CGS Geospace Student Workshop

All supported students must arrive in time to attend the mandatory Student Day on Sunday, November 17, generally traveling on November 16. The workshop will finish by 3:30 pm on Wednesday, November 20 so you can leave that afternoon/evening, if return departures allow.

Airfare & Amtrak

Limitations and Restrictions

• Students must purchase flights through our travel agency; we cannot reimburse the cost of tickets purchased yourselves.
• Students are responsible for flight and hotel expenses as a result of major airline or weather-related delays.
• Students are responsible for expenses related to scheduling changes for personal reasons or family emergencies.
• Grant funds will not cover luggage fees in excess of one checked bag. You must cover any additional luggage fees.
• The expense for flights originating outside the United States are the responsibility of the student.

To book your airfare or Amtrak tickets, you must send an email containing your required information to Melinda at Horizon Travel. Due to cost and availability restrictions for tickets, please send your information as soon as possible, but no later than September 27. 

Driving

Limitations and Restrictions: You will be reimbursed only the cost of the equivalent flight.

If you will be driving to the workshop, please let Isabella (isabella.pizza@unh.edu) know by September 27.

Limitations and Restrictions: Grant funds will cover the cost of your room and related taxes. Any additional charges, such as those for room service or phone calls, will be charged to your personal credit card which will be required by the hotel upon check-in.

Your hotel accommodation at the Homewood Suites by Hilton Columbia/Laurel will be arranged for you. We will provide further information on your hotel stay as the conference approaches.

Based on the variation of arrival times, it was not economical to schedule a shuttle service for students between the airport and the hotel. Students are requested to use a taxi or rideshare from the airport to your hotel.

For those of you arriving in Baltimore at/near the same time, we will email to connect you about the networking opportunity in sharing a rideshare from/to the airport.

Remember airport transfers are part of the reimbursed expenses for this conference. Please retain your receipt(s) and ensure you follow the requirements for complete reimbursements. (See Reimbursements section.)

Registration is required. Please be sure to register here. 

Limitations and Restrictions:

• You must submit receipts for any requested reimbursements beyond per diems. Photos of receipts are acceptable.
• Receipts must include date, form of payment, and name of company.
• Please note that tipping reimbursement is limited to 15%.
• Reimbursements are available for ground transportation in MD only.
• If you miss the submission deadline, your reimbursement form will be submitted without including your final expense(s).

You will be required to sign reimbursement forms for your per diems and airport transfers (if needed) while at the conference. Departure reimbursement receipts (if required) must be submitted no later than Monday, December 2.

A. APL has a long-standing Equal Employment Opportunity policy that it will not tolerate
discrimination on the basis of race, creed, religion, physical or mental disability, color, sex
(including sexual harassment), national origin, age, occupation, marital or familial status, political
opinion, sexual orientation or personal appearance, or conduct that is inappropriate to a
professional work environment.

APL wishes to ensure that all staff members and visitors are treated with respect and provided with
a work environment free of intimidation and harassment, including sexual harassment, and
retaliation for reporting possible violations of its Equal Employment policy.

B. APL requires that its policy on Equal Employment Opportunity be understood by all
representatives and employees of its Subrecipients, their Subrecipients and Students who visit or
perform work on APL premises.

Commitment to Participants

The CGS Geospace Student Workshop conference committee is committed to creating and
maintaining an engaging and productive conference and workshop (hereafter conference)
environment in which all individuals are treated with respect and dignity, one that is welcoming and
free from any form of harassment or other discrimination. This policy guides everyone who
participates in or attends this conference.

Expected Conduct

By participating in a conference covered by this Code of Conduct, you agree to:

• Be considerate and respectful to each other.
• Communicate openly and thoughtfully and encourage others to do the same.
• Refrain from harassing, discriminatory or demeaning conduct.
• Comply with all rules, policies, and procedures of the facilities at which the conference is being held.
• Comply with all applicable laws and regulations in the location where the conference is being held.

Unacceptable Behaviors

The following behaviors are unacceptable and will not be tolerated:

• Disruptive and/or disrespectful behavior during any interaction, including presentations and discussions.
• Physical or verbal abuse to any participant, event organizer, staff member, vendor, volunteer, or guest;
• Discrimination, verbal or nonverbal harassment, or hostility against any person or group of people in the above categories.
• Harassment, sexual harassment or sexual assault of any kind. This includes: intimidation, violence, offensive/unwelcome behavior, unwelcome advances, threats or stalking; inappropriate contact; inappropriate requests for sexual favors; all other verbal, visual or physical conduct of a sexual nature; offensive comments, jokes, drawings, pictures, cartoons, innuendos, or other sexually-oriented verbal or written statements (including text messages, emails, social media posts, etc.).

Reporting Procedure

If at any time you feel that you are in immediate danger, call 911.

If you wish to report unacceptable behavior, please follow the process outlined in APL’s Equal Employment Opportunity policy.