Registration Process and Roles 2019

This is the process to be followed for staff handling registrations via the Google Forms/Wave Apps system.

1. Attendees sign up for Week 1 or Week 2 using the respective registration form built with Google Forms. Up to 10 people can be added on a single registration.
2. All registrants will be prompted to fill out a medical form for any children under 18.
3. The registrar, Laura Herbers or Sunkwon Bush, who is serving as deputy Webmaster to Nolan, will create an invoice for any incoming registrations based on the ages and makeup of the group. This invoice will be sent using WaveApps.
   • In an "Invoice Status" column, Sunkwon or Laura will mark each registration as "Billing started" to indicate they have started creating an invoice for that registration.
   • When Sunkwon or Laura sends an invoice, they will change the status to "Billed"
   • When Sunkwon or Laura notices that an invoice has been paid, they will change the status to "Paid"
4. Laura or Sunkwon will check:
   • Are any attendees missing Medical Forms? If so, send a reminder at the same time as the invoice.
   • Are there any adoptees in the registration? If so, make sure there are two parents attending according to the adoption policy.
   • If there are any adoptees, create a separate invoice for the adopted children and send it to their family.
5. Attendees will pay their WaveApps invoice using a credit card, debit card or bank account.
6. Sunkwon or Laura will mark in the Google forms responses any paid registrations recorded in WaveApps along with the payment date.
7. Discounts and Refunds will be handled through WaveApps itself manually by Laura as needed. Sunkwon will forward any refund requests sent to the Webmaster to the Registrar.
8. Laura will receive emails from attendees concerning changes to registration and will make the changes herself or forward requests to Sunkwon when requiring help or when needing help with a large backlog of requests.

   For Unpaid registrations:

   • When an attendee asks for changes to their registration that require an update to an unpaid invoice, set status to "Billing Change Pending, no refund"
   • When an unpaid invoice is updated, set status to "Billing Change Complete, no refund"
   • When an unpaid registration is cancelled, set status to "Cancelled, no refund"

   For Paid registrations:

   • When a paid registration is changed to a lower price, (e.g. partial cancellation, change in position requiring discount) set status to "Billing Change Pending, refund needed"
   • When a paid registration is changed to a higher price (e.g. added new attendee, relinquished discounted position) set status to "Billing Change Pending, price increase"
   • When a paid registration is cancelled, set status to "Cancelled, refund needed"
   • When a paid registration change is complete, set status to "Billing Change Complete"
   • When a paid registration's cancellation and refund is complete, set status to one of the following depending on cancellation fee period:
   • "Billing Change Complete, Refund with 5% fee Complete"
   • "Billing Change Complete, Refund with 35% fee Complete"