FAQ for HS Counselors

Q: WHEN AND WHERE IS THE SEMINAR?
A: The Annual South Carolina Hugh O’Brian Youth Leadership Seminar (SC HOBY) is May 27-29, 2016 and will be hosted again by Furman University in Greenville, SC.  Ambassadors will arrive with their parents between 8:30am and 10:30am on May 27. Parents are asked to STAY WITH THEIR SOPHOMORE, until they are registered, move into their dorm, visit the SC HOBY Store , and visit our COLLEGE & CAREER FAIR. About 8 weeks before the seminar students and parents will receive a link the  On-Line PRESEMINAR PACKET, which will need to be completed by the defined “Required Date to Complete”.

Q: HOW DO I REGISTER A SOPHOMORE?
A: The registration steps for an ambassador are very simple.

• Review the SCHOOL’s PAGE at www.hoby.org. Make sure you have your username/password for access to your specific schools registration page. If you don’t have the user name and password, please request one at schobyorg@gmail.com. We will be glad to send it to you!
• Give all prospective students a REGISTRATION BROCHURE.
• If someone only wants the STUDENT WORKSHEET, then forward it to them in an email or print and give to them.
• Prospective students need to complete a worksheet in order to be registered.
• Once the worksheet is completed, go to ONLINE REGISTRATION at www.hoby.org and enter the student’s information from their completed worksheet.
• IT IS VERY IMPORTANT TO UPDATE YOUR SCHOOL’S INFORMATION AS WELL.
• The ONLINE REGISTRATION page at www.hoby.org is very straight forward, and will lead you throughout the registration process
• USE YOUR PREVIOUS YEAR ALUMNI TO HELP YOU PASS OUT AND RECOMMEND STUDENTS TO ATTEND.Q: WHEN DO I NEED TO REGISTER MY STUDENT?
  A: There are THREE major reasons to register your student(s) as soon as possible before the holidays:

• The deadline for guaranteed acceptance is December 2,
• SPACE IS LIMITED; AFTER DECEMBER 2, IT IS FIRST COME; FIRST SERVE, and the spot (s) can not be guaranteed.,
• The more time we have to work with families on a payment plan and/or sponsorship, the easier it is for families to afford to attend.If a seminar is full and no longer accepting registrations, the online registration system will display a notice with this message after logging in.Remember, the sooner you register your Primary, Alternate, and Additional Ambassadors, the sooner SC HOBY local volunteers can start to work with Parents and Counselors on payment options (i.e. it gives parents time to work with a payment plan and budget the registration fees).

  Q: HOW DO THE SOPHOMORES GET TO THE SEMINAR?
  A: Most students come with their parents to the REGISTRATION on Friday, May 27, from 8:30-10:30 am, as there is a lot of participatory activities to do before the 10:30 am Orientation Kick-off Session. Although HOBY does not provide transportation, we are happy to help by connecting area participants for possible carpools, or investigating bus and train information, etc. DIRECTIONS to Furman University are easily accessible by clicking the following link, https://campusmap.furman.edu/.  We suggest you enter through the Front Gate Entrance off of Poinsett Hwy. regardless of where you start!!!

  Q: HOW DO I CHOOSE SOMEONE TO ATTEND?
  A: The selection process is entirely up to you. Below are some suggestions from schools that have been used for selecting SC HOBY Ambassadors for over 30 years:

• Go to the top of your sophomore class and use cumulative GPA for criteria. Offer top student the Primary Ambassador position. Offer 2, 3, 4, and 5 students the Additional Ambassador positions. Offer the 6th student the Alternate Ambassador position.
• Have an essay contest, set a deadline, and have the English department read and award based on quality and accuracy of essay. Schools that do this often ask the students to write about a leadership experience they have had, and include why they are a good fit for an SC HOBY Seminar. Suggest the students visit the SC HOBY Student and Parent Page to be sure they understand about HOBY Seminars and what is offered!
• Select the student(s) who exhibit the most desire to optimize their leadership potential throughout their life. The HOBY Seminars are the best launch pad for such a student. This type student finds the HOBY Experience to be OUTSTANDING!!
• Select the student(s) who most deserve this type experience and would gain the most from attending such a seminar.
• Just keep in mind that HOBY is not necessarily about being a valedictorian, homecoming queen, or captain of the football squad, although your selection may certainly fall in one or more of these categories.
• We just ask that your nominations include high school sophomores who you think is most likely to act on what they learn, and bring it back to your community to make positive change (i.e. support SC HOBY as an Alumnus!).Q: CAN I REGISTER MORE THAN ONE STUDENT TO GO TO SCHOBY?
  A: SC HOBY allows a total of up to 5 students per school to attend. Many schools find a huge value in sending more than one, as the students network and bond on a completely different level and become lifetime contacts and friends! You can send:

• 1 PRIMARY AMBASSADOR is eligible for the SC HOBY VOLUNTEER Partial Scholarship award of $155,
• 1 ALTERNATE AMBASSADOR (Can attend in place of Primary if they do not attend, or may be offered a chance to attend in addition to the Primary if space is available.)
• 3 ADDITIONAL AMBASSADORS (Can automatically be registered as attending the seminar, along with the Primary Ambassador)Q: HOW MUCH IS THE REGISTRATION FEE?
  A: The actual cost for each student to attend this 3-day leadership seminar is $350 per student to put on the seminar. Therefore, as a NONPROFIT organization, our registration fees are set accordingly.

• PRIMARY AMBASSADOR – The HS Counselor decides who receives the first award of being a SC HOBY Ambassador (or the Primary Ambassador). This student receives a $155 SC HOBY Volunteer Scholarship to cover the balance up to the $350 registration fee. Thus the registration fee for the Primary Ambassador is $195; the balance is covered with the scholarship.
• It is up to the counselor on how this $155 Scholarship is awarded. Some choose to give it to the first one registered, and some want to divide it among all participates. If the counselor wants the $155 split, they must coordinate the registration/payment directly with SC HOBY staff, e.g. the counselor must submit an email request to schobyorg@gmail.com.
• ALTERNATE AMBASSADOR – This person is registered as a back-up in case the Primary Ambassador cannot attend. Therefore it cost nothing to REGISTER this individual, and there is a fee if he/she attends. If he/she attends IN PLACE of the PRIMARY AMBASSADOR, then the cost is $195, and they are registered in place of the PRIMARY. If they elect to attend IN ADDITION to the Primary, then their registration fee is $350. See notes below on payment options.
• ADDITIONAL AMBASSADORS – The Registration Fee for Additional Ambassadors is $350. See notes below on payment options.Q: WHO PAYS THE REGISTRATION FEE?
  A: The registration fee is paid by various individuals and organizations, depending on the following:

• PRIMARY AMBASSADOR (1):
  • Most schools cover all or part of the $195 registration fee. If it is not budgeted, then the options below are additional options of support:
  • PTA, Student Government funds, Boosters, etc. might be an option, and/or
  • Local corporate or local civic organizations can be considered.
  • Occasionally, the parent/student covers the cost $195, as most parents feel that the fee is relatively small for the experience received.
• ALTERNATE AMBASSADOR (1):
  • ATTENDING IN PLACE of the PRIMARY AMBASSADOR, then the cost from the Primary Ambassador is transferred to this Ambassador, if paid by the school and/or SC HOBY. If the parent of a Primary Ambassador paid, then that money is only transferable with approval from the parent.
  • ATTENDING IN ADDITIONAL TO THE PRIMARY AMBASSADOR, then the ALTERNATE is entitled to the same payment sources below for the ADDITIONAL AMBASSADORS.
• ADDITIONAL AMBASSADORS (up to 3),
  • SC HOBY local volunteers work directly with the PARENTS to insure funding is in place. They coordinate all of this and the SCHOOLS do not have to follow up on the funding. Depending on the time available, we offer the follow options for payment assistance:
  • Payment in installments with no interest. This plan is worked out on an individual basis and is a great way to budget the fee for most families.
  • Local organizations and businesses are great about sponsoring HOBY Ambassadors with a Partial Scholarship ($175) or a Full Scholarship ($350)! We will work directly with interested parents to secure this type assistance. We will provide SC HOBY Information to take to a local organization or civic club. Most of the time, when students go to them with proper information, they can be successful in securing the funds.Just note that students can be registered before the fee payment is received; however, they will not be allowed to attend until paid in full.Q: WHAT IS THE REFUND POLICY?
    A: SC HOBY has to plan a year in advance and locks into a contractual agreement with the Host College each year. In order for everyone to plan for food, dorm rooms, volunteer support, etc., we have to work with the registrations that come in. Therefore, we can not issue refunds; however, we can TRANSFER the funds to another individual from your school. Therefore, we highly suggest that High School Counselors register an Alternate Ambassador, who will be available and ready to attend in the place of the Primary Ambassador, in case conflicts arise. On a space available basis only, later in the year, the Alternates could be offered the opportunity to attend along side the Primary Ambassador.

    Q: WHAT IF I DON’T HAVE THE HOBY SCHOOL ID AND PASSWORD TO REGISTER ONLINE?
    A1: Option 1: You can simply request it from SC HOBY at schobyorg@gmail.com. It will then be forwarded to you.
    A2: Option 2: You can submit a request to HOBY INTERNATIONAL by emailing registration@hoby.org with the subject line “School ID Request” containing the following information:

• High school name
• School’s complete mailing address with city, state, and zip code
• School contact name
• School contact phone numberEither way, your HOBY School ID and password will be sent to you via email. Please secure the confidentiality of the school ID and password as only school counselors should register a student online.Q: WHAT IF I DON’T HAVE ONLINE ACCESS? CAN I SEND IN A PAPER REGISTRATION?
  A: YOU CAN NOT SEND paper registrations to HOBY INTERNATIONAL. They will not be accepted. Everyone is encouraged to use the online process. THE STUDENT WORKSHEET is provided to you for the convenience of collecting necessary information from interested students and can be used to enter their registration. However, if you want to register a SC HOBY Ambassador and need to submit a paper registration due to extenuating circumstances, you may submit them to schobyorg@gmail.com and SC HOBY Volunteer staff will insure you student (s) are registered. If you have any questions or registration difficulty, please feel free to contact your local HOBY volunteers at schobyorg@gmail.com and they will assist where possible. They can be reached at (336) 312-1426 or (864) 275-9709 as well.

  Q: DO I HAVE TO PAY THE REGISTRATION FEE AT THE TIME I REGISTER MY STUDENT?
  A: No. You may register all your students and then the individuals responsible will be sent an invoice to pay the amount in full. SC HOBY Volunteers will work with all AMBASSADOR FAMILIES AND SCHOOLS (FOR THE PRIMARY ONLY IF IN THE SCHOOL BUDGET) to get the accounts paid in full. EVERYONE SHOULD BE AWARE THAT A PAYMENT DEADLINE DATE WILL BE POSTED AFTER JANUARY 1.

  A school may pay their invoice directly to the address on the invoice. Parents and other sponsoring organizations can pay directly to this address as well. ALL PARTIAL PAYMENTS WILL BE COORDINATED WITH SC HOBY OFFICE AT schobyorg@gmail.com.

  Please note that a student is not officially accepted into the program until the registration fee is received.

  Q: WHY DO I NEED TO PROVIDE AN EMAIL ADDRESS FOR THE STUDENT?
  A: A valid email address for the student is very important because pre-seminar materials and confirmation of acceptance will be sent through email. If your student does not have an email address, please ask them to provide a parent’s email address to ensure information about the seminar will be received.

  Q: WHAT HAPPENS AFTER A STUDENT IS REGISTERED AND PAID?
  A: Your student will receive an email confirmation stating he/she has been officially accepted into the
  program. After that email, they may receive newsletters, informative emails, etc. from the SC HOBY Home Office. Within six weeks of the SCHOBY Seminar, your HOBY Ambassador will receive pre-seminar materials containing more detailed information (such as where to go, time of arrival and departure, and local confirmation information). If materials are not received within this time frame, please contact schobyorg@gmail.com.

  Q: WHAT IF THE STUDENT I SELECTED CANNOT ATTEND?
  A: HOBY highly recommends selecting an ALTERNATE student and submitting him/her online is case
  the originally selected student is unable to attend. If your selected HOBY Ambassador is unable to attend, and an alternate student is already submitted online, simply log back in to the online system and follow the instructions to replace the primary student with the alternate.

  If an alternate student was not initially selected and submitted online, please log back in to the online registration system with your HOBY school ID and password, and then submit an alternate student and replace your primary HOBY Ambassador. Follow the instructions online. Due to the NO REFUND policy, this is the only way to recover the registration fee.

  Q: HOW CAN I ADVERTISE AND MARKET SCHOBY TO PERSPECTIVE AND FUTURE STUDENTS?
  A: The following are suggestions that help not only SC HOBY, but you with organizing the program:

• Starting in the Fall of the school year, allow any students who have attended the SC HOBY seminar from your 11th and 12th grades to meet with the 7th through 10th graders to explain about the SC HOBY Leadership Seminars. They can be challenged to do a presentation using www.hoby.org and help you share information about the seminar. They, in fact, are the best AMBASSADORS for the program.
• Allow these students to be involved with your selection process.
• Download our HOBY posters both in letter size and poster size. Post them in appropriate places, as well as place them on any social media sights, email them to appropriate students, post them on school website at Summer Enrichment options.
• Have our link (HOBY WEBSITE) posted to your Sophomore and/or Parent webpage so they have easy access to information. Particularly post on Sophomore’s pages, but it is also good to advertise to future classes (7th, 8th & 9th grade classes).Q: WHO DO I CONTACT IF SOMETHING COMES UP AND I HAVE MORE QUESTIONS?
  A: Email schobyorg@gmail.com for additional information and to have questions directly answered.