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Fine Arts Handbook 2011-12

The Socorro Independent School District does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs, activities or employment. SISD adheres to all Title VI Regulations prohibiting discrimination, the Age Discrimination in Employment Act of 1967,

as amended, section 504 of the Rehabilitation Act and the Americans with Disabilities Act. The following person has been designated to handle inquiries regarding the foregoing:

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Table of Contents

Budget .............................................................................................................................................3 Calendar 2011-12 ...........................................................................................................................4 Charms ............................................................................................................................................6 Contest Procedures--SISD .............................................................................................................7 Contest Procedures--UIL ..............................................................................................................8 Copyright ........................................................................................................................................9 Eligibility Requirements for all Extracurricular Activities .....................................................10 2011-12 Eligibility Calendar .......................................................................................................11 Entry Fees .....................................................................................................................................12 Equipment Requests ....................................................................................................................13 Fund Raising ................................................................................................................................14 Instrument Rental ........................................................................................................................15 Instrument Rental Fees Deposits ................................................................................................16 Instrument Repair .......................................................................................................................17 Inventory Procedures ..................................................................................................................19 Letter Jackets ...............................................................................................................................22 Lost and Stolen Equipment .........................................................................................................23 Piano Repair and Tuning ............................................................................................................24 Student Travel ..............................................................................................................................25 Student Code of Conduct Investigation Procedures and Consequences ................................27 Student Code of Conduct--Socorro ISD ....................................................................................28 Theater High School Event Techs ..............................................................................................30 Theater Maintenance and Procedures .......................................................................................31 TEC 33.081 ...................................................................................................................................33 Chapter 76. Extracurricular Activities Subchapter AA. Commissioner's Rules ............ 35 Marching Band Eight-Hour Rule (Revised August 18, 2004) .................................................37 Health Tips for Marching Band .................................................................................................38 Performance Requirements for Band ........................................................................................40 Performance Requirements for Choir .......................................................................................41 Performance Requirements For Orchestra ...............................................................................43 Booster Club Guidelines ..............................................................................................................45 TMEA Procedures and Guidelines .............................................................................................49

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Budget Each department–band, choir, orchestra, flags, theater, drill team, mariachi-have a small amount budgeted through the fine arts office. In all cases, this money is designated as general supplies that are specific to your program and is to be used for items such as music, mouthpieces, bows, and other accessories for the designated group that we do not inventory. This budget can’t be used for instruments, anything that can be classified as furniture, technical or audio equipment, or classroom supplies that are provided for every other teacher on campus. The budgeted amount for each program is listed in the campus budget that has been received by the campus principal. The procedure for spending the monies will be as follows:

1. The teacher will check the bid list for the proper vendor to use for any desired item. 2. The teacher will then give the appropriate information to the proper person on each campus to enter in

the computer. Information that your campus budget clerk must follow have is as follows: • Vendor • Description of items requested • Cost of each item • Projected total cost • Bid number • Item number on Bid

3. Please remind each person that the fine arts office must approve the items and to please put the campus no followed by FA (i.e. 001FA for Socorro High School) as the approval code. We will check for open requisition then print the requisition, check the balance in the account, be sure it is appropriate equipment for this account is being ordered, and I will approve requisitions. Once requisitions have been converted to purchase orders they are sent to the campus. It is the responsibility of each teacher to follow through with their campus budget person and get a copy of the requisition from them. Once I have approved the requisition this office no longer has anything to do with campus allocated funds

4. The department doesn’t approve limited purchase orders. All fine arts purchases must be placed on regular purchase orders.

5. Once items are received, the teacher will turn in the signed invoice to the proper campus clerk who will then submit it for payment. Be sure to keep a copy for your records in case this is lost.

6. Bid lists can be obtained on line. 7. If items are delivered to the fine arts office, we will receive them in the computer. The director will be

contacted to pick up items at the department as soon as they are received. 8. Please be sure to use all monies prior to January 15 of the previous school year. All monies not spent by

January 15 will be lost unless written justification can be given to the fine arts department. 9. Fine Arts monies can not be used for any material that is normally purchased for the regular classroom

teacher. i.e..paper, pens, etc. Do not use Fine Arts monies for items from the warehouse, print shop, or Office Depot.

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Calendar 2011-12 August 1 ------------------------------------------------------ First Day for Marching Band August 20 ----------------------------------------------------- UIL/TMEA Fall Meeting .................................. Eastwood High August 29 ----------------------------------------------------- First Day for March Band 8 hour rule September 6 -------------------------------------------------- Meeting for Academic Coaches .................... YISD Auditorium September 17 ------------------------------------------------ EPWS All Region Band Music Clinic ..............................UTEP September 20 ------------------------------------------------ Academic Decathlon Coaches MTG September 24 ------------------------------------------------ All Region Jazz Auditions ........................... Hanks High School Septebmer 27 ------------------------------------------------ Middle School Violin Elimination Round .......................... Ross September 27 ------------------------------------------------ OAP Directors Mtg all levels .....................Burges High at 4:30 October 1 ----------------------------------------------------- HS All Region Choir Auditions ................................. El Dorado October 1 ----------------------------------------------------- Middle School Orchestra All Region Auditions ................. Ross October 1 ----------------------------------------------------- OAP Enrollment Deadline October 8 --------------------------------------------------EPISD Marching Contest October 15 ---------------------------------------------------- High School Orchestra Audition .................................... Hanks October 15 ---------------------------------------------------- UIL Region Marching Contest ........................................... SAC October 22 ---------------------------------------------------- Socorro Marchfest .............................................................. SAC October 24 ---------------------------------------------------- Freshmen Orchestra All Region Auditions ...................... Hanks October 28 ---------------------------------------------------- Posting of All State Orchestra Audition Excepts October 29 ---------------------------------------------------- High School All State Taping............. Adobe Recording Studio October 29 ---------------------------------------------------- Area Marching Contest November 5 ------------------------------------------------Thunder drums ........................................................Coronado November 5 -------------------------------------------------- Academic Decathlon Scrimmage-- ............................ Americas November 5 -------------------------------------------------- MS All Region Choir Auditions ............................ Indian Ridge November 7 & 8 --------------------------------------------- UIL State Marching Band Contest November 10-12 -------------------------------------------- MS All Region Orchestra Clinic ........................... El Paso High November 12 ------------------------------------------------- MS All Region Orchestra Concert......................... El Paso High November 12 ------------------------------------------------- High School All Region Choir Concert ......................... Socorro November 12 ------------------------------------------------- Middle School All Region Band Auditions .................... Bel Air November 12 ------------------------------------------------- SISD Academic Decathlon Scrimmage ..................... Americas November 14 ------------------------------------------------- All State Audition Results Posted November 15 ------------------------------------------------- Middle School Band Reading Session ............................ Wiggs November 17 ------------------------------------------------- High School All Region Jazz Concert ............................. Hanks November 18-19 -------------------------------------------- Middle School All Region Band Clinic and Concert . Coronado December 3 -------------------------------------------------- Middle School All Region Concert December 10 ------------------------------------------------- High School All Region Band Auditions ........................ Hanks December 10 ------------------------------------------------- Academic Decathlon Scrimmage ....................................... Irvin December 11 ------------------------------------------------- National Portfolio Art Day December 12 ------------------------------------------------- 9th Grade All Region Band Auditions............................. Chapin December 17 ------------------------------------------------- All Star Football Game January 7 ------------------------------------------------------ TMEA Area Band and choir auditions January 12 ---------------------------------------------------- High School All Region Clinic and Concert ................... Bowie January 20 & 21 --------------------------------------------- Region Academic Decathlon .............................................. Irvin January 28 ---------------------------------------------------- District CX Debate .......................................................... Hanks February 1 ---------------------------------------------------- Winterguard Season Begins February 4 ---------------------------------------------------- Middle School Solo and Ensemble all districts ........ Montwood February 4 ---------------------------------------------------- UTEP Portfolio ................................................................UTEP February 8-11 ------------------------------------------------ TMEA February 16 -------------------------------------------------- MS All Region Jazz Band Auditions ....................... Valle View February 16 -------------------------------------------------- Black History Month Art Opening February 17 & 18 ------------------------------------------- Elementary UIL ....................................... Sierra Vista & Clarke February 18 -------------------------------------------------- High School UIL Solo and Ensemble ......................... Americas February 21-12 ---------------------------------------------- MS Jazz Band Rehearsals ............................................... Hanks February 24 -------------------------------------------------- Middle School All Region Jazz Concert ........................ Hanks February 24-26 ---------------------------------------------- State Academic Decathlon February 24 & 25 ------------------------------------------- Middle School One Act Play ......................................... Socorro February 25 -------------------------------------------------- High School VASE .................................................... Americas

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February 25 -------------------------------------------------- UTEP Solo and Ensemble Contest (place of state) February 29, March 1 & 2 --------------------------------- Youth Concerts .................................. Abraham Chavez Theater February 27 & 28 ------------------------------------------- EPISD Jazz Festival March 1-3 --------------------------------------------------Hanks Jazz Festival ................................................ Hanks HS March 13 & 14 ---------------------------------------------- SISD Band ..................................................................... Socorro March 17 ----------------------------------------------------- SISD Choir ................................................................. Americas March 16 & 17 ---------------------------------------------- State CX Debate March 19-20 ------------------------------------------------- OAP Zone 5A March 21 & 22 ---------------------------------------------- OAP Zone 1- 4A ............................................................. Bowie March 21 & 22 ---------------------------------------------- OAP Zone 2-4A ......................................................... Chamizal March 21-24 ------------------------------------------------- County Art Awards March 23 & 24 ---------------------------------------------- 5A & 4A Academics ....................................................... Hanks April 3 --------------------------------------------------------- 1-4A District OAP ........................................................... Bowie April 4 --------------------------------------------------------- OAP District 5A ......................................................... Chamizal April 5 -------------------------------------------------------- 2-4A District OAP ...................................................... Chamizal April 4-6 ----------------------------------------------------- UTEP Concert Band Festival April 5-7 ----------------------------------------------------- YISD Band Festival .............................................. YISD Office April 13 & 14 ---------------------------------------------- Area OAP ..................................................................... Midland April 9-13 ---------------------------------------------------- EPISD Student Art Award April 15 ------------------------------------------------------- Justice for the Accused Art Opening April 17, 18, & 19 ------------------------------------------- UIL Band ....................................................................... Socorro April 19, 20 & 21 ------------------------------------------- Regional OAP and academics ........ 5A-Lubbock & 4A-Abilene April 20 & 21 ------------------------------------------------ SISD Orchestra .......................................................... El Dorado April 21 ------------------------------------------------------ SISD Art Judging ....................................................... Americas May 1 & 2 ---------------------------------------------------- UIL Choir .................................................................. El Dorado May 3 & 4 ---------------------------------------------------- UIL Orchestra .................................................................. Bowie May 3 --------------------------------------------------------- 3 minute film festival May 4-30 ----------------------------------------------------- Student Art Awards .............. EPISD Professional Development May 5 & 12 -------------------------------------------------- UTEP Beginning Band Festival May 8-10 ----------------------------------------------------- UIL Middle School Band .............................................. Socorro May 18 & 19 ------------------------------------------------- Middle School Academics ...........................Ituarte & Hernando May 19 ------------------------------------------------------- SISD Art Show Open House .............................................. DSC May 21, 22, & 23 ------------------------------------------- State Academics and OAP May 26 & 28 ------------------------------------------------- State Solo and Ensemble ................................................. Austin

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Charms

This program has been purchased for the band and orchestra in the high schools. Directors will be responsible for entering their music inventory, instrument inventory and student rosters. It will help with financial, inventory, and parent communication. Be sure all information is entered and available to this office by August 1 and all records will be maintained and updated on a monthly basis.

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Contest Procedures--SISD Concert and Sightreading Socorro hosts the following contests that are designed as a pre-UIL competition. Adjudicators are recommended by the directors either in the spring or at the beginning of each school year. Every effort is made to hire judges that are recommended by the appropriate staff.

• Marching Contest • Band Concert and Sightreading Contest • Choir Concert and Sightreading Contest • Orchestra Concert and Sightreading Contest • Mariachi concert and sightreading contest

All level of high school and middle school groups are required to attend these competitions. i.e. If there are three directors at a school each director should be bringing a group. Specific sixth grade beginning groups are required to attend. Directors may bring more than one group if they so desire. All groups must perform three selections with the same requirements listed for all UIL contests. Each director will submit by email a copy of spreadsheet for this contest. Please be sure that you pick up all your sheets and medals before you leave the contest site. Solo and Ensemble Socorro also has a solo and ensemble contest for enrolled students grades sixth through twelve. It is preferred that all high school students be entered in the UIL high school solo and ensemble contest. Teachers are to screen students that are entering and when a large number of students that are entered do not appear the school will be required to pay the adjudication fee for the number of judges that were hired to accommodate the extra students. (As an example: 98 students enters 36 show up) Schools will be responsible for securing their own accompanist. This can be taped, live, or computer. Each school will be responsible for bringing their own equipment to the site. Directors must remain on site until all of their students have performed. Once ratings for all students have been posted, directors may come to contest headquarters to receive medals and adjudication sheets for their students. Please be sure that you pick up all your sheets and medals before you leave the contest site. Each director will submit by email a copy of spreadsheet for this contest.

Jazz Competition School will follow all rules as outlined for concert and sightreading.

• Complete spreadsheet with selections • Performs three contrasting styles of music • All students must be eligible

Eligibility forms must be completed for all contests when school is in session.

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Contest Procedures--UIL All schools are expected to compete in the appropriate UIL competition for their discipline unless written verification from the campus administrator stating the reason a particular group is not represented. To insure success in this endeavor please check the following:

1. A current Constitution and Contest Rules on line at www.uil.utexas.edu 2. UIL PML available at the UIL website listed above 3. Inservice on all UIL procedures and guidelines 4. All entry fees and bus requirements will be paid for by the department 5. Once trip and transportation requests are obtained by the department, we will submit the paperwork

through the necessary channels. 6. SISD will have a pre-UIL competition to help obtain useful comments to improve group performance.

The following procedures will be used for entering all UIL Music contests:

1. A roster of students will be submitted to the Fine Arts Department 45 days prior to the contest with a campus administrator signature.

2. Directors must complete registration at uilforms.com by registration deadline. Be sure to check that you are entered in the correct region and prior to the deadline.

Campus Directors are to order three original scores

for the music they will be using and number all measures prior to the contest date.

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Copyright This is an area of growing concern and monitoring by outside lawyers. All these folks do is copyright infringements and they are very serious about enforcing this law. Remember copyright includes but is not limited to, music, scripts, software, DVD’s, and CD’s. The website to get complete information on copyright laws is: https://www.menc.org/information/copyright/copyr.html MUSIC On page 145 of the UIL Constitution and Contest Rules, Section 1104 is very specific on what and what can’t be done for a UIL competition. It is as follows:

(a) REPRODICED COPIES OF MUSIC. Reproduced copies of published, copyrighted music scores will be accepted for UIL music events provided the following conditions are met:

(1) The reproduction of scores is an emergency and is made without purpose to avoid purchase of music;

(2) The reproduction show the notice of copyright; (3) Proof is provided and a purchase order for the procurement of copyrighted scores has been

initiated; or a statement by the copyright holder granting permission to use photocopies scores is submitted to the executive secretary or contest chair prior to the contest;

(4) Certification that reproduced scores will be destroyed immediately following contest use (5) Individuals or schools whose groups perform copyrighted and/or music requiring royalty are

responsible for conforming to all rules and regulations pertaining to the performance of copyrighted music

(b) PROHIBITED REPRODUCTION Reproducing more than 10% of individual parts (band, orchestra, choir) is not permitted under this rule

THEATER On page 134 of the UIL Constitution and Contest Rules, Section 1033 is very specific on what must happen for all plays not just One Act Play (B)Publisher Permission and Royalty Payment. If the director is producing scenes from a long play or an original play, the director shall produce written evidence that permission for production has been obtained from the publisher or author. Such written evidence shall be presented to the contest manager at each contest. No play shall be performed in contest ( or any other setting) unless the director can produce written evidence that royalty payment has been paid, if royalty is required. Publishing companies may not provide evidence of royalty payment. A letter from the superintendent or principal stating that publisher permission has been obtained and royalty paid may constitute written evidence. A check copy or canceled check may serve as written evidence of royalty payments. No royalty payment is necessary if the specific edition of the play being used is in public domain. The League assumes no responsibility for payment of royalties or obtaining permission from the publisher or author to produce plays or scenes from plays. All copyright laws will be adhered to and enforced—please contact this office if you have questions

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Eligibility Requirements for all Extracurricular Activities

Keep in mind that student eligibility is state law and defined in TEC 33.081 and TAC Chapter 76, Subchapter AA. These laws do not only apply to UIL activities but all activities that students are involved in. Also, it is the sponsor/director’s responsibility to check and maintain eligibility for all students involved in their programs all year long not just during or directly before their particular activity. To insure that we only have eligible students participating in activities we will use the following procedures or the specific procedure that will be followed on your particular campus:

1. Teachers will use the OSP system to check eligibility of all their students on a weekly basis and keep a file of who is failing and document conferences held with those students. These checks are to be maintained in the director/sponsor’s office.

2. At the end of the first six weeks all coaches/sponsors must complete a grade check for all students participating in fall activities. Note the special situation with the Six Weeks Grade Report and required in the TEA/UIL Side by Side Publication.

3. At the end of each nine week period, directors will request eligibility from the registrar and OSP for all their students. They are to review, report, and counsel students on how to maintain a passing average.

Under no circumstance should an ineligible student and or students be allowed to participate in any activity that is off campus. They cannot ride the bus to or from that activity even if they are not performing. The activities include but are not limited to:

• Performances that are off campus i.e. marching band night, performances at the mall, nursing homes, DSC, downtown

• Fund Raised activities—i.e. competitions that take place in Disneyland, San Antonio, etc. Section 76.1001 of the Texas Administrative code [19 TAC §76.1001], defines Extracurricular Activities as "activities sponsored by the University Interscholastic League [UIL], the school district board of trustees, or an organization sanctioned by resolution of the board of trustees. " These activities are not necessarily directly related to instruction of the Texas Essential Knowledge and Skills [TEKS] but may have an indirect relation to some areas of the curriculum. For non-UIL extracurricular areas, the Division of Field Services provides direction and interpretation of Commissioner of Education rules and state law related to extracurricular activities. Examples of non-UIL extracurricular activities include, but are not limited to, FFA activities, cheerleaders, student council, drill/dance teams, and 4-H activities in districts where school trustees have sanctioned the 4-H as an extracurricular organization.

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Aug. 1 First Day of School-1st Six Weeks Begins (Mon) Eligibility for the 1st Six Weeks: 7th, 8th or 9th Grade Students: Promoted from previous grade. 10th Grade student: earned 5 credits during previous 12 months.

11th Grade student: earned 10 credits or 5 credits during previous 12 months.

12th Grade student: earned 15 credits or 5 credits during previous 12 months. Exceptions are noted for migrant, out- of- State transfer, special education students And those students who earned 5 credits During the previous 12 months. Sept. 9 End of 1st Six Weeks. Mandatory 6- Weeks (Fri) grade check. Sept. 16 Eligibility Action Day based on 1st Six Weeks (Fri) Grades. Sept. 30 End of 1st Nine Weeks Grading Period (Fri) Start of Fall Intersession. All Students eligible beginning at the end of school day. Oct. 17 Start of 2nd Nine Weeks. Students resume (Mon) eligibility status based on October 1 action. Oct. 24 Eligibility Action Day based on 1st Nine (Mon) Weeks Grades. Nov. 4 Grade Check for students who failed one or (Fri) more classes at end of 1st Nine Weeks. *Nov. 11 Gain Eligibility at end of school day. (Thu) Nov. 21-25 Thanksgiving Holiday (Mon-Fri) All Students are eligible for competition. Dec. 2 Grade Check for students who failed one or (Fri) more classes at end of 1st Nine Weeks and did not regain eligibility on Nov. 5 Dec. 9 Gain Eligibility at end of school day. (Fri) Dec. 16 End of 2nd Nine Weeks (Fri) Start of Winter Break. All Students eligible beginning at the end of school day. *Jan. 5 Start of 3rd Nine Weeks (Thu) Students resume eligibility status based

on Dec. 17 status. *Jan. 12 Eligibility Action Day based on 2nd Nine (Thu) Weeks Grades. Jan. 27 Grade Check for students who failed one (Fri) more classes at end of 2nd Nine Weeks. Feb. 3 Gain Eligibility at end of school day. (Fri)

Feb. 17 Grade Check for students who failed one or (Fri) more classes at end of 2nd Nine weeks. Feb. 24 Gain Eligibility at end of school day. (Fri) Mar. 9 End of 3rd Nine Week Grading Period (Fri) Mar. 16 Eligibility Action Day based on 3rd Nine (Fri) Weeks Grades. Mar. 30 Grade Check for students who failed one or (Fri) more classes at end of 3rd Nine Weeks. Start of Spring Intersession. All Students eligible beginning at the end of school day. April 16 Students resume eligibility status. (Mon) April 23 Gain Eligibility at end of school day. (Mon) May 4 Grade Check for students who failed one or (Fri) more classes at end of 3rd Nine Weeks. May 11 Gain Eligibility at end of school day. (Fri) May 25 Grade Check for students who failed one or (Fri) more classes at end of 3rd Nine Weeks. June 4 End of 4th Nine Weeks Grading Period. (Fri) All students eligible beginning at the end of school day. Eligibility: An SISD student is eligible to compete in a varsity athletic contest if he/she: 1. is a full-time day student (enrolled for at least four hours of credits per day or if in a block scheduling program for 40 hours of credit over a ten day period.) 2. has been in attendance since the 6th day of school or for at least fifteen calendar days. 3. initially enrolled in the 9th grade not more than four years ago. 4. is less than nineteen years old on September 1, or has been granted eligibility based on disability. 5. is in compliance with state grading requirements. 6. is a member of the resident school district and of the high school attendance zone, or has been continuously enrolled for 365 days. 7. did not move for athletic purposes. 8. and maintains amateur status. Specific questions on eligibility can be posed to the SISD Athletic Director (937-0506) Previous Athletic Participation Form (PAPF) A current form must be completed by any incoming Grade 9-12 athlete who participated the previous year at a different school. As per district policy: An incoming 9th student who attended a SISD middle school and lives in the high school attendance zone in which he/she is enrolled in does not need to complete a PAPF. Attending an SISD feeder middle school does not grant eligibility if athlete does not live in the high school attendance zone.

2011-12 Eligibility Calendar

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Entry Fees The Fine Arts Department will ONLY pay entry fees for all UIL marching, concert & sightreading contests, and all Socorro concert and sightreading contests. The procedure for having these fees paid for is:

1. Provide the department with a list of names of student names and the competition 45 days prior to the registration date. i.e. UIL Choir concert and Sight reading contest then list student in alphabetical order.

2. Have your campus administration sign it 3. Turn it into the fine arts office for the director of fine arts signature 4. The fine arts office will submit it to the finance department for processing

This is the same procedure that will be followed when groups advance. It is very important that the names of all students be turned in with the travel request.

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Equipment Requests

New equipment will be purchased by the fine arts office at the beginning of each new budget cycle using the following procedure.

1. The entire feeder pattern will meet to determine what will be purchased. The head high school director of each discipline will coordinate this activity.

2. Monies that are allocated based on the need of each high schools’ feeder pattern. 3. A request of equipment will be turned in by the designated date of each year listing the following:

• Type of equipment—include brand, model • School where equipment will be located • Quantity • Signature of all head directors within the feeder pattern • All equipment will be listed in order of preference and justification. We will no longer allocate a

certain amount to any feeder pattern. Equipment will be purchased on a need basis and justification. • Each teacher will have to show a need for the equipment. i.e. We will not order a new tuba when

you have 6 on your campus and only 2 tuba players. Verification will be rental cards turned into fine arts office by the designated date.

• Final decisions on what equipment will be ordered by the fine arts administrative staff • Only instruments will be purchased with this money. We will not purchase any type of sound

equipment with the money 4. Equipment will be ordered from the fine arts office. 5. When equipment is received it will be tagged and distributed to the appropriate school. 6. A wish list for the following year must be turned in by January so budget issues can be addressed.

Please keep in mind that we use these wish lists to also expend extra monies at the end of each fiscal year.

7. Request form is available on the web site under forms.

8. Equipment request forms not submitted by October 1 will not be processed and monies will be redistributed.

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Fund Raising The following are guidelines for all fund raising activities:

1. Fund Raising can only be done with approved district vendors and when coming on campuses they must have a blue pass entitled Vendor to Campus Pass signed by Mr. Vechione. All vendors must have a background check before they deal with students or campuses and this has been done prior to campus visitation privileges. Please do not use any fund raising vendor or even visit with vendors unless they physically show you this pass. Once you have decided on an approved vendor and product be sure you submit the proper paperwork BEFORE you begin the project.

2. Be sure that you are very clear on the purpose of the fund raiser. i.e. Trip to Disneyland—individual student accounts or Group fund raiser for clinicians

3. Karen Edens will check your preliminary paperwork and it must be signed by the appropriate Assistant Superintendent.

4. Remember if you are going on trip and have individual student accounts, you can’t use that money for other items such as clinicians, drill, music, supplies, etc. If you are doing a fund raiser for individual students that is where the monies must be spent

5. Funds will carryover from year to year. 6. Once the fund raiser has concluded make sure you fill out the summary. 7. Be sure you deposit all funds each and every day. DO NOT KEEP MONEY IN YOUR DESK. All

funds must be deposited or at the very least put in the school vault each day. 8. If you are unsure about this, be sure to call

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Instrument Rental Socorro ISD provides a limited number of instruments for students to rent during the school year; however, it is strongly suggested that each student purchase their own instrument. It is assumed that students shall purchase or rent their own musical instruments whenever possible. Where the school district does not have enough instruments available to meet the demand, band directors shall assign them based on the needs of the music program. Students pay a minimal NON REFUNDABLE fee of $45.00 per year to use each instrument. This fee covers the time period of June 1 though May 31 of the following year. Teachers may check instruments out to students for the summer provided the ENTIRE usage fee is paid prior to summer break. The following guidelines will be adhered to when issuing a student a district-owned musical instrument:

1. Students will only pay one rental fee even though they may be using more than one instrument. i.e. Percussionists, a bassoon player who is playing cymbals for marching season, a student plays bassoon in concert band and saxophone in the jazz band.

2. Usage fees may be waived by the principal in hardship cases. When applicable, the principal’s signature must appear on the student rental agreement.

3. Three part rental agreement must be completely filled out and signed by parent before student can be issued instrument. One copy will go to the parent, one copy kept by the director, and one copy will be turned into the fine arts office. Copies are to be turned into the Fine Arts office within 10 days after instrument is issued. We are being asked to provide this documentation to auditors. Any director not in compliance, written notification will be given to campus administrators.

4. Fees will be paid to the campus business manager or secretary and they will be responsible for receipting and depositing monies to the finance department. A student must pay the fee in advance and take the receipt to the band director who shall issue the instrument.

5. Please write in the following information: a. Condition of Instrument b. Tag Number

6. Please remind all students that the fee is NON-REFUNDABLE should the student exit from the music program for any reason.

7. The band directors have the responsibility of submitting to the Director of Fine Arts or designee a list of students using district-owned musical instruments including the serial numbers of the instruments issued. They shall maintain an inventory of instruments assigned to their respective campuses. The name of student shall be included on the inventory list. Each time there is a change please notify the fine arts department via email or other form or written notification within 10 days of the change.

8. Students will be responsible for all repairs or damage to an instrument while in their care. 9. Should a band director request that a student switch from a personally owned instrument to a district-

owned instrument, no fee shall be charged. For example, a student is asked to switch from clarinet to contrabass clarinet in order to achieve optimum instrumentation.

10. A payment plan can be used as long as director keeps up with payments and all is paid before the end of the first semester.

11. All Rental forms with supporting documentation are to be turned in to the Fine Arts Director and not support staff 5 days after students have rented instrument

12. No student is to take home or use school instruments until all payment and/or documentation is received.

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Instrument Rental Fees Deposits

All rental fees will be collected and deposited on campus. Each campus business clerk will be responsible for depositing money at central. Monies are deposited into the general fund. Include the following on each rental form:

• Receipt Number • Date of Payment • Amount Paid

You cannot keep funds to purchase equipment for your campus. i.e. percussion money to purchase mallets, etc.All monies are to be deposited immediately upon receipt.

Auditors have a large concern that monies are not being deposited and/or collected for instruments. This is in direct violation of district policy. You must show that funds are being collected for each and every instrument unless campus administrators issue a waiver or that one of the exceptions is noted on the rental cards

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Instrument Repair Socorro Fine Arts Department maintains a budget for instrument repair. Repairs do not cover mouthpiece replacement. The following procedure will be used when submitting instruments for repair:

1. Come to the office and someone will assist you in checking in your repairs. DO NOT LEAVE REPAIRS UNLESS SOMEONE FROM THE FINE ARTS STAFF IS WITH YOU. Do not ask the custodian to open the door for you to leave repairs. Call before you come to insure someone will be here when you arrive. The Fine Arts Office will not accept repairs between 11:30-1:00 and after 5:00 PM each day.

2. No instrument will be repaired unless a rental form is on file with the fine arts department and a photocopy attached to the repair form.

3. All marching equipment needing repair must be turned in on or before January 15. 4. The director will fill out a repair form. The form must be filled out completely including, tag

number, serial number and detailed description of work to be completed. When leaving an instrument at the Fine Arts department, fill in the log located in the binder on the wall with all the information.

5. The instrument(s) will be delivered to the Fine Arts Dept. where the instrument will be logged in and the appropriate vendor will be contacted to pick up the instrument for repair.

6. When the instrument is returned the organizational director will be notified and the instrument will be picked up at the Fine Arts office. All instruments are to be picked up within three working days of notification.

7. Do not send in an instrument for repair that needs any of the following items. These must be purchased out of the funding that the fine arts department allocates to each program.

a. New mouthpiece b. String replacement on French Horns c. String replacement for any string instrument—including guitar and mariachi instruments.

We will repair/replace bridges but this does not include strings. 8. We are tracking instruments that go into repair. If an instrument is returned to you without

proper repairs done, please let us know immediately and we will notify the vendor and send it back in. This process also allows us to track how many times an instrument goes into the shop for repair and perhaps we need to look at replacing the instrument.

9. All end of year repairs are to be turned in by one week after the end of school so that every effort can be made to have them back before school begins.

10. Instruments do not need chemical baths each year. 11. The directors are to insure that preventative maintenance will be done on each instrument at the

end of each year. Proper oiling of valves, washing brass instruments out, etc. should be done at the campus level.

12. CASE REPLACEMENT PROCEDURES. a. Instruments needing case replacements will be handled as a repair. You will NOT

complete a repair slip for new cases any longer. We will use the following procedure to replace cases:

b. Email the student workers and copy Don and myself with the following information, without this information we will not order your case.

i. Type of instrument—i.e. Bass Trombone, ¾ Cello, etc ii. Manufacturer—Yamaha, Eastman, etc.

iii. Model, YOB 31, VA 80 etc.

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c. You must be accurate with the type of instrument giving us the size, and as much of a description as possible, Don’t put Trombone—Include All information about the Trombone, F Attachment, Bass Trombone, Student Line, etc. This will enable us to get the correct case for the equipment.

d. On Bass Clarinets please include—one piece or two pieces. 13. Procedures when picking up instruments

a. Come by the office and someone will assist you. Do not ask the custodian to open the door.

b. Locate the notebook and find the section on Repair Pick Up and find the instruments or bows that are to be picked up and sign that you have them.

c. Make sure you take all the repairs that are here for your school. DO NOT leave some behind to “be picked up later”

d. Our room gets very small when people leave instruments for an extended period of time. Please make every effort to pick up instruments within three days of notification.

14. Reminders a. Make sure the repair form has all the information on it. And you leave the yellow and

white copy in the case and keep the pink for your records. This helps when questions arise.

b. Sign in and out for all instruments c. DO NOT ask custodians to open the storage room. d. PRINT your last name and initial when picking up and leaving off instruments. e. Call before you come if it is around lunch or 4:30. f. Give us complete information on the repair sheet g. Follow up on your repairs if you don’t get them back within 30 days check with us and

we will find out what is going on. h. Give a good instrument description when ordering cases

15. No repairs will be accepted after May 1st of each year until inventory for the

campus is completed. Once your inventory is done you may bring in instruments for summer repair.

16. Please keep in mind that any severally damaged equipment should have a damaged property report on file

17. Please keep in mind that any severally damaged equipment should have a damaged property report on file

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Inventory Procedures Inventory Safeguard Procedure All unused equipment is to be kept in a secured, locked area at all times. This inventory must be checked and verified every nine weeks of the school year. A campus plan must be in place to have equipment secured and monitored at all times Program Equipment - Beginning of Year The director will be sent an electronic copy of the inventory for their discipline and campus. He/She will review the inventory checking for accuracy and the program location of all equipment. A signed hard copy of the verified inventory is due to the Fine Arts office by August 15th, and will be forwarded to the district’s Department of Business Services. Remember: Directors are responsible for confirmed equipment assigned to them. Program Equipment—Mid Year Traditional Middle School (6, 7, & 8) inventories will take place the last week of January through the first week of February. These are scheduled through the fixed asset auditors and teachers will be notified as soon as the schedule is made available to the Fine Arts Department. Program Equipment – End of Year Each director will be sent an electronic copy of their inventory which will be used to get ready for a district or director generated inventory. Some programs with be physically inventoried by the district’s Department of Business Services. Those directors will be responsible to prepare equipment for the end of year inventory. This inventory will take place from Monday, May 15th thru May 30th. It is recommended that the director be available to answer any questions and to assist in the inventory. No instruments will be accepted by the Fine Arts office until in for repairs from May 1st until the campus inventory is completed. All equipment listed on the physical inventory must be present on the campus for this audit. In most programs the director will be responsible to take an inventory of their disciplines equipment. Each director is asked to: Use the comment area of the inventory for; tag replacement, note of police report number for

stolen instruments or loss of instrument. (this area is not for condition of equipment) Highlight any instrument that is missing. Note any new, donated, or unlisted instruments on the blank form included in your inventory. Print your complete name on the first page of your inventory initial each page and sign the last

page. Please check off each instrument as you verify its location. Do not delete any entries on the electronic copy use the comment section to inform the auditors

the status of the equipment.

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Return a hard copy of your inventory to the Fine Arts office and a corrected electronic copy to XXXXXXXXXXXXXX

Equipment Transfer

• An Asset Transfer Form (ATF) (Attachment 1) must be completed for the permanent transfer of assets between schools or departments. Instructions on accessing and completing the form are included with Attachment 1.

o Select “Transfer” as the transfer type at the top of the form and select the campus/department that will be receiving the equipment.

o Please remember that all items in red font need to be filled out completely. o Sample form filled out for transfers in Attachment 2.

• For Fine Arts, Business Services will forward the Asset Transfer Form to the Fine Arts Department for approval. The form will be then be reviewed by the fixed asset staff. If the form is incomplete or needs corrections, the fixed assets staff will send it back to the contact e-mail listed on the form for corrections.

• Once the form is complete and without errors, the fixed assets staff will send the Asset Transfer Form back to the contact e-mail listed on the form with your control number.

• The control number is your confirmation that the fixed assets department has received a completed copy of the transfer form.

• You may continue the process to remove equipment from the campus/department. • Transfers/Disposal of computer equipment and telecommunication equipment require approval

from the Department of Technology. • If the transfer is only temporary, Equipment Usage Agreement (Attachment 3) should be used.

The school requesting the temporary transfer should complete the form. The original form should be kept by the campus the equipment belongs to. The requesting campus keeps a copy. These forms are not to be sent to Business Services, but the forms must be available during inventory.

Property Disposal • All items must be sent to the warehouse where they can properly be disposed of through a public

auction. Under no circumstances can campuses or departments dispose of property. • Campuses/Departments need to fill out an Asset Transfer Form (ATF) (Attachment 1).

o Select “Surplus” as the transfer type at the top of the form and select Surplus-999 as the receiving location at the bottom of the form.

o Sample form filled out for transfers in Attachment 4. • Please remember that all items in red font need to be filled out completely. • Transfers/Disposal of computer equipment and telecommunication equipment require approval

from the Department of Technology.

New Acquisitions Equipment donated, purchased by fundraising money, or by the parent organizations must be entered into the district’s data base. Please send an email to the Fine Arts office with the following information:

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• Type of instrument • Serial number • Manufacture • Model Number • Date acquired • Estimated value

Once this information is received, the Fine Arts and Business Departments will process a Fixed Asset Form (attachment 1) and issue a fixed asset number which the director must attach to the equipment.

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Letter Jackets Overall Requirements

1. Recommendation by director/sponsor 2. 85 or above in awarding class 3. 20 hours of documented community service 4. 5 excused absences in school per semester and 0 unexcused absences. Principal may waive the 5

excused absences for the semester in hardship cases. 5. No more that 2 tardies for extra scheduled rehearsals 6. Must be enrolled in corresponding class during the awarding semester 7. Overall cooperation and conduct as determined by recommending director

Music Specific

1. Documented participation in 4 individual or small group competition (i.e. All Region, Solo & Ensemble, All State)

2. Must participate in 4 large group competitions Art Specific

1. Participation in 4 shows and/or competitions, two of which must be the district art competition and VASE.

Theater Specific

1. 2 One Act Play competitions 2. 3 public performances

Mariachi Specific

1. Participate in 2 competitions 2. 6 Public Performances

Dance Specific

1. 2 competitive events 2. 4 public performances other than football games

Flags Specific

1. 4 group competitions 2. 2 public performances other than football games

Guitar Specific

1. 2 solo and ensemble competitions 2. 4 Public performances

Speech

1. Must Participate in two years of UIL competition 2. Must participate in a minimum of 5 tournaments per year

Academic Decathlon

1. Participate in the regional meet for two years 2. Participate in 4 scrimmages—two for district and 2 regional

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Lost and Stolen Equipment Theft of Equipment and Inventory Items

• Cases must be identified with SISD and School name.

• The campus/department is responsible for completing a loss report when an item is stolen, damaged, or vandalized.

• A police report must be completed for all district equipment reported lost or stolen. This must be done within 10 days of it missing. A report must be filed with SISD police department by the director even if one has been filed with El Paso Police Department.

• A copy of the CASE NO. must be submitted to the fine arts department within 24 hours of the report being filed. The loss report and the police report must be faxed to the Fixed Assets Department - 851-7932.

• A Fixed Asset Loss Report (Attachment 5) must be completed and attached to the police report in order for the items to be removed from the District’s records.

• Replacement of a lost item is the responsibility of the campus/department • Please keep in mind that any severally damaged equipment should have a damaged property report

on file

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Piano Repair and Tuning

Procedures for repair and tuning of all pianos: • Pianos will be tuned by an approved district repair person. • This department will pay for each school to have one piano tuned twice a year; however, this

must be done prior to December 1 and April 1 or the department will not pay for the tuning. • Any type of repair is to be cleared through this department. • We will pay for tuning where there is an elementary music program in place. • Each vocal director on the middle school and high school campus will decide when they want

their piano tuned and contact the fine arts department. • The director will fill out a repair form requesting tuning and we will contact the approved

vendor. Please turn in the request directly to Ms. Ponikvar. • The fine arts department will issue an open purchase order to the approved vendor for a certain

amount of the tuning and vendor will then invoice our department. • Tuning requests must be done 30 days prior to needing the piano. • All piano repairs—i.e. electric pianos must follow the same procedure that is required for all

instrument repairs WITH THE EXCEPTION OF BRINGING THEM TO THIS OFFICE • Anytime a vendor is called prior to written department notification you will be responsible for

paying for repairs. DO NOT CALL A TUNER, IF YOU EXPECT THE DEPARTMENT TO PAY FOR IT, UNLESS IT HAS BEEN CLEARED THROUGH THIS OFFICE.

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Student Travel The Fine Arts office will provide transportation for the following:

1. Buses for all football games including middle school for band nights 2. One 24 foot truck for each high school marching band for each game in El Paso, UIL & SISD

contests. 3. Buses for UIL competitions—marching & concert groups and One Act Play companies. 4. Buses for all SISD competitions except for solo and ensemble competitions. 5. Buses for all special events that groups perform for SISD events and/or community events that

are scheduled through the fine arts department.

Examples of transportation costs that are not covered by the Fine Arts department: 1. Out of Town football games—pre-season 2. Any other type of competition—i.e. TOB in Las Cruces, Hanks Jazz festival, etc. 3. Special parades or activities that are arranged for student performances not through this

department. Directors will follow this procedure for department paid fine arts functions:

1. Send an email to nponik@sisd.net for the number of buses that will be needed for the event. 2. The department will schedule buses accordingly. 3. Whenever possible, we will schedule pick up one and a half hours prior to warm up with

departure 60 minutes after performance. 4. If additional time is needed, please notify us by email 30 days prior to the contest. Tell us how

much time is needed and why. Also, please notify us if you will be taking the students to lunch, if applicable. Just a reminder -- the only time you can take your students to lunch is if they actually miss their campus lunch time.

5. DO NOT have buses go to any other location without the approval of the Principal and Fine Arts Director. This includes lunch, malls, Peter Piper, etc.

6. Out pick up and drop off times are limited to non route times. In other words we can’t run buses during morning pick up times and afternoon drop off times. These are about 7:00 AM to 8:30 and 2:30-5:00.

All transportation requests must be turned in at least three weeks prior to the event. In cases where the football team advances post district play, follow these procedures:

1. Turn in a trip request with dates, list of students, destination, etc. 2. The department will submit it the central office for approval and complete with charters, district

buses, trucks, hotels, meals and other pertinent information. Each and every time that students are accompanying any sponsor on a school related trip, that sponsor must have written permission to take the student off campus. Many schools use a blanket permission slip for the entire year. I caution each director that when a large time span has occurred since the last trip, a new permission slip be obtained for spring activities. (Parents do forget what they signed at the beginning of the school year.)

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The district and many schools have their own forms. Please follow your own campus procedure for the correct form to use. The district also has a medical release form that should be completed for each student leaving the campus. Both of these forms or copies of these forms should be taken with the sponsor for each activity. Both forms must be taken on any type of out of town travel.

NEVER TAKE A STUDENT OFF CAMPUS WITHOUT WRITTEN PERMISSION FROM THE PARENT OR GUARDIAN. Never allow students on a bus without a sponsor and/or director on the bus.

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Student Code of Conduct Investigation Procedures and Consequences Socorro Independent School District

Directors, and Sponsors Coaches, athletic trainers, directors, sponsors and district employee chaperones have specific responsibilities when supervising students on district approved trips. Some basic information has been included on the Parent Permission Form. The content presented herein addresses specific investigation procedures and forms that the district employee should use when an incident occurs. There is also information about the Student Code of Conduct and a requirement for coaches/sponsors to acknowledge specific consequences for those student athletes in their programs who commit a Level Ill or IV offense.

Investigation Procedures Use the SISD Athletics / Fine Arts Incident Report Form

1. Steps 2-8 should be completed within two hours of awareness of the incident.

2. Start writing a specific timeline of events as soon as you become aware of an incident or problem.

3. Report problem or incident to a campus or department administrator or other staff member on the trip.

4. Report the problem or incident immediately to campus principal (Cell # _____________) and to the Athletic/Fine Arts Director (Cell # __________________).

5. Has a law been broken?____ Yes ____ No _____Uncertain

6. If a law has been broken, report the problem to the appropriate law enforcement authority.

7. If there is an injury to a student by an adult, notify Child Protective Services (CPS).

8. Divide the involved students among coaches and trip administrators and begin interviewing each student individually. Have each individual complete the witness information form. In every instance student safety must be ensured and each student must be treated humanely and respectfully. Use Incident Report: Witness Information Form

9. Contact parents and reassure them of the condition of their child.

10. If the incident occurs during the day, the parents should be contacted during the early evening hours at the latest.

11. If the incident occurs at night, the parents should be contacted at a reasonable time in the morning; unless the seriousness of the offense requires immediate notification.

12. Do not promise confidentiality or anonymity under any circumstances.

13. Refer public information requests by the media, parents, or any other person to the SISD Communications staff.

14. Complete the incident report on the first work day following the incident and give packet copies to the campus administration and the departmental supervisor.

15. Incident report copies will be given to appropriate superintendent’s cabinet member by respective campus and departmental administrators by the following work day.

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Student Code of Conduct--Socorro ISD The following information is directly taken from the current edition of the Socorro ISD Student Code of Conduct. All coaches, directors, and sponsors should familiarize themselves with the entire document. The information cited below pertains to student travel situations and defines Level Ill and IV Consequences and Offenses. II. C. Jurisdiction and Authority

School rules and the authority of the district to administer discipline apply whenever the interest of the school is involved on or off school grounds in conjunction with or independent of classes or school-sponsored activities.

The district has disciplinary authority over a student: 1. During the regular school day, when the student is within 300 feet of the school’s real property

boundary line and while the student is going to and from the school on district transportation. 2. While the student is participating in any activity during the school day on school grounds. 3. While the student is in attendance at any school-related activity, regardless of time and location. 4. For any school-related misconduct, regardless of time or location.

II. D. Expectations for Student Conduct 3. School Clubs and Organizations

No student shall engage in any form of hazing, nor shall any student encourage or assist any other person in hazing.

7. Assault/Bullying/Taunting Behaviors

Students shall not assault/bully/taunt anyone on school property or at any school-related event. 15. Search and Seizure

a. Students are responsible for whatever is contained in desks, lockers, or other property (athletic bags, etc.) issued to them by the school.

b. . . . .If a school official has a reasonable basis to suspect that a search of this property (non-district owned vehicles and personal items) may disclose evidence that a student has violated or is violating either the law or rules of the school, the official may institute a search.

c. Personal searches of students are authorized under specific guidelines. III. Specific Categories and Consequences of Offenses

G. Level Three (3) Offenses “Requiring Serious” Administrative Action (TEC Sec.37.002 & 37.006) A student shall be removed from class and placed in the appropriate Socorro ISD disciplinary alternative education program (TEC 37.008) for the following offenses which occur within 300 feet of school property or while attending a school sponsored or school related activity on or off school property (District Policy FOAB). 1. Engaging in conduct punishable as a felony. 2. Engaging in conduct that contains the offense of assault under Penal Code 222.01. 3. Selling, giving or delivering to another person, possessing or using, or being under the influence of

the following: a. Marijuana or a controlled substance (Chapter 481) b. A dangerous drug (Chapter 483)

4. Selling, giving, in possession of, using, or delivering to another person an alcoholic beverage. 7. Engaging in conduct that contains elements of public lewdness.

Students who are placed in a Disciplinary Alternative Education Program are prohibited from attending or participating in school-sponsored or school-related extracurricular and non-curricular activities during the period of placement.

1. The maximum length of time for state required DAEP placement at Level 3 is 18 weeks for secondary students.

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2. The maximum length of time for discretionary DAEP placement at Level 3 is 9 weeks for secondary students.

V. Discipline Under 504

A student in a Section 504 program is subject to the district’s Student Code of Conduct unless otherwise stated in the Accommodation Plan (AP). A student’s AP may include a behavior management plan, which outlines disciplinary options to be used in addition to or instead of certain parts of the district code.

VI. Discipline of Special Education (Disabled) Students

The district publishes the Special Education; Parents and Students Rights booklet. This booklet contains information concerning students with disabilities, including information relating to discipline.

Consequences and Team Rules All coaches and sponsors are required to have a parent/ student notice of disciplinary consequences that is to be signed by parent /legal guardian and student to be kept on file prior to participation in an event or contest. The notice will be program specific and will include exactly what the consequences will be for students who commit serious offenses to include, but not be limited to, Level III offenses as per the SISD Student Code of Conduct. The objective is to ensure that there is equity and consistency in the manner that discipline is handled and the consequences that are assigned to all athletes/fine arts students regardless of their talent, position, or value to the team.

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Theater High School Event Techs POSITION Student event technicians are to assist with activities requiring technical support being held in the theater or campus of the each high school. Each tech must be recommended by that school’s Theater Director. A Personnel Action Form (PAF) will be generated for each campus by the district Fine Arts department and processed with the campus principal’s approval. The theater director is asked not to have a student tech work for pay unless her/she is notified that a job application and PAF have been submitted and approved by the district’s human resource department. JOB The assigned students will provide technical assistance in their campus theater for campus and district activities. Any other student work duties performed for pay on campus or in the district must be approval by the Director of Fine Arts before the activity takes place. A minimum of two techs will work any show and more may be assigned as needed or requested. Event tech duties will consist of:

• Set up, operation and strike of sound and/or lighting systems. • Management of stage or audience areas. • Train and assist other technicians, student, and show volunteers.

The event tech will be scheduled to work on an as needed basis; paid minimum wage, and work no more than 20 hrs in a two week pay period. The tech will submit a time card and job report sheet to their supervising director. The supervisor will verify hours worked and submit paperwork to the fine arts office no later than one day after the end of a pay period. Each paid event tech must be passing all of their classes in order to work. Student technicians will be paid for assisting with campus or district sponsored activities except for educational theater productions. Paid hours can not conflict with or be part of the student’s school day. APPLICATION PROCEDURE

1. Email the Fine Arts office with student’s names you recommend to hire for student event techs. dromin@sisd.net

2. Student applies online; a. On the district website, find jobs on the right side and click b. Create application log in c. Go to Para-professional d. Complete application – position title – student event tech (STEVE)

3. Student must present originals and provide photo copies of Social Security Card and student ID both sides. Mr. Rominsky or a member of Human Resources will verify and sign the I – 9 form for employment eligibility.

4. Complete paperwork packet for Human Resources this packet contains. a. Employee Demographic Questionnaire b. W-4 form c. SISD Salary and Contract Verification worksheet d. “AT WILL” employment notice e. Opens Records form f. Criminal History (only if student is 18 years old when applying)

FUNDING The district Fine Arts office will maintain a budget for each campus. Please check with the department on the amount for the year.

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Theater Maintenance and Procedures Lighting System Dimming Cabinet Maintenance

• Air filters blown out once a semester. • Control modules blown out once a year. • Vacuum areas where dust and lint have collected. • Note any warning lights or condition indicators (LED screen).

Control Booth • Light boards are to have dust covers and are to be used consistently. • A cheat sheet on:

o How to turn on system. o How to turn on house lights. o List of current dimmer assignments and their use or areas. o Instructions for basic operation to:

• Assign dimmers • Create chases • Change board configuration - an example 48 to 96 channel operation.

• Inspect electrical and signal cables for deterioration to and from the control consoles. • Display on booth wall:

o A map of all stage and house electrical circuits. o Locations of circuit breaker boxes and what they control. o Description of standard light plot to be maintained in theater.

Lighting Instruments

• Maintain a list of all lighting instruments by type. • List of all lamps used by lighting instruments.

o A stock of lamps should be maintained by the theater to include: One spare lamp for each follow spot on campus A minimum of 20% replacement lamps for each type of instrument in inventory.

• End of year condition report: o Check that all instruments have a working lamp. o Condition of shutters, yokes, and clamps. o Accurate count of number of safety cables on site. The campus must have enough cables

to secure every instrument hung for a show. Follow Spot

• Annual replacement of gel filters in follow spot. • Clean reflectors and lens glass once a semester. • Blow out and vacuum fixture every year. • Confirm that cooling fan, color changers, and focus apparatus are functioning. • Check electric cable for exposed or frayed wire and electrical plug condition.

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Electrical Cables U-ground and 3-pin Stage

• All have working plugs including the ground. • Wire leads into plugs are secure and cable cover is intact to the plug. • All frayed cables are replaced or repaired. • All cable plugs are checked for cracks or signs of plugs melting. Any problems found with cable

must be repaired or discarded. • Inspect male ends of 3-pin plugs to ensure that each prong is spread open to prevent shorting. If

prongs show signs of burning, replace plug. • All specialty cables and adaptors have wire leads that are secure and cable cover is intact to the

plug. Audio System Amplifier Rack Maintenance

• Blow out amplifier rack yearly Control Booth

• Mixer board must have a dust cover and it is to be used consistently. • A cheat sheet displayed on wall near mixer on:

o How to turn on system. o How to assign house speakers and monitors. o List of microphone jacks and their locations. o Locations of monitor connections in theater. o Location of available hard wire and wireless microphones.

• Inspect electrical and signal cables for deterioration to and from the mixing console. • Display on booth wall:

o Locations of circuit breaker box for sound system. o Description of standard sound design to be maintained in theater. o Location of cables and portable speaker storage.

Stage Curtains Maintain a file in the campus theater office and a copy in the district Fine Arts office containing:

• Proscenium curtain – stage right and stage left panel size, date installed, and fire proofing certificate.

• List of all curtain legs and borders; include sizes, date installed, and fire proofing certificate. • Mid stage traveler and rear cyclorama curtains; include sizes, date installed, and fire proofing

certificate. • List of all specialty curtains to include scrims and colored or natural cyclorama drops; include

sizes, date installed, and fire proofing certificate.

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TEC 33.081 SUBCHAPTER D. EXTRACURRICULAR ACTIVITIES

§ 33.081. EXTRACURRICULAR ACTIVITIES. (a) The State Board of Education by rule shall limit participation in and practice for extracurricular activities during the school day and the school week. The rules must, to the extent possible, preserve the school day for academic activities without interruption for extracurricular activities. In scheduling those activities and practices, a school district must comply with the rules of the board. (b) A student enrolled in a school district in this state or who participates in an extracurricular activity or a University Interscholastic League competition is subject to school district policy and University Interscholastic League rules regarding participation only when the student is under the direct supervision of an employee of the school or district in which the student is enrolled or at any other time specified by resolution of the board of trustees of the district. (c) A student who is enrolled in a school district in this state or who participates in a University Interscholastic League competition shall be suspended from participation in any extracurricular activity sponsored or sanctioned by the school district or the University Interscholastic League after a grade evaluation period in which the student received a grade lower than the equivalent of 70 on a scale of 100 in any academic class other than an identified honors or advanced class. A suspension continues for at least three school weeks and is not removed during the school year until the conditions of Subsection (d) are met. A suspension does not last beyond the end of a school year. For purposes of this subsection, "grade evaluation period" means: (1) the six-week grade reporting period; or (2) the first six weeks of a semester and each grade reporting period thereafter, in the case of a district with a grade reporting period longer than six weeks. (d) Until the suspension is removed under this subsection or the school year ends, a school district shall review the grades of a student suspended under Subsection (c) at the end of each three-week period following the date on which the suspension began. At the time of a review, the suspension is removed if the student's grade in each class, other than an identified honors or advanced class, is equal to or greater than the equivalent of 70 on a scale of 100. The principal and each of the student's teachers shall make the determination concerning the student's grades. (e) Suspension of a student with a disability that significantly interferes with the student's ability to meet regular academic standards must be based on the student's failure to meet the requirements of the student's individualized education program. The determination of whether a disability significantly interferes with a student's ability to meet regular academic standards must be made by the student's admission, review, and dismissal committee. For purposes of this subsection, "student with a disability" means a student who is eligible for a district's special education program under Section 29.003(b). (f) A student suspended under this section may practice or rehearse with other students for an extracurricular activity but

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may not participate in a competition or other public performance. (g) An appeal to the commissioner is not a contested case under Chapter 2001, Government Code, if the issues presented relate to a student's eligibility to participate in extracurricular activities, including issues related to the student's grades or the school district's grading policy as applied to the student's eligibility. The commissioner may delegate the matter for decision to a person the commissioner designates. The decision of the commissioner or the commissioner's designee in a matter governed by this subsection may not be appealed except on the grounds that the decision is arbitrary or capricious. Evidence may not be introduced on appeal other than the record of the evidence before the commissioner.

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Chapter 76. Extracurricular Activities Subchapter AA. Commissioner's Rules

Statutory Authority: The provisions of this Subchapter AA issued under the Texas Education

Code, §7.055(b)(41), unless otherwise noted.

§76.1001. Extracurricular Activities.

(a) An extracurricular activity is an activity sponsored by the University Interscholastic League (UIL), the school district board of trustees, or an organization sanctioned by resolution of the board of trustees. The activity is not necessarily directly related to instruction of the essential knowledge and skills but may have an indirect relation to some areas of the curriculum. Extracurricular activities include, but are not limited to, public performances, contests, demonstrations, displays, and club activities, with the exception of public performances specified in paragraph (2) of this subsection.

(1) In addition, an activity shall be subject to the provisions for an extracurricular activity if any one of the following criteria apply:

(A) the activity is competitive;

(B) the activity is held in conjunction with another activity that is considered to be extracurricular;

(C) the activity is held off campus, except in a case in which adequate facilities do not exist on campus;

(D) the general public is invited; or

(E) an admission is charged.

(2) A student ineligible to participate in an extracurricular activity, but who is enrolled in a state-approved course that requires demonstration of the mastery of the essential knowledge and skills in a public performance, may participate in the performance subject to the following requirements and limitations.

(A) Only the criterion listed in paragraph (1)(D) of this subsection applies to the performance.

(B) The requirement for student participation in public is stated in the essential knowledge and skills of the course.

(b) The school week is defined as beginning at 12:01 a.m. on the first instructional day of the calendar week and ending at the close of instruction on the last instructional day of the calendar week, excluding holidays.

(c) In accordance with the provisions of the Texas Education Code (TEC), §33.0811, the number of times that a school district may allow a student to miss a class for extracurricular participation during a school year shall be determined by the school district board of trustees. Each school district must maintain an accurate record of extracurricular absences for each student in the school district each school year.

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(d) Limitations on practice, rehearsal, and student participation in extracurricular activities during the school week shall be as follows.

(1) For any given extracurricular activity, a student may not participate in more than one activity per school week, excluding holidays, except as provided in paragraph (2) of this subsection.

(2) In addition to the limit specified in paragraph (1) of this subsection of one extracurricular activity permitted per school week, a student may also participate in a tournament or post-district contest, as well as a contest postponed by weather or public disaster that may determine advancement to a post-district level of competition.

(3) For each extracurricular activity, a school district must limit students to a maximum of eight hours of practice and rehearsal outside the school day per school week.

(4) The commissioner of education recommends that school districts avoid scheduling extracurricular activities or public performances on the day or evening immediately preceding the day on which the administration of the statewide student assessment program is scheduled for Grades 3-11.

(e) Limitations on practice and rehearsal for extracurricular activities during the school day shall be as follows.

(1) A school district must limit a student to one period of practice during the regularly scheduled school day for extracurricular activities, such as athletics, or drill team, or cheerleading.

(2) The limit specified in paragraph (1) of this subsection of one period per school day for practice in an extracurricular activity does not prohibit a student from enrolling in any state-approved class. A student who is enrolled in a state-approved class that includes essential knowledge and skills that relate to the preparation for an extracurricular activity may practice that extracurricular activity no more than one period during the school day.

(3) A student may not be permitted to miss a scheduled academic class to practice for an unrelated extracurricular activity.

(4) A school district must limit extracurricular practice during the school day to ensure that class periods for extracurricular practice do not exceed the time allotted for other class periods.

(5) A school operates on a traditional class schedule or on a non-traditional class schedule, such as an alternating, accelerated, or a modified block schedule. Regardless of the schedule type in place, a school may elect to practice extracurricular activities daily, provided the total minutes allowed for the extracurricular practice is not greater than 300 minutes during the school week.

(f) The provisions of this section apply to any UIL activity. Any other organization requiring student participation that causes a student to miss a class may request sanction from the school district board of trustees. If the organization is sanctioned by resolution of the board of trustees, student participation in the organization's activities shall be subject to all provisions of this section and statute. Any absence incurred by a student while participating with an organization that has not received sanction from the school district board of trustees shall be subject to provisions of the TEC related to student attendance.

Source: The provisions of this §76.1001 adopted to be effective April 9, 2000, 25 TexReg 2807; amended to be effective January 5, 2003, 27 TexReg 12189.

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Marching Band Eight-Hour Rule (Revised August 18, 2004)

Since 1997 the UIL has limited practice outside the academic school day for marching band and auxiliary compone per calendar week. The Student/Parent Acknowledgement Form came from a recommendation made by the UIL/TM Study Committee after many months of research and deliberation. The form was created to enlighten students and the specifies of the 8-hour rule as it applies to marching band. The form can be found on the music page of the U

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Question Answer

Who do I send the signed form to? The local school district is expected to keep these form on file.

What is the deadline for having the form signed?

The director should have the forms signed and on file effective the week in which August 21 falls.

When does the 8-hour rule begin? Effective the week in which August 21 falls.

Does meeting, warming-up or doing a "run through" prior to an appearance at a football game count towards the 8 hours?

On performance days (football games, competitions and other public performances) bands may hold up to one additional hourwarm-up and practice beyond the scheduled warm-up time at the performance site.

Does the drum line or color guard or other auxiliary have any additional rehearsal time beyond the eight hours?

No. The eight hours is cumulative for all components of the band and its auxiliaries.

Does the drum line, color guard or other auxiliary have additional rehearsal time beyond the eight hours if they are preparing for competition other than marching contest?

No. The eight hour rule is inclusive of all marching related activities during the marching season.

If a band does not use all of its eight hours in one week can the unused hours be "carried over" into the next calendar week.

No.

Do parades or other kinds of public performances count towards the eight hours? No.

If the drum major or section leader calls an extra rehearsal for individuals or sections of the band will the extra rehearsal count towards the eight hours?

Yes.

Does voluntary practice for activities such as all district, all region or all state tryouts count towards the eight hour limitation on marching band rehearsals?

No.

Does set-up time, movement to and from the field, etc. count as part of the eight hours? No.

How does the eight hour marching rehearsal rule effect students who are in more than one extracurricular activity?

A student who is in more than one activity such as marching band and cross country, marching band and drama or marching band and jazz ensemble is permitted eight hours per activity. For example a student could rehearse eight hours during the calendar week with marching band and still be able to attend rehearsals or practices for another activity.

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Music Index

- Contact Information - Prescribed Music List - Region & Area Executive Secretaries Find Region Contest Results here! - Region & Area Alignment - Music Archives

Health Tips for Marching Band

Timely Recommendations to Ensure Band Members are Well Prepared for Activity National Athletic Trainers Association

NATA recommends the following tips for parents, band directors, medical professionals and marching band members: 1. Prepare for Activity: Parents should make sure that students are in good general health and fit to perform. 2. Put a Plan Into Place: Develop a written emergency plan in consultation with an athletic trainer and local emergency medical service. Share it regularly and review it with the appropriate band directors/supervisors, school administrators and medical staff. 3. Get Ready to March: Band directors, athletic trainers and parents should ensure that students are physically and mentally conditioned for marching band activities. Encourage students to start with 20 minute walks outside and gradually increase distance of time approximately four weeks before the marching band season starts. Limber up with appropriate stretches and warm ups and cool downs after practice. Increase rigorous routines gradually so students can tone their muscles and increase strength. This will help to reduce aches and pains as well as fatigue from long practices and challenging routines. 4. Acclimatize to the Heat: Acclimatize students to outdoor warm weather conditions. Start routines slowly and build endurance. By working out and walking in the heat or non-air conditioned environments, students can condition their bodies to adapt and better perform in the heat. 5. What to Wear: Wear light or white colored shorts and t-shirts to avoid overheating during practice. This is especially important for anyone carrying heavy instruments for long periods of time. Save the formal attire – heavy hats, dark clothing and shoes – for dress rehearsals and get comfortable in them before game day. Be aware that the weight of the material and dark colors keep heat “in.” 6. Hydrate, Hydrate, Hydrate: Establish a hydration plan that allows band members to drink water or sports drinks such as Gatorade throughout practice sessions (about 7-10 ounces every 10-20 minutes). It is important to hydrate before AND after routines. Without proper hydration, they are at risk of developing exertional heat related illnesses. Make sure that band members have sports drinks and water available. Don’t assume they can share with sports teams. 7. Seek Shade: Be smart when it comes to the sun. Stand in the shade during rest breaks or half time to cool down before and after practices and performances. 8. Fuel for Success: Incorporate healthy foods in the daily diet including grains, fruits and vegetables, dairy and meat/poultry/fish to give them the fuel they need to exercise. A balanced and moderate approach is always the best bet. 9. Make Use of Musical Instruments: Students should hold and manage sousaphones, drums, flutes and other instruments correctly to avoid ergonomic injuries.

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10. Stay Fit in Formation: Since bands are often in formation and standing still for long periods of time – especially when on parade routes or during practice – students should move fingers, knees and toes slightly to keep circulation flowing and joints loose and flexible. 11. Monitor Band Members: Band members should be monitored at all times on the field for signs of heat illnesses by a parent, band director, certified athletic trainer or other individual. 12. Inspect Fields and Routes: Remove debris, water, rocks and other hazards from the field or parade route. These small obstacles can lead to twisted ankles, bruised knees, scraped elbows or other more serious injuries. 13. Stock the Kit: Stock a first aid kit and keep it onsite for medical emergencies. Include supplies for wound management and bee stings, such as elastic wraps and band aids, disposable ice packs, tape and wound cleanser, among other items. Go to top

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Music Index

- Contact Information - Prescribed Music List - Region & Area Executive Secretaries Find Region Contest Results here! - Region & Area Alignment - Music Archives

Performance Requirements for Band

A band may not play two selections by the same composer in any given contest whether or not the music is chosen from the Prescribed Music List, 2003, 2004, 2005, 2006 (This includes a march.)

Substitution of unlisted editions for selections in the PML - Any unabridged edition by a current copyright holder of a selection appearing the Prescribed Music List may be substituted. The director of the performing organization shall be responsible for providing verification that the substitute edition is unabridged.

Performance Requirements for High School Varsity Bands:

Conference 1st Selection Source 2nd Selection Source March

AAAAA Grade V list Grade IV or V lists Director's Choice

AAAA Grade V or IV lists Gr. III, IV or V lists Director's Choice

AAA Gr. III, IV or V lists Gr. II, III, IV or V lists Director's Choice

AA Gr. II, III, IV or V lists Gr. I,II,III,IV or V lists Director's Choice

A Gr. I,II,III,IV or V lists Gr. I,II,III,IV or V lists Director's Choice

Performance Requirements for High School Non-varsity Bands:

Conference 1st Selection Source 2nd Selection Source March

AAAAA-NV Gr. III, IV or V lists Gr. II, III, IV or V lists Director's Choice

AAAA-NV Gr. II, III, IV or V lists Gr. I,II,III,IV or V lists Director's Choice

AAA-NV Gr. I,II,III,IV or V lists Gr. I,II,III,IV or V lists Director's Choice

AA-NV Gr. I,II,III,IV or V lists Gr. I,II,III,IV or V lists Director's Choice

A-NV Gr. I,II,III,IV or V lists Gr. I,II,III,IV or V lists Director's Choice

Performance Requirements for Middle School (C-CCC) and Junior High (B-BBB) Varsity Bands:

Conference 1st Selection Source 2nd Selection Source March

BBB Gr. III, IV or V lists Gr. II, III, IV or V lists Director's Choice

BB & CCC Gr. II, III, IV or V lists Gr. II, III, IV or V lists Director's Choice

B & CC Gr. II, III, IV or V lists Gr. I,II,III,IV or V lists Director's Choice

C Gr. I,II,III,IV or V lists Gr. I,II,III,IV or V lists Director's Choice

Performance Requirements for Middle School (C-CCC and Junior High (B-BBB) Non-varsity Bands:

Conference 1st Selection Source 2nd Selection Source March

All Conferences Gr. I,II,III,IV or V lists Gr. I,II,III,IV or V lists Director's Choice

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Performance Requirements for Choir At least one composition must be performed without accompaniment, and all of the compositions may be performed a cappella if so indicated by the score. Instruments should be utilized as scored, unless otherwise noted in this catalogue. Optional instrumental accompaniment will be at the discretion of the conductor. The text must be sung in the language of the title as listed in this catalogue unless otherwise noted in this catalogue.

Accompaniment 1. The term "keyboard" encompasses organ, piano, or harpsichord. 2. Instruments shall be utilized as scored, unless otherwise noted in the PML. 3. Taped accompaniment is permissible only when specified in the score. 4. A synthesized accompaniment may be used under the following provisions: a. A synthesized accompaniment should be used only when the original instrumentation is not available. b. The quality of the synthesizer must be commensurate with the intent of the composer and the purpose of the UIL concert contest. c. The synthesized accompaniment must be performed "live" as a part of the contest performance. d. Synthesized sound may not support or replace vocal parts. e. It shall be the responsibility of the choral group director to provide all equipment for the production of synthesized sound. 5. The quality of accompaniment may be considered by the judges and can affect the overall rating of the performance.

Substitution of Other Editions Any unabridged edition by a current copyright holder of a selection appearing in the Prescribed Music List may be substituted. The director of the performing organization shall be responsible for providing verification that the substitute edition is unabridged.

Extended Works Requirements The Extended Works List is provided for choirs desiring to perform a more lengthy work of greater scope than works found in lower classifications. The option of performing an extended work is open to Conference AAAAA and AAAA first groups only. Accompaniment must be as specified. Performance times given are approximations.

Conference 1st Selection 2nd Selection

AAAAA Extended Works list Grade V list

AAAA Extended Works list Grade IV or V lists

Performance Requirements for High School Varsity

Conference 1st Selection 2nd Selection 3rd Selection

AAAAA Grade V list Grade IV or V lists Any Source

AAAA Grade IV or V lists Grade III, IV or V lists Any Source

AAA Grade III, IV or V lists Grade II, III, IV or V lists Any Source

AA Grade II, III, IV or V lists Grade I, II, III, IV or V lists Any Source

A Grade I, II, III, IV or V lists Grade I, II, III, IV or V lists Any Source

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Performance Requirements Junior High and Middle School Varsity Conference 1st Selection 2nd Selection 3rd Selection

BBB Grade III, IV or V lists Grade II, III, IV or V lists Any Source

BB/CCC Grade II, III, IV or V lists Grade II, III, IV or V lists Any Source

B/CC Grade II, III, IV or V lists Grade I, II, III, IV or V lists Any Source

C Grade I, II, III, IV or V lists Grade I, II, III, IV or V lists Any Source

Performance Requirements for Non-Varsity Groups Conference 1st Selection 2nd Selection 3rd Selection

AAAAA non-v Grade III, IV or V lists Grade II, III, IV or V lists Any Source

All other non-v Grade I, II, III, IV or V lists Grade I, II, III, IV or V lists Any Source

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Performance Requirements For Orchestra

PERFORMANCE REQUIREMENTS FOR ORCHESTRA {Full (+) and String (�)} Any original, unabridged edition may be substituted for a selection of the same title appearing in this catalogue. The director shall be responsible for providing scores to the edition being performed. At the time of publication of this list, the selections marked POP were out of print. NOTE: No orchestra may perform two or more works by the same composer. IMPORTANT: (+)In lieu of performing a full orchestra work as stated under requirement (a) of each option, a director may substitute an overture or tone poem or one movement (except a menuetto) from a symphony by any composer listed with a 921-0-XXXXX unique number. (any standard, unabridged edition may be used):

These composers include: Barber, Beethoven, Berlioz, Bizet, Borodin, Brahms, Copland, Debussy, Dvorak, Faure, Glazunov, Gluck, Hanson, Harris, Haydn, Ives, Mendelssohn, Mozart, Prokovieff,Rimsky-Korsakov, Rossini, Schubert, Saint-Saens, Salieri, Shubert, Schumann, Shostakovich, Sibelius, Tchaikovsky, Verdi, von Suppe, von Weber, and Wagner. (�) In lieu of performing a string orchestra work as stated under requirement (a), a director in Conference AAAAA, AAAA, or AAA-BBB-CCC may substitute a minimum of two contrasting movements from an original, unabridged concerto or concerto grosso by any composer listed with a 926-0-XXXXX unique number. These composers include: Albinoni, Bach (C.P.E., J.C., J.S., or W.F.), Boyce, Corelli, Geminiani, Handel, Locatelli, Mendelssohn, Mozart, Telemann, Torelli, Vivaldi, and Vitali. NOTE: Unique numbers for these composers will appear at the beginning of the Prescribed Music List for String Orchestra.

Full Orchestra: Conference Option 1

1st Selection Option 1

2nd Selection

Option 1 3rd selection

Option 2 1st Selection

Option 2 2nd

Selection

Option 2 3rd selection

AAAAA One full orch work from the Grade V list; OR a substitution as listed above (+)

A second full orch work from the Grade IV or V lists

A string orch selection from any source; OR a full orchestra selection from any source provided that a varsity string orch representing the school is also entered in the contest

One full orch work from the Grade V list; OR a substitution as listed above (+)

A second full orch work from any source

A string orch selection from the Grade IV or V lists; OR a full orchestra selection from the Grade IV or V lists provided that a varsity string orch representing the school is also entered in the contest; OR a substitution as listed above (+)

AAAA One full orch work from the Grade IV or V list; OR a substitution as listed above (+)

A second full orch work from the Grade III, IV or V lists

A string orch selection from any source; OR a full orchestra selection from any source provided that a varsity string orch representing the school is also entered in the contest

One full orch work from the Grade IV or V list; OR a substitution as listed above (+)

A second full orch work from any source

A string orch selection from the Grade III, IV or V lists; OR a full orchestra selection from the Grade IV or V lists provided that a varsity string orch representing the school is also entered in the contest; OR a substitution as listed above (+)

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AAA, BBB, BB, CCC or AAAAA

NV

One full orch work from the Grade III, IV or V list; OR a substitution as listed above (+)

A second full orch work from the Grade II, III, IV or V lists

A string orch selection from any source; OR a full orchestra selection from any source provided that a varsity string orch representing the school is also entered in the contest

One full orch work from the Grade III, IV or V list; OR a substitution as listed above (+)

A second full orch work from any source

A string orch selection from the Grade II, III, IV or V lists; OR a full orchestra selection from the Grade IV or V lists provided that a varsity string orch representing the school is also entered in the contest; OR a substitution as listed above (+)

AA, B, CC or AAAA NV

One full orch work from the Grade II, III, IV or V list; OR a substitution as listed above (+)

A second full orch work from the Grade I, II, III, IV or V lists

A string orch selection from any source; OR a full orchestra selection from any source provided that a varsity string orch representing the school is also entered in the contest

One full orch work from the Grade II, III, IV or V list; OR a substitution as listed above (+)

A second full orch work from any source

A string orch selection from the Grade I, II, III, IV or V lists; OR a full orchestra selection from the Grade IV or V lists provided that a varsity string orch representing the school is also entered in the contest; OR a substitution as listed above (+)

A, C,

AAA NV, AA NV, 1A NV,

BBB NV, BB NV, B NV,

CCC NV, CC NV, C NV

One full orch work from the Grade I, II, III, IV or V list; OR a substitution as listed above (+)

A second full orch work from the Grade I, II, III, IV or V lists

A string orch selection from any source; OR a full orchestra selection from any source provided that a varsity string orch representing the school is also entered in the contest

One full orch work from the Grade I, II, III, IV or V list; OR a substitution as listed above (+)

A second full orch work from any source

A string orch selection from the Grade I, II, III, IV or V lists; OR a full orchestra selection from the Grade IV or V lists provided that a varsity string orch representing the school is also entered in the contest; OR a substitution as listed above (+)

String Orchestra:

Conference 1st Selection 2nd Selection 3rd Selection

AAAAA One work from the Grade V list; OR a substitution as listed above (�)

One work from the Grade IV or V lists.

One selection from any source.

AAAA One work from the Grade IV or V lists; OR a substitution as listed above (�)

One work from the Grade III, IV or V lists.

One selection from any source.

AAA, BBB, BB, CCC or

AAAAA NV

One work from the Grade III, IV or V lists; OR a substitution as listed above (�)

One work from the Grade II, III, IV or V lists.

One selection from any source.

AA, B, CC or AAAA NV

One work from the Grade II, III, IV or V lists; OR a substitution as listed above (�)

One work from the Grade I, II, III, IV or V lists.

One selection from any source.

A, C,

AAA NV, AA NV, 1A NV,

BBB NV, BB NV, B NV,

CCC NV, CC NV, C NV

One work from the Grade I, II, III, IV or V lists; OR a substitution as listed above (�)

One work from the Grade I, II, III, IV or V lists.

One selection from any source.

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Booster Club Guidelines

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TMEA Procedures and Guidelines All-State Band Audition

REGION AUDITIONS

I. Student Entry Procedure

A. Each region shall be responsible for registration of all students (from within the region).

B. Each region shall be responsible for establishing instrumentation of the All-Region Band.

C. Each region shall select alternates for the Area Auditions.

II. General Information

A. One set of TMEA Forms will be provided to each Region Band Chairman.

B. Every judging panel shall adhere to TMEA eligibility requirements (5 member panels).

C. Any audition that is involved in me selection (or elimination) of students for the All-State Band must include excerpts from each of the state-prescribed etudes.

D. Any student entered in any level of the audition process must meet all eligibility requirements.

E. The Region Band Chair shall submit to Ac State Band Chairman a Form 13 (recommended list of judges for the State Auditions) no later man September 1st.

F. The Region Chair my exclude visitors and spectators from the halls adjacent to the tryout rooms to maintain privacy and control

the noise level.

III. Audition Procedure

A. Each student shall be assigned an audition letter. It is hoped that the Audition Chair will make use of one of the many computer programs available to insure speed and accuracy in processing results. These programs can randomly assign audition letters before the tryouts; thereby eliminating Form 7. Provide space on a “print-out” for student initials, attendance verification, spelling verification and performance order. Otherwise, this is a job for the monitor in each room, taking considerably more time.

B. If possible, all students shall be seated in the tryout room simultaneously. Letter jackets or other identifying clothing that the

judges might see should not be brought into the room. C. Screens are required and every effort should be made to insure that no judge has any visual contact with a student. Anonymity

is vital! D. All students will play from one location in the room as long as it is practical to do so. A chair and music stand will be provided

at this one location for the performing contestant. The student may stand or sit as long as he/she performs from that location in the room. If a percussionist chooses to use his/her own instruments, he/she is waiving the right to play from the “one” location in the room.

E. The judges must hear each student play a portion of each of the official TMEA Audition Etudes before are complete. The

etudes are those that have been published in the Southwestern Musician. There will be three rounds with one (1) excerpt. performed during each round. (Exception: This may not be possible if there is not enough room to seat all the students at the same time). In each round, the student must play at least one (I) to one and one-half ( 1 1/2) minute(s) of an etude. This timing should be based upon the prescribed

Revised June 2000

50

TMEA All-State Band Tryout Procedures and Guidelines, p. 2

metronome marking. This will obviously be approximate. If the complete etude is less than one minute in length, it should be played in its entirety. At the end of the audition, each student should have performed 3 excerpts.

F. The contestants will be seated in the room alphabetically by audition letter and must perform in the following order:

Round 1: Top to bottom Round 2: 1/3 down to bottom, top to 1/3 down Round 3: 2/3 down to bottom, top to 2/3 down

(Exception: This may not be possible if there is not enough room to seat all the students at the same time). G. Prior to each excerpt, if a student so desires, a brief warm-up of no more than 5 seconds is appropriate. A student may only play the

starting note of the excerpt. Mallet percussion may only play a roll on the starting note. Snare drum and timpani may only play a roll on the drum. After each fifth person plays, all students shall warm-up simultaneously for 20-30 seconds. There will be no restrictions on what the students can play during the group warm-up. However, disruptive activity could be subject to disciplinary action.

H. Metronome markings should be closely adhered to so as to maintain the intent of the music. Judges should be cognizant of the

intent and be willing to penalize the student who does not adhere to the metronome markings. Flagrant abuse should be penalized and reflected in the judges’ scores. More consideration will be given to the student who adheres to the metronome marking.

I. A non-audible metronome may be used prior to the performance by the auditioning student - not during their performance. Non-

performing students may not use a metronome during another student's audition. Audible metronomes are not to be allowed in the audition area.

J. With the exception of metronomes, absolutely no electronic equipment will be allowed inside the tryout room during the audition.

This includes but is not limited to walk-men, radios, CD players, electronic games, recording devices, cellular telephones, computers, etc.

IV. Judging Process A. The judging panels should use the forms provided by the State Band Chair for tabulating results. Every care shall be taken to avoid

mathematical errors. The monitor and panel chair have the primary responsibility for insuring accuracy on the judges' forms. B. Interpretations and discrepancies in the music often occur and judges should be open-minded and sensible about possible printing

and editing errors. C. THE ONLY OFFICIAL NOTICE OF ERRATA OR SPECIAL PERFORMANCE PROBLEMS WITH THE MUSIC IS THE

“BAND DIVISION” COLUMN OF THE SOUTHWESTERN MUSICIAN. The TMEA/NACWAPI Performance Guides are merely guides—not official notes that should affect judging.

D. If you use the computer program, Forms 1, 2, 3, and 4 should complete the judging process. The computer will drop the high/low

scores and complete the rankings. If no program is used, you must complete Forms 5 and 6. E. The Audition Chair shall have a tabulation area off limits to everyone except the staff and the panel chairs whose scores are being

checked. Their job shall be to double check math and clerical accuracy of the results. They shall then prepare results for posting. F. Results shall be posted with the following statement on each page: “Tabulated audition results shall be available for inspection by

directors for one hour following the conclusion of the entire audition. At the end of this period,

Revised June 2000 TMEA All-State Band Tryout Procedures and Guidelines, p. 3

tabulated results are final.” This one-hour period should serve as a final period for directors (not students) to investigate any problems that might arise concerning results.

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G. Posted results should list all students who audition according to rank order. V. Ranking the Contestants A. At the close of the contest, the judges shall rank all contestants by numbers: 1, 2, 3, etc. Ranks are to be awarded through all

contestants. B. The “Olympic” scoring system will be used. Each contestant's high and low ranks will be dropped. The contestant, the sum of

whose remaining rank points is the lowest, will be awarded first place. All other rankings will proceed accordingly (2nd lowest, 2nd place; 3rd lowest, 3rd place; etc.)

C. In any case where there is a tie, all contestants who are tied shall be awarded a place before going on to another contestant or place. D. If a tie occurs in the low total for any number of contestants, the tie shall be broken by use of “Judges’ Preference” (using all five

judges). For example, if two contestants are tied by virtue of each receiving identical sum ranks as in this example:

Judge A Judge B Judge C Judge D Judge E Total First Contestant

1 2 5 3 7 10

Second Contestant

2 4 2 5 4 10

It should be noted that Judge A ranked the first contestant above the second; Judge B ranked the first contestant above the second; Judge C ranked the second contestant above the first; Judge D ranked the first contestant above the second; and Judge E ranked the second contestant above the first. This results in:

Judge A Judge B Judge C Judge D Judge E First Contestant

1 1 2 1 2

Second Contestant

2 2 1 2 1

The winner of the “Judges' Preference” (First Contestant) is placed above me other contestants at the point of the tie in the overall ranking of the entire section.

E. In three way ties, there is a possibility that the “Judges' Preference” system will result in a “loop”. In this case, use “Judges'

Preference” (of all five judges) to determine which student should be either first or last of the three, then break me remaining two-way tie in the previously described manner. This will result in three clear placements.

EXAMPLE #1: Judge A Judge B Judge C Judge D Judge E Total Contestant A

3 1 5 4 5 12

Contestant B

4 2 4 5 4 12

Contestant C

2 4 6 6 2 12

Revised June 2000 TMEA All-State Band Tryout Procedures and Guidelines, p. 4

Now break the three-way tie by using all five (5) judges' preference of the three contestants. In this example:

Judge “A” Ranks Contestant C highest Judge “B” Ranks Contestant A highest Judge “C” Ranks Contestant B highest Judge “D” Ranks Contestant A highest Judge “E” Ranks Contestant C highest

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Since Contestants A and C both have two higher rank votes and Contestant B only has one, Contestant B is third within the tie. Now simply break the tie between Contestants A and C by using the process described in “Paragraph D” above.

EXAMPLE #2:

Judge A Judge B Judge C Judge D Judge E Total Contestant A

4 5 8 7 11 20

Contestant B

3 6 10 5 9 20

Contestant C

1 11 5 4 12 20

Now break me three-way tie by using all five (5) judges' preference of the three contestants. In this example:

Judge “A” Ranks Contestant C highest Judge “B” Ranks Contestant A highest Judge “C” Ranks Contestant C highest Judge “D” Ranks Contestant C highest Judge “E” Ranks Contestant B highest

Since Contestant C has three higher rank votes and Contestants A and B only have one, Contestant C is first within the tie. Now simply break me tie between Contestants A and B by using the process described in “Paragraph D” above.

VI. Variance in Audition Procedures

A. Any variance to the above lies within the domain of the region provided that-

1. Any variance is submitted by the Region Band Chairman prior to June 1st. All requests will be reviewed by the Executive Board of TMEA at the June meeting. This form can be found in this handbook. Each Region Band Chairman will be notified of acceptance or denial no later than August 1st.

2. Each Region Band Chairman must have a copy of his/her region rules in their personal files and on file with the State Band

Chair. Once a region receives Board approval, there is no need to resubmit annually unless a change is requested. If a request for change is necessary, refer to #1.

VII. Duties of the Region Audition Chair A. Maintain close contact with the Region Band Chair to secure and maintain competent judging panels. B. Provide all necessary judging materials and forms with the cooperation of the TMEA office and the State Band Chair. Each judge

and panel chairman should have packets distributed to them to properly audition the number of students assigned to his/her room.