WUCIP at BHSU.

APS Conferences for Undergraduate Women in Physics (CUWiP) are three-day regional conferences for undergraduate physics majors.

The APS CUWiP goal 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.

Black Hills State University, in cooperation with the Sanford Underground Research Facility, is hosting a regional CUWiP in 2020, targeting Montana, North Dakota, South Dakota, Wyoming, Nebraska, Colorado, Utah and Nevada.

The CUWiP conferences are held at no cost to the undergraduate students, except for a $45 registration fee. The conference will cover the cost of lodging and meals. Traditionally, the home institution covers the cost of travel, but there are a limited amount of travel grants available.

View our Conference Flyer (need this)

View the national CUWiP flyer: https://www.aps.org/programs/women/workshops/upload/CUWiP_poster_FINAL.pdf

CUWiP has become incredibly popular.  In order to maximize the number of CUWiP participants we can accommodate, we will allocate participants to sites based on travel logistics and site capacity. We will aim to follow the distributions outlined below, but may have to make adjustments. Please do not purchase travel or plan to be at a specific site until you receive an email confirming you have been accepted to a specific CUWiP site.

2020 CUWiP Conference Site Locations

2020 CUWiP Locations:


These conferences are supported in part by the National Science Foundation (PHY-1346627) and by the Department of Energy Office of Science (DE-SC0011076).  Further details are available on the APS conference website

Apply to Attend

Application deadline is Oct. 4.

3-6pm Check-in at hotel Holiday Inn Spearfish
5-7pm Casual, light sandwich dinner buffet (come and eat when you arrive) Holiday Inn Spearfish
5pm-8pm Scavenger hunt in teams Holiday Inn Spearfish


Note “All times are in MST”

Tours will be available for those arriving early on Friday. See Tours

7am-8:15am Breakfast at hotel Holiday Inn Spearfish
8:15am  Bus from hotel to BHSU
Buses will be running continuously from Holiday Inn to BHSU from 7:30am-9am
8am Registration table open at Meier Hall Meier Hall hallway
8:30am-8:45am Welcome and announcements Meier Hall auditorium
8:45am-9:30am Plenary 1 TBD Meier Hall auditorium
9:30am-9:45am STEP UP: Kai Wright
9:45am-10:15am Break Choir Hall
10:15am-11am Rotating schedule of workshops and panels TBD TBD
11am-12pm Lunch, assigned seating, speakers at each table JLR
12pm - 1:30pm  Keynote speaker: Andrea Liu broadcast JLR
1:30- 2:30pm  Rotating schedule of workshops and panels TBD TBD
2:30pm - 3:00pm  Group Photo
3:00pm - 4:30pm  Student Poster Session / Ice Cream Social Jonas Science Building Hallway
4:30pm - 5:30pm  Rotating schedule of workshops and panels TBD Meier Hall auditorium
5:30pm – 7:00pm  Banquet, speaker TBD JLR
Buses will be running continuously from Holiday Inn to BHSU from 7pm-8pm
7:00pm - 10:00pm Game night with refreshments Holiday Inn

Please contact brianna.mount@bhsu.edu if you plan to stay Sunday night and need a ride to the airport on Monday

7:30am-8:15am Breakfast at hotel  
8:15am Bus from hotel to SURF  
  Due to the distance to SURF, this is the only bus time!  
9-9:45am Plenary 2 TBD EO Building
9:45am-10:15am Break  
10:15 - 11am Rotating schedule of hoist room tours, workshops and panels TBD EO Building
11am-11:45am Rotating schedule of hoist room tours, workshops and panels TBD EO Building
11:45am-12:30pm Rotating schedule of hoist room tours, workshops and panels TBD EO Building
12:30pm-1:30pm Lunch, assigned seating, speakers at each table EO Building
1:30pm-2:15pm Plenary 3 TBD EO Building
2:15pm-2:45pm Award Ceremony and Closing Remarks EO Building
3pm  Bus back to hotel  
  Due to the distance to SURF, this is the only bus time!  
  Vans to airport throughout the day will be provided, please fill out form on travel page

Application and Registration Process

To attend the conference, students must first apply, be accepted by the individual conference sites, and then register.


Application/Registration Timeline:

Sept 3: APS website open for applications

Oct 4: Application deadline

OCT 28: Applicants informed of acceptance

Nov 14: Deadline for accepted students to confirm attendance by registering

Apply today


Register

Registration occurs after the application process. Please check back later for more details.

Code of Conduct for APS Meetings


It is the policy of the American Physical Society (APS) that all participants, including attendees, vendors, APS staff, volunteers, and all other stakeholders at APS meetings will conduct themselves in a professional manner that is welcoming to all participants and free from any form of discrimination, harassment, or retaliation. Participants will treat each other with respect and consideration to create a collegial, inclusive, and professional environment at APS Meetings. Creating a supportive environment to enable scientific discourse at APS meetings is the responsibility of all participants.

Participants will avoid any inappropriate actions or statements based on individual characteristics such as age, race, ethnicity, sexual orientation, gender identity, gender expression, marital status, nationality, political affiliation, ability status, educational background, or any other characteristic protected by law. Disruptive or harassing behavior of any kind will not be tolerated. Harassment includes but is not limited to inappropriate or intimidating behavior and language, unwelcome jokes or comments, unwanted touching or attention, offensive images, photography without permission, and stalking.

Violations of this code of conduct policy should be reported to meeting organizers, APS staff, or the APS Director of Meetings. Sanctions may range from verbal warning, to ejection from the meeting without refund, to notifying appropriate authorities. Retaliation for complaints of inappropriate conduct will not be tolerated. If a participant observes inappropriate comments or actions and personal intervention seems appropriate and safe, they should be considerate of all parties before intervening.


Need to report something?

Please contact Dr. Brianna Mount: 850-776-1817, Brianna.mount@bhsu.edu

Lodging

 

Hotel and Associated Costs

Lodging is provided during the duration of the APS CUWiP*. Lodging for nights outside of the conference duration is not covered without approval from the LOC.

*Some hotels may require a credit card for incidentals. If you cannot or are not comfortable providing a credit card, you must give BHSU two weeks’ notice. Note that any charges for incidentals billed to BHSU will be passed on to the student.

The conference hotel is the Holiday Inn in Spearfish.
Reservations have already been made for double occupancy (each person will have their own bed). 
Roommates will be assigned by institution if possible.

 

Holiday Inn Spearfish
305 N. 27th Street
Spearfish, South Dakota 57783-0399
605-642-4683
http://www.ihg.com/holidayinn/hotels/us/en/spearfish/blkno/hoteldetail

Holida Inn map

 

Driving:
It is recommended that students driving to Spearfish leave their cars at the hotel and use the conference shuttle to and from the events. The hotel is easily accessible by I-90.

Coming from the East: Take I-90 to Exit 14. At the exit ramp, take a right and your first left. Coming from the West: Take I-90 to Exit 14. At the exit ramp, take a left, go over the overpass and take the first left.

 

Air Travel:
The area is served by the Rapid City Regional Airport: http://www.rcgov.org/Airport/.
BHSU will be providing transportation to and from the airport and the hotel. 

Travel

When making travel plans, keep in mind that BHSU is in the Mountain Time Zone. 
We encourage coordination amongst students from same institution to minimize travel costs.
You are required to get prior approval before purchasing airline tickets.
Buses will be provided for transportation from the hotel to BHSU and Sanford Lab.

Driving:

It is recommended that students driving to Spearfish leave their cars at the hotel and use the conference shuttle to and from the events. The hotel is easily accessible by I-90.
Coming from the East: Take I-90 to Exit 14. At the exit ramp, take a right and your first left. Coming from the West: Take I-90 to Exit 14. At the exit ramp, take a left, go over the overpass and take the first left.

Air Travel:

The area is served by the Rapid City Regional Airport: http://www.rcgov.org/Airport/.
BHSU will be providing transportation to and from the airport and the hotel.

Travel Reimbursement
Required: Travel Confirmation Letter from Departments

Students requesting full or partial travel grants may be required to provide a letter (on university letterhead or by email) from their department manager or chair stating the funding provided by the department - whether or not their department was providing any funds.

Required: (put the links to W-9 and CUWiP form links)


Driving to the Conference

Carpooling is strongly encouraged as it is usually the most economical option. Students should estimate the costs of air and of car, taking into account the efficiencies of carpooling. Choose the least expensive option. Contact BHSU if the choice is questionable, and in these cases, keep/provide paperwork showing how the transportation decision was made. BHSU's rate of reimbursemet per mile is $0.42/mile.

Receipts are required for tolls and parking charges, if applicable.


Flying to the Conference

Only coach/economy class will be reimbursed. Grant funds do not cover upgrades (e.g., the purchase of extra legroom), early boarding, flight insurance, or the cost of a booking agent. Unless your department is fully covering your airfare, you must receive approval from BHSU for your airfare purchase. Requests for airfare reimbursement (even partial) may be denied if the student does not receive approval from BHSU.

After notification of your acceptance to the conference, you should immediately investigate flight options if this is the travel route you expect to take. Send the details of your preferred flight to brianna.mount@bhsu.edu with the subject line “Flight approval request for the APS CUWiP at BHSU”. Allow BHSU up to two weeks to review your request and provide a decision via email.

**Note: Conference organizers expect all flights to be purchased no later than one month before the conference. If a student delays the approval process or waits to purchase a flight after approval has been given resulting in a higher expense, she/he may be denied full reimbursement of the airfare purchase. Also, frequent flyer mileage cannot be used in lieu of a ticket wherein the traveler expects to receive reimbursement for a comparably priced ticket although she/he has used mileage.

Click here to enter your flight details so pick-up from the Rapid City airport can be organized:


Local Transit

We encourage the use of public transportation whenever possible, but in the case that a shared ride or taxi service is used, please search for the most economical option. Limo or luxury vehicle services are not allowed. 


 

Andrea Liu

 

 

Andrea Liu is a theoretical soft and living matter physicist who received her A. B. and Ph.D. degrees in physics at the University of California, Berkeley, and Cornell University, respectively. She was a faculty member in the Department of Chemistry and Biochemistry at UCLA for ten years before joining the Department of Physics and Astronomy at the University of Pennsylvania in 2004. Liu is currently Speaker-Elect of the Council of the American Physical Society (APS) and Chair-Elect of the Physics Section of the American Association for the Advancement of Science (AAAS). She is a fellow of the APS, AAAS and the American Academy of Arts and Sciences, and a member of the National Academy of Sciences.

Check back during the conference for slides, presentations and workshop materials

WELCOME TO THE APS CUWiP 2020 AT BLACK HILLS STATE UNIVERSITY


January 17-19, 2020

Apply to Attend

Application deadline is Oct. 4.

Meals

Meals are provided throughout the duration of the APS CUWiP. Meals incurred during travel to and from the conference will be the responsibility of the student and/or her/his department.

If you have special dietary requirements, please indicate them on your registration.

ABOUT

What is CUWiP?

The APS Conferences for Undergraduate Women in Physics (CUWiP) are three-day regional conferences for undergraduate physics majors. The 2020 conferences will be held January 17-19, 2020. 

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 2020 program at Black Hills State University 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.

Who is invited to attend CUWiP?

Any undergraduate student with an interest in physics may apply to attend a CUWiP.  Undergraduate students are eligible to apply and register for the conference, and we encourage non-undergraduate students or interested faculty/mentors to email brianna.mount@bhsu.edu for details about attendance and participation.

How do you pronounce CUWiP?

Most people say "Cue-Wip".

APPLICATION AND REGISTRATION

Who can attend?  Do I need to be a physics major to apply?

Any undergraduate student attending a US college/university may apply. High school students are not permitted to apply. For more information, see our application page.

It is very important to complete all parts of the application and to write a thoughtful Applicant Statement. If conferences are oversubscribed, priority will be given to applicants who:

  • Are undergraduate physics or engineering physics majors
  • Have never attended an APS CUWiP

There is no formal application or registration process for non-undergraduate students and interested faculty/mentors. We encourage you to email brianna.mount@bhsu.edu for details about attendance and participation.

  What’s the difference between “application” and “registration”?

You apply to attend CUWiP, the CUWiP leadership directs you to a site, the site reviews your application and you are accepted, wait-listed or declined according to the priorities listed above. Application is free, and the deadline is Friday, October 4th, 2019 at midnight ET.

After you have been accepted, you will register  for your accepted site  to confirm that you will actually be attending, and provide specifics, such as special accomodations and dietary restrictions. . There is a one-time registration fee of $45, which helps offset some of the cost of the conference. The conference provides all lodging and meals.  If necessary, the registration fee can be waived. To request a fee waiver, please contact women@aps.org.

Why can I not apply to a specific site?

As CUWiP is so popular, we need to carefully balance the loads across the sites to minimize travel costs and maximize the number of students who can attend CUWiP.  We will aim to follow the distribution described by the APS CUWiP map, but we many need to deviate from that, so please do not book travel until you receive an acceptance email from, and complete registration for, a specific site.

Do I need to book my travel before registering?

No, but you should have an estimate of the cost. If you are traveling by air, or long distance train or bus, and your travel cost is not covered by your department, your travel agenda and cost must be approved by the conference site organizers before you book your travel. Email us at brianna.mount@bhsu.edu for approval.  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. For example, reach out to others in your department and see if carpooling is an option.

What will increase my chances of being accepted to the conference?

First, make sure you submit your application by the deadline, Friday, October 4, 2019.

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, or indicating interest in travel support, will not affect your chances of being selected to attend.

COST AND FUNDING

How much does the conference cost?

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.  If you cannot afford the registration fee and your department/college is unable to help, you may request a fee waiver by submitting a statement attesting to your financial need and verifying that department or university funds are not available.  Further details will be provided when you are invited to register for the conference. You must request a fee waiver at least seven days before the registration deadline.

Lodging (for non-local students) and food will be covered by the conference; you do not need to pay for your hotel room or food at 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, travel funding is available. Please see our travel page: http://www.bhsu.edu/Research/CUWiP#Travel-Lodging-1953 for more informaiton.

How do I know the amount my department will contribute to my travel funding?

Please talk to your department chair, manager, or director of undergraduate studies before registering for CUWiP. You might ask an academic advisor, faculty member you know, or other mentor for guidance about who to ask if you are unsure.  You can also contact us if you would like guidance in asking your department for travel funds.

ELIGIBILITY

Do I need to have research to present in order to attend the conference?

No. While we encourage you to present a talk or a poster if you have been involved in research, you are welcome simply to attend the conference and participate in the activities.

I attended last year; can I come to this year’s conference, too?

The content of this year’s conference will not be exactly the same as last year’s, and you are welcome to apply to attend again. However, if more students apply than we can accommodate, preference will be given to students who have never attended a CUWiP.

I am a local student. Do I need to register?

Yes, all attendees must register by the deadline, Friday, October 4, 2019.

I'm a student from Canada.  Can I apply to a U.S. CUWiP?

Students from Canada are encouraged to apply to the Canadian site at the University of Toronto. Students from Canada may apply to U.S. CUWiP 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.

I'm a student in a country other than the United States or Canada.  Can I apply for CUWiP?

As APS CUWiP is funded by US federal funding agencies, APS is only able to fund students attending universities in the U.S. If you do not attend university in the US, we are not able to accept your application via the APS application system. We welcome students attending non-U.S. institutions to email our site at brianna.mount@bhsu.edu or another CUWiP site to request to attend. CUWiP sites will not be able to reimburse students attending non-U.S. institutions for accommodations or travel.

I'm a community college student.  Am I eligible to apply to CUWiP?

Yes, undergraduate students at any U.S. college or university may apply.

I'm a high school student/grad student/postdoc/faculty member.  Am I eligible to apply to CUWiP?

Only undergraduate students who will be over 18 at the time of the conference may apply to CUWiP.

Grad students/postdocs/faculty members who wish to attend should email brianna.mount@bhsu.edu.

I am transgender/gender-fluid/genderqueer/non-binary etc, can I attend this conference?

Yes, students of all genders are welcome to attend this conference. If you have questions, or concerns about the housing for this conference, please contact us at brianna.mount@bhsu.edu.

TRAVEL AND HOTEL

How do I arrange travel?

Students are responsible for arranging their own travel to the conference.  We encourage students to coordinate with other attendees from their institution.  Please contact your department chair or faculty member if your department is reimbursing you for travel costs.  If your department cannot fund your travel, please communicate with Brianna Mount (brianna.mount@bhsu.edu) for plane and train ticket approval before purchase.

Can I come late? Can I leave early? Can I skip things that I’m not interested in?

Because 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 to discuss them.

Where do I stay during the conference?

Students will be accommodated at the Holiday Inn in Spearfish. Please visit our Travel & Accommodation page (http://www.bhsu.edu/Research/CUWiP#Travel-Lodging-1953) for more information. If you are driving to the conference, you may park at the hotel. Do not make your own hotel reservations. Reservations have already been made for double occupancy (each person will have their own bed).

Roommates will be assigned by institution if possible.

How can I get to and from the airport?

We will help you with travel between airports, the hotel and BHSU, by organizing shuttles, or pointing you to commercial services. If you plan to fly, please contact us before making your reservation.

When will I get reimbursed for travel?

If you are being reimbursed by the conference (rather than by your department): after the conference, you can submit the reimbursement form that will be provided to you. Reimbursement will be mailed to you within the month. For more details please contact us.

MISCELLANEOUS

What if I have dietary restrictions?

We will request dietary restriction information on the registration form. If you believe your dietary needs are unusual, please contact us and we will work to accommodate you.

What should I wear to the conference?

The conference has no dress code, and we encourage students to be comfortable. You may wish to look at photos of previous conferences to see what students typically wear.

Will there be resources available for attendees with disabilities?

We will request information on disability status on the registration form.  Please contact us at brianna.mount@bhsu.edu in advance if you have unusual requirements, and we will work to accommodate you. 

What are the guidelines for posters and talks?

Please see our Presentation Guidelines for more information: http://www.bhsu.edu/Research/CUWiP#Posters-1957.

Can I connect with those going to the conference before arriving ?

 Yes!  We have set up a Facebook page, instagram and twitter.

I have anxiety, depression, etc, and I am worried about attending this conference. What should I do?

Please contact us if you are comfortable so we are aware. 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.

What are pronouns?

The pronoun that a person chooses to use for themselves. For example: If Xena's preferred pronouns are she, her, and hers, you could say "Xena ate her food because she was hungry." She, her, hers and he, him, his are common examples of pronouns. Some people call these "female/feminine" and "male/masculine" pronouns, but many avoid these labels because, for example, not everyone who uses he feels like a "male" or "masculine."
There are also lots of gender-neutral pronouns in use. Here are a few you might hear:
- They, them, theirs (Xena ate their food because they were hungry.) This is a pretty common gender-neutral pronoun.... And yes, it can in fact be used in the singular.
- Ze, hir (Xena ate hir food because ze was hungry.)
Ze is pronounced like "zee" can also be spelled zie or xe, and replaces she/he/they. Hir is pronounced like "here" and replaces her/hers/him/his/they/theirs.
-   Just my name please! (Xena ate Xena's food because Xena was hungry) Some people prefer not to use pronouns at all, using their name as a pronoun instead.
- Never, ever refer to a person as “it” or “he-she” (unless they specifically ask you to.) These are often used as offensive slurs.
Based on the information here and resources linked therein. [NB “here” in this sentence should be linked to https://www.samuelmerritt.edu/pride/gender#What]

Why does CUWiP ask for my preferred pronouns? Why should I consider putting them on my name badge?

CUWiP seeks to be a safe space for all participants.  By asking for preferred pronouns, we are ensuring that we don’t accidentally misgender any of our participants or make harmful assumptions based off of appearance. Even if you have never considered this in relation to yourself, by including your preferred pronouns on your name badge you can help to make other CUWiP participants comfortable. We hope you will consider this.

Local Organizing Committee

Feel free to contact us if you have any questions or concerns.

Brianna Mount 
605-642-6094
Brianna.Mount@BHSU.edu


Katrina Jensen 
605-642-6247
Katrina.Jensen@BHSU.edu


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