PROGRAM POLICIES AND TRAVEL REIMBURSEMENTS

 

Rate Deadlines

To qualify for a specific rate (Early Bird, Regular etc), online registration must be completed by 11:59pm Pacific time on the corresponding deadline.

 

Bill School Rate (Schools Affiliated with NWAIS Only)

If a participant registers at the Bill School Rate, NWAIS will mail an invoice to the school within 30 days after the program. Payment is then due upon receipt of the invoice. The rate corresponds to the time of completing registration.

 

Annual Fall and Spring Heads Meeting Policies

 

Heads Meetings Are Open Only to Schools Affiliated with NWAIS

All NWAIS Accredited and Candidate member schools are billed for a portion of the Heads Conference expenses whether or not the School Head attends. Travel expenses to and from the meeting are reimbursed, added to the meeting expenses, and shared among all accredited and candidate member schools. Hotel expenses are not covered by the Travel Share Policy. If the Head of School of an Accredited and Candidate member school cannot attend, they may send a representative in their place.

Heads from Affiliate Members and Subscriber Schools will only be charged for the Heads Conference if they register. They will be billed for a full share of the meeting expenses. They are however, responsible for their own travel expenses, and not responsible for any portion of the pooled travel expenses.

Heads Meeting Guests are asked to register in advance. Guests that are attending the program sessions will be billed after the event for the cost of the meals only. They are not responsible for the shared travel costs or program expenses. Spouses or other guests who do not attend programming will be billed after the conference and will only be charged for the meals which they register to attend. Only one attendee from each Accredited and Candidate member school is eligible for any reimbursement of travel costs through the Travel Share program.

In the case that a guest of a Head of School is unable to attend, there is no cancellation fee until 4 days prior to the start of the meeting. After that point, all registrations are final, and guests will be billed regardless of attendance.

 

PHOTO RELEASE. By registering for and participating in NWAIS professional development programming, I understand that NWAIS may photograph the event and I hereby grant the right and permission to photograph me and to use the photograph for promotional purposes. I waive any right to inspect or approve the use of the photograph and/or recording, and acknowledge and agree that the rights granted to this release are without compensation of any kind. If I, for any reason, wish to deny the right and permission to use my photographs for the above purposes, I understand I must contact the NWAIS registrar seven (7) days prior to the event.

 

Schools Affiliated with NWAIS

Cancellation dates are specific to each program. Please see the event page on the professional development calendar for information on a specific cancellation date. If participants cancel their reservation for a program in writing by the cancellation date, the school will receive a credit for any fees paid less a cancellation fee (also outlined on the event page). If a participant cancels after the cancellation date, no credit will be issued.

Substitutions may be made any time prior to the conference. Substitutes that have not submitted their request in writing must check in at the event registration area to ensure that they are not billed as an additional attendee.

Please note: For the annual Fall and Spring Heads Meetings, no refund will be given for accredited and candidate member cancellations, as these events are billed afterward and all member and candidate schools share the overall cost regardless of attendance. Other affiliated schools must cancel by the cancellation date to receive a refund.

 

Schools Not Affiliated with NWAIS

Cancellation dates are specific to each program. If participants cancel their reservation for a program in writing by the cancellation date, the school will receive a full refund for any fees paid less a cancellation fee (see event page for specific amount and cancellation deadline). If a participant cancels after the cancellation date, no refund will be issued.

Substitutions may be made any time prior to the conference. Substitutes that have not submitted their request in writing must check in at the event registration area to ensure that they are not billed as an additional attendee.

 

Program Cancellation

In the unlikely event that NWAIS cancels a program for any reason, all pre-registered participants will receive notification via email. The cancellation will also be posted on the NWAIS website, and sent via listservs.

  

Travel and Other Expenses Incurred Before Event Cancellation

Typically, cancellations and postponements are very rare, however the pandemic has forced us to utilize these options more frequently. NWAIS is unable to reimburse other expenses (such as travel) incurred by attendees prior to the event. NWAIS strongly recommends that attendees make travel arrangements such as airline tickets and hotel accommodations that allow for some flexibility such as rescheduling, cancellation and/or future credit.

The NWAIS travel reimbursement policy, also termed Travel Share, is designed to reimburse candidate and accredited member schools for some costs incurred by any attendee of any professional development event. It is meant to reimburse only for travel costs, not the cost of rooms and meals. This policy applies to a school’s total travel expenses no matter how many people the school sends to the workshop.

1. Schools within 250 miles of the meeting/conference and those with travel costs of $150.00 or less will not be eligible for any reimbursement of travel costs.

2. Schools with travel costs between $150.01 and $300.00 will be eligible for a 50% reimbursement of travel costs over $150.00.

3. Schools with travel costs between $300.01 and $600.00 will be eligible for a reimbursement of $75 ($150 x 50%) plus 75% of the amount over $300.

4. Schools spending $600 or more in travel costs will receive $300 in travel reimbursement.

5. There will be no additional reimbursement for amounts over $600.00.

Please download the appropriate form for the type of event you attended below and email it to NWAIS Business Manager, Julie McGuire.

• NWAIS General Reimbursement Form
• NWAIS General Travel Reimbursement Form
• NWAIS Spring and Fall Heads' Association Meeting Travel Share
  

If for any reason a participant is not satisfied with any of NWAIS’ professional development programs, complaints should be submitted in writing to:

Emily McGrath, Associate Director 
NWAIS 5001 California Ave SW, Suite 112
Seattle, WA 98136

Include your name, address and contact information as well as the name and dates of the program attended with your complaint.

NWAIS is committed to quality programs and will review each claim, taking appropriate action where necessary.