Engaging Guest Artists Procedure

Guest Artists are engaged by schools/divisions to offer enhancements to the student learning experience. Typical guest artist activities generally occur outside the classroom setting. Some examples include:

  • Presenting a Master Class or lecture
  • Choreographing a dance piece
  • Directing a play
  • Instruction in a specialized technique/skill
  • Performing

Guest Artists can be engaged by various methods (i.e., independent contractor, honorarium, hosted by school/division). Contact Financial Affairs (if using State funds) or Foundation (if using Foundation funds) for procedures to pay Guest Artists as independent contractors, pay an honorarium, or pay for travel expenses. 

No matter the method, a Notification of Guest Artist Engagement must be filed with Academic Affairs at least two weeks prior to the Guest Artist’s arrival on campus. Schools/divisions should give additional consideration to time requirements for criminal background checks and foreign Guest Artists as described below. 

Criminal Background Check & Policy Acknowledgement
UNCSA requires a satisfactory criminal background report and signed Policy Acknowledgement for Guest Artists with unsupervised student contact prior to engaging in services.  Unsupervised student contact is defined as student contact during which a current UNCSA employee will not be present.  Guest Artists may not have unsupervised student contact until cleared by Academic Affairs. 

Criminal background reports can take up to three weeks to complete. See Procedure for Engaging Guest Artists for more information. 

Foreign Guest Artists
School/divisions must make requests for foreign guest artists to campus well in advance of the anticipated start date. The optimum lead time is 6 months but a minimum of 3 months in advance is absolutely necessary in order to ensure, but not guarantee the timely arrival of the Guest Artist. See Procedure for Engaging Foreign Guest Artists for more information.

Forms:

Notification of Guest Artist Engagement

Disclosure & Authorization for Background Investigation

Policy Acknowledgment

Procedure for Engaging Guest Artists

1. School/Division

Complete the Notification of Guest Artist Engagement and submit to Academic Affairs via guestartistforms@uncsa.edu.

If a criminal background check and Policy Acknowledgement is required:

  • Give the Notification & Release for Background Check and the Policy Acknowledgement to the Guest Artist for completion and signature.
  • Upload the completed Notification & Release for Background Check and the Policy Acknowledgement to the “Guest Artist Criminal Background Check” secure Dropbox folder. You may also provide this link to your Guest Artist if they prefer to upload the forms themselves.
2. Academic Affairs Conduct criminal background check and notify department when complete.

Procedure for Engaging Foreign Guest Artists

 1. School/Division

Contact the UNCSA International Advisor, at (weingardenr@uncsa.edu) as soon as it is determined a foreign Guest Artist will be engaged. The International Advisor will send the school/division a Department Request for Issuance to complete and return.

Upon receipt of the completed Department Request for Issuance, International Advisor will contact the prospective Guest Artist and ask him/her to complete and return a Personal Information Form. The International Advisor will verify completeness and contact the Guest Artist if additional information is needed.

The International Advisor will process the Department Request for Issuance and Personal Information form for issuance of the DS-2019. The DS-2019 will be sent to the requesting school/division.

The school/division will send the DS-2019 and additional required documents to the Guest Artist via express mail. The DS-2019 will enable the Guest Artist to apply for the J-1 visa.  

 2.  School/Division

Complete the Notification of Guest Artist Engagement and submit to Academic Affairs via guestartistforms@uncsa.edu.

If a criminal background check and Policy Acknowledgement is required:

  • Give the Notification & Release for Background Check and the Policy Acknowledgement to the Guest Artist for completion and signature.
  • Upload the completed Notification & Release for Background Check and the Policy Acknowledgement to the “Guest Artist Criminal Background Check” secure Dropbox folder.  You may also provide this link to your Guest Artist if they prefer to upload the forms themselves.
 3. Academic Affairs Conduct criminal background check and notify department when complete.

Revised Nov. 21, 2017