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Tucson Pima Arts Council provides these guidelines as a service. Once a verbal agreement has been made to move forward together on a project, we suggest that a written contract be drawn up listing the specifics involved. Below are a few items to discuss or perhaps include in the contract:
(Please note abbreviationN: A/C = artist/consultant)
1. Job Description/Responsibilities
- What are you expecting to achieve?
- Do you know what the artist/consultant's (A/C's) expectations are?
- Do you know what you want to achieve?
- Have you been clear about what you expect?
- Will there be any pre-assessment?
- How will the outcomes be judged?
- Will there be any kind of evaluation?
- How many students will the A/C be responsible for in each session?
- Are will s/he considered an Independent Contractor or an Employee?
- Will s/he need an ID tag?
2. Dates and Times
- Length of the job: 1 day, 1 week, 1 month etc.?
- Time on site: number of hours every time s/he visits?
- Is a time sheet required?
3. Pay
- Is this a salaried or hourly job?
- Where does the money come from?
- Is a purchase order ( PO ) necessary? Who writes the PO ? Can the A/C start work before s/he receives it?
- Is planning time included?
- Is mileage or travel time included?
- Are there limits?:
- maximum number of hours on site?
- maximum number of paid planning hours?
- maximum number of miles reimbursed?
4. Budget
- Who is responsible for the overall budget and how much is it?
- Is the budget for the whole service or just for time and travel?
- Have you considered the following?
- Materials : Will the budget be used to pay for materials? If the A/C pays for materials will s/he be reimbursed? If s/he is not responsible for materials, who is?
- Services : Can s/he subcontract with your funds? Can s/he invite/pay for guests?
- Field Trips : Is s/he allowed to take the students out of the classroom or even off campus? If so, who pays for any trips?
- Miscellaneous : Are there any restrictions to how the monies can be spent?
5. Transportation & Mileage
- How is the A/C going to arrive at the site?
- Does s/he have a room plan for the site?
- Has s/he ever been to the site before? A pre-visit is recommended where possible.
- Have you talked about parking?
- Have you supplied a map? Have you given directions?
- How will the students arrive at the site? Is the A/C responsible for their transportation or punctuality? Will s/he need to wait with students at the end of the session if they are waiting for transportation? If not the A/C, who?
- If there are field trips, how will the transportation be arranged? Is there paperwork?
6. Insurance - transportation, liability, security, medical etc.
- Is the A/C expected to carry his/her own vehicle, liability, and medical insurance?
- Does s/he need to provide proof of insurance?
- Does s/he need a Federal or State or Local fingerprint and/or background check?
- Who is responsible if s/he is injured on the job?
- Who is responsible if a student is injured?
7. Support and Staff
- Has the A/C met everyone s/he will be working with?
- Have you asked for a meeting or an In-service or a workshop to demonstrate and/or explain what the A/C will be doing?
- Has the A/C given an overview of what s/he plans to accomplish?
- Have you explained to the A/C what you expect?
- Have you discussed issues of student behavior? Who will the A/C go to with a problem regarding students? Can s/he send a student out of the class? If so where do they go?
- Will s/he need any extra staff? If they are available, who are they? Has s/he met them? Are they volunteers or paid employees? Who is their supervisor?
- Will there be a teacher/staff person with the A/C at all times?
Work-site/School Culture
- Will the A/C be welcomed when s/he arrives at your site?
- Will all the classrooms be prepared? Can the A/C make any changes if s/he desires?
- Is all of the site staff on board?
- Are the principals/directors on board?
- Has all the involved staff agreed to co-teach with the A/C and be present?
- Are your students excited about the opportunity to work with the A/C?
- What happens if s/he discovers that s/he is not welcome?
- Who chose the classes/staff that s/he will be working with? How were they chosen?
8. Chain of Command
- Does the A/C know who to report to and when s/he needs to report?
- Does s/he have a supervisor? If so, who is it?
- Will anyone report to the A/C?
- Where does the buck stop? Does the A/C know that person?
- How is a grievance handled?
9. Policies and Procedures
- Is there an employee manual or personnel policy?
- Is there a dress code?
- Have you explained any other policies or procedures s/he should know about?
- Will the A/C be allowed to sell materials?
10. Facilities/Storage
- Where is the A/C supposed to work? Has s/he seen the site?
- Where is s/he supposed to store materials etc.?
- Is there a safe place to store his/her personal items when on the site?
- What happens if something disappears/is stolen?
11. Emergency Procedures
- Have you provided a map of the building/site where s/he is teaching?
- Does s/he know where the phones are? Restrooms? Emergency exits?
- How is s/he supposed to handle an evacuation procedure?
- How is s/he supposed to handle an emergency situation with a student?
- How are the students supposed to handle an emergency if the A/C is incapacitated?
12. Safety
- What safety issues apply to this project?
- What are the site's expectations regarding the A/C's activities and safety?
- What guidelines are in place for student safety?
13. Keys
- Does the A/C need a key to enter the building? Is there a security alarm?
- Does the A/C need a key to the room? To the storage area? What happens if s/he loses one?
- Is s/he responsible to lock up? Set the alarm system?
Fee Worksheet for Sites and Artist/Consultants
residencyFees.doc (29k Word doc)
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