OTIDE Cancellation Policy

Unit:  Office of Teaching Innovation and Digital Education
Contact: Angel Oswalt
Title:  Executive Assistant
Effective Date: 9/1/2022
Revision Date: 05/15/2023

Purpose

This 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. 

Policy

Internal Requirements

Sponsorship/Partnership Contracts

Exhibitor Contracts 

• A full refund may be offered if the exhibitor cancels 30 or more calendar days in advance of the event.
• No refund will be offered if the exhibitor cancels less than 30 calendar days in advance of the event unless OTIDE cancels the event.
• 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.

OTIDE Events, Trainings, and Courses

• No refund will be given for cancellations within seven (7) calendar days of the event.
• "No-shows" will not be refunded.
• If OTIDE cancels the event, a full refund will be issued.

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 Courses

Any 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.

If a different price based on registration type is in place, no refund of the difference would be issued. If moving to a higher fee option, the difference would be owed and must be paid before attendance.

Substitutions and Transfers for Events, Trainings, and Courses

Substitutions must be completed by the customer seven (7) or more calendar days in advance of the event. 

Transfers are not permitted. The original attendee will need to cancel, and have the funds returned to the card they paid with. The substituted attendee may complete their registration for the new event for which they want to register. Exceptions to either the refund amount or the registration rate must be approved. 

Payment for Events, Trainings, and Courses

Full 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 Organizations

Osher 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.
 
Courses with class fees are eligible for a full refund until seven (7) calendar days prior to the start of the class. Exception requests involving illness, death, and/or other extenuating circumstances will be considered on a case-by-case basis.
 
Cancellation and refund terms for field trips and other special events may vary. Information will be available in the OLLI catalog and registration website. Requests for exceptions caused by death, serious illness, incapacitation, and/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.

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. 

"No-shows" will not be refunded.

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 Membership Organizations

Any 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.

If a different price based on registration type is in place, no refund of the difference would be issued. If moving to a higher fee option, the difference would be owed and must be paid before attendance.

Substitutions and Transfers for Membership Organizations

Substitutions must be completed by the customer seven (7) or more calendar days in advance of the event. 

Transfers are not permitted. The original attendee will need to cancel, and have the funds returned to the card they paid with. The substituted attendee may complete their registration for the new event for which they want to register. Exceptions to either the refund amount or the registration rate must be approved. 

Payment for Membership Organizations

Full 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 Testing

Insurance 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 Policies

The 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 Conduct

The 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.
Please refer to UA’s Code of Ethical Conduct for more information.  

Harassment

UA 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.

Please refer to UA's Information on Harassment for information regarding conduct that qualifies as harassment as well as the applicable reporting procedure.  

Definitions 

• Substitution: Changing the original registered attendee to a different attendee.
• Transfer: Moving a registered attendee from the program for which the attendee originally registered to a different program (excluding hybrid program models).
• No-Show: A registered attendee who does not attend the program for which they are registered and has not contacted OTIDE requesting a refund before the event.
• Sponsors & Partners:  A sponsor or partner is an individual, group, or company that provides financial support for a program, event, or conference. In return, sponsors get increased brand exposure at the event, depending on the level of support provided. Other benefits could be included in a sponsorship package relative to the level of financial support. The sponsoring entity receives acknowledgment of its participation.
• Exhibitor:  An exhibitor is an individual, group, or company that showcases its products or services at an exhibition event. The event organizers provide exhibition spaces for each exhibitor to set up their booths. Exhibitors get the chance to interact with the people attending the exhibition show (attendees) and provide information to them. Exhibitors pay a fee in exchange for granting booth or tabletop space. The fee is paid to rent the exhibit or tabletop space; the fee pays for the privilege of using the space to show or talk about the exhibitor's products.
• Hybrid Events: Hybrid events are an event, conference, course, or training that allows the attendee to register to attend in person or virtually. 

Scope

This 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 Provost