ABOUT

What is CUWiP?

The APS Conferences for Undergraduate Women in Physics (CUWiP) are three-day regional conferences for undergraduate physics majors. The 2019 conferences will be held January 18-20.

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 2019 program at the College of William and Mary 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. For the last decade, Conferences for Undergraduate Women in Physics (CUWiP) has helped undergraduate women thrive in physics by providing them a with 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.

All undergraduate students are eligible to apply and register for the conference. Although the name of the conference mentions “Women in Physics,” all genders are welcome to apply to the conference.

There is no formal application or registration process for non-undergraduate students and interested faculty/mentors, but we welcome everybody to participate in CUWiP activities (please note, that we won’t be able to provide travel support or free lodging, but we may be able to assist with travel arrangements). Please fill in the guest form if you are planning to come to CUWiP and/or help with the conference activities, or contact us at cuwip2019@physics.wm.edu .

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.

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
Are applying to attend the conference that is geographically closest to their expected location January 18-20, 2019.

Are “application” and “registration” the same thing?

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 Friday, October 12, 2019 at midnight ET. After you have been accepted, you then you register to attend 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. There is a one-time registration fee of $45, which helps offset some of the cost of the conference, including all lodging and meals. See the Apply page for more details.

How do I know which site to apply to?

Please apply to the site in the region that is closest to you at the time of the CUWiP using the APS CUWiP map as a guide.

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 organizers before you book your travel (see Travel page for more details). 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 poster 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 two days in advance of registering.

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.

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 poster if you have been involved in research, you are welcome just 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.

Can I attend the William and Mary CUWiP even though it is not my closest location? For example, I am considering it for grad school and would like to visit the school?

Because of 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.

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 at Queens University. 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.

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

APS is only able to fund students attending universities in the U.S. We welcome students attending non-U.S. institutions to email our site at cuwip2019@physics.wm.edu or another CUWiP site to ask if you can apply 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. If you are a graduate student or a mentor traveling with students, please contact us at cuwip2019@physics.wm.edu for more information.

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 cuwip2019@physics.wm.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 be in communication with your local chair or faculty member if your department is reimbursing you for travel costs. If your department cannot fund your travel, please communicate with us at cuwip2019@physics.wm.edu before making travel arrangements.

There is a train station in Williamsburg with tickets available from Amtrak. The Norfolk, Richmond and Newport News Airports are also short drives away. See our Travel page for more details.

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 at cuwip2019@physics.wm.edu to discuss them.

Where do I stay during the conference?

Students will be accommodated at the Williamsburg Lodge. Please visit our Travel page for more information. If you are driving to the conference, you may park at the hotel. Do not make your own hotel reservations.

How can I get to and from the airport?

We will help you with travel between airports and William and Mary, 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 at cuwip2019@physics.wm.edu.

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. Previous conferences saw a wide spectrum of attire, from casual to professional. There are seated dinners on Friday and Saturday, and some students enjoy dressing up for these. Comfortable shoes for walking are recommended.

Will there be resources available for attendees with disabilities?

We will request information on disability status on the registration form. Please contact us in advance if you have specific requirements, and we will work to accommodate you.

What are the guidelines for posters and talks?

Please see our Poster Presentation Guidelines for more information.

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

Yes! We have set up a Facebook page , as well as a Twitter and Instagram account.

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

Please contact us at cuwip2019@physics.wm.edu 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 if I need child care?

Please contact us at cuwip2019@physics.wm.edu to discuss your needs.

What are pronouns?

The pronoun that a person chooses to use for themself. 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 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.

Why does William and Mary 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.