• NEW: Process for Engaging Guest Artists

    Please note the process to engage individuals (as of the 21-22 Academic Year) has changed. Please read carefully.
  • DFPA Guest Artist Engagement

    There is a new process required to engage individuals for their services. The process is significantly different if the individual one wants to engage is a current employee of the university versus external to the university (independent contractor). This form can be used for either. Please use this form for any part of the process of engaging guest artists including seeking approval for engagement of guests, securing funding, submitting details of engagement and required documentation (invoices, Scope of Work, LUC Consulting Agreements) for payment. Please read carefully.
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  • Please note: If you are requesting the engagement of an individual, you must first obtain permission to do so from your area director, the Managing Director or Chair of the Department. If you have not already received approval, please submit the details from the first sections so that your request can be considered and a funding source identified. 


  • DFPA Standard Stipends

    Please refer to the chart below. The department has established a standardized fee for Guest Artists associated with some typical activities, and if you are engaging an individual in these types of activities, please use these standards as a guideline. If your activity is not included here a Scope of Work or Job Description attachment will be required. 
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    Activity Time Commitment  Standard Fee LUC Consulting Agreement needed? 
    Class Visit / Guest 1 class $100.00 no
    Sectional Instruction (must be LUC faculty) 1 class

    $74.00 an hour

    or $80.33 if adjunct status 

    no
    Concert Musician rehearsal + concernt $200 Yes, can be arranged for the whole year
    Featured Musician variable variable Yes, can be arranged for whole year. 
    Accompanist hourly $74.00 an hour no if LUC employee, Yes, if not LUC employee
    Live Model hourly $40.00 a hour  
    Masterclass 2-3 hours (in addition to preparation) $250+ Yes
    Sample Lesson (music student recruitment) 1 hour lesson

    $74.00 an hour

    or $80.33 if adjunct

    no

     

    • Step 1: Describe engagement and confirm support  



    • Step 2: Provide Guest Artist Details and confirm employment status  
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    • EMPLOYEES

      • No additional tax information is required. 
      • In some cases part-time unionized faculty may be at the maximum work-load allowable in a given semester and my not be permitted to be engaged for additional services. 
      • If you are wanting to engage a part-time faculty member, you will need to know their teaching assignments / workload for the semester. 
        • The maximum work-load per semester is the equivalent of 6 credit hours (or two courses).
      • You may not be permitted to engage them if they are at their maximum compensation. 
      • Faculty are paid on the 15th of each month, and after all approvals are recieved they will recieve the supplemental salary in their next monthly paycheck. Submissions must be submitted by the 24th of the month prior for processing.
      • Student workers may be taxed on their stipends.  

      INDEPENDENT CONTRACTORS

      • Independent will mostly likely require
        • confirmation of their vaccination status
        • a scope of work
        • a signed and approved LUC Consulting agreement
        • and an indepedent contractor review form to be completed prior to being able to engage them if they are being engaged beyond a single classroom vist.
      • Independent contractors should not be promised compensation until approvals have been recieved. 
      • DFPA Finance will reach out to have guests complete an electronic w-9 if they are not a previous vendor (paid within the last year). Please make sure to provide an email address. 

       

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    • Hiring a student?

      A Tax Information Certificate is required when engaging a student worker. If your request is approved, you will need to submit this for payment processing. 

      https://www.luc.edu/media/lucedu/finance/pdfs/tax_certificate.pdf

    • Upload Tax Certificate
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    • Step 3: Confirm Approval  
    • If you are engaging a Loyolan and have already recieved approval, submit in this section payment processing. A supplemental salary request will be generated and email communication confirming the stipend will be sent to you. 


    • Step 4: Submit a Scope of Work  
    • Once you have recieved approval, for faculty completing non-standard services or independent contractors - well before the engagement has begun, develop a Scope of Work. 

      Please note: individuals serving as a guest lecturer for a single class are exempt from needing a scope of work. Guests coming for multiple classroom visits require a Scope of Work.  

      When developing your Scope of Work please include: 

      • services the individual would provide
      • class or programming individual is supporting
      • timeframe of commitment or engagement, or number of anticipated hours. 
      • any responsibilities and deliverables
      • clarify who would be overseeing the individual's work.
      • Amount of proposed stipend for engagement
      • funding source
         
    • Upload Scope of Work
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    • Step 5: Submit LUC Consulting Agreement  
    • If it's determined that an LUC Consulting Agreement is required, please Complete Exhibit A of the agreement (last page), have the consultant sign the agreement on the bottom of Page 5 (do not sign the agreement - that is for the Provost) and upload.

      Managing Director will review documents, obtain appropriate signatures and follow-up with important engagement details. Important to note, all guest musicians, live models and guest artists visiting multiple classes will need to go through this process. If you know you want to engage a particular guest artist for a variety of services, this can be organized with one consulting agreement. After the contract has been signed, the Managing Director will follow up with you to confirm that you can engage the individual. Individuals should not begin their engagement without signed LUC agreements. 

      Link to LUC Consulting Services Agreement

      Photographers and Videographers fall under another contract. Please email abrowni@luc.edu if you want to engage with an outside photographer or videographer. 

    • Use these guidelines to determine if a an LUC Consulting Agreement is required.  

      A consulting agreement is not required if:

      • The invidual is a guest lecturer for a single course
      • Is an LUC Employee

      A consulting agreement may not be required if: 

      • If the individual is not a sole priorietor (not using their SSN number) and is providing the service as part of an organization. 
      • Provides an invoice for their services. 

      A consulting agreement will be required if: 

      • Individual is engaged in multiple class visits over the course of the year
      • Serves as Guest Musician
      • Individual is a Production Staff Consultant or Performer (Choreographer, Intimacy Director, Designers, etc, composer, etc.) and not an LUC employee
      • Serves as Live Model
      • Serves as Curator or Juror on an exhibition
      • Provides any other service as a sole priorietor including master classes, accompanist services, etc.

      Not sure? send an email to Managing Director to confirm. 

    • Upload Consulting agreement
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    • Step 6: Sign and Submit  
    • Typical processing for requests to be submitted from our office is 1-3 weeks, if you have any questions on the status of your request, please submit an email to DFPAfinance@luc.edu 

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