University of Vermont

Burack Distinguished Lecture Series

Arrangement Guidelines

Burack Lecture Series Coordinator:
Susan Davidson
358 Waterman Building
802-656-0462
Susan.M.Davidson@uvm.edu
Lecture Planning:

Please contact the Burack Series coordinator, Susan Davidson, before the start of the semester to schedule the lecture and make venue arrangements for the lecture and reception. Considerations should be made to maximize student attendance (so not scheduling lectures on Fridays, for example). Faculty hosts should select dates and times that do not conflict with religious holidays, UVM breaks, etc. (see UVM Academic Calendar). Ideally only one Burack lecture will be scheduled per week.

A reception will be held following the main lecture to provide an opportunity for students and faculty to meet the speaker and share ideas. Susan Davidson will work with University Event Services to arrange the reception.

We strongly recommend that the faculty host (and/or several faculty colleagues) coordinate the Burack lecture with at least one undergraduate course and offer some academic credit to undergraduate students who attend the lecture. Offering extra credit or assigning work that requires attendance for undergraduate courses greatly contributes to undergraduate attendance and a successful event.

There should be an opportunity for graduate students to interact with the speaker. We recommend an informal lunch. It is also appropriate to invite undergraduate students. The faculty host may also elect to build a schedule for the lecturer that includes department visits and guest speaking at various classes.

Honorarium:

The Burack lecturer honorarium is $2500.

Once the lecture and reception date and time are set, the faculty host will receive a Speaker Engagement Letter signed by the Burack Series coordinator to forward to the Burack lecturer. The letter must be cosigned by the lecturer and returned to the Burack Series coordinator prior to the lecturer’s arrival to campus. This cosigned letter will accompany the host department’s honorarium request for the lecturer.

In order to have an honorarium check issued to the lecturer, the department’s business manager must submit a purchase requisition in PeopleSoft with a W-9 form, the Employee vs. Independent Contractor form, and the cosigned Speaker Engagement letter (see paragraph above).
Travel:

Air: The faculty host or department business manager should use his/her UVM Purchasing Card to make airline reservations. The charge will be reallocated to the individual Burack Lecture Series chartstring (see next section). Information about purchasing airfare on the UVM PurCard can be found in the Transportation Expenses section of UVM's Travel Policy. We strongly suggest purchasing refundable tickets.

Personal Vehicle Usage: Mileage on a personal vehicle is reimbursable at $0.535 per mile. The miles driven and any gas receipts should be included with the submitted travel expense receipts. Please see the Expense Reimbursement section for more information.

Lodging:  The faculty host should use her/his UVM PurCard or the department PurCard to reserve accommodations. Please indicate that you are with the University of Vermont in order to receive the UVM discounted rate. Rooms should be booked for no more than three nights and should not exceed $150 per night; any overages may be cost-shared with the host department. Only room, meals, and taxes are reimbursable. Please note that UVM is state-tax exempt (city tax is applicable). State-tax charges should not appear on the final hotel invoice.

On-campus parking: If the speaker will need on-campus parking access while visiting campus, contact Susan Davidson to make arrangements. The parking pass will be sent to the faculty host.
Expenditures:

Budgeting for each lecture is tracked through the President’s Office. Faculty hosts cannot control many of the costs; however, hosts should stay within budget for the following two categories:

  • Hotel charges should not exceed $150 per night for up to three nights.
  • One lunch with graduate students should not exceed $200 and one dinner with faculty should not exceed $300.

Any overages in these categories will be cost-shared with the hosting department.

Please note that alcohol may only be paid for with the President’s Discretionary Gift Fund and must have prior approval. Please email a completed Alcohol Approval form to Susan Davidson 30 days in advance of the lecture. If alcohol is served during official off-campus functions, the person serving alcohol must hold a valid liquor license. An original itemized receipt and signed credit card slip must be provided, and the tax must be removed from the bill, because UVM is state-tax exempt. Faculty and department hosts will not be reimbursed for alcohol purchases outside of these parameters. Serving alcohol is discouraged at any events held on campus.

Expense Reimbursement:

New chartstrings are assigned for the program each term. For updated chartstring information, please contact Burack Series coordinator, Susan Davidson.

The host department must process honorarium and travel expenses incurred by the Burack lecturer's visit. The lecturer will receive a $2500 honorarium. The faculty host should work with his/her Business Manager to have the honorarium check issued to the lecturer and to process expenses. All related PurCard expenses should be reallocated to the Burack chartstring.

The host department’s business manager should submit out-of-pocket reimbursement requests for the lecturer and/or faculty host to the Disbursement Center on the Check Request Form together with original itemized receipts, a list of attendees (for the faculty and student meals), and a note explaining the expenses. Please review the UVM Travel Policy for more information.

Lecture Advertising:

Once the lecture date is set, Burack Series coordinator Susan Davidson will provide the faculty host with a Poster Format form to capture details regarding the lecture. Please email the completed form to Susan at least 30 days prior to the lecture date, in order to have ample time for promoting the event. The President's Office may have to cancel the lecture if we do not receive the Poster Format form in a timely fashion.

We will print 265 copies of the standard 11x17 Burack Lecture poster. Twenty-five posters will be forwarded to the faculty host; the rest will be distributed using campus distribution lists, including Deans, Directors, Department Chairs, and Residential Life. The lecture will be advertised on the electronic info screens around campus, including the UVM Bored CalendarUVM Announcements and Events, the Campus Calendar, and the Burack Lecture Series website. The faculty host may choose to advertise the lecture to appropriate University units.

If the faculty host purchases off-campus advertising, these costs should be charged to the host department's budget.

Videotaping:
With the lecturers' consent, all lectures are recorded and posted on the Burack Lecture Series website at the end of the semester. The Speaker Engagement Letter includes a video permission section.
Deaf & Disability Accommodations:

Arrangements can be made for a sign language interpreter or other accommodations. Please contact Conference and Event Services at (802) 656-5665 or by email conferences@uvm.edu to make arrangements.

Commemorative Gift:

Each lecturer will receive a Vermont gift basket. The faculty host may choose to present the gift at the lecture or make arrangements for the Dean or Department Chair to present the gift on behalf of the University of Vermont. The gift will be delivered to the host three weeks before the event, along with 25 event posters.

Checklist Timeline:

Below is a checklist timeline to help guide faculty hosts through the hosting process.

Before the semester begins:

1. Upon receiving the letter from Gary Derr selecting your nominee for a Burack lectureship, discuss a number of possible dates with the lecturer after reviewing your department’s schedule and checking the UVM Academic Calendar.
2. Contact Burack Series coordinator Susan Davidson to check the Burack schedule, determine a date for the lecture, and discuss lecture and reception plans. Susan will work with University Event Services to secure a venue for the lecture and the reception. As space on campus is at a premium, we recommend contacting Susan as soon as you have possible dates.
3. Design a schedule for the lecturer to visit classes, meet with other departments, and/or attend a lunch with graduate students.
4. Arrange travel for the lecturer as required (flight, rental car, hotel, etc.).
5. Susan will send the Speaker Engagement Letter to the faculty host. When the letter is cosigned by the lecturer, the faculty host should send a scanned copy to Susan and retain a copy for submission with the honorarium request at the conclusion of the lecturer’s visit.
6. Susan will send the Poster Format form to the faculty host.

6 weeks before the lecture:

7. Susan will send the faculty host an email with the chartstring, the Poster Format form, and the Alcohol Approval form, and will inquire about on-campus parking for the lecturer.

30 days before the lecture:

8. Return thePoster Format form to Burack Series coordinator Susan Davidson.

Three weeks before the lecture:

9. Three weeks before the lecture, 25 posters and the Vermont gift basket will be delivered to the faculty host. An additional 240 posters will be distributed to departments via campus mail and information will be posted on the info screens around campus and other electronic sources.
10. Return the Alcohol Approval form to Susan Davidson.
11. Determine who will introduce the speaker and serve as the lecture emcee.
12. Confirm final details and schedule with the lecturer.

During and after the Burack lecturer’s visit:

13. The faculty host serves as UVM ambassador and guide during the Burack lecturer’s visit.
14. Once the Burack lecturer arrives on campus, have the lecturer fill out the W-9 form and Employee vs. Independent Contractor form necessary for processing the honorarium.
15. At the main lecture, the faculty host or her/his designated emcee should introduce the lecturer, facilitate the question-and-answer session, and remind the audience that the conversation with the lecturer can continue at the reception immediately following.
16. At the completion of the visit, the faculty host should collect the lecturer’s receipts for any out-of-pocket travel expenses. To process the honorarium, the host department’s business manager will submit a purchase requisition in PeopleSoft, along with the co-signed Speaker Engagement Letter, and the completed W-9 and Employee vs. Independent Contractor forms. The business manager will submit any out-of-pocket receipts with the Check Request form to the Disbursement Center. The honorarium and reimbursement check (if applicable) will be mailed directly to the lecturer.
17. The host department’s business manager will submit faculty host PurCard expenses, reallocating all Burack-related charges to the Burack Lecture Series chartstring (contact Susan Davidson for the updated chartstring). Please note that hotel charges should not exceed $150 per night, total lunch charges should not exceed $200, and total dinner charges should not exceed $300, including alcohol.


Last modified August 22 2017 12:03 PM

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