NYSAWWA Registration and Cancellation Policy

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New York Section AWWA

Registration & Cancellation Policy

Approved April 2009, Effective July 1, 2009

• The New York Section accepts checks, money orders, cash, MasterCard, Visa, and American Express for registration payments.

• The New York Section accepts claims/vouchers and purchase orders. Please send your claim/voucher/PO with your registration form. We will sign the claim/voucher/PO and return it with an invoice. Our terms are thirty (30) days.

• We cannot take reservations over the phone. We must receive a form with payment in order to process your registration. The New York Section cannot process registrations received without form of payment.

• Cancellation of your registration with a refund request must be received in writing via mail, fax or email in the Section Office no less than ten (10) business days prior to the course, event or activity (memberships cannot be canceled). All refunds are subject to a $20 administrative fee.

• 2009 Trainings will have a $10 administrative fee for cancellations, as advertised.  All additional events in 2009 will be subject to the $20 administrative fee for cancellations. 

• Substitutions from within your utility/company are acceptable in lieu of cancellation. “No Shows” will not receive a refund. Utilities providing vouchers/claims in advance of issuing a check are responsible for full payment of invoices.

• Refund requests for extenuating circumstances must be directed to the Section Office within five (5) days of the start of an event or activity. Such requests are subject to approval by the Executive Committee.

• Certificates of Attendance are issued after attendance is verified and payment is received. Replacement or duplicate certificates may be requested and are subject to a $10 administrative fee.

Booth Cancellation Policy

(Applies to all events with exhibits)

1. Booths may be cancelled without penalty by December 31 prior to the spring meeting.
   
   
2. Between December 31 and January 31, there is a 25% cancellation fee.
   
   
3. After January 31, refunds (less 25% cancellation fee) will only be issued if exhibit hall is sold out and booth space can be resold to another exhibitor.
   
   
4. Note: Refunds may take up to 30 days to be processed (after the event). All cancellations must be in writing.

NYSAWWA Policy on Receiving Contact Hours

Assignment of Contact Hours Policy

Policy on Receiving Contact Hours

Applies to Water Operators, Wastewater Operators, and Professional Engineers

General Information

• Contact hours are applied for in advance of trainings and conferences. The Section Office applies for credits for water operators, wastewater operators, and professional engineers. Information gathering, compilation, and applications are handled by the Section Office with the assistance of Section committee members (Education Committee and Program Committee).
• Attendees must attend the full approved block of time in order to receive credit. Partial credit cannot be given.

Training Courses (Sign-in/Sign-out sheets)

• Upon arrival, attendees must clearly print their name, then legibly sign their name on the sign-in sheet. Attendees must initial out at end of course session.
• Attendees must attend the entire training to earn any contact hours.
• Instructors/course coordinators will verify accuracy of signatures and ensure attendees initialed out for proper credit.

Certificates are processed for attendees only

• with valid signatures in and out, and
• after payment has been received in the Section Office.

 Attendees who did not properly register in and out will not receive a certificate. Attendee will not be contacted. No exceptions.

Conferences

• Attendees receive a Stamp In/Stamp Out form to use for the duration of each conference.
• It is the attendee’s responsibility to keep track of her/his form. This includes:
• Filling out personal information;
• Ensuring that stamps in and stamps out are for the correct session(s);
• Ensuring a stamp in and stamp out for each session attended (must attend full session);
• Ensure stamps reflect attendance at only one session per time block;
• Signing the bottom of the form prior to turning in (unsigned forms cannot be processed).
• Certificates will be issued to attendees whose forms are filled out completely and correctly, upon receipt of payment, within the timeframe specified on the form. Attendees whose forms lack information and/or have a problem will not receive a certificate until these problems are resolved.
• Section office staff will ignore any sessions which do not have both a stamp in and a stamp out; credit will not be given for sessions with only one stamp.
• It is the responsibility of the attendee to resolve problems immediately, and prior to turning in a Stamp In/Stamp Out form. Incomplete or Stamp In/Stamp Out forms with problems will be set aside until attendee has made contact with Section Office staff to resolve problems.
• Stamp In/Stamp Out forms should be handed to a Section Office staff person or registration desk volunteer; alternatively, the original form can be mailed to the Section Office.
• Section Office must retain original Stamp In/Stamp Out form and cannot issue a certificate without the original (faxes and scanned forms will not be accepted). We highly recommend that attendees make a copy of their Stamp In/Stamp Out prior to turning in the original.