Guidelines

All University Seminar meetings will be held over Zoom or another virtual forum through Fall 2021.
Seminars may plan for in-person, virtual, or hybrid meetings beginning Spring 2022. 

PLEASE NOTE: 2021-2022 Guidelines will be posted shortly. For instructions on hosting or attending Zoom meetings, please review the Basic Zoom Instructions manuals linked in the sidebar (A for members and guests, B for chairs and rapporteurs).


TRAVEL POLICIES | AIR, TRAIN, & HOTEL

All travel funds must be approved in advance.

Do not promise speakers travel or hotel accommodations until the funding request has been approved. Chairs may request travel funding to pay for speaker travel and accommodation by submitting a Travel Fund Request Form.


DEADLINE FOR SPRING 2022 TRAVEL FUND REQUESTS  is January 18, 2022.


After funding is approved, rapporteurs will complete the Travel and Hotel Accommodation Request Form for each traveling seminar presenter. John Jayo will then communicate with the presenter about their travel and hotel options and make reservations accordingly.

Approved travel funds can be used to cover coach-class air or rail tickets, hotel accommodations, car service to and from airports, local transportation, parking, tolls, and mileage. The University Seminars provides funds solely for the speaker’s accommodations. We do not make payments for additional persons traveling with the speaker or extraneous expenses such as room service. Seminars may use their own gift account funds to cover additional costs, but budgets should be reviewed carefully before confirming these provisions.

Under the TSA Secure Flight Rules, we are required to collect the following passenger information: name (as it appears on government-issued ID), gender, and date of birth. For international travel, we will need the passenger’s passport number, expiration date, and the country of issue.

If a travel or hotel reservation is no longer needed, inform John Jayo as soon as possible so that he can cancel it in a timely manner. If a reservation is not canceled, the seminar is still responsible for all charges.




READ FULL 2020-2021 GUIDELINES