Faculty & Staff

Forms for Faculty Funding

  • Additional Pay Request Form for Part-Time Instructors
    This form is used for paying Part-Time Faculty for additional work only. This form should only be submitted for one-off type jobs. i.e. Accompanist, additional player for an ensemble, etc. This form must be completed TWO WEEKS prior to the work beginning. Full-time faculty are not eligible for additional pay. An approval email will be sent to the Part-Time Faculty member for them to review and approve before any additional pay will be added to their contract. Any outside guests must be submitted on a Guest Artist Request Form (see below) 8 weeks in advance so a contract can be processed for them.
  • Purchase Request Form
    • All purchases must be submitted on the Purchase Request form so that all required information is submitted at once. If more than one item is being requested, please attach a spreadsheet with the item information.
    • Do not submit the form and expect the item to be purchased the same day. All purchases must be approved by the Director and VPA before we can move forward. Please make sure you submit the Purchase Request as soon as you know something is needed, to allow enough time for questions and approvals.
  • Employee Expense Reimbursements (Non-Travel related expenses)
    • All non-travel related purchases must be made through the Setnor School of Music. Faculty should not make any out of pocket purchases and expect to receive a reimbursement.
  • End of Semester Jury Pay
    • Setnor School of Music pays PTI’s a flat rate of $100 per day for participating in end of semester juries.
    • In order to be paid, PTI’s will need to submit the Jury Pay Form AFTER the juries for that area have been completed. The form will not become active until juries have begun at the end of the semester.
    • Payments will be processed once juries have been completed each semester and the pay form has been submitted by the PTI.
  • Audition Day Pay
    • Setnor School of Music pays PTI’s a flat rate of $75 per day for participating in In-Person Audition Days. They are also paid $10 per applicant reviewed during Online Audition Days.
    • In order to be paid, PTI’s will need to submit the Audition Day Pay form
    • Payments will be processed at the end of November, December, January and February. It is recommended that PTI’s submit the Audition Day Pay form after each Audition Day has been completed.
  • Studio Class Pay
    • Setnor School of Music pays PTI’s $70 per hour (up to 3 hours) for holding Studio Classes each semester.
    • In order to be paid, PTI’s will need to submit the Studio Class Pay form
    • Payments will be processed at the end of each semester once the pay form has been received AFTER the studio classes have been completed.
  • Sample Lesson Assessment Form
    • Setnor School of Music pays PTI's at their hourly lesson rate for 1 hour for each sample lesson given to each individual.
    • Full-time faculty are not paid extra for sample lessons given, but should still submit the form for tracking purposes.
    • Please submit this form after the sample lesson has been completed.

Faculty Travel

  • All faculty traveling on Syracuse University business must complete a VPA Pre-Travel Authorization form prior to traveling.
  • After the VPA Pre-Travel Authorization form has been submitted, it will be reviewed by the Director of the School of Music and an approval will be emailed to the faculty member with their approved budget.
    • Please read the approval email carefully, as it explains what the next steps are and how to submit receipts for reimbursement.
  • After the trip is over, follow the instructions in the travel approval email and submit the Setnor Travel Expense Form along with the receipts. Do NOT submit a Travel Voucher, as that form is no longer being accepted since all reimbursements are now processed through Myslice.

Guest Artists

All outside guests who are not current Syracuse University employees must now sign a Syracuse University contract with specific details about what the guest is doing during their visit, along with payment information. This is a Syracuse University policy. Based on your request, we will determine what contract is needed to proceed once a guest has been approved.

  • Guest Artist Request Form (Current Year)
    *If you have trouble tabbing through the form, please make sure you are using Google Chrome as your web browser. The form cannot be saved as you complete it, so it will help if you prepare the information to transfer over to the form for your convenience.

    • A “Guest Artist” for purposes of this form is a featured artist (or their collaborators) visiting the school in person or virtually to provide a featured activity for a class or ensemble.
      • It would NOT include a Guest coming to do a concert, masterclass, etc outside of regularly scheduled classes or ensembles. That type of activity would need to be submitted during the prior year via the Guest Artist Proposal Form (see below)
      • This would NOT include payment for accompanists for an existing class or SU Part-Time instructors playing with an ensemble performance. Please submit the Additional Pay Request Form for those types of requests.
      • No additional spaces should be needed for these current year submissions.
    • Guest visits cannot be scheduled without approval of this form.
    • All Guest Artist requests must be submitted 8 WEEKS before the date of the visit.
    • Please discuss your guest and details of their visit with your Area Coordinator before submitting a request to be sure they are on board with who you are submitting.
    • Once a Guest Artist Request has been submitted, it will be routed to the Area Coordinator for their review and approval. No Guests will move forward through the process without Area Coordinator approval.
    • Once the Guest Artist Request form is submitted and approved, faculty hosts will be contacted about the next steps in the process.
    • Please note: current campus  guidelines allow for guests on campus, but they must comply with local and campus directives.
    • All outside guests must be able to complete a withholding form if they are being compensated for their appearance.
    • Faculty should NOT ask Guests for tax forms. If a Guest is approved, the Director's office will reach out to the Guest for any tax forms needed.
  • Guest Artist Proposals (for Next Academic Year)
    • *If you have trouble tabbing through the form, please make sure you are using Google Chrome as your web browser. The form cannot be saved as you complete it, so it will help if you prepare the information to transfer over to the form for your convenience.
    • A “Guest Artist” for purposes of this form is a featured artist (or their collaborators) visiting the school to provide programming, performance, or a featured activity, masterclass, etc that is primarily happening outside of regular class time.
      • This would NOT include Accompanists for an existing class, ensemble, recital or additional musicians for a performance. Please submit the Additional Pay Request Form for those types of requests.
      • This would NOT include Guests for an existing class or ensemble. Please submit the Guest Artist Request (Current Year) form above. That form is for Guests that are participating in a class or ensemble that already exists and activities are only happening during class time.
    • STEP 1
      • Faculty discuss name and project with area coordinators – identifying potential Artists, what their visit look like, possibly the broad schedule range would they be interested in visiting (fall, spring). Some Artists would be recommended for convocation, as the main all-school event – there would be less emphasis on separate recitals from Artists, and more on convocation and in participation in masterclasses, rehearsals, and classes. Areas also discuss additional activities faculty would like to include. All deadlines for paperwork continue to be observed in order for Guests to come to campus and to be paid.
    • STEP 2
      • Area coordinators meet with their area faculty to review and select projects to put forward for submission. These submissions would include confirmed person who would act as host. Faculty host completes Guest Artist Proposal form and submits with basic information. This would include the items above, not financial or travel items which would be coordinated through the Director’s office.
    • STEP 3
      • Area Coordinators will be sent all submissions for their area and must approve those submissions before they can move forward in the process.
    • STEP 4
      • Ex Com reviews the submissions to see if Artist might be a good match for all school events or to work with other areas. Ex Com would address larger picture items in the schedule, taking into account the tours, conferences, and other student activities. Final proposals and ideas are submitted to Director. Director’s office contacts Artists about contracts, payment, and travel. If Artist can agree to those items, they can then be scheduled and a contract will be processed.
    • STEP 5
      • Host is advised of confirmation and follows up on details as requested, with the exception of contracts, payment, accommodations, and travel. Host remains main contact on site for any Artist presentation needs, schedule while on campus, and acts as host throughout the visit.

Guest Parking

  • For guests who need parking during non-event hours, please use the Irving Garage Parking Request for Guests form – do not send e-mails or call in requests. Last minute requests cannot be accommodated.  Requests MUST be received at least ONE WEEK in advance to request parking in Irving Garage.  ALL guest parking is in Irving Garage. The QUAD (Q1) LOT is not available unless there is a mobility issue or special circumstance. The Setnor School of Music pays a fee for guests that park on campus.

Forms for Concerts and Recitals, Recordings, and Special Projects

Presenting an Event on Campus:

  • Confirm date with Michelle Taylor
  • Submit event details and image for calendar listings and poster creation
  • Submit the Faculty Concert/Ensemble Services Request Form.
    This is due no later than four weeks prior to the event and is required for all events in order to be sure the event can be properly supported. For more complicated events, please request a meeting to discuss production details. Please note: use of any space requires compliance with applicable guidelines. Please monitor university, local, and school information for updates.
  • Submit the program template. This is due no later than 10 days prior to event (or you can provide your own printed programs if preferred). If not received by that date, please do not submit late, we will assume you will print and bring the programs to the event.
  • Minors on Campus Program Registration – any program in which minors are involved, including education programs, visits from school groups, clinics, etc requires this important university compliance process.

Hosting Clinics: For faculty who have been contacted about presenting a clinic or hosting a visiting group for a rehearsal or tour, here are the initial steps:

  • review schedule, size of group, equipment needs, and what they are hoping to do on campus (example- attend a rehearsal, have a clinic with a faculty member, take a campus tour)
  • identify faculty personnel who will work with the group, and determine who will serve as the faculty host – this person will be the main contact and will register the clinic and be there for the event
  • work with operations to determine if space is available
  • connect with admissions regarding campus tour and recruitment information at admissu@syr.edu
  • register the clinic with the Programs with Minors - Minors on Campus Program Registration
  • advise guests on parking and bus directives, coordinating with operations – please note: the drop off for Crouse College is generally at the bottom of the hill at Crouse Drive and Waverly, so the bus has the space to turn back out of campus. The lot behind Crouse College is not large enough to allow larger vehicles to turn around. Operations will work with Parking on drop off and pick up and to determine if there is anything else on campus to be aware of for that day. In general, the bus drivers then head off campus and return to that spot for pick up later or to meet the group where they are eating later. If a parking spot on campus is needed, it will likely be in one of the South Campus lots Campus Maps - Parking and Transportation Services – Syracuse University
  • if groups wish to eat on campus, they can be directed to check on campus dining areas Meals and Dining on Campus - Syracuse.edu, or neighborhood locations. We cannot offer locations in Crouse for catering or eating meals that are brought in.
  • if groups have several activities on campus, we are generally not able to store instruments or personal items, so this should be factored into their planning. The university is not responsible for lost or stolen items, including musical instruments
  • note – faculty cannot be paid for clinics individually by schools because  payment for employees for work on campus can only be processed through the university. Full time faculty clinics would be considered part of recruitment service or would take place within classes, rehearsals.

USE OF FACILITIES for activities outside of university assignments: Current faculty, staff, or students (Party) using campus spaces for programs that are not part of the academic program need to register the program and enter into a short term license for use of the facilities. If the use involves minors, you may be required to have a background check and to take training. If faculty, staff or students are earning money outside of campus earnings while on University owned, operated or controlled property, there may also be tax implications.  It is the Party’s responsibility to comply with all campus policies. Due to limited space and availability, the School of Music is generally able to permit use of facilities only by current faculty, staff, and students. For more information or an agreement for usage, please contact Michelle Taylor (mjtaylor@syr.edu).Please note: current campus  guidelines allow for guests on campus, but they must comply with local and campus directives.

Setnor Seating Plans: Capacity total, 654 (386 on the main floor, 268 in the balcony)

Filming: If you are is interested in planning and executing a commercial film, video or similar production on campus, please visit this link to review university procedures and guidelines. https://gcr.syr.edu/syrfilm/procedures/

Misc Faculty Forms & Resources

Audition Information

  • Audition Requirements (includes classical and JCM audition requirements, and also notes which majors can audition in JCM area)
  • Audition Registration (this is where there are links to dates once they are live, link to the registration website, instructions how to submit online, etc)

University Records

University Forms for Students

Campus Services