contact us before making your reservation.
________________________________________
UTSA Campus
Q: How do I get to and from campus?
A: Shuttles will run from the Wyndham Garden Inn to the UTSA campus and SwRI, the locations of the conference. These shuttles will run at specific times listed in the program.
Q: Can I drive to campus?
A: You may drive to campus if you do not wish to take the shuttle, but parking is charged on an hourly basis. We are unable to reimburse you for parking charges incurred. Participants are encouraged to use the shuttles.
Q: What do I wear?
A: Wear comfortable shoes for walking. Dress comfortably for the weather and in a way you feel would be respectful to your peers.
________________________________________
Miscellaneous
Q: What if I have changed my mind about presenting a poster?
A: If you've changed your mind about presenting, please email your contact as soon as possible.
Q: What are the guidelines for posters?
A: Visit our poster page for tips on posters.
Q: When do I get reimbursed?
A: After the conference, submit a letter from your department stating the funding they've provided and your reimbursement form, which you will receive once you arrive to the conference. Reimbursement will be mailed to you within six weeks.