Peer Advisory Network Policies and Procedures

Policies | Procedures | Request for Peer Advisory Form | Contract | Evaluation Form | "Guest Consultant" Board Development

Administration The Executive Director of the South Carolina Arts Alliance administrates the Network. Peer Advisors Peer Advisors are experienced, effective administrators with a wealth of expertise who have successfully completed the Peer Advisors Training Program conducted by the Arts Extension Service of Amherst, Massachusetts, are professional consultants, or have attained a reputation in high regard of their vast experience in various fields, by recommendation and approval of the Peer Advisory Committee.

Each Peer Advisor understands and agrees to be available to perform at least three consultancies at the approved fee schedule.

Each Peer Advisor will prepare for and complete each consultancy to the best of his/her abilities.

The Peer Advisor will provide the client with a written report after the consultancy. The written report should be short and simple, outlining purpose, methods, issues raised, decisions reached, recommendations (if requested) etc. The Client will be given the opportunity to edit this report before it is confidentially filed with the Arts Alliance. Extensive reports, such as strategic and community cultural plans may require an additional fee, as negotiated in advance with the client organization and the Advisor.

- The Peer Advisor will submit required paperwork in a timely manner to the SCAA Executive Director (including the Advisor Services Report, copies of written report and Travel Reimbursement Form).

Each client will negotiate an Agreement for Services with the Peer Advisor. Client Organization will return a completed signed copy of this agreement to the Arts Alliance.

- To ensure the success of the consultancy, each Client contact will speak with the advisor in advance to articulate needs and provide background information.

Each Client Organization will complete a Client Feedback Form and return it to the Alliance.

SCAA will administer, monitor and evaluate this program in good faith and fairness to all parties involved.

SCAA assures that all communications between the Client and the Advisor will be held in strict confidence.

Although it expects the demand to be sufficient, the Arts Alliance cannot guarantee each Advisor any placements.

• Expertise in the needed area of assistance
• Needs and information provided by the Client Organization
• Availability of the Peer Advisor

The Executive Director will encourage the Client to select the appropriate Advisor with respect to the following:

Organizations may request this service through the printed application form which accompanies the promotional materials, through the SCAA publications and web site, via telephone, fax, or E-mail, or by personal contact with SCAA board members and the South Carolina Arts Commission.

Confirmation and Agreement Process After the Client has selected a Peer Advisor and discussed the terms and arrangements, the Client will notify the SCAA Executive Director of the plans. The Executive Director will send an Agreement Form, an Advisor Services Report Form, and a Travel Reimbursement Form to the Advisor. A Client Feedback Form will be sent to the Client. The Advisor will complete the Agreement Form and forward it to the Client and Executive Director for their signatures. Signed copies will then be distributed to all three by the Executive Director.

The Alliance will invoice the Client Organization at the time the contractual agreement is initiated. Each contract is negotiated individually based on the extent of work and time involved. For example: the cost of a "basic service" consultancy - a one day visit plus prep and follow-up time - is $350, plus out-of-pocket expenses. The Client's share would be $200 a day plus the agreed upon out-of-pocket expenses to the Peer Advisor, unless otherwise noted. The Alliance would subsidize the service at $150, thanks to financial support from the South Carolina Arts Commission, the Frederick S. Upton and the Max and Victoria Dreyfus Foundations, based on available funding for member organizations. If the Client Organization is not a current paid member of the Alliance, they may contribute at the suggested member categories based on the organization's income or pay an additional $100 per service

The Client will be responsible for reimbursements to the Advisor for travel, meals and lodging. Additional expenses to the Advisor for the project, such as postage, photocopying, long distance telephone calls, or additional resource materials may be included for reimbursement. The Client and Advisor should negotiate and be in agreement of all projected expenses in advance. The Peer Advisor will submit Travel Reimbursement Forms to the Client immediately following the service.

The Arts Alliance will pay the Advisor's fee upon receipt of the Advisor Services Report and the written final report to the Client. The Arts Alliance's accounting procedures take place twice a month. The Advisor can expect to be paid within a week's turn-around time within that time frame.

The SCAA Executive Director will monitor the South Carolina Arts Alliance Peer Advisory Network through quarterly reports to the SCAA Board of Directors. The project will be monitored through Client Feedback Forms, to be completed by each Client organization. These standardized evaluations will be shared with the Advisor (if the Client permits) and will serve to improve the administration of the program. The Peer Advisory Committee will take an active role in evaluating and restructuring the program.