![]() OTIDE Cancellation PolicyUnit: Office of Teaching Innovation and Digital Education | ||
PurposeThis document provides guidelines on if and when refunds should be issued to sponsors, exhibitors, and attendees of Office of Teaching Innovation and Digital Education (OTIDE) programs and events. PolicyInternal RequirementsThe cancellation policy must be published in the registration system and on the event website prior to registration opening.The cancellation policy must be identical in all places where the program is promoted both internally and externally, including print materials, email communication, website, registration page, registration system, etc. When working with a program not owned by UA, the cancellation policy must be finalized in the contract and include language related to exceptions. OTIDE will not deviate from this cancellation policy unless a governing agency makes a request. Exceptions to the OTIDE Cancellation Policy for a program must be submitted in writing and approved at the director level or higher before registration is opened. Sponsorship/Partnership ContractsRefunds for sponsorships are not available unless OTIDE cancels the event.Exhibitor ContractsRefunds to exhibitors are given based on the following:
OTIDE Events, Trainings, and CoursesRefunds for event or program attendees are given based on the following:
Requests for exceptions caused by death, serious illness, incapacitation, or other extenuating circumstances will be considered on a case-by-case basis. Requests must be submitted in writing via email at registration_services@ua.edu no later than seven (7) calendar days after the event. Hybrid Events for Events, Trainings, and CoursesAny changes to the session registration type (example: in-person to virtual, or virtual to in-person) within seven (7) calendar days of program will be assessed a $25.00 administrative fee. Substitutions and Transfers for Events, Trainings, and CoursesSubstitutions must be completed by the customer seven (7) or more calendar days in advance of the event. Payment for Events, Trainings, and CoursesFull payment must be received within seven (7) or more calendar days in advance of the event. If full payment is not received by the deadline, the attendee will be required to pay onsite during check-in. Any credentials/certificates will be withheld until payment is received. Membership OrganizationsOsher Lifelong Learning Institute (OLLI)Annual Membership fees and Semester Course Package fees are non-refundable. Exception requests involving illness, death, or other extenuating circumstances will be considered on a case-by-case basis. Alabama Association of School Business Officials (AASBO)AASBO in-person events are eligible for a full refund until seven (7) calendar days prior to the event start date. Hybrid Events for Membership OrganizationsAny changes to the session registration type (example: in-person to virtual, or virtual to in-person) within seven (7) calendar days of program will be assessed a $25.00 administrative fee. Substitutions and Transfers for Membership OrganizationsSubstitutions must be completed by the customer seven (7) or more calendar days in advance of the event. Payment for Membership OrganizationsFull payment must be received within seven (7) or more calendar days in advance of the event. If full payment is not received by the deadline, the attendee will be required to pay onsite during check-in. Any credentials/certificates will be withheld until payment is received. Insurance TestingInsurance testing and exam registration cancellations are not eligible for refunds. These tests are nonrefundable and nontransferable. Each time you schedule a test, you must pay a registration fee. Once an exam is scheduled and the fee is received, you may not change the type of exam, the date, the time, or the location. In the event that you are too late or absent, a registration was created with errors, or any other incorrect exam registration issue, you will forfeit the registration fee. Exceptions may be granted, but only in emergency situations, including medical emergencies, severe accidents, or an immediate family death (employee’s spouse, parents, stepparents, sisters, brothers, children, stepchildren, grandparents, father-in-law, mother-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, or grandchild). For exception consideration, please email documentation to insurance@ua.edu, within 30 days of the original test date. Please include the phrase “Attention: Insurance Testing” in the email subject line. Adherence to UA PoliciesThe following UA policies are also to be observed. Any violation of the outlined policies will be grounds for expulsion from any program or event without a refund. Ethics and ConductThe University of Alabama is committed to conducting its affairs in ways that promote mutual trust and public confidence. All members of the University community are responsible for sustaining the highest ethical standards of excellence, integrity, honesty, and fairness and for integrating these values into teaching, research, business practices, and other services. Ethical conduct is a fundamental expectation for every University community member. HarassmentUA is committed to providing programs and events that are free from harassment based on sex (which includes sexual orientation, gender identity, and gender expression), disability, physical appearance, body size, race, color, age, religion, or any status protected by law. We do not tolerate unlawful harassment of attendees, exhibitors, volunteers, or staff in any form. Definitions
ScopeThis policy applies to professional development and training opportunities provided by the Office of Teaching Innovation and Digital Education (OTIDE) units across UA, and external entities (e.g., professional organizations) engaged by OTIDE. | ||
Office of the ProvostApproved by Dr. Lesley Reid, Associate Provost, 05/15/2023 |