KUPS RECORD LABEL PROJECT STEPS/PROCEDURES
1. Review the document “Music Licensing Basics” and discuss the
project with KUPS Operations Advisor and the project team.
2. If the project will include the generation of revenue (e.g. selling
recording/releases or other revenue):
a. For Fundraising: review information on the Student and
Club/Organization Fundraising web page and submit a
completed Fundraising Request Form.
b. If this project is going to be on-going, more often than infrequent, such as ongoing
manufacture of CDs for sale, this may not be considered fundraising. You will need to
consult with the Director of Financial Reporting and Tax in the Office of Finance before you
continue with the project. Any revenue generation beyond fundraising may have other steps
and consequences that need to be considered before you undertake this project.
3. Discuss project and arrangements with live performers (Guests) and recording artists, record labels,
songwriters, and publishers (Licensors), as applicable. Confirm the terms in our template performer
and/or music license agreements will be acceptable. If Guests or Licensors request any changes to
our template agreements (or to use their own form of agreement), make a note of this for step 6
below.
4. Complete the” KUPS Record Label Project Worksheet” (Excel spreadsheet).
5. Review the Excel worksheet with KUPS Operations Advisor. Make updates or resolve questions if
needed.
6. Before making any changes to our template agreements, discuss Guest or Licensor requests for
changes with KUPS Operations Advisor and Assistant Dean of Students/Director of Student Activities
(Assistant Dean). Assistant Dean discusses questions or concerns with Associate VP for Financial
Planning & Analysis as needed.
7. Use the information in the worksheet to prepare Live Performance and Music License contracts,
using the template agreements: For Live Performances:
a. Read the Guest Presenter/Artist/Musician/Performer/Speaker contract web page to select
the appropriate template agreement.
b. Use the Music License template agreement as Attachment A to the Performer Agreement.
Do not use the template Presentation Recording Agreement.
c. NOTE: if the live performer is a Puget Sound student, faculty, or staff member and will be
paid for the performance, s/he will likely need to be paid through payroll. Before making a
commitment, contact Career and Employment Services for guidance about paying students
and contact Human Resources for guidance about paying faculty or staff performers. If a
performance fee is paid through payroll, then only a Music License Agreement will be
needed (a contract for the performance is not needed).
8. KUPS Operations Advisor reviews contracts against information in worksheet. Make updates, if
needed.
Page 1 of 2
9. Assistant Dean of Students/Director of Student Activities reviews contracts against information in
worksheet and signs contracts on behalf of Puget Sound/KUPS. Note: Associate VP Financial
Planning & Analysis is backup for this role. Only these two individuals, Associate VP for Finance, or
VP for Finance & Administration may sign the contracts on behalf of Puget Sound/KUPS.
10. Send contracts and blank IRS Forms W-9 to Guests and Licensors. It is OK to send these as PDF files
via email. Note: Form W-9 is only needed if there will be a payment for a live performance or a
music license.
11. Guests and Licensors sign and return contracts and completed Forms W-9, if applicable. Note: if they
are comfortable doing so, it OK for Guests and Licensors to return the fully signed contracts and
completed Forms W-9 via email as PDF files.
12. Submit fully-signed contracts to contracts@pugetsound.edu. Retain Excel worksheet and other
project-related files in KUPS files.
13. Work with ASUPS Director of Business Services (DBS) or ASUPS Administrative Assistants to:
a. If there will be payments to Guests and/or Licensors for live performances and/or music
licenses, submit completed Forms W-9 and approved disbursement request forms to Office
of Finance (Jones 018), allowing a minimum of 2 weeks for all payment processing.
b. Submit approved invoices or disbursement request for other project expenses to Office of
Finance (Jones 018), allowing a minimum of 2 weeks for all payment processing.
c. Deposit project sales revenue with the Office of Finance.
Page 2 of 2