2008 Workshop:Student Information
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Student Funding for the 2008 CEDAR Workshop
Last updated on 21 May 2008 by emery@ucar.edu
Listed air fares could be low with recent increased prices. Please contact sbaltuch@ucar.edu with current prices to update our equivalent air fares.
Bio, Registration and Hotel forms due Friday, May 9; Late fee ($50) for students starts Monday May 12
The 2008 CEDAR Workshop will take place in Midway, Utah at the Zermatt Resort from the Student Workshop on Monday June 16, to workshops on Saturday morning June 21. The joint GEM/SHINE Workshop starts at Zermatt Resort on Sunday June 22 with their student workshop and ends on Friday June 27. An NSF-sponsored CEDAR/GEM/SHINE Space Weather Modeling Workshop will be held on Sunday June 22, but we assume only a few students will stay for it. Because of the overlap of CEDAR with GEM/SHINE, there will also be some 'additional' workshops Saturday afternoon, such as the continuation of Second AMISR Science Planning Workshop with sessions starting Friday afternoon June 20 and ending Saturday afternoon June 21. We anticipate some students will wish to stay for this workshop. Some CEDAR students may also wish to stay to interact with incoming GEM/SHINE students for as yet unscheduled games Saturday afternoon, although nothing official is planned. However, in order to anticipate additional lodging, students who plan to stay Saturday night or Sunday night June 21-22 are asked to contact Susan Baltuch (sbaltuch@ucar.edu) about their plans.
General CEDAR Student Reimbursement
- Students need to register and fill out a biography form on-line by Friday May 9 in order to be eligible to receive funding for the CEDAR Workshop. (After May 9, reimbursement will be questionable. Any requests in June are likely to be refused except for lodging if available.)
- On-line registration contains the Registration, Lodging, and Abstract Forms, which can be updated. CEDAR Students will also see a Biography Form. CEDAR student lodging will be in rooms for 3 or 6 at Zermatt Resort. Reimbursement is $50/night after the workshop for students on their own.
- Student registration fee is $200 for students from US institutions (waived for students from foreign institutions who must provide their own travel funds). This registration fee can be waived on a case-by-case basis if your adviser requests it. Have your adviser pay for it if at all possible. Be prepared with a credit card number during registration or click on pay by check or cash. Cancellation fee is $15.
- Advisers send e-mail to Barbara Emery (emery@ucar.edu) about status of students within the CEDAR program. Advisers may ask for a waiver of the student registration fee under hardship conditions.
- Students from US institutions get lodging and air fare (or equivalent), but no per diem, shuttle, or mileage.
- Students from US institutions must get copies of their flight documentation or notification about driving etc., to Susan Baltuch at NCAR (sbaltuch@ucar.edu or fax 303-497-8668) by Friday, May 23.
- Students from foreign institutions receive lodging and waived registration, but no air fare. Per diem is granted at the request of the student advisers on a case-by-case basis.
- Students receiving lodging or other funding must sign the travel voucher before getting their registration packet at the workshop. (Those reimbursed for travel must also send documentation by Friday May 23.)
- Reimbursement is ALWAYS to the student - not to the institution, so be prepared to pay back your institution if they get your airfare!
Possible Per Diem Reimbursement for CEDAR Students from Foreign Institutions
CEDAR students from foreign institutions cannot receive air fare, unless they visit some US institution before or after the meeting. Instead, if needed, they can be granted a per diem of $39/day for up to 7 days between June 15 and June 21 (8 days if they stay for CEDAR/GEM/SHINE Space Weather Modeling on Sunday June 22). Advisers of students from Foreign institutions must send e-mail to Barbara Emery (emery@ucar.edu), to ask for the per diem on behalf of their students, which will be granted on a case-by-case basis. The students from US institutions get air fare or equivalent instead of per diem.
Shuttles and FREE CEDAR/USU Bus from/to SLC Airport
Fly into Salt Lake City (SLC). Shuttle costs between the Salt Lake City International Airport (SLC) and Zermatt Resort in Midway will NOT be reimbursed for students and are ~$65 one-way except as noted in the link Shuttle and Free USU Bus from/to SLC Airport.
Travel Reimbursement for Students from US Institutions
- Students need to make their own airline arrangements, either through their institutions who may have excellent pricing arrangements with certain airlines (contact your adviser for help), or through travel agents, or on-line. We recommend students get their tickets on-line to avoid the increasingly large processing fees. Electronic tickets are perfectly acceptable (and usually cheaper!). Often the on-line sites for particular airlines are cheapest, but other on-line resources are at:
- http://www.kayak.com/
- http://www.studentuniverse.com (for students and faculty, register, but no charge)
- http://www.statravel.com (for students only)
- http://www.expedia.com
- http://www.travelocity.com (register, but no charge)
- http://www.orbitz.com (register, but no charge)
- http://www.cheaptickets.com (register, but no charge)
- http://www.lowestfare.com
- http://www.airlinestickets.us
- The round-trip prices between the following cities and Salt Lake City assume arrival Sunday June 15, and departure Saturday June 21, although some students will leave Sunday June 22 if they stay for the final AMISR workshops or student activities with GEM/SHINE, or Monday June 23 if they attend the CEDAR/GEM/SHINE Space Weather Modeling Workshop on Sunday June 22. If a Saturday night stayover is more than $50 cheaper, contact Susan Baltuch (sbaltuch@ucar.edu) about staying longer. The bold figure is the equivalent air fare that will be used. If you get a cheaper flight, NCAR will pocket the difference to pay for others.
- Get non-refundable tickets at least 21 days in advance (by May 23). Changes to non-refundable tickets usually cost $100 and are the responsibility of the traveler (student).
- We do not support mileage EXCEPT for cases where there is a significant decrease in the LISTED equivalent air fare for small airports when changing to a big airport further away.
- If your departure city is not listed, contact Susan Baltuch (sbaltuch@ucar.edu) before buying a ticket.
- If your price (including any processing fee) is $50 more than the equivalent air fare in bold, contact Susan Baltuch (sbaltuch@ucar.edu) before purchasing the ticket. Fares change radically and often, so try to get a good rate. If a much higher price is used without prior approval, you may only get the equivalent air fare.
- To be reimbursed for a flight, please send a complete itinerary processed by a travel agent or an electronic confirmation from the airline. This should include name, dates, cities, the price of the ticket, including taxes and any processing fee. E-mail (sbaltuch@ucar.edu) or fax this to Susan Baltuch at 303-497-8668 by Friday May 23 BEFORE the workshop. Students who drive or have extra personal travel should inform us by Friday May 23 in order to receive the equivalent air fare listed on the web. If the actual mileage is less than the equivalent air for or if the personal travel results in a lower air fare, travel will be reimbursed at the actual lower cost. It is recommended that those with personal travel contact Susan Baltuch before they make their alternative airline arrangements in order to check to see how they affect NCAR/UCAR travel policies.
- Colorado students can take the arranged luxury bus (Boulder and Ft Collins to Midway on Sunday 15 June, and back on Saturday afternoon June 21). Those Colorado students who don't take the bus will be reimbursed $100 (the cost of a round-trip seat on the bus) or $50 for students only going one-way.
- The Colorado bus will depart Boulder around 8 AM, Sunday June 15, make pick-ups in Fort Collins, and arrive in Midway around 6 PM. The bus will depart around 1 PM on Saturday 21 June with box lunches from Zermatt Resort to go back to Colorado. Colorado students who want to stay for the Saturday afternoon or Sunday workshops, must make other arrangements besides the bus to leave later. The bus will be available for field trips and student outings during the week, and will make 2-3 shuttle runs between Zermatt Resort and Park City Utah most evenings for participants to enjoy the many restaurants in Park City. The Colorado bus will also make some shuttle runs to Park City during the day for family members or participants skipping some sessions. Check Meeting Plans for more details about the itinerary for the Colorado bus.
Equivalent Air Fares (Updated 24 March 2008 - Some Later Updates)
The bold prices are the equivalent air fares for 2008 including tax and airport fees. If your price is 15% over these fees, contact Susan Baltuch (sbaltuch@ucar.edu) since fares usually go up as time goes on. Also contact Susan Baltuch (sbaltuch@ucar.edu) for any changes or questions about air fares.
We are aware that airline ticket prices have increased substantially since 24 March, generally more than 15% of these fees. PLEASE email Susan (sbaltuch@ucar.edu) about the prices you are finding NOW for flying Sunday June 15 (not Saturday June 14 since the hotel is also expensive), so we can update the costs below to something current. The extra expense will almost always be approved.
Allentown, PA (PSU) $674
Austin, TX (UTA) $386
Bismark, ND $678
Boston, MA (BC, BU, MIT, UML) $600
Boulder, CO (U CO, CoRA, NOAA), $100 if do not take Colorado bus
Cedar Rapids, IA (U IA) $674
Champaign, IL (U IL) $666
Cincinnati, OH (UMO) $534
Colorado Springs, CO (USAFA), $100 if do not take Colorado bus
Dallas, TX (UTD) $259
Dayton, OH (AFIT, WPAFB) $538
Daytona Beach, FL (ERAU) $646
Detroit, MI (U MI) $463
Durham (Raleigh), NC (Duke) $410
Fairbanks, AK (U AK) $850
Fort Collins, CO (CSU), $100 if do not take Colorado bus
Greensboro, NC (NC AT&T) $691
Greenville, SC (Clemson) $691
Houghton, MI (MI Tech U) $509
Houston, TX (Rice, Sam Houston SU) $410
Huntsville, AL (UAH) $601
Ithaca, NY (Cornell) $685
Lincoln, NE (UNL) $476
Little Rock, AR (UALR) $381
Logan, UT (USU), $100 (same as CO students, approximate mileage)
Los Angeles, CA (UCLA) $257
Madison, WI (U WI) $737
Manchester, NH (Dartmouth, U NH) $498
Marquette, MI (NMU) $649
Melbourne, FL (FIT) $479
Newport News, VA (Hampton U) $651
New York, NY (SUNY): La Guardia $420; or JFK (prefer not) $483; or Newark $369
Norman, OK (U OK): Oklahoma City $383
Pittsburgh, PA (U Pitts) $502
Reno, NV (U NV) $200
San Antonio, TX (SWRI) $417
San Francisco, CA (UCB, Stanford) $192
San Juan, PR (Arecibo, U PR Mayaguez) $750
Seattle, WA (U WA) $259
Spokane, WA (Whitworth) $289
State College, PA (PSU) $751
Tucson, AZ (U AZ) $323
Washington DC (George Mason U, JHU, NRL): Reagan $495; or Dulles $480; or Baltimore $454
CEDAR Lodging Reimbursement
All students will receive free lodging, but will have to pay for family members that accompany them. All lodging is at Zermatt Resort. The free student housing is for 3 or 6 to a room and should be specified in the on-line registration. Students are encouraged to sign up for lodging when they register, or alter their registration lodging up to May 9.
Students who wish to bring their spouses and children should make their own hotel reservations and receive reimbursement of $50/night after the conference. Students who wish to make their own housing arrangements will be reimbursed $50/night after the Workshop to help with the lodging costs. Room blocks for CEDAR at Zermatt Resort are available until Thursday 15 May for those making their own lodging arrangements.
