Student Affairs Departmental Contract Process

Duke Student Affairs Contract for Guest Speaker

Step 1: Staffmember contacts Guest Speaker (artist, speaker, etc.) to discuss:

  1. Required Duke Contract Terms
  2. Availability
  3. Fees
  4. Transportation
  5. Lodging
  6. Other Event Details

Notes:

  • Directors have the discretion to determine who in their departments may contact Guest Speakers and negotiate terms.

Step 2:After agreeing to terms with Guest Speaker, staff member completes the Student Affairs Contract for Guest Speakers

  1. No maximum fee limits
  2. Terms may be negotiated between department and Guest Speaker
  3. Use for all large speaking or performing artist engagements and/or higher risk activities.
  1. Complete page one of theStudent Affairs Contract.
  2. Add any additional terms your department wants to include in the contract as items 8+.

Step 3:Staff member sends unsignedStudent Affairs Contract to Guest Speaker.

Step 4:Staff member receives Student Affairs Contractwith Guest Speaker signature.

Step 5:Staff member submits contract with Guest Speaker’s signatureto the Director/Associate Director to review terms and make edits if necessary. If any edits are made, Director/Associate Director returns the contract to the Guest Speaker having them initial edits until both parties have agreed upon final version. After review, the Director/Associate Directorsigns on behalf of the department. Refer to the note below for contracts greater than $20,000.

Note:

  • All contracts with fees $20,000  $49,999 must be signed by the Departmental Business Manager. Contracts should be reviewed initially by Director/Associate Director before being submitted to Departmental Business Manager for signing.
  • All contracts with fees $50,000+ must be signed by an Assistant/Associate Vice President for Student Affairs.Contracts should be reviewed initially by Director/Associate Director before being submitted to Assistant/Associate Vice President for Student Affairs for signing.
  • Director/Associate Director should retain a copy of the signed contract through end of the event.

Step 7: Under the direction of the Director/Associate Director, the departmentcollects necessary financial paperwork and Certificate of Insurance (COI)from Guest Speaker.

Note:

  • See Appendix for detailed information about necessary financial forms and certificate of insurance requirements.

If the Guest Speaker is not able to provide a COI, the Director should contact the Student Affairs Resource Administration Contracts Representative who will work with Caroline Nisbet and Corporate Risk Management to receive a waiver if deemed applicable. Upon receiving the waiver from the Student Affairs Resource Administration Contracts Representative, the department forwards the waiver to the Guest Speaker for signature. After receiving the signed waiver from the Guest Speaker, the Director/Associate Director submits printed contract, financial paperwork, and insurance to process payment.

Note:

  • See Appendix for detailed outline of steps for processing payment.