Workshop Registration Policies

Who may apply:

• Applications will be evaluated on a first come first served basis. NCSI reserves the right to reject any application at NCSI'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. The EXCEPTION is the Workshop at George Mason University which is targeted for secondary teachers.
• 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.

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 NCSI'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 NCSI Program

• While housing costs have been paid for by NCSI in the past for those attendees who don't reside close enough to the workshop venue to commute to the workshop venue each day, we may not have sufficient funds to cover housing for all attendees this year. These costs are only provided for attendees who agree to stay at the designated lodging, under the designated conditions (for example, double occupancy). If you would need housing assistance to attend, please indicate this when you register and we will do our best to stretch the funds.
• 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 Friday except Wednesday
• While NCSI will typically pay for meals and accommodations up front, in some cases, attendees may need to pay for some of these expenses, and then will be reimbursed by NCSI 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 NCSI and the local coordinator to make appropriate arrangements, but the portion of their accommodation expenses that NCSI chooses to pay, if any, is at NCSI'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 NCSI and/or the local coordinator can provide assistance).

Withdrawing from the Workshop:

• If a registrant chooses to withdraw, they are requested to notify NCSI 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.
• In order to enable others to attend the workshop we ask that you please make your final decision about whether you will attend the workshop, and notify NCSI if you decide to withdraw, prior to 28 days before the start of the workshop.
• If a faculty member withdraws, and that faculty member has one or more students registered under that faculty member's mentorship, then NCSI reserves the right to cancel the registration(s) of the unaccompanied student(s), at NCSI's sole discretion.