NEW: Process for Engaging with Guest Artists

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.
Today's Date: *

Month Day Year
Date
Your Name: *

First Name Last Name
Your Primary Area *
Based on the area you select this form will go to the your Primary Area's program director and the Managing Director
Your email: *
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.
I am submitting this Engagement Form because:

I would like to request departmental/program resources to support the engagement of a guest artist, I have not determined who to engage. I know the guest artist/faculty member I would like to engage and I am seeking approval. I have already been approved to engage a Guest Artist for a service and I am submitting the necessary details for payment. I am submitting a Guest Artist Scope of Work Document (as requested) I am submitting a signed LUC Consulting Agreement. I am submitting an invoice for an existing approved vendor for Payment.
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.

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 2: Provide Guest Artist Details and confirm employment status
Guest Artist's Name: *

First Name Last Name
Guest Artist's Email: *
Guest Artist's Phone Number *

Area Code Phone Number
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.
Please select the status of the individual. *

New Payee - Not employed at Loyola (independent contractor) Previous Vendor / Independent Contractor - (paid within the last year) Existing Vendor - Active LUC Consulting Agreement 21/22 LUC Part-time Faculty LUC Full-time Faculty LUC Student Worker LUC Student (not employed) Other
If a LUC Part-time faculty, please indicate their current course load.
Upload a copy of vaccination card

Browse Files
All guests to campus will require proof of vaccination. Please upload a copy of the guest's vaccination credentials. Cancel of
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 Information Certificate:

Upload Tax Certificate

Cancel of

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, Job Description or Invoice

Upload Scope of Work

Cancel of

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.
Attach LUC Consulting Agreement

Upload Consulting agreement

Cancel of

Step 6: Sign and Submit
If you have any questions or additional comments, please include here:
If you have any additional information or questions you are welcome to ask or add that information here.
Upload Supporting Information:
If you have additional information like a quote, contract, invoice, etc, please upload here.
Signed: *
Type your name
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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NEW: Process for Engaging Guest Artists

DFPA Guest Artist Engagement

DFPA Standard Stipends