Burack Distinguished Lecture Series
|Susan Davidson, 358 Waterman, 802-656-0462, Susan.M.Davidson@uvm.edu|
|Jen Mitiguy, Event & Facilities Coordinator, The Villa, 220 Colchester Avenue, 656-3033, firstname.lastname@example.org|
Air: Please use UVM Travel to make airline reservations. The faculty host or department business manager will need to use his/her UVM Purchasing Card. The charge should be reallocated to the individual Burack Lecture Series chartstring. 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 $.575 per mile for FY16. The miles driven and any gas receipts should be included with the submitted travel expense receipts. Please see the Reimbursement section for more information.
Lodging: The faculty host should reserve a room at a local hotel using his/her UVM PurCard, the department PurCard, or a personal credit card. 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 $135 per night. Any overages will 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.
|New chartstrings are assigned for the program each term. For updated chartstring information, contact Susan Davidson at 802-656-0462 or Susan.M.Davidson@uvm.edu|
If the speaker will need on-campus parking access while visiting campus, contact Susan Davidson to make arrangements. The parking pass will be sent directly to the faculty host.
Budgeting for each lecture is tracked through the President’s Office at the end of the semester. Faculty hosts cannot control many of the costs; however, hosts should stay within budget for the following two categories:
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 download, fill out, and email the 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.
|Honorarium and Lecturer Host Expense Reimbursement:|
The host department must process honorarium and travel expenses incurred by the Burack lecturer's visit. 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 appropriate Burack chartstring. Susan Davidson will email the chartstring to the host six weeks prior to the lecture date.
In order to have an honorarium check issued to the lecturer, the department’s business manager must submit a purchase requisition in PeopleSoft with two forms: the W-9 Form and the Employee vs. Independent Contractor Form.
Please ensure that the lecturer fills out the W-9 Form while visiting campus. Additionally, please be sure to complete the Employee vs. Independent Contractor Form and submit both forms with the purchase requisition in PeopleSoft. University best practice is to process the honorarium check after the lecture is completed to avoid unnecessary paperwork in the event of a cancellation or delay. If you have any questions about processing the honorarium, please contact Purchasing Services at 802-656-6610 or email@example.com.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.
Please contact Susan Davidson to schedule the lecture and make venue arrangements for the lecture and reception. Each faculty host should select dates and times that do not conflict with religious holidays, university breaks, etc. (see UVM Academic Calendar). Ideally only one Burack lecture will be scheduled per week.
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 campus 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 guest speaking at various classes and department visits.
There should be a reception for each speaker following the main lecture. This provides an opportunity for faculty, staff, and students to meet the speaker and share ideas. Susan Davidson will work with Conference and Event Services to arrange the reception.
Please email to Susan Davidson the completed Poster Format Form with details regarding the lecture. The completed Poster Form must be submitted to Susan at least 30 days prior to the lecture date, in order to have ample time for promoting the event. If we do not receive the Poster Format Form in a timely fashion, the President's Office may have to cancel the lecture.
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. Susan will advertise the lecture on the electronic info screens around campus, including the UVM Bored Calendar, UVM Announcement 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.
|With the lecturers' consent, all lectures are recorded and posted on the Burack Lecture Series website at the end of the semester. It is the faculty host’s responsibility to gain prior approval from the lecturer to record the lecture. Please fill out the Video Permission to Post Letter, obtain a signature from the lecturer and send it to Susan Davidson to arrange for the lecture to be taped.|
|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 at firstname.lastname@example.org to make arrangements.
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.
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.
Six Weeks before the Lecture:
6. Susan will send the faculty host an email with important information, the chartstring, the Poster Format Form, the Alcohol Approval Form, and the W-9 and Employee vs. Independent Contractor forms, and will inquire about on-campus parking for the lecturer.
30 Days before the Lecture:
7. Return the Poster Format Form to Susan Davidson. Also, confirm whether or not the lecturer will need a parking permit. Susan will send the parking pass directly to the faculty host.
Three Weeks before the Lecture:
11. 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.
During and after the Burack Lecturer’s Visit:
13. Once the speaker arrives on campus, serve as the guide and host during her/his visit.
Last modified January 27 2016 01:04 PM