[ General Information ] [ Opportunities for Roster Artists ] [ Obligations of Roster Artists ] [ Contract Details ] [ Financial Details ] [ Core Curriculum Standards ]

Contracts

Each artist needs a current contract with the State of Utah in order to process payments. Contracts are good for one year and coincide with the state's fiscal year (July 1 to June 30). In late August or early September the AE office sends out new state contracts to each artist on the roster for the artist to sign and return.

Be sure to contact the AE office with changes of address throughout the year, because if the address on an invoice is different than that on the contract, additional paperwork is required by the state to update the contract. This extra paperwork delays your payment.

The total dollar amount of the contract is an estimate only and does not necessarily represent the amount of money an artist will receive. (The artist will be paid only for those activities he or she completes.) Nor is the artist automatically entitled to the maximum amount stated on the contract for salaries, travel, or per diem. We estimate total payments because this method permits fast, efficient processing of payment when the artist completes a residency or project. If the estimate were not a part of the contract, a new contract would have to be secured for each residency, thus delaying payments by several days.

Artists are limited to 45 days of residencies per year. Residencies may be booked in any combination that gives a total of 45 days. For example, an artist may schedule three two-week and one three-week residency, for a total of 45 days.

Exceptions to the 45-day limit are made for special circumstances. For example, a sponsor may want to book an artist for a 60-day residency. In such a case we will approve the extra time.

Letter of Agreement

The letter of agreement is the binding agreement between the artist, the AE office and the sponsor for a specific residency. Each party agrees to certain terms, including abiding by the program guidelines for scheduling, advance planning, and timely submission of report forms and the sponsor's matching contribution.

The letter of agreement protects the artist in the event the sponsor cancels or does not abide by the terms. The sponsor must pay all salary and costs incurred by the artist if the sponsor cancels.

The letter of agreement also protects the sponsor in the event the artist fails to abide by the program guidelines or cancels at the last minute for reasons other than those specified in the agreement. The artist's standing in the AE program will be jeopardized if he or she does not abide by the terms of the letter of agreement. The artist must reimburse the sponsor for out-of-pocket expenses such as supplies, salaries for substitute teachers hired (so other teachers may participate in residency activities), and publicity costs, if any.

Such reimbursement may not be necessary if the school and the artist agree to reschedule the residency. However, rescheduling is not always possible. You should try to anticipate any demands on your time that might prevent your being able to complete a residency, and not schedule anything during that time period.

The letter of agreement is required by law, therefore payment to the artist cannot be made unless the document is signed by all parties.

Residencies or projects cannot begin until the completed letter of agreement is in the AE office. If the artist begins a residency without a letter of agreement on file with AE, we are not obligated to pay the artist.

Partially Completed Residencies

If the artist becomes sick, or if some other emergency prevents completion of a residency, the school has two options:

• The residency may be rescheduled when the artist is available. Funds may be carried over if rescheduling is not possible in the same fiscal year.
   
• The school may reschedule the residency with another artist. If this happens, the original artist must return any advance payments to the UAC.

An artist able to complete some but not all of a residency will be paid salary and travel based on the days worked.

If a residency is canceled by the sponsor after the letter of agreement has been signed, the sponsor is liable for all expenses incurred to date of cancellation.

If an artist cancels a residency after the letter of agreement has been signed for reasons other than illness or extreme emergency, his or her standing on the AE roster will be in jeopardy and will be reviewed by the AE Board committee.