This site is primarily meant for Canadian students. If you are from the US please consider applying applying to attend local CUWiP site instead.

About

The APS Conferences for Undergraduate Women in Physics (CUWiP) are three-day regional conferences for undergraduate physics or related majors. The 2018 conferences will be held January 12-14. The primary goal of 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 2018 program at Queen’s University will include research talks, panel discussions about graduate school and careers in physics, workshops and discussions about women in physics, student research talks, poster session, and laboratory tours.

For the last decade, Conferences for Undergraduate Women in Physics (CUWiP) has helped undergraduate women thrive in physics by providing them with a unique opportunity to engage with and learn from other women in physics at all stages of their 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. Undergraduate students are eligible to apply and register for the conference, and we encourage non-undergraduate students or interested faculty/mentors to email conference@ccuwip.ca for details about attendance and participation.

Application/Registration

Any undergraduate student attending a Canadian college or 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 12-14, 2018.

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

No. You apply to attend a CUWiP conference (the one closest to you), and you are accepted, wait-listed or declined according to the criteria listed above. Application is free, and the deadline is Friday, October 13th, 2017 at midnight ET. After you have been accepted, you can then register with 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.

Please see the APS CUWiP map. If you do not apply to the site that you will be geographically closest to at the time of the conference, your application may be denied. Since we are the only university in Canada hosting the conference, we may accept applications from any university in Canada.

No, but you should have an estimate of the cost. If you are traveling by air and your travel cost is not covered by your department, your airfare must be approved by the conference organizers before you book your travel. 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.

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 honestly and fully. Offering to present a talk or a poster will not affect your chances of being selected to attend.

Cost and Funding

Students who are accepted to attend the conference must pay a one-time registration fee of $35 CAD, 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.

You should contact your university's physics department first to seek 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

No. While we encourage you to present a talk or a poster if you have been involved in research, you are welcome just to attend the conference and participate in the activities. If you do have research however, feel free to check out the grad fair page.

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.

Yes, all attendees must register by the deadline.

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.

Students from Canada are encouraged to apply to the Canadian site at Queen’s 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.

APS is only able to fund students attending universities in the U.S. We welcome students attending non-U.S. or Canadian institutions to email our site at conference@ccuwip.ca 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. or Canadian institutions for accommodations or travel.

Yes, undergraduate students at any U.S. or Canadian college or university may apply.

Only undergraduate students who will be over 18 at the time of the conference may apply to CUWiP. This year at Queen’s University, we will be holding a High School Outreach Program during the last day of the conference. All high school students are welcome to apply to attend the program.

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 conference@ccuwip.ca.

Travel and Hotel

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 Hadiya Ma (13dm68@queensu.ca) and Sandra Cheng (14wlsc@queensu.ca) for plane and train ticket approval before purchase.

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.

Students will be accommodated at Residence Inn by Marriot near Downtown Kingston. Please visit our Travel & Accommodation page for more information. If you are driving to the conference, you may park at the parking lot provided by the hotel (more info from Kevin). Do not make your own hotel reservations.

We will help you with travel between airports and , by organizing shuttles, or pointing you to commercial services. If you plan to fly, please contact us before making your reservation.

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 (at least the pre-approved amount) will be mailed to you within the month. For more details please contact us.

Student Talks and Posters

The student talks and posters give students the opportunity to practise their presentation skills in an accepting environment and to share their research. This also gives the opportunities for students to learn more about research in physics that other students are involved in. We are encouraging anyone who is interested to submit an application!

We will have an application page to submit your abstract separate from the application to the conference itself. We ask you in this application to write a 250 word abstract on your talk or poster along with a title and give the talk a category.

Usually the posters and talks are about the student’s research but we are open to anything. The talk does not need to be about research. If you have an interesting idea about women in physics, intersectionality you can also present!

We will have a windows computer provided and a projector. You may bring a usb stick to load whatever visual aids you need. You may also bring your own laptop if you wish but we will only have an HDMI cable.

We will have a 10 min slot per person. 7 mins of the talk and 3 mins for the question.

Yes! Concordia University has donated 10 prizes to CCUWiP. These prizes are a gift bag and a $35 reimbursement of the conference fee.

We will be marking on presentation skills, organization of slides and poster, clarity and the research. We will release the rubric closer to the deadline!

We will have a team of graduate students or faculty marking the presentation and talks.

Grad and Career Fair

The grad and career fair is an event that allows attendees and recruiters from schools and companies to interact. If you are interested in attending Grad school or applying for a job at a physics related job this is the place for you!

Yes! The grad /career fair is an excellent opportunity to learn more about the possibility of physics and physics related fields. It also allows you the chance to talk to recruiters about their experiences.

Miscellaneous

Yes! We have posters available in both French and English.

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.

The conference has no dress code, and we encourage students to be comfortable. There will be a plated banquet on Saturday evening in the ballroom of the hotel, 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. Kingston can be very cold and windy in January, so make sure you dress warm. Good walking shoes are recommended.

We will request information on disability status on the registration form. Please contact us in advance if you have unusual (different word?) requirements, and we will work to accommodate you.

Please see our Presentation Guidelines for more information.

Yes! We have set up a Facebook page: Canadian Conference for Undergraduate Women in Physics.

If you feel comfortable doing so, please contact us (conference@ccuwip.ca) so that we are aware. We encourage you to try your best during the networking opportunities, but if you would like 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 understand that everyone needs to go at their own pace and we are here to support you to the best of our abilities. It is our hope that everyone will be able to comfortably attend the conference and get something from it.

Please contact us to discuss your needs.