Any program booked through the Artists in Schools program must use a United Arts Council contract. Each template corresponds to one of the four program types for which schools can apply for grant funding:
- Writer Residency
- Workshop/Residency Specifically Designed for Students with Disabilities
Neither a contract provided by the artist nor one provided by the school may substitute or supersede the United Arts contract. Technical riders as provided by an artist are discouraged. Instead an information sheet that details the same technical requirements noted in the Artists in Schools Directory is preferred.
Completing a Contract
Upon receiving official notification of its grant award(s), a school’s Cultural Arts Representative identifies the correct contract template, fills in all required information, and obtains signatures from the artist, school principal, and PTA President. The school then forwards the contract and matching payment to United Arts for its signature. Finally United Arts provides a fully executed contract to all parties. No booking is secure until this final stage of the contracting process.
It is the responsibility of the Cultural Arts Representative to submit payment and signed contracts at least two weeks before a grant-supported event, or by the published deadline—whichever date is earlier. Contracts and payments are not accepted after that date, and schools will forfeit grant funding for programs whose contracts and payments are not received by the deadline.
Contract Amendments & Schedule Changes
While artists are encouraged to assist, it is the responsibility of the Cultural Arts Representative to inform United Arts of any deviations from the executed contract.
If a program needs to be rescheduled or cancelled, the artist and school should work together. When an artist is ill or otherwise unable to get to a school, the artist must notify the Cultural Arts Representative and/or primary school contact immediately and attempt to reschedule the program. In the event of inclement weather or school closing, the school must notify the artist immediately and attempt to reschedule the program.
If a program does not occur on the contracted date, there are five options:
- School and artist reschedule for the current school year
- School and artist reschedule for the next school year (United Arts holds the grant for the next year)
- If the school cannot reschedule, the school must pay the artist, as bound by the contract
- If the artist cannot reschedule, the school may use its grant to schedule another artist for the current school year; or the school may forfeit its grant and have its matching funds returned
- If both the school and artist are unable to reschedule, the school’s grant is forfeited and its matching funds are returned.
Use of Other Contracts
Participating schools may book approved programs that are not supported by Artists in Schools grants, in which case any contract may be used. If an artist’s contract is used, all aspects of the program will be handled exclusively by the school and artist. As a service to participating schools a United Arts Council contract template may be used, provided the contract and program adhere to all policies and procedures as posted.
Many local community groups and municipalities also utilize the Artists in Schools Directory to book programs, these organizations (like the Johnston County Arts Council) use their own contracting and payment procedures and may follow guidelines different from those set forth by the United Arts Council.