Contract Request Policy

The Office of Student Involvement oversees contractual negotiations for WSA registered student group sponsored events that feature independent contractors. Independent contractors are any visiting artists, speakers, and performers, paid or unpaid, who provide one-time services to the Wesleyan community. All independent contractors who provide services to the University must sign a Wesleyan contract prior to the date of the engagement. Students must request a Wesleyan University Contract through the student organization portal, WesNest. Student group leaders can log into their portal and navigate to WesNest to submit a Contract Request Form. More information on this process may be found in the Club Leaders Manual located on the Office of Student Involvement website. All Contract Request Forms should be submitted at least six weeks before the date of the engagement.

The following guidelines must be followed to ensure successful completion of the Contract Request Process:

  1. No independent contractors may perform or provide services for students on Wesleyan University grounds if a contract has not been signed by the authorized signatory before the engagement date.
  2. Students cannot act as the authorized signatory representing Wesleyan University for any contracts on campus.
  3. Students should not agree to or attempt to enter into any agreements, settlements, or arrangements of any kind with independent contractors, whether verbal or written, without consulting an authorized Wesleyan University administrator beforehand.
  4. Students cannot host or bring independent contractors to Wesleyan University grounds without an authorized contract. If this guideline is not adhered to, the student will be responsible for payment and/or recommended to meet with the Community Standards Board.
  5. Students must comply with the Office of Student Involvement’s standard contract request procedures upon receiving funds from WSA’s Concert Committee (CC) or the Student Budget Committee (SBC) in order to successfully host activities or events featuring independent contractors. Students must also comply with the policies and procedures of collaborating departments involved in the contract process including, but not limited to, Center for the Arts (CFA), Residential Life office, and the Resource Center.
  6. The Contract Request Form cannot be submitted until all funding and all venue accommodations have been secured and all negotiations between independent contractor, student, and Wesleyan University have been completed.
    1. Negotiations include but are not limited to; securing all outlined items in tech and hospitality riders, agreed upon honorarium, venue adjustments, performance duration, etc.
  7. Students must submit all necessary contract-related documents through WesNest only. Documents submitted via any other medium will not be accepted.
    1. For any contracts less than $5,000, only Wesleyan University standard contracts will be used.
  8. Retroactive payments will not be made to independent contractors who have neglected to sign a Wesleyan University Contract prior to providing services for the Wesleyan community.
  9. Independent contractors who are non-Connecticut state residents may be subject to a 6.99% CT Athletes and Entertainers tax.
  10. Federal Non-Resident Aliens (non-US Citizens) may be subject to a 30% income tax depending on their country of residence’s tax treaty with the United States of America.
    1. All Federal Non-Resident Alien contractors must fill out the appropriate tax documentation according to Wesleyan University Finance Office procedures and policies.

Contract Request Dates and Timelines:

Student Involvement must adhere to the timelines of key administrative departments who provide support with tax preparation, payment, and processing of contracts. The contract request guidelines noted above explain the expectations and rules for bringing independent contractors, sponsored or co-sponsored by WSA recognized student organizations, to Wesleyan’s campus. Adherence to dates and deadlines will ensure that all relevant parties have the opportunity to review contract documentation, tax forms, and immigration materials, so that payment is made in a timely manner. Failure to follow deadlines will slow down the contract request process and may prohibit an independent contractor from coming to campus. Students are encouraged to attend the contract training sessions announced each term to provide further knowledge.

For more information and to view important dates / deadlines, please visit the Student Involvement Website or email involvement@wesleyan.edu.