Frequently Asked Questions (FAQ)

  1. Application Form Questions
  2. Signature Form Questions
  3. Eligibility Information
  4. Meeting Logistics
  5. Documentation Needed to Attend the Meeting (including COVID-related restrictions)
  6. Symposium Format and Presentations

1. Application Form Questions

Some of the questions on the application form do not apply to me — should I leave them blank?

Yes, if the question is not required you may leave it blank.

What format (PDF, .docx, .doc) can I send you my abstract in?

We are now using a Google Form for the application process. If, however, you have special characters in your abstract that do not copy/paste accurately, you may email your abstract to DISCO@soest.hawaii.edu, with the header on the email stating your full name and “Abstract for DISCO XXIX application”.

In addition, you must still get signatures on a separate PhD certification form. That form can be uploaded to the Google Form directly, when you fill it in, as a PDF or other file format. You may find the certifications form here (PDF).

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2. Signature Form Questions

What is an electronic signature?

An electronic signature is a real signature that is scanned and saved as a JPG, and then inserted into another document.

I am at sea/in the field: how can I get my required signatures?

If you are at sea, and do not have access to a scanner and email to send your signature form back to land for further institutional signatures, please email DISCO@soest.hawaii.edu, to set up a time frame for returning the signature form. Please check first that the ship you are on does not have this capability — most ships have these facilities — you need to print, sign, scan, then email the form to land.

My advisor/chair/dean is at sea/in the field/on sabbatical/on vacation; how can I get my required signatures?

Often when such officials are at sea or otherwise unavailable, they have designated officials who can sign for them. This is acceptable.

My advisor/chair/dean is at sea/in the field/on sabbatical/on vacation AND I am writing up my dissertation in a location remote from my degree-granting institution. This means I need 3 signatures on the signature form from 3 locations. How can I achieve this?

You can scan and fax the form between locations.

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3. Eligibility Information

I graduated before the eligibility period, but only by a short period of time. May I still apply for DISCO?

No.

I am not sure when I am graduating – what will be the eligibility dates for the next DISCO meeting?

Please check the Current Symposium Eligibility link for the next DISCO eligibility dates.

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4. Meeting Logistics

How do I get to the meeting?

The DISCO organizers will reserve and pay for your air ticket, using our travel agent. Fill in the travel form (link provided to invited participants) and the conference organizers will work with you to book air travel to/from the meeting. All travel costs to/from your home institution are covered by your per diem reimbursement check, which will be given to you at the meeting.

When do I have to arrive?

All participants should plan to arrive in time to attend the start of the meeting on Sunday at 12:00. For most people this means arriving in Hawai‘i on Saturday.).

Can I get the conference rate at the conference hotel before or after the DISCO Symposium?

The special hotel rates we have obtained for the meeting are also available to you for up to 3 nights prior to the start of the meeting and up to 3 nights after the end of the meeting. If you wish to extend your stay you will be responsible for the costs of extra nights, and we will need your credit card information to guarantee them. The program will pay for 6 meeting nights (check in Sat–check out Fri).

What is covered by the DISCO sponsors?

The DISCO sponsors, NSF and NOAA, are covering the travel, accommodation and food costs of all invited participants.

Participants must arrange their travel to the meeting through the meeting organizers, using the Travel Form provided to supply the needed information (this form will be sent to all invited participants). Transportation costs to/from the meeting originating from the participant’s home address (or address at the time of the symposium) are covered. Any taxi or other transportation fare costs are covered by your per diem check, which you will receive at the meeting.

Meeting organizers will reserve a hotel room for the participant, covering the days of the meeting.

What will I have to pay for myself?

The sponsors are paying for the hotel rooms. It is customary, but not obligatory, to leave a tip for the hotel room cleaning staff. If you decide to rent a car, you must pay for all costs associated with that rental, as well as any parking fees charged by the hotel. The symposium will pay for the final dinner of the meeting (Thursday night), but all other meals are expected to be paid for by the participants. Participants will receive a check (in USD) at the meeting itself to cover their expenses, such as travel to/from home airports, and non-covered meals during the meeting, etc.

Do I have to attend all DISCO events?

Yes. All participants are required to attend all daytime and evening events during the symposium. If you are sick or have any other emergency necessitating your absence, please call or otherwise let the conference organizers know as soon as possible.

Can I bring my spouse/significant other/child?

Please be aware that one of the goals of the meeting is to create cohort groups of new doctoral students in the fields of chemical and physical oceanography. As such, you are required to attend all meeting functions and primarily socialize with other meeting attendees. If you decide to bring a family member to the meeting, please inform the symposium organizers (on the travel form) – you will be responsible for all costs incurred for family members. Please see the Meeting Venue link for child-care options.

What events can my spouse/significant other/child attend?

Your family can attend the evening social gatherings, but must be prepared for you to socialize with meeting participants. Do not plan to have private evenings with your family during the meeting.

Will it be cold in Hawai‘i?

No, but hotel meeting rooms are air-conditioned and usually participants need a sweater or other warm garment when in meeting sessions. It is difficult to control the actual meeting room temperatures given our high humidity. Be prepared with appropriate warm attire!

Is there a dress code for the meeting? What should I wear?

There is no dress code for the meeting. Oceanographers tend to be informal, so casual dress is absolutely fine. It is warm outside in Hawai‘i, but cold in air conditioned spaces (as indicated above). It also may rain at any time of the day or night. Comfortable shoes for walking on pavement/grass and even the beach should be included with what you bring.

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5. Documentation Needed to Attend the Meeting

What documentation do all participants (US and non-US citizens) need?

If you are a US citizen, we will need your social security number and other tax information in order to process your travel paperwork. We will send you a form packet to fill in ahead of the meeting that you will need to return to the conference organizers in order to process your travel paperwork and release your per diem check.

If you are not a US citizen, you will need to fill out the same form packet, plus some additional forms, as well as provide a scanned copy of your passport/visa prior to the meeting. On the first day of the meeting, we will also photocopy your entry visa from your passport.

I am a non-US citizen. What Visa should I obtain for attending the meeting?

Depending on your nationality you may need a visa to enter the US. Please check with your closest US Embassy for details and obtain the visa as soon as possible. One useful website is travel.state.gov/content/travel/en/us-visas/business.html. Participants are responsible for obtaining the proper visa to attend the meeting. Note that many countries participate in the Visa Waiver Program (ESTA), so please check the website to find out if your country of origin is included in this program, and if so, follow those directions to obtain the proper documentation and make a copy of your approved ESTA form to give to us. Note that visa requirements to the US are constantly changing — even if you thought you knew what the requirements were recently, check again and be sure they haven’t changed!

If you do need a visa, a BUSINESS visa is required to attend this meeting. DO NOT GET A TOURIST VISA. We will provide a letter inviting you to the meeting, which should be sufficient documentation to obtain a business visa, however if you have further questions, contact us and we will try to help. We will need to make a photocopy of your visa when you arrive at the meeting to finish processing your travel paperwork.

I am a non-US citizen, residing in the US. What documentation do I need to attend the meeting?

If you are a non-US citizen, residing in the US, we will need to make a copy of your current visa (or you can send us a scanned copy of it) along with your passport, in order for us to process your travel paperwork. For instance if you are on a F1 or J1, we need a copy of your visa documents (e.g., the DS2019 or I20).

When I arrive in the US, what should the customs/immigration agent stamp on my passport?

If you are a non-US citizen entering the US on an ESTA authorization or a B1/B2 visa, this answer applies to you:

ESTA Authorization Users: When you arrive at US Customs, be SURE that the customs agent gives you a WB designation on your I-94, NOT a WT designation. We need to establish to our fiscal officers that you are here for a business purpose, in order to comply with IRS regulations.

B1/B2 Visa holders: When you arrive at US Customs, be SURE that the customs agent gives you a B1 designation on your I-94. We need to establish to our fiscal officers that you are here for a business purpose, in order to comply with IRS regulations.

At the meeting, we will need to make a copy of your I-94 to give to our fiscal people, in order to complete your travel documentation and release your per diem check.

Will the conference organizers help me obtain a US visa?

You are responsible for obtaining the required visa to attend the meeting, however we will send you a formal invitation letter upon request to facilitate that process. Please email us at  DISCO@soest.hawaii.edu for questions/help.

What COVID-related restrictions exist on international travel to the US and Hawai‘i?

Please see the following websites for current COVID-related restrictions on travel

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6. Symposium Format and Presentations

What is the symposium format?

Please see the section on SCIENCE PROGRAM for a description of the symposium format and an example agenda.

What is the format of the presentations?

You should plan on a presentation length of 20–25 min, followed by 5–10 min of question time. We will be supporting Powerpoint and Keynote presentations. We will also have Acrobat Reader on the computers. The version of these programs that we will have will be sent to you in an email closer to the meeting dates. We urge you also to save your presentation as a PDF, in case there are problems with its compatibility to our computer’s software.

When does my presentation have to be ready?

Ideally, your presentation will be ready to load on our computers by registration at noon on Sunday. However, your presentation should be ready to load on our computers no later than the night before your talk. Please bring a portable USB hard-drive with your presentation on it to the meeting for this purpose. We will circulate the program with the order of speakers no later than 1 week prior to the start of the symposium.

What computers will you have to show my presentation?

We will have a Mac and a PC laptop that you must load your presentation onto prior to your talk. If you are speaking Monday, then you must load your presentation onto the laptop during the Sunday noon registration period. Please bring a portable USB hard-drive with your presentation on it to the meeting for this purpose.

Can I use my Mac or PC laptop for my presentation?

It may be possible for you to use your own computer for your presentation, however we discourage this practice in order to have a smoother flow between presentations at the meeting. Please talk to the meeting organizers upon your arrival if this presents a difficulty for you.

For any other questions not covered here, please email: DISCO@soest.hawaii.edu, and we will try to answer them!

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