Frequently Asked Questions

Confirmation Email

Will I receive confirmation after I register?

You will receive an automatic email confirmation when your registration is paid. All Summer Institute communication - confirmations, cancellations and updates - will be sent via email. It is imperative that you provide a year-round email address that does not block auto-generated messages. If your school email system is heavily protected, please provide your home email address when registering.

Cancellation and Refund Policy

What is AVID's cancellation and refund policy?

AVID Center must make financial commitments to its faculty, staff, and outside vendors/contractors on an annual basis for all Events. If cancellation becomes necessary, the following Cancellation Policy will prevail.

30 Days Before Event Date: With a $75.00 Processing Fee
For change to or cancellation of any AVID Event, participants are required to provide written notice no fewer than 30 days before Event date. All requests must be in writing by completing the online Contact Form.

No written Notice or No-show: No Refund
If AVID Center does not receive written notice 30 days before Event date or if a participant is a no-show, participants will not be eligible for a refund. Registrations must be paid in full if cancellation does not fall within the guidelines above.

AVID Center seeks 100% customer satisfaction. AVID Center encourages participants to send a substitute if they are unable to attend an Event. Participants also have the option to attend a different Event offered in the same year. AVID Center must be notified in writing by completing the online Contact Form.

Cancellation by AVID Center
AVID Center reserves the right to cancel an Event or Summer Institute Strand due to low enrollment. If an Event/Strand is cancelled you will be notified via email and any other available options will be given at that time.

In the event that AVID Center cancels an Event or Summer Institute Strand and you are unable to attend another Event or different Strand, AVID Center will refund 100% of registration cost if payment has already been received.

Note: AVID Center is not responsible for making or canceling any Hotel or Airfare reservations.

Need Help Registering/Making Changes

Where do I go to get help entering registrations? What if I need to change a registration?

If you'd like assistance registering or if you need to change a registration, visit our Registration Help page.

Registering Site Team Members to be Named Later (TBA Registrations)

How do I enter a registration when I don't yet know the name of the attendee?
How do I update a TBA registration once I have the name?

When you don't yet know the name of a site team member, register them using the TBA (to be announced) feature described below. Please note: You must select an appropriate strand for the TBA spot, your best guess at the correct strand for the position the TBA will fill on the site team. For instance, if you know two TBA spots are being held for a math teacher and a counselor, register the TBAs in strands appropriate for these roles. Please do not register all TBAs for the same strand.

Step 1: Registering TBAs
After logging into MyAVID, click the Event Registration System link found under MyAVID Tools. Select "Register someone else for an event", then click "I want to register a To Be Announced (TBA) participant." Complete the  fields by entering the requested information and selecting a strand appropriate to the role the TBA will fill on the site team.

Step 2: Substituting Named Participants for TBA Registrations
Please do not enter new registrations for your TBAs. AVID Center will update the registrations - just send us the names and emails to substitute for the TBAs by completing the Registration Help contact form. (Login to MyAVID, follow the Summer Institute links, and choose Registration Help from the menu on the left side of the page.)You may also request a change of strand for the TBA, if needed, in the same communication.

Credit Voucher

What if our site is redeeming an AVID credit voucher?

AVID Credit Vouchers may be used to pay for Summer Institute registrations.

After logging into MyAVID, click the Event Registration System link found under MyAVID Tools. Enter registrations online, then send vouchers with a completed Registration Worksheet / Payment Coversheet by fax to (800) 524-9917 or mail to:

AVID Center - SI Payment
9246 Lightwave Avenue, Suite 200
San Diego, CA 92123

Payment Options

What payment options do I have when I pay for my registrations?

When you register online, you have the option to pay now using a credit card or pay later.  If you plan to pay later, please print the instructions below and provide them to your finance office with a request to expedite payment.  Please ensure that payment arrives at AVID Center with a completed  Registration Worksheet/Payment Coversheet so we will know which registrations are covered by the payment. Methods of payment include:

• Credit Card

Pay Later Options

• Purchase Order
• Check
• Other: Incentives
• Other: Grants

Credit Card

Once you enter a registration online, paying by credit card will secure your strand and Institute selections immediately. You will receive an email confirmation after payment.

Purchase Order

To submit a Purchase Order to initiate the payment process, fax or mail your completed Registration Worksheet/Payment Coversheet with a copy of the PO to AVID Center

Please note that the purchase order number alone or a requisition for a PO does not serve to initiate the payment process. We must receive the actual purchase order or a copy of the purchase order by mail or fax.

Send your Purchase Order with completed Registration Worksheet/Payment Coversheet to:

Fax: 800 524-9917

Mail:
AVID - SI Payment
9246 Lightwave Avenue, Suite 200
San Diego, CA 92123

Check

Make checks payable to AVID Center and mail with your completed Registration Worksheet/Payment Coversheet to:

AVID - SI Payment
9246 Lightwave Avenue, Suite 200
San Diego, CA 92123

Please note that we cannot accept a copy of the check, the check number, or a check request form. To complete payment, we must receive the actual check.

AVID Center will send an email confirmation as soon as payment is processed.

Other: Incentives

In 2010, AVID Center will offer one complimentary registration to existing AVID sites sending teams of five or more to the same Institute. For every four paid attendees, you receive one free. All five attendees must be from the same site and attending the same Institute. This incentive is available to all existing AVID sites - elementary, middle level, and high school.

To receive the incentive:

• Enter registrations online for all attendees.
  
  
• If paying by credit card:
  • Do not enter credit card information for the 5th attendee
  • Under "Pay Later" select "Other" from the payment method drop-down menu
  • Click the submit button
  • Send a completed Registration Worksheet / Payment Coversheet to AVID Center, indicating which attendee will be covered by the incentive. AVID Center will apply the appropriate incentive.
    
    
• If paying by purchase order, check, or other method:
  • Under "Pay Later" select the planned method of payment from the drop-down menu
  • Click the submit button
  • Send a completed Registration Worksheet / Payment Coversheet to AVID Center with payment for all attendees except those covered by the incentive. AVID Center will apply the appropriate incentive when processing your payment

Other: Grants

Please review the Grant Process described on the FAQ page if you will be paying for Summer Institute registrations with AVID-administered grants.

Paying for All Registrations in One Credit Card Transaction

What if I pay by credit card for several members of my site or district?

On the registration site, you may choose "pay later", then call AVID Center Events Department at 858-380-4800 and give your credit card information to one of our Summer Institute team members so the charges can be consolidated.

Grant Process

What is the Grant process for registrations?

Grant registration forms and instructions have been forwarded to the Regional and Divisional offices. If you have questions, Contact your Divisional office or your California Regional office.

Note: Grants funded and administered by AVID Center use a specific form, the Regional/Divisional Payment Form that is customized and supplied to the sites by their Regional/Divisional Director. AVID Center does NOT make this form available to sites directly, since the directors will monitor who receives these grants (i.e. Wachovia, Gates, Dell, etc.) and distribute the forms directly to the recipients.

Proof of Grant

If my registration is covered by a grant, do I need to send proof?

Yes. You should have received a Regional/Divisional Payment Form customized for your site by your regional or divisional director. This document includes instructions for completing the form and submitting it by fax or email to AVID Center. If you have not received this form, please Contact your regional or divisional office.

Type of Grant

How do I indicate what type of grant I have?

Please Contact your Regional or Divisional office for instructions on filling out the forms.

Local Grants

What do I do if I have a district grant from a local organization?

Please contact your district office. They will direct you further regarding which forms to complete and how to complete them.

Additional Attendees

What if we have more attendees than will fit on the form?

The form was customized by your regional/divisional office to allow you to fill in the exact number of grant recipients at your site. If you believe additional individuals should be covered by the grant, Contact your regional office, district or divisional director for verification. If individuals not covered by the grant plan to attend, register them online and submit payment with a completed Registration Worksheet / Payment Coversheet showing the information for these additional attendees.

Billing SI Expenses

How do I bill AVID Center for expenses covered under the grant?
(i.e. My four team members have travel expenses allowed on the grant.)

For all AVID Center grants, expenses should be invoiced to AVID Center by the school or the district, not by the individual:

• Clearly mark all invoices with the grant name and reference provided by your divisional or regional office
• Include the name of the school, the attendees covered, and the Summer Institute attended
• Submit invoices to your Regional or Divisional Office for approval
• After approving, the Regional or Divisional Office will fax or mail the documents to AVID Center
• Invoices for the team expenses can be billed by the school or district before summer institute if necessary
  
  

When to Arrive at SI

When should I arrive on the first day?

If you are arriving the day before Summer Institute begins, you may pick up you name badge and tote bag between 4:00 PM and 6:00 PM at the Summer Institute check-in locations listed below. 

On Opening Day of Summer Institute, check-in begins at 8:00 AM and free Special Interest Sessions are offered at 9:00 AM and 10:15 AM.

Dallas 1: Hyatt Regency Dallas, Landmark Circle
Dallas 2: Hyatt Regency Dallas, Landmark Circle
Sacramento: Sacramento Convention Center, West Lobby
Atlanta: Marriott Marquis, Marquis Level
Orlando: JW Marriott, Palazzo Foyer
Chicago: Hilton Chicago, 8th Street South Lobby
San Diego 1: Town and Country Hotel, Atlas Foyer
San Diego 2: Town and Country Hotel, Atlas Foyer

Free special interest sessions begin at 9:00 AM. Please refer to the Day 1 Schedule for more information. We recommend that you allow 30 minutes to check in.

Day 1 Schedule

What is the Day 1 Schedule?

Institute Check-in
8:00 AM - 1:30 PM

Newcomers: An Introduction to Basic AVID Concepts and Processes (FREE!)
9:00 AM; repeats at 10:30 AM
Designed for teachers, coordinators and administrators who are new to AVID strategies such as WICR, Cornell note taking and AVID tutorials.

Special Interest Sessions (FREE!)
9:00 AM; repeats at 10:30 AM
Designed for all AVID Site Team educators. These sessions will present a variety of topics that support the AVID elective and AVID schoolwide/districtwide.

Lunch on Your Own

Opening Keynote
1:30 PM - 2:30 PM
The Institute will kick off with a special guest speaker.  Details will be available at the Institute.

School Site Team Meetings
2:45 PM - 5:00 PM
Meet with your District or Regional Director and your site team to establish your team's goals for the week and to ensure that you are registered in the appropriate strand.

Name Badge

When do I need to wear my name badge?

Name badges will be required for admission to all sessions including the celebration luncheon.

Meals

Are meals provided?

AVID Center invites you to attend one celebration luncheon. All other meals are on your own.

Childcare

Is childcare available?

No. AVID does not provide or arrange for childcare. AVID strictly enforces the Professional Development Policy: Participants may not bring babies or children into Summer Institute strands or site team meetings. AVID loves children, but not in Summer Institute strands.

Evening Activities

Are there evening activities scheduled?

AVID Center does not schedule evening activities, but our host cities always have much to see and do. We have provided links to the visitors bureau for each city:
Dallas 1, Dallas 2, Sacramento, Atlanta, Orlando, San Diego 1,
Chicago, San Diego 2.

Transportation

Is transportation provided between my hotel and the Institute?

Participants staying at AVID contracted hotels may use the AVID shuttle buses to reach strand and site team locations. In 2010, shuttle buses will be available at Dallas 1, Dallas 2, San Diego 1, San Diego 2, and Chicago.

If you have special transportation needs, please contact AVID Center using the Summer Institute Contact Form.

Weekly Schedule

What is the weekly schedule?

View the Summer Institute week at a glance here.

Hotel Reservations

Do I book my own hotel room?

Yes. AVID Center contracts with hotels to offer a discounted conference rate. For more information or to reserve a room, view the hotel information for each city: Dallas 1, Dallas 2, Sacramento, Atlanta, Orlando, San Diego 1, Chicago, San Diego 2.

Continuing Education Credit

Can I get continuing education credit?

The University of San Diego (USD) offers two semester units of continuing education credit for attending Summer Institute. The cost is $120.00, the course number is 503RA. To register before the institute, go online to www.usd-online.org and click on AVID Summer Institute. Registration will also be accepted at each Institute. The deadline for submitting applications is August 31, 2010.