ASCA Donald D. GehringAcademy for Student Conduct Administration
University of Louisville – Louisville, KY
July 15-19, 2013
Dear Academy Participant:
Welcome to the 2013 ASCA Donald D. Gehring Academy for Student Conduct Administration! We are excited that you have decided to be apart of this year’s Academy.
Each year the GehringAcademy works to provide the highest quality of training. The Academy will offer higher education professionals the opportunity to deepen their understanding of student conduct practice and broaden their network connections with colleagues. You will have the opportunity to network with similar colleges/universities to discuss issues specific to your type of institution.
Academy participants will interact with facilitators and other participants in a full classroom setting and small group setting. You will have the opportunities in and out of the classroom setting to converse with faculty and Don Gehring. Sessions will be structured in a variety of styles to allow for active learning.
Enclosed you will find important information concerning summer contact information, travel plans and roommate preferences. This will assist us in staying in contact with you prior to the Academy. It is important that you e-mail or fax the Participant Information and Travel Form to Jennifer Waller at or 979-458-1714 no later than Friday, June21.
If we can be of any assistance to you before the Academy, please do not hesitate to contact Jennifer Waller at r call 979-845-5262. We look forward to seeing you in Louisville!
Sincerely,
Tamara King
2013 Gehring Academy Coordinator
Check-In and Departure Times
The Gehring Academy check-in will take place on Sunday, July 14; in Bettie Johnson Hall 12:00 Noon – 5:00 pm. You will receive your room assignment and key at this time. Please make sure your flight arrives no later than 3:00 pm. After 4:00 pm, you will have to register for the Gehring Academy Monday morning on the second floor of the Student Activity Center beginning at 7:45 am. Participants will still need to check in at the Bettie Johnson residence hall to receive their room assignment for on campus housing if they have not checked in prior to 4:00 pm.
If according to your participant form you will be arriving on Saturday, July 14 or earlier on Sunday, July 15, we will make arrangements for you to pick up your room key with the University of Louisville Residential staff. You will need to go to the Bettie Johnson residence hall for your room assignment. If you have any questions about checking-in to the Residence Hall please contact Jennifer Waller at or 979-845-5262.
The Academy will end on Wednesday, July17 or Thursday, July 18 with the one- or two-day programs scheduled for Thursday, July 18 and/or Friday, July19. Once you have made your travel arrangements, please complete your Participant Information and Travel Form and email or fax to Jennifer Waller at or 979-458-1714. Forms are due by Friday, June 21st.
Air Travel
The University is easily accessible via Louisville International Airport. General flight information may be found at The major airlines and affiliated commuter airlines that serve Louisville International Airport: American, Continental, Delta, Frontier, Midwest, Southwest, United and US Airways.
Participants should not make travel arrangements until their registration is confirmed. ASCA is not responsible for travel arrangements that have been made prior to confirmation materials being sent.
Ground Transportation Options to/from the Airport
. For those individuals choosing to stay off-campus, parking is available in the residence hall parking lot; however, participants are responsible for their own transportation to and from daily sessions.
Automobile Directions
DIRECTIONS IF TRAVELING I-65 SOUTH: (fROM i-71 OR i-64)
1.Take I-65 South (Toward Nashville), to the Arthur Street exit (Exit 134). If you reach the Fairgrounds / Watterson Expressway exits, you have gone too far.
2.Continue to the first stop sign, Arthur Street and Brandeis Avenue.
3.Turn right onto Brandeis Avenue / Cardinal Boulevard.
4.Continue straight through the traffic light at Floyd Street.
5.Continue on Cardinal Boulevard to 4th street. Turn left onto 4th Street.
6.Just pass the traffic light, turn right into the parking lot.
7.The hall is just across the street for registration
DIRECTIONS IF TRAVELING I-65 NORTH:
1.Take I-65 North (Toward Indianapolis) to the Warnock Street exit (133).
2.Turn left at the traffic light at the end of the exit ramp.
3.Turn right onto Floyd Street at the traffic light (McDonalds will be on the corner).
4.Continue on Floyd Street to Cardinal Boulevard and turn left onto Cardinal Boulevard (athletic fields will be on the right side of the street).
5.Continue on Cardinal Boulevard to 4th street. Turn left onto 4th Street.
6.Just pass the traffic light, turn right into the parking lot.
7.The hall is just across the street for registration
On-Campus Lodging
Institute participants will be assigned to the residence halls based on available room space. We will be using the Bettie Johnson residence hall, Kurtz residence hall with any additional overflow going into the Community Park residence hall.
Internet in the residence hall is wireless. (Guest Accounts will be provided upon check-in and are assigned per person.)
The beds in the room will be an extra-long twin. You will be provided with two flat sheets, a pillow case, one blanket, and one pillow per bed. You will be provided four washcloths and four conference size towels for the week. If you prefer full size towels or additional towels, you may wish to bring your own.
For additional residence hall amenities and suggested packing items, visit the Housing Section on the Gehring Academy web site –
Efforts will be made to honor roommate requests that are submitted on the Participant Information and Travel Form. If you don’t have a roommate preference, one will be assigned to you.
Meals
The registration fee includes breakfast and lunch every day of the Academy. Breakfast will be in the dining hall (The Ville Grill),lunches will be catered in the SAC – Multipurpose Room, and some dinners will be on your own. Dinners will be provided Sunday, Monday and Tuesday. Wednesday and Thursday dinner will be on your own. If you are staying for a one-day program breakfast will be at the Ville Grill, lunch will be catered in the SAC – Multipurpose Room and dinner will be on your own. All food items will be labeled and options are available for vegetarian, vegan and gluten-free meals. Each day of the Academy will end between 5:00 and 6:00 pm.
Smoking
The University of Louisville is a totally smoke-free campus. Those who wish to smoke must go out to the city street.
Alcohol and Controlled Substances
Persons under the age of 21 may not drink alcoholic beverages. All alcoholic beverages must remain in the confines of your room. No outside possession or consumption is allowed.
The Red Barn will be open Monday from 8:15 pm – 11:00 pm with a cash bar available for participants to network.
Dress
Dress for the institute is casual. Summer in Louisville is warm with an average temperature of 87 degrees in July. Bring comfortable walking shoes and clothes. The meeting rooms may be cool so bring a sweater. Although participants may dress as they please during the Institute, nice shorts are appropriate. Bring an umbrella for afternoon showers.
Payments, Cancellations and Refunds
Payments for the 2013 Gehring Academy will be due on or before Tuesday, July 2, 2013 at 11:45 pm.
2013 Gehring Academy Cancellation Policy
All cancellations MUST be submitted in writing by the June 14, 2013 at 11:45 p.m. Telephone requests WILL NOT be honored. Cancellations between May 18, 2013 and June 14, 2013 paid or non-paid invoice will incur a 50% charge of the invoice. All cancellations after June 14 will require full payment.
PLEASE READ THE IMPORTANT REFUND INFORMATION BELOW - THERE ARE NO EXCEPTIONS TO THE REFUND POLICY
2013 Gehring Academy Refund Policy
All requests for refunds MUST be submitted in writing by the deadline(s) listed within this policy. Telephone requests WILL NOT be honored. Letters and/or an email to should be received or postmarked by no later than 60 days prior to the first day of the academy - to receive a full refund of the registration fee (less an administrative fee of $35.00).
Refund requests postmarked or emailed less than 30 days, but prior to 14 days from the start of the academy – June 14, 2013 - will receive a 50% refund.
Request for refunds received after this deadline will not be considered.
Refunds for Thursday and Friday One-Day Session(s) will be subject to the same deadlines and terms.
Refunds will be sent within four to six weeks after the academy has concluded.
2013 Gehring Academy Bill Me Option
Individuals who have reserved a space for the Gehring Academy but have requested to be billed and decide not to attend MUST notify ASCA of your cancellation via the 2013 Academy Cancellation Policy. Failure to submit payment is NOT grounds for cancellation.
All Bill Me order payments must be received and/or postmarked by the appropriate deadlines in order to receive any early discounted rates on registration fees. Payments postmarked after the deadline will be assessed the later fee.
The participant information form must be received NO LATER THAN 5:00 pm (CT) on Friday, June 21, 2013.
Please email or fax the form to Jennifer Waller at or 979-458-1714.
ASCA Donald D. Gehring Academy for Student Conduct Administration
July 15-19, 2013 – University of Louisville
Participant Information and Travel Form
Please return this form by email or fax to Jennifer Waller by 5 pm CT on Friday, June 21, 2013. This will assist us in staying in contact with you prior to the Academy. Please print (legibly) or type information.
Jennifer WallerWork: 979-845-5262
ASCA Executive DirectorFax: 979-458-1714
Email:
Name of Participant: ______Email: ______
College/University: ______City/State: ______
Work Phone: ______Cell Phone: ______Fax: ______
Which Gehring Academy training session have you registered for? (Please circle)
Foundations TrackMid-Level ManagersConflict Resolution Thursday/Friday Only (Hazing,
Community College, BIT, Investigations,
& Faith-Based)
I am:FemaleMale
I am: Staying on-campusStaying at a hotel or elsewhere
Univ. of Louisville is a smoke free campus
Which Nights:SunMonTuesWedThursFriSatCircle all nights youwill be staying
Roommate Preference for those staying on campus
Every effort will be made to honor roommate requests listed on this Participant Information and Travel Form.
Roommate Preference: ______School: ______
Travel Plans
Arrival Date: ______Arrival Time: ______AM/PM
Departure Date: ______Departure Time: ______AM/PM
Meals
I will be attending the BBQ on Sunday, July 14th at 5:00 p.m. Yes No
I have a dietary restriction Yes No
Parking
I will need a parking pass Yes No
Rec Center
I would like a pass to the University work-out facility Yes No
The participant information form must be received NO LATER THAN 5:00 pm (CT) on Friday, June 21, 2013.
Please email or fax the form to Jennifer Waller at or 979-458-1714.