FAQ

COVID-19 DISCLAIMER 

At the 2024 CUWiP Conference hosted at the University of San Diego, the well-being of all attendees will be our highest priority.  All student attendees will receive a water bottle to help stay hydrated, have access to free face masks, and encouraged to let an organizer know if they feel unwell. 

Consistent with USD's policy on COVID and vaccinations, we will neither require vaccinations nor face masks. However, we encourage all attendees to be up-to-date in their vaccinations and will have face masks freely available. 

Attendees will be informed well in advance of the conference that they must cancel their plans to come to USD if either (i) they have tested positive for COVID-19 within 10 days of their planned arrival, (ii) they have COVID-like symptoms, or (iii) they were in close contact to someone with COVID-19 and have not been able to provide a negative test following that exposure. Additionally, after the conference, we will request that attendees notify us if they test positive for COVID-19 within five days after the event so that we may contact those who might have been exposed. 

If an attendee develops flu-like symptoms during the conference, we will provide a COVID-19 self-test kit free of charge. At USD, self-test kits are freely available to all students, faculty, and staff. Should that supply of test kits not be adequate, we will purchase additional self-test kits for students. 

If an attendee tests positive for COVID-19 during the conference, they will isolate at their home or at their hotel room. If that attendee has a roommate, we will move that roommate to a new hotel room for the remainder of the conference. We will notify those attendees who traveled or came into close contact with the person testing positive that they should take a COVID-19 test, monitor their symptoms, wear a mask when indoors and near others, and isolate if either they test positive or develop symptoms. 

For any attendee who tests positive for COVID-19 and has to isolate themselves in their hotel room, we will coordinate the delivery of food, medicine, and any other items that the attendee might need. That attendee will continue to receive self-test kits and remain in isolation until they test negative or arrange a way to travel home without putting anyone else at risk.

ABOUT 

What is CUWiP?

The APS Conferences for Undergraduate Women in Physics (CUWiP) are three-day regional conferences for undergraduate physics majors. The 2024 conferences will be held January 19-21, 2024.  

The goal of APS CUWiP 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 national and local organizing committees of APS CUWiP strive to create a welcoming environment for all, including undergraduate women and gender minorities.

The 2024 program at University of San Diego 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 sessions, and laboratory tours.

How do you pronounce CUWiP? 

Most people say "Cue-Wip".

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 usdcuwip2024@gmail.com for details about attendance and participation. 

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 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 the previous 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 apply?

Yes, all attendees must apply by the deadline, Monday, October 23, 2023 at 5:00pm ET.

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

Students from Canada are encouraged to apply to the Canadian site, but 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. Please contact the U.S. site closest to you for more information.

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

Unfortunately, students studying in a country other than the United States and Canada are ineligible to apply. CUWiP is supported by federal funding which does not support in-person attendance for international students. 

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

Yes, undergraduate students at any U.S. college or university are strongly encouraged to 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.  If you are a grad student, postdoc, or a faculty member who will be traveling with undergraduates from your institution to CUWiP at USD, please email us at usdcuwip2024@gmail.com to make arrangements and complete registration separately. 

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 usdcuwip2024@gmail.com.

APPLICATION AND REGISTRATION

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

Any undergraduate student attending a U.S college/university may apply. You must be over the age of 18 at the time of the conference. High school students are not permitted to apply. 

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:

1. Are undergraduate physics or engineering physics majors

2. Have never attended an APS CUWiP

There is no formal application or registration process for non-undergraduate students and interested faculty and mentors. We encourage you to email usdcuwip2024@gmail.com for details about attendance and participation. 

What’s the difference between "application" and "registration"?

You apply to attend a CUWiP conference, the CUWiP leadership directs you to a site, the site reviews your application and you are accepted or declined according to the priorities listed above. The application is free and the deadline to apply is Monday, October 23, 2023 at 5:00pm 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 accommodations 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. Please do not book travel until you receive an acceptance email 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 usdcuwip2024@gmail.com 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.

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. 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. Information about travel can be found in Student Support. 

If you cannot afford the registration fee and your department/college is unable to help, you may request a fee waiver by emailing women@aps.org for the appropriate form. The request takes approximately 48 hours to review. You must request a fee waiver before registering. The deadline to request a fee waiver is on Monday, December 11, 2023 at 5:00 PM ET. Please do not wait until the last minute to request the waiver and/or to register. For more information on fee waivers, contact women@aps.org.

Please note that the deadline for students to cancel registration and receive a refund is on Tuesday, January 2, 2024 5:00 p.m. ET. Any cancellations beyond that date are non-refundable.

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.  

My institution would like to cover the registration fee for me and other students in my department. Is there an option to do this?

We offer a payment option for departments who would like a secure way to pay for their students. The request takes approximately 48 hours to review and process. Please contact women@aps.org for more information.

Payment requests must be submitted by Thursday, December 7, 2023 at 5:00pm ET.

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 email usdcuwip2024@gmail.com for travel 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. usdcuwip2024@gmail.com

Where do I stay during the conference?

Non-local students will be accommodated at Best Western Plus La Hacienda Old Town. Check out the lodging information under Conference Logistics for more information. Do not make your own hotel reservations.  Roommate requests will be accepted during registration. 

How can I get to and from the airport?

Please check out the travel information under Conference Logistics. If you plan to fly, you must contact us before making a 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. usdcuwip2024@gmail.com

What should I wear to the conference?

The conference has no dress code, and we encourage students to be comfortable. There will be a 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 San Diego is a sunny destination, January can potentially have rain. Please be sure to check the weather for San Diego the week prior to the conference. 

Will there be resources available for attendees with disabilities?

We will request information on disability status on the registration form. Please contact us at usdcuwip2024@gmail.com in advance if you have unusual requirements, and we will work to accommodate you.  

What are the guidelines for posters and talks?

Please see Poster Session for more information. 

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

 Yes! We will have a Discord for registered participants. You can also check out the tags #usdcuwip on Instagram and TikTok.

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 usdcuwip2024@gmail.com. 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 if I need child care?

Please contact us to discuss your needs at usdcuwip2024@gmail.com.

What are gender pronouns?

A gender pronoun is 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. 

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 on 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.