Arrangements for External Reviewers:
Information from the Office of the Provost and Dean of the College

Payment Arrangements for External Reviewers

1. You must verify that the reviewer has the right to work in this country and at St. Olaf College.

  • US Citizens must complete a W-9 prior to their campus visit. The form can be found on the IRS web site or on St. Olaf web site under the Treasurers office. It is acceptable to FAX the form to 507-646-3210 or the form can be mailed to the Business Office before the reviewer visits campus.
  • For Non-US Citizens it is imperative that we identify their immigration status and tax residency before a commitment is made. Please contact Linda Kuchinka (x3651) with their status to verify their eligibility to be paid.

2. After the visit, external reviewers must complete reimbursement requests and attach original detailed receipts – this includes reimbursement for mileage, meals, hotel, etc. incurred while traveling to and from campus. All reimbursement requests, with original detailed receipts, should be sent to Suzan Wegner in the Office of the Dean of the College.

3. External reviewers are typically paid an honorarium. Work with your associate dean to determine the amount of the honorarium prior to making any commitments. Honorariums will be sent after the Office of the Dean of the College receives the reviewer’ report.

Required Meetings

1. The Provost and the appropriate associate dean meet with the reviewers for 30 minutes at the beginning of the first day of the visit. Please call Pam Dresow (x6799) to schedule this meeting. Please send the Dean's support staff ( doc@stolaf.edu ) the names of the reviewers, their credentials, and any other pertinent information.

2. Dean’s Council meets with the external reviewers for lunch, generally on their last day on campus. Call Pam Dresow(x6799) to schedule this meeting.

3. The Provost and the appropriate associate dean meet with the external reviewers for an exit interview at the conclusion of the visit for 30 to 60 minutes. Call Pam (x6799) to schedule this meeting.

Hotel and Fl8 CHAIRSight Arrangements

1. When making arrangements for hotel rooms or flights please use your department credit card. Use the following procedures for re-classifying charges to the program review unit from the new VISA card statement.

a. Select the charge that needs to be reclassified
b. In the Unit field, type in the unit number “99999.”
c. Next move to the Description field.  Include “Program Review”, department
being reviewed, name of reviewer, and dates of the visit.
d. After you have made your changes approve and close, then send on to your
 approver.

2. The department being reviewed is responsible for all expenses connected with the visit, except the reviewer’s travel and lodging costs.

Self-Study Document Distribution

1. Send one complete copy of the self-study to the Office of Academic Research and Planning.

2. Send three complete copies of the self-studyto the Office of the Dean of the College (one for the Provost, one for the department’s associate dean and one for Dean’s Council to peruse); one copy may be returned to you after the visit if you request it.

3. Send seven copies of the narrative only, one for each member of Dean’s Council, to the Office of the Dean of the College OR e-mail the narrative to
deans-council@stolaf.edu .