Undone

The CHIC Contact will register the adults and youth from each church as one group, using the following guidelines:

• Students and adults must register with a church group. Individual student and adult registration forms will not be accepted.
• Staff should register with the youth group from their church; staff will be housed with their church’s youth group while at CHIC. If an individual wishes to register as staff and their church youth group is not attending, they may register individually with the University of Tennessee; the individual should include a letter stating that this is the case along with their registration. In this case their registration payments must still be made with a church check.
• All registration forms from your church along with payment (in the form of a church check) should be collected and sent in together with the group registration form to the University of Tennessee.
  • Verify that each student registration form is completely filled out and signed by parent and student.
  • Verify that each adult registration form is completely filled out and that the pastoral recommendation form has been completed.
• Fill out a group registration form for your church. Be sure to include the following information and follow these directions when filling out the group registration form:
  • Include your church mailing information and the name of the CHIC Contact.
  • List students and adults registering as part of your group. Include only registrants whose payments are enclosed.
  • Calculate the registration fees due for your group using the registration fee worksheet on the front of the form.
  • Include payment using a church check made payable to “The University of Tennessee.”
  • Churches are responsible for providing an adequate number of same sex counselors for their students.
    • In most cases a student to counselor ratio of 5:1 and no more than 10:1 is recommended. We understand some situations require a lower student to counselor ratio. If your church falls short of or has extra counselors, contact your Conference Liaison about partnering with another church. If your church is assigned a counselor from another church, you may be asked to pay his/her registration fee. Students must have a same sex adult chaperone identified to attend CHIC.
    • All groups must have an adult CHIC Contact handling registration. Registration forms will be accepted from the adult CHIC Contact only. Incomplete registration forms will be returned to the CHIC Contact. Your spaces will not be secured until all necessary forms are received and correctly filled out.

Payment Parameters

All payments must be made using a church check, made payable to “The University of Tennessee.”

Personal checks for registrations fees must be channeled through the local church. Students and adults contributing to their registration fees or deposits must make their checks payable to their local church; the local church will in turn issue a check for the registration fees of the groups and submit payment to “The University of Tennessee.” Likewise, contributions from fundraising efforts, family donations, gifts, etc. must be channeled through the local church. All payments failing to meet these requirements will be returned to sender.

Initial Payment

Use one church check to pay the total amount due for all the students and adults in your groups, including:

• All student registration fees or deposits
• All adult registration fees or deposits

Follow-up Payments

Use one church check to pay the total amount due for each of the following:

• If a deposit for student or adult was made, the balance is due in a one-time payment; do not send partial payments for balances due
• Registration fees for additional students
• Registration fees for additional adults

Mailing and Shipping Address for the University of Tennessee

US Postal Service:
UT Conferences
Attn: CHIC 2009
P.O. Box 2648
Knoxville TN 37901
Alternate Carriers:
UT Conferences
Attn: CHIC 2009
600 Henley St.
Suite 212
Knoxville TN 37902

Cancellation Policy

All cancellation requests must be made in writing using the group registration form.

Submit via mail, fax, or email:
Mail
UT Conferences
Attn: CHIC 2009
P.O. Box 2648
Knoxville TN 37901
Fax
865-974-0264
Email
conferences@utk.edu
(please list CHIC 2009 in the subject line)

Postmark Date	Amount Refunded
By May 4, 2009	Total balance paid less $100
May 5, 2009 – June 19, 2009	Total balance paid less $150
After June 19, 2009	No refund except for medical emergency*

*In the case of medical emergency, requests for a full refund must be in writing and accompanied by a letter from the registrant’s physician.

Should a counselor from your church group cancel and you are unable to provide an acceptable substitute, contact your Conference or Regional Liaison and a counselor will be provided. Payments posted toward the original registrant’s account will be transferred directly to the substitute’s registration account. Students are not allowed to attend CHIC without a same-sex adult chaperone.

Substitution Policy

Student substitutions will be accepted at any time. Adult substitutions will be accepted until May 8, 2009. Substitutions will be accepted according to the following guidelines:

• Adult Only: All adult replacements/substitutions must complete the application process by May 8, 2009. The Conference/Regional Committee must approve the adult application before the substitution will be complete.
• Counselors Only: If a counselor from your church group cancels and you are unable to provide an acceptable substitute, contact your Conference or Regional Liaison and a counselor will be provided. Payments posted toward the original registrant’s account will be transferred directly to the substitute’s registration account.
• Students Only: Student substitutions will not be accepted on-site, unless the substitute has completed registration forms. If a student does not have a completed registration form, the student will be sent home at his or her own expense. Any reimbursement or refund must be resolved between the original registrant and the substitute; no refunds from the University of Tennessee will be issued.
• Written notice of the substitution, either for student or adult, must be sent by mail to: UT Conferences, Attn: CHIC 2009, P.O. Box 2648, Knoxville TN 37901. A registration form for the substitute and an updated group registration form must accompany the substitution request.
• Payments posted toward the original registrant’s account will be transferred directly to the substitute’s new registration account. If any reimbursements are necessary, they must be resolved locally between the original registrant and the substitute. No refunds from the University of Tennessee will be issued in the case of substitutions.
• Please do not call the University of Tennessee or the CHIC Office regarding substitutions. Contact your Conference or Regional Liaison with any questions.

Note: Exceptions to the Adult Substitution Policy must be approved by the CHIC Conference/Regional Committee and affirmed by the CHIC Council.

Tags: guidebook

Posted on Monday, June 16th, 2008 in Guidebook.
Follow responses to this post through the RSS 2.0 feed.
Both comments and pings are currently closed.