2018 APS Conference for Undergraduate Women in Physics (CUWiP)

Frequently Asked Questions


ABOUT APPLICATION AND REGISTRATION TRAVEL AND HOTEL MISCELLANEOUS

ABOUT

Q: What is CUWiP?
A: The APS Conferences for Undergraduate Women in Physics (CUWiP) are three-day regional conferences for undergraduate physics majors. The 2018 conferences will be held January 12-14.

The primary goal of the CUWiP conference is to help undergraduate women continue in physics by providing them with the opportunity to experience a professional conference, information about graduate school and professions in physics, and access to other women in physics of all ages with whom they can share experiences, advice, and ideas.

The 2018 program at the University of Toledo will include research talks, panel discussions about graduate school and careers in physics, workshops and discussions about women in physics, student research talks and poster session, and laboratory tours.



Q: Who is invited to CUWiP?
A: For the last decade, Conferences for Undergraduate Women in Physics (CUWiP) has worked to help undergraduate women thrive in physics by providing them a unique opportunity to engage with and learn from other women in physics at all stages of their physics careers. At CUWiP, budding physicists will experience a professional conference, learn about graduate school and professions in physics, and share invaluable experiences, advice, and ideas with other women.



Q: How do you pronounce "CUWiP"?
A: The acronym is pronounced "Q whip" or "coo whip".



APPLICATION AND REGISTRATIONSolar panel outside McMaster Hall

Q: Who can attend? Do I need to be a physics major to apply?
A: Any undergraduate may apply. It is very important to complete all parts of the application and to write a thoughtful Applicant Statement. In case conferences are oversubscribed, priority will be given to applicants who:
  • Are undergraduate physics majors
  • Have never attended an APS CUWiP
  • Are applying to attend the conference that is geographically closest to their expected location January 12-14, 2018



Q: Are "application" and "registration" the same thing?
A: No. You apply to attend a CUWiP conference (the one closest to you), and you are accepted, wait-listed or declined according to the priorities listed above. Application is free, and the deadline is October 13, 2017, midnight ET. After you have been accepted, you then register with the conference to which you have been accepted (you may be assigned to a different conference depending on the number of applications) to confirm that you will actually be attending.



Q: How much does the conference cost?
A: Students who are accepted to attend the conference must pay a one-time registration fee of $45, which helps offset some of the cost of the conference, including all lodging and meals. We expect that your registration fee and travel expenses will be covered by your home department or college. However, if they are not able to cover these expenses or you would feel more comfortable with our asking your department on your behalf, please contact us at UTCUWiP@utoledo.edu for advice.
Lodging (for non-local students) and food will be covered by the conference. We expect that your travel expenses will be covered by your home department or college. However, if they are not able to cover these expenses, please contact us at UTCUWiP@utoledo.edu.



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. You might ask an academic advisor, faculty member you know, or other mentor for guidance about who to ask if you are unsure. If you would feel more comfortable with our asking your department on your behalf, please contact us at UTCUWiP@utoledo.edu for advice.



Q: Do I need to have research to present in order to attend the conference?
A: No. While we encourage you to present a poster if you have been involved in research, you are welcome just to attend the conference and participate in the activities.



Q: What will increase my chances of being accepted to the conference?
A: First, make sure you submit your application by the deadline. Second, make sure you put some thought into why you want to attend and what you want to get out of the conference. Please answer all questions on the application fully and honestly. Offering to present a talk or a poster will not affect your chances of being selected to attend.



Q: Do I need to book my travel before registering?
A: No, but you should have an estimate of the cost. If you are traveling by air and your travel cost is not covered by your department, your airfare must be approved by the conference organizers before you book your travel. Due to the limited nature of our travel funds, we ask that you find the most economical means of transportation to and from the conference.



Medical science students
Q: I attended last year; can I come to this year’s conference, too?
A: The content of this year’s conference won’t be exactly the same as last year’s, so you can attend again. However, if we receive more applications than we can accommodate, preference will be given to students who haven’t attended before.



Q: I am a local student. Do I need to register?
A: Yes, all attendees must register by October 13, 2017.



Q: Can I attend the University of Toledo CUWiP even though it is not my closest location and/or I am considering the University for grad school and would like to visit the school?
A: Due to the high demand of students and travel costs of those who are not in our region, we will only be able to accept students who will be in the region at the time of the conference. This conference is not intended to be a graduate school visit.



Q: I'm a student from Canada. Can I apply to a U.S. site?
A: Students from Canada are encouraged to apply to the McMaster U. site in Canada . Students from Canada may apply to closer U.S. sites if desired. However Canadian students accepted to U.S. sites are not eligible for reimbursement of travel expenses from the conference or for waiver of the registration fee.



Q: I'm a community college student. Am I eligible to apply to CUWiP?
A: Yes, undergraduate students at any U.S. college or university may apply. See question above for Canadian students.



Q: I'm a high school student/grad student/postdoc/faculty member. Am I eligible to apply to CUWiP?
A: Only undergrads may apply to APS CUWiP.



Q: I am transgender/gender-fluid/genderqueer/non-binary etc, can I attend this conference?
A: Yes, all genders are welcome to attend this conference. If you have questions or concerns about the housing for this conference, please contact us at UTCUWiP@utoledo.edu. The University has stated that individuals are able to use the bathroom they identify with or the gender neutral bathrooms on campus. Please see the official university statement regarding our bathrooms and support for transgendered individuals.



TRAVEL AND HOTEL

Q: How do I arrange travel?
A: Students are responsible for arranging their own travel to the conference. We encourage students to coordinate with other attendees from their institution. Please be in communication with your local chair or faculty member if your department is reimbursing you for travel costs. If you would feel more comfortable with our asking your department on your behalf, please contact us at UTCUWiP@utoledo.edu for advice. If your department cannot fund your travel, please should communicate with UTCUWiP@utoledo.edu for plane and train ticket approval before purchase.



Q: Can I come late? Can I leave early? Can I skip things that I’m not interested in?
A: Since your travel costs are reimbursable, it is expected that you will attend all of the conference events as scheduled. If you have special circumstances, please contact us at UTCUWiP@utoledo.edu to discuss them.



Q: Where do I stay during the conference?
A: Students will be accommodated at the Radisson Hotel at The University of Toledo Health Sciences Campus. Please visit our Travel & Accommodation page for more information. Do not make your own reservations. If you are driving to the conference, we have locations where you can park also on our Travel & Accommodation page.



Q: How can I get to and from the airport?
A: Please visit our Travel & Accommodation page for more information. We will help you with travel between airports and the University of Toledo by organizing shuttles or pointing you to commercial services. If you plan to fly, please contact us before making your reservation.



Q: When will I get reimbursed for travel?
A: In order to apply for a travel reimbursement, we require a letter from your department chair stating that the department is unable to provide funds. Travel plans must be approved by the Organizing Committee prior to the time of travel. To apply for travel funds, contact the Organizing Committee at UTCUWiP@utoledo.edu by December 22. Travel funds will be awarded on a first come-first serve basis as funds are available.
University Hall bell tower in the snow



MISCELLANEOUS

Q: What if I have dietary restrictions?
A: We will request dietary restriction information on the registration form. If you believe your dietary needs are unusual, please contact us at UTCUWiP@utoledo.edu and we will work to accommodate you.


Q: What should I wear to the conference?
A: The conference has no dress code, and we encourage students to be comfortable. There will be a plated banquet on Saturday evening, and many students enjoy dressing up for this event. You may wish to look at photos of previous conferences to see what students typically wear. While the conference will be entirely indoors, average temperatures in Toledo in January are 32oF (0oC) during the day and 23oF (-5oC) at night, so please be sure to bring a warm coat.



Q: What are the policies regarding bathrooms?
A:
The University has stated that individuals are able to use the bathroom they identify with or the gender neutral bathrooms on campus. Please see the official university statement regarding our bathrooms and support for transgendered individuals.



Q: Will there be resources available for attendees with disabilities?
A: We will request information on disability status on the registration form. Please contact us at UTCUWiP@utoledo.edu in advance if you have unusual requirements, and we will work to accommodate you.



Q: What are the guidelines for posters and talks?
A: Please see our Presentation Guidelines for more information.



Q: I have anxiety, depression, etc, and I am worried about attending this conference. What should I do?
A: Please contact us at UTCUWiP@utoledo.edu if you are comfortable so we are aware of your needs. We will encourage you to try your best during the networking opportunities, but if you need to be paired up with someone you know (either in rooming or meals), please let us know so we can try to accommodate you. We hope that you will be able to comfortably attend the conference and get something from it, but we understand that everyone needs to go at their own pace.



Q: What if I need child care?
A: Please contact us at UTCUWiP@utoledo.edu to discuss your needs.
Last Updated: 12/11/17