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Re: [802SEC] Green card cancellations for Vancouver



The published cancellation policy at 
http://802world.org/plenary/registration-information/
is:

Cancellation Policy

If you register for an IEEE 802 Plenary Session and then are unable to attend, you must request cancellation of your registration before the cancellation deadline to be eligible for a refund of all or part of the fees paid.

Cancellation requests must be made either by:

Refund Deadlines

  • Full Refund: 6:00 PM Pacific Time Friday January 20, 2017
  • $US 100.00 Cancellation Fee: 6:00 PM Pacific Time February 24, 2017
  • No Refund: After 6:00 PM Pacific Time Friday February 24, 2017
That doesn't say anything about exceptions to give a full refund after those dates. Some participants may ask for an exception to get a refund beyond that policy and get it under current practice, but others might not because the published policy doesn't indicate any flexibility.

While the Executive Secretary might do the right thing when asked, the current policy has the likelihood of unequal treatment because some would not know to ask and some would be bolder and ask despite the published policy. If we don't make a motion, I'm not sure what text change to suggest to make the policy more clear.

Something such as?:
Refunds beyond this policy will be considered when unexpected issues prevent one from traveling (e.g. health, immigration, visa). Submit requests with the reason to: ... 

I'm undecided on whether we should do a motion. If we do, I prefer Roger's text for the reasons he states.

Regards,
Pat

On Fri, Feb 3, 2017 at 10:01 AM, Jon Rosdahl <jrosdahl@ieee.org> wrote:
If we are looking to find ways to help our attendees (or potential) attendees information about the cancellation policy, then the proper place is to review and make change to the published cancellation policy.  A motion placed in the minutes of an EC Interim Telecon will not be readily available to the potential attendees.

The current practice, I believe, is sufficient, and we do not need a motion in either version provided by Adrian or Roger.
I would vote no on either motion, not because I don't agree with the sentiment or intent, but I do not wish to set the precedence of micro managing the Executive Secretary's authority to do the right thing. 

I will post an updated version of the Agenda shortly with all the proposed agenda items updated.
I have sent to Paul to make sure I have not missed any change to the draft agenda.
Jon

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On Fri, Feb 3, 2017 at 9:47 AM, Roger Marks <r.b.marks@ieee.org> wrote:
I disagree with this approach because it unnecessarily gets into legal details in which we are not expert. Recent news has indicated that visa holders are at greater risk than green card holders to leave the US, so this narrow approach may be missing the main problem anyway. Let's instead simply address the issue from the perspective of the participant. I would like to make the following motion at the meeting:

"To fully refund the March 802 Plenary registration fee when a registrant indicates that immigration circumstances beyond control may prevent attendance or subsequent return."

I think that this is basically Jon's current practice, with the additional clarification regarding "subsequent return," and will give the participants confidence in the policy.

Does anyone else support this approach? If not, then I won't make the motion.

Regards,

Roger

On Feb 3, 2017, 12:23 AM -0700, Adrian Stephens <adrian.p.stephens@ieee.org>, wrote:
Dear EC,

I will ask for agenda time to make the following motion at the EC telecon

Motion:   Move that any US green card holder of a nationality affected by recent US President
executive orders who believes they will be prevented from re-entering the USA after the March 2017
meeting in Vancouver be given a full refund of registration fees paid on cancellation.

Moved:  Adrian Stephens
Seconded: Clint Chaplin

I've had various offline discussions:
1. Q: "this is unnecessary".  A:  I beg to differ.   This establishes something we can point to in
our minutes that gives those attending or choosing not to attend March confidence in their actions.

2. Q: "this is too limited".   I'm trying to find a balance between doing nothing and creating a rules
change.   As the matter is fluid I think we should limit the scope of our changes to the upcoming
meeting.


Best Regards,

Adrian Stephens
IEEE 802.11 Working Group Chair
mailto: adrian.p.stephens@ieee.org
Phone: +1 (971) 203-2032
Phone: +447342178905
Skype: adrian_stephens
On 31/01/2017 08:32, Clint Chaplin wrote:
I would second such a motion

On Mon, Jan 30, 2017 at 11:59 PM, Adrian Stephens <adrian.p.stephens@ieee.org> wrote:
Dear EC,

I have had one email from an 802 member who is Iranian and a green card holder.
He is currently taking legal advice,  but believes he should not travel
to Vancouver because of fear of exclusion from the USA on attempted re-entry.

I will make a motion to allow a full refund for such individuals at the EC telecon.

--
Best Regards,

Adrian Stephens
IEEE 802.11 Working Group Chair
mailto: adrian.p.stephens@ieee.org
Phone: +1 (971) 203-2032
Phone: +447342178905
Skype: adrian_stephens

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--
Clint Chaplin
Principal Standards Engineer
Samsung Research America

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