U.S. Particle Accelerator School

Program Information:
January 15-26, 2018 USPAS Session in Hampton, Virginia, USA

Most courses, meals, sleeping rooms, the Computer Lab and Study Room will all be held at the Embassy Suites Hampton Roads Hotel and Convention Center (1700 Coliseum Drive, Hampton Virginia 23666). The "Microwave Measurements and Beam Instrumentation at Jefferson Lab" class will be held at Jefferson Lab in Newport News, VA. Classes ending on Friday, January 19 or Friday, January 26 will finish at 12:00 (noon). When booking return air tickets students should allow time for their class to end at noon plus transportation time to the airport before selecting their flight time home.

Registration Fee

The Registration Fee is $1,700.00 if your Application Form is received before September 14, 2017; after September 14 the Fee increases to $1,800.00. The Registration Fee is prorated to $1,200.00 for students attending a one-week class. Please note: you do not have to pay the Registration Fee by September 14, you must send in the Application Form before September 14. The $1,700/$1,800 Registration Fee includes12 dinners. The $1,200 registration fee includes 5 dinners.

Scholarships

To be considered for financial support you must submit four documents: an application form; a cover letter explaining why the USPAS is important to your career and describing prior research experience, work with or as a user of particle accelerators; your CV; at least one letter of recommendation. USPAS scholarships are awarded without regard to race, gender or national origin. Consideration will be given to balancing class sizes.

Note: International students requesting a scholarship who are NOT from U.S. visa-waiver countries must already be in possession of a visa that is valid for the entire period of the USPAS session. A copy of your visa must be faxed (630-840-8500) to the USPAS before the September 14th deadline date.

If you are AUDITING your course

If you are auditing your course(s), you will not enroll at Old Dominion University and will not earn a grade. You are not required to complete homework assignments nor take any exams. You will be asked to complete a USPAS Audit Form by December 1, 2017.

If you are taking your course for CREDIT

If you are taking your course(s) for credit, you will enroll at Old Dominion University through the USPAS and will fully participate in class. Students enrolled for credit are expected to complete homework, take all exams and participate fully in class. If you successfully pass your class you will earn 3 ODU credits. You will be asked to complete a Old Dominion University Enrollment Form and return to us by December 1, 2017.

Academic Status at Old Dominion University

Students must make final confirmation of their choice to take their course for credit or audit on or before Tuesday, January 16, 2018. Official transcripts will be maintained by Old Dominion University. Students receiving financial support from the USPAS must enroll for university credit. Foreign nationals receiving financial support from the USPAS may not enroll for credit, but they must participate fully in all aspects of their session.

International participants

This USPAS program is open to participation by both U.S. and non-U.S. citizens. The program is an intense learning experience sponsored by Old Dominion University from January 15-26, 2018 only. Because this program is not a course of full-time study, an F visa (student visa) is not appropriate. We believe a B visa (visitor/business visa) or Visa Waiver is appropriate. International participants not currently residing in the U.S. may attend the program and may request financial sponsorship, but they may not earn credit from ODU. International participants receiving financial support from the USPAS must participate fully in all aspects of their session and will receive a letter confirming their attendance and rating their performance. Failure to turn in assignments or take exams could jeopardize financial support awarded by the USPAS.

Note: International students requesting a scholarship who are NOT from U.S. visa-waiver countries must already be in possession of a visa that is valid for the entire period of the USPAS session. A copy of your visa must be faxed to the USPAS at (630-840-8500) before the September 14th deadline date.

You will be asked to complete an International Participant Registration Form and return to the USPAS Office by December 1, 2018.

USPAS Registration and Course Check-In

Registration will be held on Sunday January 14, 2018 from 5:00 p.m. to 9:00 p.m. at the Embassy Suites Hampton Roads Hotel and Convention Center (1700 Coliseum Drive, Hampton Virginia 23666) with dinner from 6:00 p.m. to 8:00 p.m. The USPAS Director will give a welcome talk at 7:00 p.m.

If you do not register with the USPAS on Sunday night, you must register on Monday morning, January 15. If you arrive after registration hours Sunday night, please check the hotel information boards to locate the breakfast room. If you are scheduled to arrive for classes the second week only (January 22-26), information will be provided so that you know when and where meals will be served, what your classroom assignment is, and to remind you to check-in with the USPAS staff Monday morning of the second week. The USPAS Office will be open weekdays beginning Monday, January 15, during normal business hours.

Housing

By reserving your hotel room via the link we provide to you, you may take advantage of a special reduced hotel room rate and any extras (free parking, etc) that we have negotiated for our participants at the Embassy Suites Hampton Roads Hotel and Convention Center. Hotel rooms will be available at the FY2018 U.S. federal government hotel per diem rate (2018 rates will be released in September 2017). Using the current rate for planning purposes, a single room will be available for $91.00 plus tax (currently 14%) plus a $1.00 per night cultural fee tax. A double room (shared by 2 people) will be $50.50 plus tax (currently 14%) plus a 50 cent per night cultural fee tax per person per night if you reserve your room through our link. We will update our website with actual rates after they are released in September. Rooms may be reserved at our rate 3 days before the School dates, based on hotel availability.

The Embassy Suites Hampton Roads Hotel features a complimentary full breakfast every weekday morning from 6:00 am to 9 am and on weekends from 7 am to 10:30 am. Each room is a mini-suite with a bedroom separate from the living room. There are a refrigerator and microwave in each guest room as well as a coffee maker, hairdryer and iron. There is a guest coin-operated washer and dryer, an ATM in the lobby, a fitness room and a pool. Hotel check-in time is 3 p.m. and check-out is 12 p.m. (noon). There is a $4.95 per day charge for using the internet in your sleeping room. Please be aware that the USPAS will not pay this cost for any attendee. We will provide free internet in the Computer Lab and in the classrooms. The hotel's shuttle van will take guests within a 5-mile radius of the hotel free of charge. The hotel is somewhat isolated so it would be very convenient to have a car.

Please confirm your departure date when you check-in to the hotel as they may charge an Early Departure Fee (equal to one night of housing) if you change your departure date after check-in.

As is true with any hotel, this hotel may impose access and service charges in addition to time charges for phone calls (even for credit card or 800-number calls) so it is wise to confirm applicable charges from your sleeping room before using the telephone in your room.

All USPAS participants should make their hotel room reservation through the link we send in your acceptance email. All reservations require a one-night deposit to hold your room. No charge will be made to your credit card unless you fail to cancel your reservation as directed on the form, i.e., 72 hrs. in advance of your scheduled arrival. If your deposit is made by check, it will be credited to your stay or it will be refunded if cancellation is made before the deadline. We do not recommend using a debit card for your one-night deposit or to pay for your hotel room. The hotel will "hold" an amount of money on your debit card and it could take your bank several days to release that hold. You would not have access to those funds during the "hold" period.

Even if your accommodations are being paid for by the USPAS, you must guarantee your arrival by credit card or by a check in US dollars (the one-night deposit). Please remember that this is only a guarantee (a deposit). After your arrival, the room charges for housing scholarship students will be paid directly by the USPAS and your deposit (if made by check) will be returned to you. If your guarantee is made by credit card and you arrive as scheduled, no room charges will be put on your card. It is important that you tell us if your travel plans do not match what is on the web form; note that some date changes may make you responsible for payment, e.g., if you arrive earlier than or stay later than School dates. Also, if you are scheduled to have a roommate and one does not appear, notify the USPAS Office the following morning so that your room can be reassigned if necessary. Otherwise you may be responsible for room charges. Supported students are also advised that the hotel will require a credit card or a cash deposit upon arrival to guarantee payment of any personal charges to your room which are not included in USPAS financial support; these charges would include telephone calls, room service, restaurant charges, in-room movies, etc. We do not recommend that you use a debit card for this type of payment guarantee.

Please note if you are receiving financial support from the USPAS to cover your sleeping room: the USPAS will only pay for your room during the dates of the program. If you arrive earlier or stay later than those dates, you are responsible for paying the extra cost.

Meals

Dinners are included in the USPAS Registration Fee. Breakfasts are provided by the hotel and are included in the cost of your sleeping room. Dinners will be provided from 6 to 7 p.m. beginning Sunday, January 14 through Thursday, January 25 (including the weekend, i.e. 12 dinners). Breakfast is provided by the hotel every weekday morning from 6 am to 9 am and on weekends from 7 am to 10:30 am. Accompanying persons may join the hotel-provided breakfasts. Dinner tickets must be purchased separately from the USPAS Office. All attendees are free to make their own lunch arrangements.

Study Room

USPAS Study is scheduled at the hotel every evening from 7:00 p.m. to midnight (including the weekend).

Computer Lab and Internet Access

The USPAS will provide a Computer Lab with wireless Internet access for classroom, homework and email purposes. Participants are free to use the PCs in the Computer Lab when the room is not scheduled for class. The Computer Lab is open from 6:30 a.m. to midnight (including the weekend).

Airport and Ground Transportation

There are two airports to consider:

1) Norfolk International Airport (ORF) is 30 minutes from the hotel and a taxi will cost about $35.00 each way. The Newport News/Williamsburg Airport (PHF) is a smaller airport with fewer available flights but is only 10 minutes from the hotel and a taxi should be about $25.00 each way.