FAQ

 

Registration Basics

How do I register for a Summer Institute workshop?

To enroll in a summer workshop, participants must either Register Online with a credit card, or they must download a Registration Form and submit it to our office, accompanied by a $50 registration free.  All registrations  must be accompanied by the $50 non-refundable registration fee, or they will not be processed. 

If you are mailing in your registration form, please send it to:

        The University of Tulsa
        Cont Ed: Lifelong Learning 
        ATTN: Frances Najera 
        800 S. Tucker Drive 
        Tulsa, OK 74104  

What is the workshop number used for?

The workshop number (the number following the workshop title) is used to differentiate between workshops in separate weeks of the institute, and to differentiate between workshops of similar subjects.  

Week one includes 1000 numbered workshops, week two a 2000 numbered workshops, and week three 3000 numbered workshops. 

What forms of payment are accepted for registration?

The University of Tulsa accepts all major credit cards and checks.  We will not, however, accept Purchase Orders except from out-of-state or private schools, in order not to complicate the Oklahoma State Department of Education's tuition reimbursement process for Oklahoma Public School teachers.

Can you take my registration over the phone?

No, we do not accept telephone registrations.  You must register online, or mail in a copy of the registration form. 

What is included in my registration fee?

Each participant's $690 tuition contributes to the following:

  • Refreshments: 4 morning/afternoon snacks, 3 luncheons, 1 reception
  • Lodging: Hotel accommodations for all College Board Consultants and for participants residing over 40 miles outside of the Tulsa area 
  • Instruction: College Board certified consultants
  • Instructional Materials: College Board blue books, student samples, class binders, pens, highlighters, post-it notes, lab kits, textbooks, copies, and supplies

If I am an Oklahoma Public School teacher, how can I get the Oklahoma State Department of Education to pay for my registration?

If you are an Oklahoma Public School teacher, the OSDE will automatically pay for your $640 tuition upon your full completion of the workshop. 

However, you are responsible for paying your $50 non-refundable registration fee at the time of your registration.  After you have completed the workshop, you may submit your Certificate of Attendance to the OSDE to receive a refund of this fee. 

If you have any questions about this policy or about the refund, please contact the OSDE.   

How do I receive my registration fee reimbursement from the Oklahoma State Department of Education?

If you are an Oklahoma Public School teacher, you can procure your $50 registration fee reimbursement by completing the State Department's Vendor Form and submitting it to the State Department attached to a copy of your certificate of completion. 

Please send your materials to:

        Lori Boyd, Director of Advanced Placement
        Oklahoma State Department of Education 
        Oliver Hodge Education Building, Suite 315 
        Oklahoma City, OK 73105 
        FAX (405) 521-2971  

Closed Courses & Wait Lists

I am worried about a workshop filling before my registration is received--can I reserve a spot?

No, we do not reserve spaces.  Completed registration forms and payment information must be received in order for a participant to be enrolled in a workshop.  After the workshop fills, excess registrations will be kept on a wait list in the event that a spot in the workshop opens up.  Participants will be registered on a first-come, first-served basis.

How do I know if a workshop is full?

After a workshop is closed, staff will update the course description for that workshop as soon as possible with a note indicating that it is full.  Participants are encouraged to send in their registration information so that they can be placed on the wait list for their desired workshop.

I have been informed that my registration is on a waiting list--what does this mean?

If you have been placed on a waiting list, your desired workshop is full.  We keep your information so that we can register you for that workshop in the event that another participant cancels. 

If a spot opens, we will promptly contact you to register you in the vacant slot via email.  If you do not respond within 24 hours, we will offer your position to the next person on the waiting list.  
 

If I am put on the waiting list and I am never enrolled in the workshop, will I receive a refund?

We will not process payment unless we enroll the participant in their desired workshop.  After the workshop, we shred unprocessed credit card information, and void and return unendorsed checks. 

Enrollment Confirmation

When will I receive confirmation that I am enrolled?

You will receive an email and a written Confirmation of Enrollment within 15 days of the receipt of your completed registration form (with attached registration fee). 

Ensure that all of the information included on this notification is accurate, and notify us immediately if any changes are necessary.

Will I receive a receipt confirming the amount of tuition paid for the course?

You should receive a Confirmation of Enrollment that will document the amount of tuition paid.

My school registered me with a Purchase Order.  Why does my enrollment acknowledgement state that tuition funds are due?

Purchase Orders are not payment.  They are documents stating that a participant (or group of participants) is approved to attend the Summer Institute, and that payment will follow.  While your Confirmation of Enrollment may state that an amount is due, we will invoice your school or district for payment, and will hold them responsible. 

Changes and Cancellations

What if my contact or registration information is incorrect on my Confirmation of Enrollment?

Please contact AP Director Frances Najera (frances-najera@utulsa.edu) with any adjustments to your personal information, or to your registration?

How do I transfer to a different course?

Transfer request must be received in writing at least 48 hours before the beginning of your workshop.  Please send all transfer requests to Frances Najera (frances-najera@utulsa.edu).  All transfers will be subject to approval and availability. 

What if I need to cancel my registration?

All cancellations must be received in writing at least 48 hours before the beginning of the intended workshop.  Please send your cancellation notification to AP Director Frances Najera (frances-najera@utulsa.edu).  We ask that you notify us as soon as possible so that we have time to register participants on the waitlist for the workshop.  See the description of our cancellation policy below.

May I give my spot in a workshop to another person?

No, we do not allow registration substitutions.  We believe that this is unfair to teachers on the wait list for that workshop.

If I have a family or medical emergency, will I receive a refund of the "non-refundable" registration fee?

In order to receive a refund, please send written notification of your cancellation to AP Director Frances Najera (frances-najera@utulsa.edu) at least 48 hours before the start of your workshop, if possible.  Please accompany the notification with adequate supporting documentation, such as a physician's note or a newspaper obituary. 

Please note that emergency cancellation refunds requested less than 48 hours before the start of the workshop will be subject to review. 

What is your refund policy?

Participants will receive a full refund in the event that their workshop is cancelled. 

In order to receive a refund, excluding the $50 non-refundable cancellation fee, you must cancel at least 14 days prior to the beginning of your workshop.  If you cancel your enrollment 13 days or less prior to the beginning of your workshop, you will not receive a refund of tuition paid.  

What is the course cancellation policy?

Though it is rare, we are occasionally forced to cancel a workshop.  In the event that this occurs, all registrants in that workshop will receive a full refund, including the non-refundable cancellation fee.

 

Location, Housing, Dining, and Materials

Where do I find hotel information?

Only registered participants residing 40 or more miles outside of the Tulsa area will be privy to hotel registration information.  Please contact Frances Najera (frances-najera@utulsa.edu) if you believe you are eligible for hotel accommodations.

Is the fee the same if I choose not to stay in the hotel?

Yes.

What is the physical address of The University of Tulsa?

800 S. Tucker Drive
Tulsa, OK 74104 

How do I know where to go for my course?

After Orientation, our staff and student assistants will take you to your classroom.  

Where do I park?

Please utilize the Summer Institute Parking Map when finding a place to park.  Lots highlighted in green are the only lots APSI participants are to use.

What should I bring with me?

The temperature in the rooms varies, and it is sometimes difficult to adjust.  Wear layers to ensure that you can enjoy your workshop in comfort. 

Depending on the location and content of your workshop, you may do a lot of walking.  Please be sure to wear comfortable walking shoes.

To find the supplies that you need to bring to the workshop, please check your workshop description for "homework."  If no homework is listed, you do not need to bring anything.

I have mobility/accessibility needs--how will I be accommodated?

If you have mobility/accessibility needs, we will do everything we can to accommodate you.  In order to guarantee that your needs are met, please let us know immediately by filling out an Accommodations Request form.  Please attach this form to your registration form.

I have dietary restrictions--how will I be accommodated?

If you have dietary restrictions, please notify us at the time of your registration by filling out an Accommodations Request form, to be submitted with your registration.  We ask that you only include allergies and religious restrictions. 

 

Credit Hours and Certificates

When will I receive my certificate of attendance?

If you attended your workshop in full, you will receive your certificate of attendance at the completion of the workshop.  If you did not complete the entire workshop, you will be mailed a notice of the hours you did complete within a month following the workshop's conclusion.

I lost my certificate--how can I obtain a copy?

Notify Frances Najera at (918) 631-2937 or at frances-najera@utulsa.edu with a description of the workshop you attended and the year in which you attended it. 

What is the Institute attendance policy?

If you do not fulfill 90% of your workshop hours, you will not receive a certificate of attendance.  Within a month of your workshop, you will receive a letter verifying how many hours you completed. 

 

 

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