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ORCHESTRA DIVISION HANDBOOK

REGION 12

Updated 8/5/16

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Table of Contents

Elected Positions

Director/Member/Sponsor Responsibilities

Instrumentation for Region Ensembles

Audition Entry Procedures

Audition Procedures

Certification Procedures

Clinic and Concert Information

Calendar Dates

Region Orchestra Organizers and Clinicians

Obligation Forms

Professional Acknowledgment Forms

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I. Responsibilities of Officers

A. Orchestra Chairperson (Colin Meinecke) 1. The Chairman may choose to be the treasurer concurrent to holding the office of Chairman. 2. Shall represent the Region 12 Orchestra Directors at all TMEA functions. 3. Shall represent the Region 12 Orchestra Division on the UIL Advisory Committee. 4. The chairperson will be responsible for supervising and organizing all Region 12 Orchestra

Activities. (a) Meetings (b) Auditions (c) Clinics/Concert (d) All-State recording (e) Online Entry Process

B. Treasurer (Molly Turner) 1. Will keep all the books and record all financial transactions for the region. 2. Will be responsible for collecting and recording all entry fees. 3. Will provide a financial report at every region meeting. 4. Will provide a budget for the region and keep records and make recommendations to insure

the financial stability of the Region 12 Orchestra Division.

C. Middle School Orchestra Coordinator (Phyllis Malone) 1. Middle School Region 12 Orchestra Coordinator (Phyllis Malone) 2. Support the Chairperson and act as proxy when needed at TMEA and UIL meetings 3. Assist in all auditions 4. Supervise the music selection committee 5. Supervise the Middle School Region 12 organizers 6. Assist the Chairperson at the Clinic and Concert 7. The Middle School Region Chairperson will be in charge of the Bravo, Con Brio and

Concertino Middle School Orchestras

D. Secretary (Melanie Sorgi) 1. Responsible for all the minutes at the Region 12 Meetings. 2. Responsible for the Region 12 Orchestra Clinic Program

II. Stipends for Officers

A. Region Chairman – TMEA Dues and Convention Fees

B. Middle School Coordinator – TMEA Dues

C. Treasurer – TMEA dues

D. Secretary – TMEA dues

Elected Positions

Region Audition Policies and Procedures

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All Directors/Sponsors must be a member in good standing of the Texas Music Educators

Association to participate in any of the Region 12 activities. I. Director/Sponsor Attendance Policy

A. All directors/sponsors entering students are required to be present during the auditions to help judge or monitor.

B. HIGH SCHOOL AUDITION DATES 1. Symphony Auditions – Monday October 24, 2016 5:00pm – Judges’ meeting and selection of Audition Excerpts 5:30pm – Auditions begin

2. Pre Area Audition – Friday October 29, 2016 (held only if necessary) 5:00pm – Judges’ meeting and selection of Audition Excerpts 5:30pm – Auditions begin 3. All State Taping (Area) – Saturday October 30, 2016

8:00am – All-State taping excerpts are posted 8:30am – All- State taping begins (two rooms) 4. Philharmonic Auditions – Saturday November 5, 2016 8:00am – Judges’ meeting and selection of Audition Excerpts 8:30am – Auditions begin C. MIDDLE SCHOOL AUDITIONS 1. Bravo Auditions – Saturday November 5, 2016 12:30pm – Judges’ meeting and selection of Audition Excerpts 1:00pm – Auditions begin 2. Con Brio Auditions – Saturday November 12, 2016 8:00am – Judges’ meeting and selection of Audition Excerpts 8:30am – Auditions begin 3. Concertino Auditions – Saturday November 12, 2016 12:30pm – Judges’ meeting and selection of Audition Excerpts 1:00pm – Auditions begin II. Proxy Policy

A. If a director must be absent he must provide a proxy and the proxy chosen must be approved by the Region Chairperson prior to the audition. If the Chairperson approves of the proxy then the director is responsible for the payment for the services of that individual. Students from schools that do not have an orchestra are required to have a sponsor (parent/private teacher) in attendance as a proxy who will be used as needed by the Region Chairperson.

B. All directors who have students participating in the clinic/concert are required to be present as the chaperone for these students. If the director must be absent he must provide a proxy. The band director of the wind and percussion students may request the orchestra director to act in his/her behalf as a proxy for the students.

C. The band director must provide the orchestra director with the names and phone numbers of the students participating in case of an emergency.

Director/Active Member/Sponsor Responsibilities

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D. If there is no orchestra director from that school participating in region or there is no orchestra program at the school then the band director or an assistant must be present or have a parent act as a proxy.

E. The director must provide the proxy with the names and phone numbers of the students participating in case of an emergency

F. Any director who fails to be in attendance and provide a proxy for the entire duration of an event listed on the Region 12 Orchestra calendar will receive a private verbal and written reprimand by the Region Orchestra Chairperson. For any additional absence beyond the first, TMEA will be notified using the TMEA Grievance Procedure. TMEA will then be responsible for any further disciplinary action. (The TMEA Grievance Procedure can be found in your Region 12 Orchestra Handbook.)

G. If a director is asked to be clinician for another Region on the dates of the auditions or clinic/concert, they may be excused from all Region activities; however, if their own orchestra/band students are involved in the activity, the director must secure a proxy or parent to help with any problems that may arise in the director’s absence. The proxy/parent needs to have a list of the students participating in region and their phone numbers in case of an emergency. A list of alternates and their phone numbers should be supplied to the proxy/parent for the weekend of the clinic/concert in the event the alternate needs to be notified to participate.

H. Stipend rates for substitute judges and proxies a. ½ day = $80 b. Full day = $120 c. HS Symphony Audition = $80

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I. Region Orchestra Instrumentation

A. High School – Violin – 40 (Violin I - 20 and Violin II - 20), Viola – 14, Cello – 12, Bass – 8, Harp – X (X= variable, as dictated by the literature)

B. Middle School – Violin – 40 (Violin I - 20 and Violin II - 20), Viola – 14, Cello – 12, Bass – 8, Harp – up to 2 (as dictated by the literature)

II. Harp

C. High School – Harpist(s) may be accepted in each high school region ensemble as dictated by the literature.

D. Middle School – Up to two harps may be accepted in each middle school region ensemble as dictated by the literature.

Instrumentation for Region 12 Ensembles

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I. Audition Entry Procedures

A. Directors shall be responsible for entering students using the on-line audition procedure found on the TMEA website. (tmea.org) No other form of entry will be accepted.

B. All directors entering students must show proof of current membership in TMEA prior to the entry deadline must be members of TMEA before entering students online.

C. Directors will send the Official Entry Form and a school check to the region chairperson on or before the audition date. Make checks payable to: Region 12 Orchestra (No personal checks or cash will be accepted, and there are no refunds)

D. Any student entered in any level of the audition process must meet all current TMEA Eligibility Requirements.

E. All students MUST make sure that ALL rehearsal and concert dates are free of any conflict PRIOR to entering an audition. Students, parents, and directors are required to fill out and sign the Obligation Agreement Form. Any student who has not turned in the form cannot continue in the audition process.

F. HIGH SCHOOL STRING STUDENTS MUST AUDITION FOR REGION ORCHESTRA BEFORE ADVANCING TO THE AREA AUDITION.

II. Entry Fees and Deadlines

A. Region 12 Audition Fee: $10.00 per string student

B. Area Taping Fee: $30 per string student

C. All contest entry deadlines will be 14 days prior to the day of the audition.

D. The late and final online entry deadline will be 7 days prior to the day of the audition.

E. Correction to an existing student entry may be made between 13 and 7 days prior to the contest without penalty, but a student entry added less than 14 but more than 7 days prior to the contest will result in as additional 100% student late fee.

F. Entries begun less than 14, but more than 7 days prior to the contest, will be assessed a 50% additional Campus fee charge and 100% student late fee.

G. A campus entry created less than 14 days prior to the contest will be subject to the TMEA Grievance Process.

H. Directors will be allowed to add or change student entries the day of the audition. The 50% additional campus and 100% additional student late fee will be assessed.

I. All fees are due on the day of the auditions and must be paid or supported by a school purchase order prior to the start of the auditions.

J. All audition submissions must be paid for regardless of audition status.

Audition Entry Procedures

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I. Audition Personnel Duties and Responsibilities

A. Orchestra Organizer 1. Music Selection

(a) Help select music for the orchestra. If you are in charge of a full orchestra, invite a band person for input into the music selection process.

(b) Contact a Band Director to attend the Music selection meeting. (c) Check the score for all transposing instruments and notify the Region Chairman if

transposed parts or special instruments are required. (d) Help select the cuts for the auditions and mark the music appropriately. (e) Prepare 5 sets of clean (NO MARKINGS) packets of the music for the audition judge’s

packets and submit to the Region Chairman at the August Meeting. (f) Prepare 40 packets (MS) or 30 packets (HS) of audition music for distribution one week

after the selection meeting. The packet must include a coversheet which details the cuts and excerpts of the audition.

(g) Provide copies of the scores to the Region Chairman by the September 1st for distribution to conductors.

2. Audition Day (a) Please have assembled folders for all orchestras are prepared to submit on the first

audition date. (b) Make 6 percussion folders for each full orchestra and ask the Band Chair to determine

how many percussion students should be assigned per group. 3. Clinic and Concert

(a) Be responsible for setting up the chairs and stands at the clinic site (b) Check the score for all transposing instruments and notify the Region Chair if

transposed or special parts are needed. (c) The Region Chairperson will have stand labels for the string players. You are responsible

for making stand labels for the wind players from the roster. (d) Make sure the percussion is taken care of for all full orchestras. Please designate a band

director to help you. (e) Be in the room of your designated orchestra during all rehearsals at the clinic.

(You may ask someone to help you with this step) (f) Be at all rehearsals at the clinic early to help tune and take roll (Get other directors to

help you) (g) If you have full orchestra ask the site host for rooms for the band sectionals (h) Secure directors to do the band sectionals prior to the clinic. (i) Take care of your clinician’s needs during the clinic. (j) Organizers are available following the rehearsal to go to dinner with the clinician. (k) Help tune and set up chairs at the concert. (l) Give patches to the students following the concert. (m) After the final rehearsal or the concert break down the rehearsal area you were assigned.

B. Audition Site Host Duties 1. Set date as soon as possible after the May Region 12 Meeting 2. Request to use the rooms of the directors/teachers on your campus

(a) Warm-up Area

Audition Procedures Personnel

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(b) 3 violin audition rooms to accommodate 20 to 30+ students (c) 1 viola audition room (d) 1 cello audition room (e) 1 bass audition room (f) Judges headquarter (g) Computer and tabulation area away from the audition rooms and Judges Headquarters

3. Notify your campus facilities manager of the date and the rooms and request air conditioning or heating as warranted.

4. Notify the Region Chairperson as soon as possible of the rooms to be used for the audition. 5. Acquire the sheets for the screens. For the first audition they are stored with the Region

Chairperson. After the first audition get the sheets from the last audition host 6. Ask students to help with setup prior to the audition. For Saturday auditions, set up Friday

night, for Monday auditions set up immediately after school. 7. Have a plan for setup - Make sure there is a ready chair and stand for the performers and

enough chairs for each student auditioning. In the bass room, use one stand per student so there is no moving around. At the middle school auditions, the judges prefer the cellos also not move so there needs to be a chair and stand for each student with enough room to perform. Make sure the judges cannot see the students audition.

8. Have a plan for taking down the setup 9. Have food for morning and lunch. Coffee and donuts will be sufficient. 10. Keep all receipts for expenses. 11. You will need 6 parents to help with the Registration process. Times of service are 7:30-

8:30AM and 12-1PM. 12. Provide access to a copier

B. Clinic Host Duties 1. Set date as soon as possible after the May Region 12 Meeting 2. Request the use of ensemble rooms of the directors/teachers on your campus

(a) 5 Rehearsal Halls (to include the auditorium and stage) (b) 2 rooms for ensembles of 64 or less (c) 3 rooms for ensembles of 100 or less

3. Notify your campus facilities manager of the date and the rooms and request air conditioning or heating as warranted.

4. Act as liaison between Orchestra Organizers and Host School Band Directors to secure provided percussion equipment for Clinic and Concert. (Bass Drum, Timpani, Large keyed instruments)

5. Secure rooms for sectionals, per Organizer’s request.

II. Audition Site Stipends and honorariums

A. Site Host Honorarium – $50

B. Site Host Meal Provision – $100

III. Audition Procedures

A. Audition Day 1. Upon receipt of student entries, the Region Chairperson will pre-assign an audition code to

each student by using the state-approved computer program. 2. On the day of the audition, students must register/check-in no later than 30 minutes prior to

the audition time. 3. Students receive their audition code prior to entering the audition room and keep this code

throughout their audition.

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4. All directors entering students are required to be present during auditions to help judge or monitor.

5. Each judging panel will adhere to TMEA Eligibility Requirements: 5 judges per panel. Judging panels will be designated by the Region Chairperson or Middle School Coordinator.

6. All judges will sit behind a screen during the audition, with their back to the screen to assure the anonymity of the students auditioning.

7. All communication during the audition will take place through the inside monitor 8. All players on an instrument will be in the audition room at the same time. No player may

the leave the audition area until all students have auditioned. Any student who leaves the audition room before all students have completed the audition or has been removed from the audition room because of behavior will be disqualified.

9. There will be a panel of 5 judges for each instrument. For the auditions consisting of more than 60 students a rotating panel of 15 judges will be used for the audition.

10. Judges will be provided with a packet of audition materials. It will be the responsibility of the panel chairperson to make sure panel members are filling out the judging forms correctly. Detailed audition instructions, including scoring procedures will also be given to the judges.

B. Post-Audition 1. Upon completion of judging forms by the judges, the panel chairperson will bring the forms

and all other paper work to the audition office. 2. No directors are allowed in the contest office except those designated. 3. Results will be tabulated using the state-approved computer program 4. Results will be posted in the student warm-up area and the judge’s lounge area as soon as

scores are tabulated and checked. (The results may be posted online in lieu of a physical posting). Online results will be posted by Audition Letter.

5. Results will not be final until 1 hour after the final posting of the audition. Directors may use that hour to review audition documentation and verify rankings. Under no circumstances should a copy be made of the audition documentation. This includes physical and digital copies. After the 1 hour period, the audition documents will no longer be available for director review.

6. Posted results for students in the main area will list those students making it into Region Orchestra. Posted results in an alternate location will list ALL STUDENTS in final order.

7. No student may be eliminated, not selected to advance or not be seated in an organization based on an arbitrary decision to reduce the published instrumentation or voicing quotas.

IV. Audition Music

A. Middle School packets will be distributed to middle school directors at the Fall meeting.

B. High School packets will be distributed to high school directors at the Fall meeting.

V. Alternates

A. There will be no alternates selected in any orchestra.

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I. Region Orchestra Membership Requirements

A. All students must meet all UIL Eligibility requirements.

B. All students must have turned in the Obligation Acceptance Form.

C. All students accepted into the Region 12 Orchestras are required to attend all rehearsals and the concert.

D. Members are expected to have the music prepared and maintain punctuality.

E. Acceptable behavior is required and campus/school rules apply to all participants at every Region 12 Orchestra event, i.e. auditions, clinic/concert.

F. To receive the All-Region patch, the students must stay for the entire concert. II. Area Auditions and All State Recording Procedures

A. All-State Recording Fee: $30.00 per student

B. All-State cuts will be posted on the TMEA website (tmea.org) on Friday, October 28th.

C. Directors must be present in order for their student to record.

D. All directors should report to the recording site at 8:30am on the day of the audition.

E. Students may sign in between 9:00am and 10:00am (students will not be permitted to sign in after 10:00am unless arrangements have been made with the Region Chairman prior to the recording date).

F. Students will draw for recording times. The drawing of times will be at 9:00am Students will record in 20-minute increments. Students arriving after 10:00am will receive the times remaining.

G. Recording will begin approximately at 9:15am. Please contact the Region Chairperson if you have any DNAs or of any students who cannot be at Reagan High School by 10:00am

H. No parent or high school director will be allowed in the hallway during the auditions.

I. In addition to the recording technician, a monitor is now required in the room when a student is auditioning.

J. The monitor will be tasked with ensuring the students play the correct tracks, in the correct order, and take the prescribed amount of time between tracks. TMEA audition policy states, the student can use a metronome between each selection to check the tempo, but not during the actual recording. Up to one minute is allowed between each recording cut. A student may use this time at his/her discretion. More time between tracks can be allowed if there are mechanical issues with the student’s instrument or with the recording equipment. Monitors will be charged with making sure students are following this policy. This change alone should ensure more consistency with the process and eliminate many recording errors. Our recording technicians need to focus on recording the students and should not be enforcing audition procedures.

K. Recording files will be placed on a flash drive immediately following the conclusion of the student’s audition. The files will then be checked and verified either by the monitor or a director designated by the Region Chair using a different playback device.

L. This will eliminate variations in how and when recordings are prepared and should ensure the files play and are accurate. This should dramatically reduce the number of file errors.

M. There will be a monitor to take the students to the taping room 5 minutes prior to their taping time.

N. All students who wish to make a recording for All-State must audition for Region Orchestra.

Certification Procedures Personnel

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1. In the event that the number of students exceeds the TMEA numbers given for each region then only the students who have made the Region 12 Orchestra will be allowed to record (literature-based).

2. If the number of students does not exceed the number of students TMEA allows from Region 12 to record, then any student who has auditioned for the Region 12 Orchestra (whether they were accepted or not) may record for All-State.

3. In the event that the number of students who wish to submit a recording for TMEA All-State and have been accepted into the Region 12 Orchestra exceeds the number of students allowed to record from Region 12, then there will be a separate audition date over 75% of the music to be recorded for All-State.

O. Once a student enters the TMEA Process, he may be eliminated only by either: 1. The Audition Process itself 2. The TMEA Appeals Process 3. Student’s TMEA Director/Member Sponsor

P. All material will be recorded in one session. 1. The student will record the specific passages in the exact order specified by the State

Orchestra Chair ONE TIME ONLY. 2. The first recording is final. No student may re-record any audition selection.

Q. The two rounds of the All-State judging process are separate and independent auditions. 1. Results from day one do not carry over to day two. This is necessary because students are

eliminated from the process after round one. Board policy allows for students to be eliminated by the audition process and this cannot be done without a completed audition.

2. To clarify this point, the first round will be referred to as “Pre-Area,” and round two will be called “Area.” When the audition excerpts are released on the TMEA website the day before the audition, they will be labeled by round.

III. Area Recording Certification

A. Violins – up to 24 entries may be submitted

B. Violas – up to 16 entries may be submitted

C. Cellos – up to 16 entries may be submitted

D. Basses – up to 12 entries may be submitted

E. Harp – up to 4 entries may be submitted (but only if they are needed at All-State)

F. Piano – only 1 entry may be submitted (but only if they are needed at All-State)

IV. Wind Auditions

A. All Region 12 Orchestra Winds will be selected from the Region 12 (Region, not District) Band Auditions.

B. The Region 12 Band Chairperson is given the instrumentation required for the Region Orchestra Concert at least 2 weeks prior to the audition by the Region 12 Orchestra Chairperson.

C. During the tabulation process the Band Computer Tech or Region Chairperson will designate students who have placed 1, 2, 3, or 4 depending on the music instrumentation required.

D. The designation is then placed on the posting sheet and students are instructed to come to the contest office for their orchestra folders and to sign the Obligation Agreement Form for the Region 12 Orchestra

E. When the students report to the contest office they are reminded of the dates for the Region Clinic/Concert and are asked to sign an Obligation Agreement Form, which states that they will attend all the rehearsals and the concert.

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F. If a student declines or has another obligation the weekend of the Clinic/Concert, then the Region Orchestra Chairperson goes to the next person on the instrument list and moves the other students up to a higher chair. This is continued until the Region 12 Orchestra Wind Instrumentation is complete.

G. Students who are members of the Region 12 Orchestra are then considered the area candidates for the All-State Area Auditions. If they cannot participate in the orchestra they do not qualify for Orchestra Area.

H. If a wind student plays an instrument, which the orchestra does not need for the concert but it is part of the All-State Winds those students will still be an area candidate for orchestra.

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I. Stipends

A. Clinician Honorarium - $500 + travel expenses 1. TMEA Online Contract required 2. In-state clinicians must be members of TMEA

B. Wind Percussion Sectional Coaches - $50

C. Percussion Organizer - $100

D. Clinic Site Host - $50

II. Clinic Schedule

A. Friday Rehearsal, December 9 Bravo at TEJEDA MS 6:30pm – 8:00pm: Rehearsal Concertino and Con Brio Orchestras at TEJEDA MS 6:30pm – 8:30pm: Rehearsal Symphony, Philharmonic at REAGAN HS 6:30pm – 7:30pm: Strings, Winds, and Percussion will be in sectionals. 7:30pm – 8:30pm: Full Orchestra Rehearsal

B. Saturday Rehearsal, December 10 Bravo Orchestra AT TEJEDA MS 9:00am – 12:00pm: Rehearsal 12:00pm: Dismissed until concert 3:00pm: Report to REAGAN HS for concert in concert dress. Con Brio and Concertino Orchestras at TEJEDA MS 9:00am – 11:30am: Rehearsal 11:30am – 12:30pm: Lunch 12:30pm – 2:15pm: Con Brio Rehearsal 12:30pm – 2:30pm: Concertino Rehearsal 3:30pm: Report to REAGAN HS for the concert in concert dress. Philharmonic Orchestra 9:00am – 12:30pm: Rehearsal 12:30pm – 1:45pm: Lunch 1:45pm - 4:00pm: Rehearsal 4:00pm: Change for concert Symphony Orchestra 9:00am – 11:00am: Rehearsal 11:00am – 12:30pm: Lunch 12:30pm – 4:00pm: Rehearsal 4:00pm: Change for concert

C. Saturday Concert, December 10 Concerts at REAGAN HS Bravo, Con Brio, and Concertino 4:00pm Philharmonic and Symphony 6:00pm

Clinic and Concert Information Personnel

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Region 12 Orchestra Division 2016-2017

May 1 – Postmark deadline for Texas Music Scholar application materials May 1 – Deadline for HS Full, JH/MS Full, and JH/MS String Honor Orchestra Part A online entries June 1 – Deadline to submit proposal online for the TMEA Convention June 1 – Postmark deadline for HS and JH/MS Full, and JH/MS String Honor Orchestra CDs and other entry materials. July 21 - 24 – TODA Convention – please attend July 27 High School Region Music Selection Meeting at Churchill HS, 10AM Middle School Region Music Selection Meeting at RBC, 10AM August 6

Region Meeting Host – Madison HS, 10:00am

September 1

Volunteer forms due to state chair (online only) Last day for audition errata to be posted

September 15

Deadline for HS String Honor Orchestra online entries October 10

Deadline for HS Region Entries (Symphony) October 15

Postmark deadline for HS String Honor Orchestra CDs and material. Mail 2nd day air or overnight. Entries must be physically received by October 16.

October 17

Deadline for HS Area Recording Entries October 22

Deadline for MS Region Entries (Bravo) Deadline for HS Region Entries (Philharmonic)

Calendar Personnel

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October 22 and 23 HS String Honor Orchestra Judging (location TBD)

October 24

High School Symphony String Audition 5:00pm (Monday) – Lee HS Symphony Organizers: Karen George and Dr. Jan Garverick

October 28 Area audition – determines recording candidates for All-State (this audition is tentative) 6:30pm (Friday) – Reagan HS October 29

Area and All-State Recording 8:30am (Saturday) – Reagan HS Deadline for MS Region Entries (Con Brio and Concertino)

November 5 Auditions for Philharmonic (8:00am) and Bravo (1:00pm) Region Orchestras

8:00am (Saturday) – Tex Hill MS November 10

Auditions for Con Brio (8AM) and Concertino (1PM) Region Orchestras 8:00am (Saturday) – Lopez MS

November 12 - 13

All-State Recording judging. Host – Dobie HS, Pasadena ISD November 12

First Round All-State Orchestra Audition results posted for directors, est. 8:00pm November 13 Second Round All-State Orchestra Audition results posted for directors, est. 6:00pm November 15

All-State Orchestra Audition results posted on website December 9 - 10

Region Clinic and Concerts HS Clinic – Reagan HS MS Clinic – Tejeda MS ALL CONCERTS – Reagan HS

December 15 Deadline for Dual Area Certification selection Deadline for Area Wind/Percussion forms and fees to Area Band Chair January 7 Area Wind/Percussion auditions and selection for All-State

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February 4

UIL Solo/Ensemble Location – Lee HS

February 8 - 11

TMEA Convention March 6 - 8 HS String and Full Orchestra UIL Concert and Sight-Reading Contest Location – Alamo Heights HS March 22 - 23

MS String Orchestra UIL Concert and Sight-Reading Contest Location – San Marcos High School

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ting

Bravo (6th Grade Orchestra) Organizers: Tina Luna and Annette Solano Clinician: Fabian Saldana

Con Brio (7th Grade Orchestra)

Organizers: Brian Winter and Ed Chapman Clinician: Bryanna Porter Concertino (8th Grade Orchestra)

Organizers: Stephanie Vargas and Miguel Vilas Clinician: Matthew Moreno

Philharmonic (9-12th Grade Orchestra)

Organizers: Don Bustos and Nathan Sharplin Clinician: James Frank

Symphony (9-12th Grade Orchestra) Organizers: Jan Garverick and Karen George

Clinician: Gene Moon

Region Orchestra Organizers and Clinicians Personnel

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Region 12 High School Orchestra Obligation Agreement Form

2016-2017 Name _________________________________ Phone #_____________________

School _________________________ Emergency Contact # _________________

Grade __________ Instrument ____________________

All students auditioning for any of the Region 12 Orchestras: I will comply with the rehearsal and performance time requirements completely of the Region 12 Orchestra to which I have been accepted. I will obey all the rules, arrive on time, and have music prepared. I fully understand that if I do not follow through with my obligation that an alternate will be notified.

High School string students auditioning for All-State Orchestra: I will comply with the rehearsal and performance time requirements completely of the Region 12 Orchestra to which I have been accepted. I understand that if I do not participate in all of the rehearsals and the concert, I cannot participate in All-State Orchestra, and an alternate will be designated in my place.

High School band students participating in the Region 12 Orchestra: By accepting membership in the Region 12 Symphony Orchestra, I will comply with the rehearsal and performance times completely. I understand that if I do not participate in all of the rehearsals and the concert, I may be disqualified from advancing to the area band auditions, and an alternate will be designated in my place. Uniform: All High School students are required to wear their orchestra uniform for the Region Concert. If there is no uniform for their school, students must adhere to the following concert dress guidelines: Women: Black dress-ankle length with short sleeves (no spaghetti straps or strapless dresses) and black shoes. Men: Dark suit and white shirt, black shoes.

Removal Process: Once a student enters the TMEA audition process, he/she may be eliminated only by either:

The audition process itself,

The TMEA Appeals process, or

The student’s TMEA member sponsor (director).

A student may be removed from the audition if he/she talks, plays, or otherwise interferes in any way with the audition of another student. The decision to remove a student will be made by the student’s TMEA member sponsor (director). Electronic devices are not allowed during audition, rehearsal and the concert. No electronic devices, excluding personal metronomes, may be used or accessed by a student participant until the results for the student's section have been posted.

Any student selected to Region Orchestra may be removed from participation in the group due to improper behavior, at any point between the conclusion of the audition and the conclusion of the performance by the student’s TMEA sponsor (director).

Region 12 Orchestra Clinic and Concert Dates:

Clinic: Friday, December 9 – 6:30 to 8:30 p.m. – Reagan High School Saturday, December 10 – 9:00 a.m. to end of concert Concert: Saturday, December 10 – 6:00 p.m. – Reagan High School All students are required to stay for the entire concert. Student Signature: ________________________________________ As the parent/director of the above student, I have read the Obligation form and agree to assist the student in fulfilling all of their Region 12 Orchestra obligations. Parent’s Signature: ________________________________________ Director’s Signature: _____________________________________ _

All fees are final and non-refundable.

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Region 12 Middle School Orchestra Obligation Agreement Form

2016 Name __________________________________ Phone # ______________________

School ____________________________Emergency Contact #__________________

Grade __________ Instrument ____________________

All students auditioning for any of the Region 12 Orchestras: I will comply with the rehearsal and performance time requirements completely of the Region 12 Orchestra to which I have been accepted. I will obey all the rules, arrive on time, and have music prepared. I fully understand that if I do not follow through with my obligation that an alternate will be notified. Removal Process: Once a student enters the TMEA audition process, he/she may be eliminated only by either:

The audition process itself,

The TMEA Appeals process, or

The student’s TMEA member sponsor (director). A student may be removed from the audition if he/she talks, plays, or otherwise interferes in any way with the audition of another student. The decision to remove a student will be made by the student’s TMEA member sponsor (director). Electronic devices are not allowed during audition, rehearsal and the concert. No electronic devices, excluding personal metronomes, may be used or accessed by a student participant until the results for the student's section have been posted. Any student selected to Region Orchestra may be removed from participation in the group due to improper behavior, at any point between the conclusion of the audition and the conclusion of the performance by the student’s TMEA sponsor (director). Region 12 Orchestra Clinic and Concert Dates: Clinic: Friday, December 9 – 6:30 to 8:30 p.m. – Tejeda Middle School (Bravo until 8 p.m.)

Saturday, December 10 – Bravo Orchestra – 9:00 a.m. to 12 noon; Con Brio & Concertino Orchestras – 9:00 a.m. to 2:30 p.m.

Concert: Saturday, December 10 – 4:00 p.m. – Reagan High School All students are required to stay for the entire concert. Transportation is not provided from clinic campus (Tejeda MS) to concert campus (Reagan HS). Student Signature: ________________________________________ As the parent/director of the above student, I have read the Obligation form and agree to assist the student in fulfilling all of their Region 12 Orchestra obligations. Parent’s Signature: ________________________________________ Director’s Signature: ______________________________________

All fees are final and non-refundable.

21

Region 12 Orchestra Division Professional Acknowledgement Form

2016-2017 Director Name: __________________________________________________ School: ________________________________________________________

1. I have read and am familiar with the Eligibility Requirements for TMEA Activities and will keep my self informed as they are updated.

2. I have read and will comply with all rules and requirements set by Region 12 regarding the entry and eligibility of students.

3. I acknowledge that as a TMEA Sponsor I need to be present at all phases of the Region Audition Process, and that I may be called upon to serve as a judge for the audition process regardless of whether I have students participating in said event.

a. I am also aware that I must have emergency contact information on my person for any of my students participating in the event.

4. I am aware that I must monitor student eligibility with regards to grades and/or change of residence.

5. I have read and will comply with all rules and requirements set by TMEA and Region 12 regarding the judging of student auditions.

6. I acknowledge that I need to be present at the Region Clinic and Concert if I have students participating. I further clarify that I will remain at all Region functions until they are concluded. If I am unable to attend due to a personal emergency I understand that I am responsible for informing the Region Chair in writing as soon as possible.

7. I am aware that in the event of my absence I am responsible for providing a proxy with all student emergency contact information. For any event requiring musical expertise, the Region

Chairman must approve the selection of the proxy. I am also aware that I will be personally responsible for the payment of the proxy’s services.

Exception: If a director is asked to be clinician for another Region on the dates of the auditions or clinic/concert, they may be excused from all Region 12 duties on that date; however, if their own orchestra/band students are involved in the activity, the director must secure a proxy. The proxy must be provided with at a list of alternates and their phone numbers in the event that the alternate needs to be notified to participate.

8. I am aware that failure to meet these responsibilities may result in the request for a

letter of reprimand or other actions through the TMEA office.

Signed: __________________________________ Date: _______________

Signature of Sponsor