The American Physical Society (APS)'s policy is that all participants, including attendees, vendors, APS staff, volunteers, and everyone else at APS meetings, will conduct themselves in a respectful 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, or 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.

Anonymously reporting a code of conduct violation

Meeting participants who wish to anonymously report a violation of this code of conduct may do so through the following channels:

• Valerie Guerrero Williamson, Director of Diversity, Equity and Inclusion at Stevens Institute of Technology, (201) 216-3868

• Submit a report to EthicsPoint online

• Call EthicsPoint at (844) 660-3924.

• Email EthicsPoint

• Contact the APS head of meetings

• Contact the APS head of ethics

EthicsPoint reporting is confidential, easy to use, and always available. All persons filing a complaint using our confidential, easy-to-use reporting options should be prepared to check back with the channel to respond to any follow up questions about their report. Be sure to include a complete description, including who, what, where, when, of the conduct experienced or incident that is the basis of the report.

If you report anonymously, we may be limited in our ability to respond, meet your desired resolution, and/or keep you updated on the status of your complaint.

What is CU*iP?

The APS Conferences for Undergraduate Women and Gender Minorities in Physics (CU*iP) are three-day regional conferences for undergraduate physics majors. The 2025 conferences will be held January 24-26, 2025.   

The goal of APS CU*iP is to help undergraduate women and gender minorities continue in physics by providing the opportunity to experience a professional conference, information about graduate school and professions in physics, and access to women and gender minorities in physics of all ages with whom they can share experiences, advice, and ideas. The national and local organizing committees of APS CU*iP strive to create a welcoming environment for all. 

The 2025 program at Stevens Institute of Technology will include research talks, panel discussions about graduate school and careers in physics, workshops and discussions about women and gender minorities in physics, student research talks and poster sessions, and laboratory tours.

How do you pronounce CU*iP? 

Most people say "Cue-Wip".
 

Who is invited to attend CU*iP?

Undergraduate students who reside in the U.S. and have an interest in physics may apply to attend a CU*iP. We encourage non-undergraduate students or interested faculty/mentors to email [email protected] for details about attendance and participation.

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 CU*iP.  

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

Yes, all attendees must apply by the deadline, Wednesday, October 23, 2024 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 CU*iP? 

Unfortunately, students studying in a country other than the United States and Canada are ineligible to apply. CU*iP 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 CU*iP?

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 CU*iP?

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

Is this conference only open to undergraduate students who identify as women or a minoritized gender (including transgender, gender-fluid, genderqueer, non-binary)? 

No. All undergraduate students regardless of gender or any other identities, are welcome to apply to attend the conference. If you have questions, or concerns about the housing for this conference, please contact us at [email protected].

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 CU*iP 

There is no formal application process for non-undergraduate students and interested faculty and mentors, who can register to attend here. We encourage you to email [email protected] for details about attendance and participation. 

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

You apply to attend a CU*iP conference, the CU*iP leadership directs you to a site, the site reviews your application and you are accepted or declined according to the priorities listed above. 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 [email protected].

Why can I not apply to a specific site? 

As CU*iP 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 CU*iP. 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 [email protected] 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. 

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, please contact us at [email protected].

If you cannot afford the registration fee and your department/college is unable to help, you may request the fee waiver form by emailing [email protected]. 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 2, 2024 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 [email protected].

Please note that the deadline for students to cancel registration and receive a full refund is on Friday, December 13, 2024. 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 or director of undergraduate studies before registering for CU*iP. 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. Please contact [email protected] for more information.

Payment requests must be submitted by Tuesday, November 26, 2024.

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 [email protected] for travel ticket approval before purchase.

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

Since the cost of the conference is paid for, we strongly recommend you take full advantage of this opportunities and attend all of the conference events as scheduled from Friday evening until Sunday afternoon. If you have special circumstances, please contact us to discuss them.

Where do I stay during the conference?

Students will be accommodated at the Sheraton Lincoln Harbor Hotel and will share a double room. Accepted applicants will have the opportunity to provide specific roommate requests during registration. Please visit our Travel & Accommodation section for more information. If you are driving to the conference, you may park at the Sheraton Lincoln Harbor Hotel and use our shuttle service to travel to our campus. More travel information can be found here. Do not make your own hotel reservations.   

How can I get to and from the airport?

Stevens is located within close proximity of three major airports: Newark Liberty International Airport, John F. Kennedy International Airport and LaGuardia Airport.

Find out more about traveling to and from these nearby airports here.

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. There will be a plated 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.

Will there be resources available for attendees with disabilities?

We will request information on disability status on the registration form. Please contact us at [email protected] in advance if you have unusual requirements, and we will work to accommodate you.  

What are the guidelines for posters and talks?

The poster size should be 30" (width) x 40" (height) or smaller. The participants who wish to present posters should print their own poster.

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

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

Please feel free to call 988 (national crisis hotline), and 741-741 (crisis text-line) which are open to all.

Please contact us at [email protected] 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 to discuss your needs at [email protected].

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-inclusive 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 CU*iP ask for my preferred pronouns? Why should I consider putting them on my name badge?

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