copyright © 1998-2008
Durham Arts Council, Inc.
120 Morris Street
Durham, NC 27701
919.560.ARTS

Please read carefully, as these guidelines apply to ALL CAPS programs

Scheduling Guidelines

1. Requests for artist bookings will be accepted throughout the year, although availability varies
2. Requests are processed in the order in which they are received at the CAPS office of the Durham Arts Council, 120 Morris Street, Durham, NC 27701
3. Requests must be submitted electronically via the online order form, or in writing on a hard-copy CAPS order form (available for download from the online directory, or in the CAPS Guidebook)
4. Telephone request will NOT BE ACCEPTED
5. For written requests, be sure to indicate the name of the program on the form in the space provided (Program Name). State the exact time(s) of visit/performance, grade/age levels, number of participants and cost. Failure to answer all questions accurately may cause delays in scheduling. Because many artists in the program are extremely busy IT IS CRUCIAL TO CHECK ARTIST AVAILABILITY if listed in the CAPS Guidebook before selecting dates.
6. When selecting dates for an artist visit, first and second choice dates MUST BE LISTED where applicable. We make every attempt to accommodate your first date choice.
7. CAPS will mail and/or email a written confirmation for each engagement to the school/or site and to the artist/arts group as soon as possible after request is received.
8. Artists are required to re-confirm the booking with the school by telephone at least TWO WEEKS prior to presentation and set-up a planning meeting. If a school does not hear from the artist, it is the school’s responsibility to phone the CAPS Artists-in-Schools office for confirmation.
9. In the event of an emergency, the artist is required to notify the school as soon as possible to reschedule. PLEASE NOTIFY THE CAPS Artists-In-Schools OFFICE IMMEDIATELY IF ANY ARTIST FAILS TO CONFIRM AND/OR CANCELS A BOOKING.
10. If a participating CAPS artist fails to notify the school/site coordinator or your school/site of a change in the schedule, then the artist is obligated to make up the missed session(s); otherwise your school will not pay for the canceled session(s). If the school/site coordinator fails to notify the participating artist(s) of any schedule changes, your school will be charged and will pay for the canceled session(s).
11. Any site wishing to cancel a scheduled engagement must do so at least two weeks prior to the date of the program, or be subject to possible fee payment as determined by the CAPS Artists-In-Schools office.
12. INCLEMENT WEATHER – In the event of inclement weather, it is the responsibility of the school/site to contact the artist and the CAPS office. Failure to do so will result in compensating the artist in full. At the site’s earliest convenience, please contact the CAPS Artists-In-Schools office to reschedule the artist for another presentation.

Payment

1. Durham Arts Council CAPS office will Invoice the school/site upon receipt of each CAPS Order Form
2. The school bookkeeper and principal will need to sign the Invoice (which will serve as the official contract) and send a signed copy back to the CAPS office at 120 Morris Street, Durham, NC 27701 within 2 weeks of program date.
3. Following an artist’s presentation, the school contact person, bookkeeper, or principal will need to sign a time sheet supplied by the artist. The time sheet acts as a pay voucher for the artist. IT IS AGAINST CAPS Artists-In-Schools POLICY FOR ARTISTS TO ACCEPT DIRECT PAYMENT FROM THE SCHOOL.
4. Payment is due within 2 weeks of program completion
5. Any questions regarding invoices, credits, or billing procedures should be directed to the CAPS Office at (919)560-2718 or by email sadams@durhamarts.org
6. All outstanding balances must be paid before the end of the school year.
7. Artists are compensated according to a pre-set fee structure set by DAC. For residencies and workshops, artists are compensated for an orientation meeting, planning/production, hourly instruction and reimbursement for materials. For performances, artists are compensated in a flat fee negotiated between DAC and the artist.

School/Site Guidelines

1. Receive requests for CAPS programs from participating staff and submit them to the CAPS office
2. Work as liaison between participating staff in your school/site and the participating CAPS artist(s)
3. Notify the CAPS office of orientation meeting date with CAPS artist(s)
4. Notify CAPS office of scheduled program date(s)
5. Ensure that Invoices are signed and returned to the CAPS office and forwarded to payer (bookkeeper/PTA Treasurer/other)
6. Secure a Purchase Order from School District Purchasing at least 2 weeks prior to program date.
7. Notify the CAPS office of any difficulties or concerns about participating CAPS artists or any aspect of the program
8. Notify participating CAPS artists and the CAPS office of any schedule changes required by your school
9. Notify CAPS office of any schedule changes required by the artist
10. Remind participating teachers, principal, and bookkeeper of program dates
11. Work with the school/site bookkeeper to ensure the CAPS Invoices are paid according to schedule.
12. Attend scheduled orientation and planning meeting for site and chosen artist(s). In order to implement a successful residency it is important that the site liaison and arts specialist (if applicable) attend. It is also useful for other centrally involved persons such as principals, staff coordinators, core group teachers or directors to participate.
13. Provide appropriate facilities and/or studio space per resident artist specifications.
14. Provide any additional supplies and materials for residency activities.
15. Provide for school personnel in attendance at all residency activities to assist in classroom management.
16. Arrange for publicity and promotion of the artist and residency within the community.

Observation and Documentation

The CAPS Manager frequently observes programs. She/he may photograph, videotape or audiotape programs for purposes of documenting, reviewing quality of programs, and gathering materials for CAPS brochures, flyers and guidebooks. As appropriate, she/he may also invite media coverage to highlight programs and related projects of interest. A visit will never be made without prior notification of the classroom teacher and participating artist(s).

The CAPS Office will contact principal and teacher in advance of expected media coverage and will follow all appropriate school policies.

Waiver of Liability

You will remind all participating staff that they are legally responsible and liable for the welfare of their students during the program. Artists must leave the room if and when the teacher does. The staff presence in the classroom is not only important to the success of the program, it is also their obligation. Staffs are to actively participate in the program as a student with their students or as a team-teacher with the artist.

Any questions regarding CAPS program offerings or artists’ availability should be directed to DAC’s Creative Arts in Public/Private Schools (CAPS) Manager, Shana Adams (email: sadams@durhamarts.org or phone: 919-560-2718).