The Request for Proposals deadline for 2013-2014 has passed. We will be accepting applications for academic year 2014-2015 during the spring 2014 semester.
The mission of the Biever series is to enrich the intellectual and cultural life of students, faculty and the community at large by bringing individuals to campus who are distinguished in their respective fields. Proposals may only be submitted by full-time Loyola faculty.
The committee encourages proposals that relate to cultural diversity. We also feel that many of the most successful speakers are those whose work relates directly to courses and academic activities on campus. We tend to favor events that will have an impact on the greatest number of people. It is helpful if this is reflected in your publicity plan. We strongly suggest that faculty build into their proposals class visits, faculty interaction or additional small group meetings beyond the actual speech or event scheduled. However, the Biever series is not intended to be simply a way to provide enrichment for a specific class or group on campus.
A current Curriculum Vitae for the proposed speaker is required. Please submit via email to firstname.lastname@example.org. Completed applications include a CV, incomplete applications will not be considered. If you have questions about evaluation of proposals, and committee priorities, or difficulty obtaining a speaker's CV please contact the Chair, Dr. Jim Wee at email@example.com or at 865-2548.
Modestly priced proposals have a better chance of being funded than high budget events. All honoraria should be justified and under $1000.00. During the 2012-2013 academic year, funded proposals ranged between $500 and $3250, the average being $2,180. The committee urges faculty to think of creative ways of co-sponsoring events. Some events, for instance, had two or more co-sponsors, some even providing financing. We also recommend that faculty contact the Office of Grants and Sponsored Programs, x7244, for ideas of organizations and sources for additional support and financing. Please indicate on your proposal if your event is going to be co-sponsored with other groups.
Try for the best economy class airfare ticket prices and reasonable hotel rates. On occassion speakers have stayed in the home of faculty members or friends. Remember that the Dominican Conference Center has comfortable, inexpensively priced rooms. Any hotel on St. Charles Avenue should give a Loyola discount.
Printing, if at all possible, should go through the Twomey Print Shop or Campus Central Reproduction. Departments using the Twomey Print Shop should type the transfer form and forward it to Adrienne Blanco, Academic Affairs Budget Manager, at firstname.lastname@example.org, for insertion of the new Biever account number and for approval by the Chair. DO NOT USE THE DEPARTMENT BUDGET NUMBER.
Any international speaker must have special arrangements in order to receive an honorarium and/or direct reimbursement. You will need to determine the appropriate arrangements by talking with Debbie Danna (504) 864-7550 before bringing in a international speaker. This should be done while the lecture is in the planning stages, rather than just before the speaker’s appearance.
Effective June 1, 2012, the university no longer will process reimbursement requests submitted to the Financial Affairs Office more than 90 calendar days after an expense is incurred. This policy will apply to reimbursements for faculty, staff and students. Reimbursement requests for expenses submitted more than 90 days after the expense was incurred will be refused. This applies to all expenses after May 31, 2012. Reimbursement Policy, effective June 1, 2012.
Additionally, in accordance with IRS accountable plan regulations, reimbursements must be submitted within 60 calendar days after business related expenses are incurred to avoid being included as wages for tax purposes. Reimbursements processed after 60 days from the date the expense was incurred will be added to W-2 taxable earnings and appropriate taxes will be withheld from the employee's next regular paycheck. Please note, while the university recommends that airline tickets be purchased in advance of travel to take advantage of discounted fares, airfare reimbursement requests must be submitted within 60 days from the date of purchase to avoid being included in earnings.Required Documentation and Receipts/Timeline for Submission
IMPORTANT: the faculty sponsor is responsible for all aspects of planning and carrying out the event. This includes publicity (flyers, posters, Loyola Today, Maroon, Times Picayune, TV, etc.), room reservation, Campus Security (if required), catering, travel, and lodging arrangements.
Please check the university calendar to see if your event conflicts with other events.
Make sure your proposal is well documented. It is very helpful to the committee if you attach specific information about the speaker: resumes, press articles, reviews, etc. These help us better understand the candidate's strengths.
Completed forms will automatically be submitted to the administrative assistant with the Center for Faculty Innovation: email@example.com. If, for some reason, you do not also receive a copy of your proposal, you can contact Tarana at firstname.lastname@example.org or at 864-7055. Please note the CV will need to be emailed directly to Tarana.