Guest Lecturer Policy

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Approved by Academic Council: October 2, 2014
Effective Date: October 2, 2014

Rationale and background

Guest lecturers and casual instructors can add value and new perspectives to the learning experiences of students. In some courses, the specialized expertise that these individuals bring to class is not available through the knowledge or skills of current faculty. In recent years, the School of Rehabilitation Therapy has provided guest lecturers and casual instructors with a stipend for their time. Occasionally reimbursement for travel expenses has also been covered. The funds available for stipends and travel are limited and are budgeted for the School as a whole and by fiscal year (May-April). It is important to ensure that guest lecturer and casual instructor funds are equitably distributed across programs and faculty, and that travel costs are minimized. It is important that all faculty members take an active role in monitoring and controlling costs associated with teaching. The purpose of this document is to provide guidance for this involvement.

Scope of policy

For the purposes of this policy, “Guest Lecturers” refers to individuals who prepare and deliver a lecture because of their particular areas of expertise. “Casual Instructors” perform the duties of an Academic Assistant for less than 5 (five) days in any given term (e.g. OSCE examiners, laboratory assistants). Casual Instructors also include individuals with a lived experience of disability who come in to speak to students.

This policy applies to all three programs in the School of Rehabilitation Therapy.

Policy statements

  1. Each instructor is responsible for using guest lecturers and casual instructors judiciously in their courses. No instructor should have more than 20% of the class time being taught by guest lecturers and casual instructors unless there are exceptional circumstances. In such circumstances, the Director and appropriate Associate Director may re-evaluate the workload assigned to a faculty member for the course.
  2. Requests to pay a stipend to guest lecturers and casual instructors must be submitted to the appropriate Associate Director at least one month before the beginning of the academic block in which these individuals will be present in the classroom.
  3. Requests for travel reimbursement for guest lecturers and casual instructors must be submitted to the appropriate Associate Director at least one month before the beginning of the academic block in which these individuals will be present in the classroom.
  4. There will be two levels of approval for both stipends and travel for guest lecturers and casual instructors. The first will focus on curricular needs through the appropriate Associate Director, and the second will focus on budget through the Director.
  5. If travel costs are approved, they will be for the lesser cost between two relevant options (e.g., mileage versus economy train; mileage versus taxi).
  6. Guest lecturers and casual instructors who are drawing a salary from the University or who provide the lecture within the scope of their paid duties (i.e., they are not taking unpaid leave to teach) will not be approved to receive a stipend. These individuals will be provided with a small token of appreciation for their contribution to the course (e.g., SRT mug, scarf, etc.)
  7. Under no circumstances can guest lecturers or casual instructors receive both a stipend and be reimbursed for travel expenses.
  8. Requests for tokens of appreciation must be submitted to the appropriate Associate Director at least one month before the beginning of the academic block in which the class will be offered to ensure that tokens are available on-hand.
  9. There will be NO EXCEPTIONS to the approval process. School staff will not process payments for guest lecturers or casual instructors without the appropriate approvals in place.

Procedures

  1. Requests to pay a stipend, reimburse for travel expenses or request a token of appreciation for guest lecturers and casual instructors must be submitted, to the appropriate Associate Director, on the Guest Lecturers/Casual Instructors Request for Approval form, a month in advance of the lecture.
  2. The respective Associate Director will notify course coordinators of the status of their request, within three weeks of term.
  3. On the day of the lecture the course instructor will complete the Guest Lecturer or Casual Instructor Pay Sheet; obtain the signature of the guest lecturer or casual instructor, and submit the Pay Sheet to the appropriate Associate Director within 2 (two) business days for approval.
  4. For travel reimbursements, a completed Travel Expense Form must be submitted, signed by the Guest Lecturer or Casual Instructor (in the “Prepared by” section); approved by the respective Associate Director (in the “Manager Approval” section) and submitted to the Director for budget approval. Corresponding original receipts or boarding passes must accompany the Travel Expense Form.
  5. Late requests will only be considered if there are funds remaining for the term.

Guest Lecturers/Casual Instructors Request for Approval

In accordance to the Guest Lecturers/Casual Instructors Policy approved by Academic Council on October 2, 2014:

  • Requests to pay a stipend to guest lecturers or casual instructors must be submitted to the appropriate Associate Director at least ONE MONTH before the beginning of the academic block in which these individuals will deliver the lecture.
  • Requests for travel reimbursement for guest lecturers or casual instructors must be submitted to the appropriate Associate Director at least ONE MONTH before the beginning of the academic block in which these individuals will deliver the lecture.
  • If travel costs are approved, they will be for the lesser cost between two relevant options (e.g., mileage versus economy train; mileage versus taxi).
  • Guest lecturers or casual instructors who are drawing a salary from the University or who provide the lecture within the scope of their paid duties (i.e., they are not taking unpaid leave to teach) will not be approved to receive a stipend. These individuals will be provided with a small token of appreciation for their contribution to the course (e.g., SRT mug, scarf, etc.)
  • Under no circumstances can guest lecturers and casual instructors receive both a stipend and be reimbursed for travel expenses.
  • There will be NO EXCEPTIONS to the approval process. School staff WILL NOT process payments for guest lecturers or clinical instructors without the appropriate approvals in place.

 

REQUESTOR:

 

Date of Request:

 



Course #

A)
Name of Guest Lecturer
($48.44)

B)
Name of Casual Instructor
($38.54)

C)
# of Hours

Amount Requested (Stipend or Travel*)

Date of Guest Lecture:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

*If your request is for travel reimbursement, please specify the travel option (if mileage Queen’s rate is .55¢/km):

 

 

Date Approved:

Signature of Associate Director:

Budget Approval from Director