Providing professional services to the university
You will be asked to sign a Professional Services Contract to provide professional services to the university as an independent contractor.
The contract is issued by the program. The responsibility to communicate specific contract terms and expectations lies with your academic contact.
Read the general information applicable to all academic contractors.
Understanding your contract
Your professional services contract consists of the following components.
Part 1: Contract identification, delivery method, timing, deliverables, contract fees and invoicing, acknowledgements by the contractor and signatures.
Part 2: Definitions, Terms & Conditions, Schedule A - Deliverables, Schedule B - University Responsibilities, Schedule C - Allowable Expenses, Schedule D - Privacy Protection
Part 3 (if applicable): Schedule E - Additional Terms & Conditions, Schedule F - Offshore Delivery
Contract: Part 1
Part 1 of the contract identifies the type of contract - whether for instruction, supervision, course development or another academic service; the delivery method of a course - on-campus classroom, online or blended, the deliverables and associated timelines, the contract fees and invoicing schedule, and allowable expenses (if applicable). The contractor is also asked to acknowledge the policies they are responsible for being familiar with.
Note: for Teaching contracts, compensation is based upon the number of students on the first day of class. When contracts are issued, the class size is only an estimate. The actual class size will likely change. The program office will issue confirmation of the final contract amount upon the first day of class, and send an updated schedule of the contract payment amounts.
As per our Contracting rates schedule, there are two payment models: 1) for classes with 20 students and over: a rate per credit plus a rate for each student; and 2) for classes with less than 20 students: a base fee for up to 10 students, depending on number of credits, plus a rate per student to a maximum of 20 students. A contract may transition between these models if class numbers cross the 20-student threshold.
For Teaching and Supervision contracts, Part 1 also specifies the Ethical Review requirements. If students will be involved in activities involving human participants, including as part of class assignments, you will need to demonstrate either that you have experience or training in ethical reviews in accordance with the University's research ethics requirements, or that you have taken the Tri-Council Course on Research Ethics.
Contract: Part 2
Part 2 is linked from Part 1 of your electronic Professional Services Contract (and links are provided below). Please read through Part 2 carefully and fully understand the contents. It contains the following sections:
- Terms and Conditions of Contract (including sections on Confidentiality, Intellectual Property Rights, Records Management, and Reports & Reviews)
- Schedule A: Deliverables
- Schedule B: University Responsibilities
- Schedule C: Allowable Expenses (if applicable) - see travel information below.
- Schedule D: Privacy Protection
Note: Part 2 of the contract is specific to your role:
Please note the Intellectual Property clause under Terms & Conditions:
Subject to the following paragraph, the University will own all intellectual property rights to all Course Materials and all other property or improvements/changes produced or created under this contract by the University or the Contractor or the Contractor’s employees, agents or subcontractors. The Contractor will assign, without further compensation, all of its right, title and interest in any intellectual property rights in all such property. The Contractor will ensure that all of its employees, agents and sub-contractors are similarly bound to assign their intellectual property rights and that all employees, agents and sub-contractors waive all moral rights (including rights of attribution and integrity) in relation to such property to the extent such moral rights cannot be assigned to the University. The University hereby grants the Contractor a royalty-free, fully paid-up, worldwide, nonexclusive license to use and reproduce all such property during the term of this contract to the extent necessary to perform the Contractor’s obligations under this contract.
Any Course Materials or other materials created by the Contractor (or the Contractor’s licensor) prior to the term of this contract (or materials created prior to the term of this contract that are subsequently modified by the Contractor to fit with the University course) that the Contractor uses to assist with the delivery of a University course will remain the intellectual property of the Contractor (or whomever owns the intellectual property for those materials). For the sake of clarity, such ownership rights entitle the Contractor to use and exploit such materials for any future courses or purposes. The Contractor will also own all improvements/changes to such materials made by the University or the Contractor. The Contractor hereby grants the University a royalty-free, fully paid-up, worldwide, perpetual, non-exclusive license to use, reproduce, exploit and sub-license all such property (including improvements/changes thereto) during the term of this contract and after the term for any future courses or purposes. To the extent of any conflict between this Clause 20 and any provision in the University’s Intellectual Property Policy, this Clause 20 will apply.
At the end of a course, you will be asked to provide all intellectual property developed as part of your contract.
Please direct any questions around intellectual property to your academic contact, usually the program head.
Contract: Part 3
You will only receive a Part 3 to your contract, if:
a) There are additional terms and conditions included beyond the standard
b) If you are required to travel for offshore delivery.
If you are required to travel internationally, please see section on International Travel.
Information we need from you
CV and credentials
When signing your first contract, you will be asked to submit:
- an up-to-date CV
- a copy of your highest credential and/or professional designation
You will be asked to update your CV every two years.
Supplier Information Form
You will be asked to complete a Supplier Information Form which provides essential information to set up your contract and for the Finance Department to process payment.
You will be sent the form by program staff.
Please refer to the Supplier Information Form Guidelines to help you complete the form.
As an independent contractor, please review CRA GST/HST guidelines to determine whether or not you need to register for a GST number.
If you have earned more than $30,000 over the last 12 consecutive months, you need to register for a GST number
Note: Once your revenues exceed the $30K threshold in a twelve month period, you are deemed to be registered for GST from that point on, regardless of whether you complete the registration with CRA; the CRA can go back and assess GST from the date it was required, not just from the date that registration occurred.
We strongly encourage GST registration from the beginning of self-employment work if you think you might come close to the $30K threshold. As a benefit, once you are registered for GST you can start claiming the eligible GST paid (Input Tax Credits) against the GST collected.
Note GST/HST rate as per place of supply.
For further information, see CRA webinar on GST/HST.
Please advise your program contact if you register for a GST number so that we can update your supplier information.
Please remember to add your GST% to your invoices - see invoice section.
Change of personal/business information
Please contact your program office as soon as possible should any of your supplier information change. i.e. personal or business information change, including: personal name/company name, address, GST # status (i.e. you have obtained a GST #), banking information, email, phone number.
You will be asked to complete a new Supplier Information Form.
For the addition of a GST number, a Contract Amendment will need to be signed.
Note: Finance will only pay invoices that match the contract information.
If your email changes, please also update your personal email address (at this link) with IT.
If you are a non-resident of Canada and a part of your work will be done in Canada, your contract is subject to a 15% withholding tax for the days worked in Canada, as per the Income Tax Act. However, as per the Canada Revenue Agency (CRA) Guidelines for Treaty-Based Waivers Involving Regulation 105 Withholding, a non-resident can apply for a waiver that may reduce or eliminate the 15% withholding tax, based on your personal circumstances.
To complete the waiver application form, you will need the following Payer information:
- Payer: Financial Services, Royal Roads University
- Address: 2005 Sooke Rd., Victoria, BC V9B5Y2
- Canadian Business Number: 89957 0063
- Contact person: Finance Department
- Tel number: 250-391-2600
CRA’s processing times for the waiver applications varies, so if you are planning to apply for a waiver, ensure you do so promptly after the contract is approved, at least 30 days before start of services in Canada or 30 days before first payment. The official waiver must be received by the Finance department before the first contract payment, otherwise the normal tax-withholding rules will apply.
While CRA will send an approved waiver to Finance, please also submit your waiver copy to Finance, at firstname.lastname@example.org, to ensure it is received in a timely fashion. To avoid having the tax deducted from your payment, Finance must receive a copy of the waiver prior to, or along with, the submission of your first invoice.
Please also note that the waiver is contract specific, so if you enter another contract during the year, a new waiver would be required.
Non-Residents who do not have a Canadian Domiciled Account, please complete the International Wire Transfer Request form for payment. Note that associated bank fees will be applied.
The University recommends that as a contractor you maintain industry standard commercial general liability and professional liability insurance coverage to ensure that you are able to fulfill your obligations with respect to the risks inherent in delivering the deliverables and providing the services under the contract.
If you are required by law to maintain WorkSafeBC coverage, you shall be active and in good standing with WorkSafeBC, and provide a clearance letter issued by WorkSafeBC upon request. The Supplier Information Form requests your WorkSafe BC number, if you have one.
Website bio for instructors
If you are an Instructor, you will be asked to complete a faculty bio template that will be posted to our Faculty Directory and to the relevant school faculty page(s).
Travel policy and procedures
If your contract includes allowable expenses (which serves as the necessary pre-approval), please review Schedule C (Allowable Expenses) of your contract and familiarize yourself with the following:
- RRU's Travel and Business Related Expense Policy
- RRU's Travel and Business Related Expense Directive
- RRU's Travel Rate Schedule
- Breakfast: $22
- Lunch: $22
- Dinner: $28.50
- Full day: 72.50
Incidentals: $14 (May only be claimed for each full 24-hour period. Travel length of less than 24 hours does not qualify for an incidental claim.)
Full Day Meals & Incidentals: $86.50
Mileage rate: $0.55 per kilometre
If your contract includes international travel, please make sure to avail yourself of the International SOS Global Assistance Program. Please review this information and direct any questions to Jessica Subin, director, financial Services.
You may be required to travel to the RRU campus in Victoria from outside the Capital Regional District (CRD) to teach in residency, for program planning sessions, or other program-related matters.
The university will provide or cover the cost of accommodations for those who do not reside in the CRD. In instances when on-campus housing is not available, the university will make arrangements for off-campus accommodations.
On-campus accommodations is provided in houses with a bedroom, bathroom, full kitchen, living room and laundry facilities. The university will make every effort to provide independent accommodations; however, during peak times, you may be provided with shared accommodations, which consists of an independent bedroom and otherwise shared common spaces.
Accommodation is only provided for you, the associate faculty member. The university will consider a request to accommodate a family member or guest but may not be able to do so in every circumstance. Should such a request increase the cost of accommodation, you would be expected to pay the difference.
Program areas submit accommodation requests on behalf of associate faculty. A confirmation will be shared once the reservation has been confirmed.
During business hours, 8:30 a.m. – 8:30 p.m., check-in/out services are provided via the Guest Services Desk, located on the main floor of the Learning & Innovation Centre. After business hours, check-in services are provided by Campus Security located in the Millward building.
End of contract
Debrief and evaluation
It is important for us to hear about your experience as an instructor and faculty member and we would like to be able to provide you with feedback as well.
While each program may have its own process of debrief and evaluation, you can expect a combination of the following:
- Student evaluations sent to you in summary form
- Conversation and/or email exchange with your program head/faculty Lead
- Conversation and/or email exchange with your CTET instructional designer
- Instructor Feedback Form for you to complete
- Opportunity to post feedforward notes in post-course Moodle Task Timelines notes
Please approach your program head and your CTET instructional designer if you wish to have a debrief conversation.
Further teaching opportunities
You may want to explore further teaching or supervision opportunities. You can:
- Discuss further teaching opportunities with your program head
- Contact Faculty Affairs to potentially be added to the associate faculty recruiting database
- Respond to program-level requests for expressions of interest
- Check the associate faculty/contractor opportunities for posted opportunities
For questions related to payment and tax information, please contact the Finance department.
Please direct all other contract-related questions to your program staff contact.