General Questions

What basic faculty policies should I know? (Covers laptops, release time, curriculum development, and honoraria.)

What do I need to know about IRB for my seminars?

How do I pay guest speakers?

What equipment is available through Macaulay?

What films are available through Macaulay?

What should I know about fair use and copyright issues?

Important Faculty Policies

Last modified on 2020-06-16 00:39:59 GMT. 0 comments. Top.

The following sets out general policies and procedures (rev. 5/18) for faculty teaching Macaulay Honors College Seminars. Please consult with Joseph Ugoretz, Senior Associate Dean and Chief Academic Officer for more specific information.

I. Laptop
II. Curriculum Enrichment
III. Honoraria

I. Laptop

In exchange for agreeing to teach a Macaulay Seminar over three semesters and to aid you in your course development and delivery, you are entitled to receive a laptop computer as a loan. The laptop is lent to you with the understanding that you will return it when you are no longer employed by CUNY (or for the usable life of the computer). In accepting the laptop you agree to participate in CUNY’s annual asset inventory. You must apply directly to Joseph Ugoretz, Chief Academic Officer, if you wish to receive this benefit.

II. Curriculum Enrichment

Macaulay can make modest expenditures in support of the Seminar curriculum and will entertain requests for the purchase of materials to enrich the curriculum. For example,Seminar 2 faculty requested that a video resource library be set up and submitted a list of recommended videos. Macaulay ordered the videos and established a video/DVD collection housed at Macaulay for the use of faculty. If you wish to borrow a video for your class, contact Amanda Hick to make arrangements to pick it up.

If you have ideas for curriculum enrichment, make a request in writing to Lisa Brundage. Please make arrangements with her for Macaulay to make these purchases on your behalf. We cannot reimburse faculty for out of pocket expenses.

Please note that the TOTAL amount available for any one seminar 2, 3, or 4 section is $500. (This includes both honoraria for guest speakers and any other expenses).

III. Honoraria

Macaulay Honors College will pay a modest ($150) honorarium to a guest speaker in Macaulay Seminars. The usual number of speakers is two, but if you feel a third speaker is important to your course, please apply to the Joseph Ugoretz, Chief Academic Officer, for additional funding. If a speaker is addressing two seminars at once, we can double the fee.

If you wish to have a guest speaker in your class, follow this procedure:
• Prior to issuing an invitation, inform Joseph Ugoretz of the name and affiliation of the speaker and your rationale for inviting her/him. Specify the dollar amount of the honorarium requested.
• Once your invitation has been authorized in writing, you may issue it.
• Complete the form to request the honorarium and be sure to have the speaker fill out the correct honorarium forms.
• Include a copy of your syllabus, showing the speaker on the appropriate date, and your class roster if these were not previously submitted via email. A flyer announcing the event (with speaker, date, class, title of talk) may be substituted if the speaker is not listed on your syllabus.

Important Note about honoraria–The processing of honoraria for guest speakers is very lengthy and complicated.  Your speakers should be warned that it will take a very long time for them to receive a check.  6-9 months is not unusual, and it can take longer.  Whenever possible, you should ask speakers to donate their time pro bono.  If they do need the honorarium, please be sure they understand that the length of the process is not our choice, and we completely understand how unpleasant it can be to wait so long.

Let’s emphasize this–it is EXTREMELY difficult and time-consuming to pay honoraria.  If this is going to cause a problem, PLEASE do NOT offer or promise an honorarium.  In fact, it is probably best just to assume that we can not pay any honoraria.  That will prevent disappointment.

The same basic procedure is to be followed for Seminar 1 tickets to cultural events, Seminar 2 walking tour guides, Seminar 3 fieldtrips, etc. For all Seminars, Amanda Hick will provide support in making arrangements.

Please note that the TOTAL amount available for any one seminar 2, 3, or 4 section is $500. (This includes both honoraria for guest speakers and any other expenses).

IRB Information

Last modified on 2020-06-16 00:40:00 GMT. 0 comments. Top.

The question of IRB for seminar 2 website projects (and other research in the seminar) is a subject that seminar 2 faculty discuss every year at the seminar workshops. And we’ll keep discussing! And (as social scientists know!) it’s not just our faculty, but pretty much everyone involved in work with oral history. The AHA, the Oral History Association, even (recently) the federal government have been grappling for several years now, at least, with whether, or when, or how much, oral history work is subject to IRB approval.

Since the subject is so complicated and unresolved, and various campuses (and disciplines) have such a wide range of approaches and rulings, our policy at Macaulay is and has been that this is a faculty decision, and that we won’t dictate any one central universal requirement. The only thing we do require (or rather, strongly urge) is that faculty make this a live issue to be discussed with students–so that they are aware of the issue and the arguments as something that is part of social science research. Some faculty ask all their students to complete the online CITI training. Others work carefully to craft disclosure statements and release forms. Others carefully anonymize all video (ITFs can help with that) to mask identities. Others do get IRB approval (expedited, or exempt, or whatever is best). Or some combination of those. But in each case, we’re mainly concerned that faculty make the decision but that the decision be transparent to students to help them understand the issue.

As for the ultimate website projects for the seminar, there, too, it’s a faculty decision just how public the work should be (and how that works with the need for IRB approval). We do, as a default position, encourage faculty to work towards the most public-facing presentation possible–as appropriate–because of the huge benefits to students from having their work available to a wider audience. But there are certainly degrees of public-facing. The sites can be open just to the public at large, or to the public at large but not indexed by search engines, or to just the Macaulay community, or to just the students and professor in the one particular section (that last option is one that, especially for an entire site, we would really discourage. But if that’s the only appropriate solution, then that’s the route to take). Even better, we would want to ask people (faculty and students alike) to think through the issue of privacy (openness or closedness) in a fine-grained and intentional way. Certain sections of the site can be private, if necessary, while other sections might be perfectly fine to have open. It’s not an all-or-nothing decision.

ITFs are primed to help with all of this–to devise technical solutions to achieve whatever different levels of openness will be best, to join discussions about the issues and implications, and to share information about what other sections of the seminar are doing–but that level of openness is not an ITF decision, or a central Macaulay decision, it’s something for the professor and the class to discuss, understand, and decide.

It’s far from a settled issue, and it’s definitely best for students to see and understand it that way–as part of understanding the specific disciplines’ (and interdisciplinary) methods of research and understanding.

How to Pay a Speaker/Seminar Guest/Walking Tour Guide

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Macaulay Honors College will pay $150 honoraria for guest speakers in MHC Seminars. If a speaker is addressing two seminar sections once, we can double the fee.

To pay a speaker please first email Joseph Ugoretz, Associate Dean, Teaching, Learning and Technology to receive approval for your speakers. Once your speaker has been approved, the honoraria forms need to be filled out. In order to process payment for your speaker, in addition to the completed and signed forms, we will need your class syllabus (with the speaking engagement indicated) and your class roster

If an organization wants to be paid instead of the individual, you must also include:

• Original invoice from the organization


New York state will not pay anyone unless their social security number and their home address is included on the forms. Checks will not be sent to business addresses.

The payment process is often lengthy. VERY lengthy (6-9 months is not unusual, and it can be longer). Please tell your guest speaker, with our apologies, that the delays are unavoidable and we always try to limit them as much as possible.

A/V Request Form

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We have AV equipment available for MHC faculty and students to check out, including professional and consumer grade cameras, lighting equipment, tripods etc. To request an item, fill out this form at least three business days in advance of when you’d like to pick it up.

Films Available at MHC

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We have a screening room and many films available at Macaulay. Please see the list. Please note that a faculty member must be present for screenings.

Code of Best Practices in Fair Use for Scholarly Research in Communication

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Faculty often deal with issues of copyright and fair use in their classes, particularly when embarking on publicly accessible web projects.

This set of guidelines has been developed by the American University Center for Social Media.  This is not a definitive legal document, but a guide for framing the issues.