Registration FAQ

Frequently Asked Questions

(Revised 1/3/2023)

Here are some questions and topics that have come up over the years of MASC statewide events regarding registration.  For quick access, use <Ctrl-F> and enter a keyword from your question in the search box.  If your question is not addressed here, please contact the MASC Registrar at wayne.perry@gmail.com.

  1. How do I register a delegation for a statewide event (Fall Leadership Conference, Legislative Session, or Convention)?

Only the school advisor may register a delegation for MASC statewide events.  This may not be delegated to a student as the process entails making a financial contract with MASC.  The first thing you need to do is create an MASC Event Registration account.  Once you have an account, you will use the same login for all events through the year.  Click on “Need an Account” and fill in the 5-field form; choose your school, fill in your name and email address, then create and confirm a password of your choosing.  After you submit that information, you will immediately be sent an email to verify your address and you’ll be sent to the login page. Enter your email and password and you can begin registering your school’s delegation. If you do not receive a confirmation email within minutes, search your spam/trash folders first. If you can’t find it there, contact your IT specialist for your school.

  1. What is an “attending advisor”?

MASC is not responsible for students attending events.  Every student must be under the direct supervision of an adult authorized by their school’s principal.  This individual is typically the school’s SGA advisor/sponsor, but he/she may be another teacher or other staff member from the school.  In some circumstances, the principal may approve of an attending advisor from another school or office to be responsible. Only with special permission from the MASC Executive Director, the principal may authorize a parent to serve that function.  The individual authorized must be familiar with and able to enforce the relevant student policies of his/her school and district. Additionally, they will fully meet MASC’s expectations of all advisors at the event.

  1. What if my school wants to participate, but I am not able to attend?

Although MASC prefers that students attend with their school SGA advisor, we realize that there are circumstances that prevent that from happening.  The key point is that students are directly supervised by an adult authorized to do so by their school principal. In such circumstances, another teacher or staff member of the school attends as the advisor.  Alternatively, the principal may authorize the regional advisor or an advisor from another school in the district.  On rare occasions, the principal may even authorize a parent to serve in that capacity, but in such a case, the parent must be able to fulfill all responsibilities of a school advisor. (See the question above.)

  1. Why can’t students attend MASC events without an advisor? Isn’t MASC a student organization?

Technically, the Maryland Association of Student Councils (MASC) is not a student organization.  As its name states, MASC is an association of school student councils, not students.  Member schools send delegates, authorized by school principals, as representatives.

  1. In the interest of building leadership capacity, can our SGA president take care of the online registration?

No.  Online registration creates a binding financial contract between the school and MASC.  Only an adult duly authorized to act as an agent of the school principal may do that.

  1. What do event registration fees pay for?

Fees associated with participating in MASC events first go to pay for the costs of the event.  The money collected pays for food, facility use, health staffing, instructional materials, nametags, as well as administrative costs for office supplies, postage, server space, and personnel.  After all of the expenses of the event are covered, any remaining funds are divided between MASC and the hosting region.  MASC works very hard to keep participation in our events as affordable as possible.  Situations involving prohibitive financial hardship should be discussed with the school principal and the regional advisor.

  1. Why does it say my school has “0” votes?

This indicates the number of votes your school is allotted.  “0” votes typically means that your school is not yet a member of MASC.  (Associate members, regional offices, etc. will always indicate “0” votes.)  Membership is not required to attend the MASC Fall Leadership Conference so this number is irrelevant.  Membership is required for attending the MASC Legislative Session as well as the MASC Convention.  You can apply for membership by clicking “Join Now” on the MASC website at http://mdstudentcouncils.org.  If your school has already applied for membership, your application is likely still being processed.  Have you submitted your dues payment?  Have you submitted a copy of your application form signed by your principal?  Each of these will stall the processing of membership.  If you have any further questions about your membership, contact the MASC Registrar.

  1. I didn’t receive a “Registration Confirmation” email. Should I just register again?

No.  If you got as far as the screen that says an email has been sent to you, that indicates that we have received the information you entered and an email from <no-reply@registered.solutions> was immediately generated and sent to the email address you used to login.  Re-registering will only duplicate your information and complicate the whole process.  The problem in such a case is typically one of the following: something in your system’s (or your school’s) network server has blocked or re-routed your email, your computer’s settings, your email software settings, or any combination of those three.  There is no uniform way school systems handle incoming email.  If you did not find it in your inbox immediately, try the following:

  • Check your other mailboxes/folders, such as “Trash,” “Junk,” or “Spam.”
  • Some email programs have various labels for their legit inboxes. Check to see if it is under a label other than your primary one, such as “Updates,” “Social,” etc.
  • There may be a time delay that your email system uses. Check for it again in a couple hours.
  • If you have waited and searched and still can’t find your “Registration Confirmation” email, first contact your IT specialist in your school. Sometimes email servers will block unknown email address domains. Your IT specialist should know what to do. Invite that individual to contact the MASC Registrar

Not receiving your confirmation email could also be due to a simple typo in the email address you entered (it happens).  If you have waited and searched and your IT specialist has no other explanation why you can’t find your “Registration Confirmation” email, contact the MASC Registrar.

  1. My delegation has changed significantly since I first registered online. Should I just start over?

No.  Starting over duplicates information and complicates things.  Inform the MASC Registrar of what kind of changes you need to make.  The registrar will determine the easiest and most efficient way to deal with them.  Occasionally, you will need to start over again, but contact the MASC Registrar first.

  1. What do I do if I need another copy of an invoice?

The quickest way to get another copy of your invoice is to log into the registration website again.  This action takes you to your dashboard.  Any invoice that you have created is listed.  Click on the one you need and print it out.  If you have more than one invoice, but you need a single invoice that is comprehensive, contact the MASC Registrar.

  1. I completed an initial registration, but then went on 2 more times to add more students. I now have 3 separate invoices. Is there a way to get one invoice that combines them all so that I can just pay a single amount?

Yes.  Contact the MASC Registrar.

  1. Why are there deadlines for registration, payment, and refunds?

Unless you have participated in organizing a statewide event for many hundreds of people, you may not realize the amount of work that goes into efficiently planning and carrying out a successful event.  Detailed planning for MASC events begins at least a year prior to the actual event.  Facilities must be sought out and reserved.  Event materials like folders, handouts, t-shirts, etc. must be pre-ordered, and food must be determined and arranged (including as many as 50 special diets) long before an event takes place. A significant amount of money is spent or encumbered by the deadlines we set.  Vendors are not likely or able to accept changes if they are too late, and if they are able to make changes, there is frequently additional charges applied.  Most of the costs for a participant have already been paid for by the time the deadline comes along.

  1. I thought we would be paying by check, but my principal wants to use her school credit card. Is that possible?

Yes.  Contact the MASC Registrar who can provide a link to an invoice that can be paid online.

  1. I indicated we would be paying with a credit card, but we have decided to pay by check instead. What do I do?

You can use the same invoice to process payment by check ignoring the statement on it to the contrary.

  1. Why does the principal have to sign our invoice?

The entity attending the event is the school as represented by a delegation of students and an advisor.  A school may not be represented at MASC events without the signed authorization of the school’s principal or designee.

  1. This is the first time my school has participated in an MASC event. When I tried to obtain a login, my school was not on the list. What now?

Our database of schools includes any school that has been a member or has participated in even one MASC event since 2004.  First, be sure you are looking for the formal name of your school. We make every attempt to use the school name that your system provided to MSDE. It’s easy to forget that your school’s name is much more formal than what it is called by students, teachers, and families. If you still do not see your school listed, the best way to be added to the list is for your school to become a member.  Click on “Join Now” at our website at http://mdstudentcouncils.org to begin the process. It is also possible to have your school added to the database, even without becoming a member, simply by contacting the MASC Registrar.

  1. What do I need to check-in my delegation when we arrive at the event?

Within a day or 2 of the event, you will receive instructions re: on-site check-in, but here is a brief explanation.  There are 2 purposes for on-site check-in:

  • First is to verify that MASC has complete and accurate information about your delegation. To accomplish this, a Check-In Form will be made available on your dashboard just before the event that tells you what information we already have in our database. Simply print out the form, make any corrections needed according to the instructions, and bring it to on-site check-in. Then, you will provide critical additional information by submitting a Participant Emergency Form for each participant, including any adult. (For convention, you will also submit a Delegate Contract for each student.) You will need to declare that everything is complete and accurate.
  • The second purpose is for you to receive the materials your delegation needs for the event. Among other things, this may include nametags, session materials, schedules, and sometimes t-shirts and other items.
  1. Because of various reasons, I’m not going to be able to meet the deadline. What do I do?

Contact the MASC Registrar immediately. Remember that meeting the deadline only requires that a scan/photo of your Registration Report/Invoice signed by your principal be sent to the MASC Registrar by email. The signed invoice not only authorizes your delegation to attend, but it also guarantees payment. Although MASC expects you to process payment of the invoice at the same time you request a signature, there is no deadline for payment. The various schools and systems across the state have differing timelines for processing payments well beyond the control of the advisor. Once MASC receives the invoice signed by the principal, payment is assured.

Meeting the deadline is the sole responsibility of the school advisor. Do not depend on someone else to meet your deadline. If you need to submit the form to your office to be processed and submitted, be sure the office is aware of the deadline and late fees if the deadline is missed. Follow-up with them until you know the signed form has been submitted.

  1. What if I find out MASC has not recieved our payment but the office tells me they sent it?

This is almost always due to the school’s accounting software that auto-fills an old address and then creates an envelope/mailing label with incorrect information. First confirm that the payment was sent to the address provided on the invoice. In such cases, ask the office involved to contact the MASC Registrar. If payment was sent to the correct address, send the MASC Registrar the check number, the amount, and the date the check was written/sent and it will be investigated and resolved.

  1. What do I do if one of my students cancels at the last minute? Can I get a refund?

MASC strongly suggests that you arrange to have additional students ready to substitute for a delegate at a moment’s notice. There is no additional fee for substitutes. If you have complete paperwork for him/her, you can decide to bring a substitute right up to the time you leave for the event. The only exception to this is for convention when the sub is a different gender. In such a case, contact the MASC Executive Director.

There are no refunds of registration fees after the postmark deadline. In cases of extreme circumstances, an appeal can be made to the MASC Executive Director for a partial or full refund. Remember that by the time of the postmark deadline, most of the anticipated registration fees for an event have been encumbered; materials have been purchased, food has been ordered, and contracts have been signed. Refunds after the postmark deadline are not just losses to revenue; they are additional costs that MASC and the hosts of the event must cover themselves.