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Youth Leadership Summit Frequently Asked Questions from Directors

1. What is my GEAR UP program responsible for if one of my students is selected?
2. As a director of several sites, I am not closely linked with this student. Can I designate someone closer to the student as the point of contact?
3. Our program doesn't have enough funding to cover all of the expenses. What can we do?
4. Who is responsible for making travel arrangements?
5. Who is responsible for making hotel arrangements?
6. Who is eligible to serve as the student's chaperone?
7. What responsibilities does the chaperone have?
8. Can I take my scholar or alumni to do a college visit or some sight seeing?
   

1. What is my GEAR UP program responsible for if one of my students is selected?
   If a student is selected for the Summit, their partnership or program is responsible for:
   • Assisting the scholar/alumni with completion and timely return of registration paperwork.
   • Assisting the student in gaining computer access for the pre-Summit CENTRA sessions, should the student not have access to a computer at home.
   • Making travel arrangements and escorting the student to and from the Summit.
   • Covering the cost of travel arrangements for the student and chaperone.
   • Paying for the chaperone's conference registration.
   • Covering the cost of the scholar/alumni's hotel room (to be paid at checkout).
   • Paying for the chaperone's hotel room.
     
   Additionally, directors need to be prepared to be the point of contact for all logistical questions from NCCEP staff.
   
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2. As a director of several sites, I am not closely linked with my student. Can I designate someone closer to the student as the point of contact?
   If you are not located in close proximity to the scholar/alumni or oversee multiple sites, you may have a project manager or coordinator serve as the point of contact. This needs to be communicated to the NCCEP staff on the application under section two, "Daily Contact Data". Points of contact must be available in the summer, as there will be regular communication from May until July.
   
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3. Our program doesn't have enough funding to cover all of the expenses. What can we do?
   Many programs in the past have held fundraisers to help defray the cost of sending a scholar/alumni to the Summit. For more information or ideas on holding a fundraiser for your student, please contact Amilcar Guzman via e-mail at amilcar_guzman@edpartnerships.org. If you are running into troubles, please contact NCCEP immediately.
   
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4. Who is responsible for making travel arrangements?
   While NCCEP handles any travel necessary for summit activities, they do not provide any travel arrangements for Summit participants' initial arrival or final departure. Please note that all scholars and alumni must be at all Youth Leadership Summit sessions . This means that they should arrive with ample time to get to the hotel before the opening session and should not make arrangements to leave before the closing conference plenary. Directors need to consider travel time to the airport or train station, as well as check-in requirements. We recommend that travel arrangements be made as soon as possible after receiving notification that one of your students has been selected; this helps reduce costs.
   
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5. Who is responsible for making hotel arrangements?
   Scholars and alumni will have a room booked for them by NCCEP as soon as their completed paperwork is returned to NCCEP. During the nights of the Summit, they will be rooming with another scholar or alumni from a diffrent program in the main conference hotel.
   Chaperones will need to register for the conference through the normal registration process and make their own hotel arrangements. If they are staying in the main conference hotel, we make every effort to ensure that they will be placed in a room on the same floor as all scholars and alumni.
   For those scholars/alumni and chaperones who plan on arriving early or staying beyond the dates of the conference and summit, special arrangements will need to be made through NCCEP. Scholars/alumni can elect either to room with their chaperones on these nights, or they can room with another scholar/alumni if there is another scholar/alumni in need of a roommate that that night. If a scholar/alumni wishes to room with another scholar/alumni on a night not affiliated with the conference and no other scholar/alumni is available, the program will be responsible for paying for the entire cost of the hotel room. For questions regarding sharing hotel rooms, please contact Amilcar Guzman at amilcar_guzman@edpartnerships.org.
   
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6. Who is eligible to serve as the student's chaperone?
   Any adult from your program who is planning on attending the NCCEP Annual Conference is welcome to serve as chaperone. The responsibilities of a chaperone will not be very extensive, short of traveling with the scholar/alumni to and from the Summit itself and being accessible in the event of an emergency, so chaperones will be able to attend the full conference. All chaperones must register for the conference. Every scholar and alumni must have a chaperone.
   
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7. What responsibilities does the chaperone have?
   Chaperones are responsible for the safe travel of their scholar/alumni to and from the Summit, and must be accessible by the Summit staff in the event of an emergency. NCCEP is only responsible for the scholar/alumni from the opening session of the Summit until the closing conference plenary. At that time, the scholars/alumni will again become the responsibility of the chaperone. Chaperones are also expected to participate in an orientation session, as well as a pre-Summit conference call. These sessions are designed to answer any questions chaperones may have and to clarify their responsibilities. During the orientation session, we will invite chaperones to attend certain events during the course of the Summit. These activities are optional.
   
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8. May I take my scholar or alumni to do a college visit or some sight seeing?
   This depends on when you arrive. Scholars and alumni must be present at all Youth Leadership Summit sessions and activities. Please note that the Summit does not end after the final report - their activities continue until the closing conference plenary. Directors or chaperones who wish to do additional activities with their scholar/alumni should plan to do so either before or after the Summit.
   
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For more information on the Youth Leadership Summit, please call Amilcar Guzman at 202-530-1135 ext. 108 or via e-mail at amilcar_guzman@edpartnerships.org.