Region 9 Policies and Procedures

Transcription

1 Region 9 Policies and Procedures Ken Labonski, Region Vocal Chair Erin Bodhaine, Region Vocal Secretary Anna Schermerhorn, Region Treasurer Robert Lewis, Vocal Tabulations Chairperson Junior High School/Middle School Policies and Procedures begins on pg. 24

2 REGION 9 TABLE OF CONTENTS Region 9 Vocal Division Handbook This section contains the policies and practices of the Region IX Vocal Division of TMEA. All policies found in this section will yield to TMEA state policy and rulings available at The following subjects are included in this section: I. CALENDAR OF EVENTS A. Region Meetings B. Auditions C. All-Region Clinic and Concert II. ELECTED POSITIONS A. Election Procedures B. Region Vocal Division Chair C. Region Vocal Secretary D. Region Vocal Treasurer E. Vocal Tabulations Chairperson F. Past Vocal Chairperson III. DIRECTOR/ACTIVE MEMBER SPONSOR RESPONSIBILITIES A. All High School Directors B. Region 9 Proxy Policy IV. VOICING FOR REGION ENSEMBLES A. Region Mixed Choir B. Region Treble Choir C. Region Honor Choir V. AUDITION ENTRY PROCEDURES A. District Student Entry B. District Entry Change Policy C. Region Honor and Treble Choir Rehearsal cds D. UIL Solo and Ensemble Contest E. UIL Concert and Sight-reading Contest VI. THE AUDITION PROCEDURE A. General Information B. Electronic Devices C. District Audition D. Posting Results E. Region Audition

3 F. Pre-Area Audition F. Area Audition G. Honorarium for Guest Judges H. Audition Hosts I. Auditions Policy and Guidelines for Judges VII. CERTIFICATION PROCEDURES A. Large School Track B. Small School Track VIII. CLINIC/CONCERT A. Structure B. Clinician Selection Policy C. Rehearsal cds for Honor and Treble Choir D. Region Choir Music Selection E. Region Choir General Information F. Region Choir Attendance Policy G. Region Choir Alternate Policy H. Region Clinic and Concert Fees I. Honorarium Schedule J. Region Choir Organizers K. Region Choir Director Participation L. Region Clinic and Concert Student Participation SECTION 3 Region 9 Vocal Division Forms District Audition Invoice TMEA District Student Entry Information Reconciliation Form Region Weekend Expense Invoice Drop District Audition Drop Region Audition Verification of Pre-Area Submission Form A Form B Form C Form D Form E Form F Form G

4 I. CALENDAR OF EVENTS A. REGION 9 REGION MEETINGS 1. TCDA Meeting a) July 21, Fall Region 9 Meeting a) Saturday, August 12, AM b) Tomball Memorial HS 3. Region Clinic & Concert Meeting a) Saturday, November 18, :30 AM 4. TMEA Meeting (see your TMEA schedule for the Combined Meeting. The Region 9 Vocal Division will not have a separate meeting at TMEA). 5. Spring Meeting TBD B. AUDITIONS 1. Initial District Entry Deadline a) ***Saturday, September 2, :59 pm entry postmark and computer deadline*** b) Online entry required - TMEA website 2. District Auditions a) Saturday, September 16th, Registration begins at 7:30 am b) PEET JR. HIGH SCHOOL (CHS Alternative site due to construction) c) Host: CLAY WEST AND EMILY EISTERHOLD 3. Region Auditions - Registration begins at 7:30 am a) Saturday, October 21, 2017 b) KLEIN FOREST HIGH SCHOOL c) Host: ANNA SCHERMERHORN AND KANDI POOLE 4. Pre-Area Audition - Registration begins at 4:00 pm a) TUESDAY, NOVEMBER 28, 2017 b) THE WOODLANDS HIGH SCHOOL c) Hosts: PATRICK NEWCOMB, KELLY MARTIN AND STEPHANIE BIFFLE 5. Area F Auditions - Registration time is 7:30am a) Saturday, January 13, 2018 b) THE WOODLANDS HIGH SCHOOL (ten) c) Hosts: PATRICK NEWCOMB, KELLY MARTIN AND STEPHANIE BIFFLE d) Area F Chair: Jed Ragsdale 6. ALL REGION PRE-CLINIC SECTIONALS a) ALL students attend (Mixed, Treble, Honor Possible discussion at Fall Meeting) b) Monday, November 13, 2017 registration begins at 5:30 p.m. c) Site CPHS rehearsal from 6:00-8:00 pm d) Host: College Park HS 7. ALL REGION CLINIC and CONCERT a) Friday Region Clinic (1) Friday, November 17, 2017 registration begins at 5:30 pm (2) Klein HS rehearsal from 6:00-8:30 pm

5 (3) Host: Heather Sharp and Rheagan Smith 8. Saturday Region Clinic and Concert a) Saturday, November 18, 2017 STUDENTS ARRIVE at 8:30 am. (1) The Woodlands United Methodist Church (2) Concert begins at 6 pm. (3) Facilities Coordinator: Bob Horton C. Audition Literature for Fall 2016 District Auditions Gloria 1+4 I am Loved La Danza Fight the Good Fight Region Ave Generosa Gloria 2+3 O Vos Omnes Signs of Judgment SSC Pre Same Day as LSC Reg. Missa Breve (2 mvmts to be confirmed) One Boy Told Me Toutes les nuits SR Pre Area Gloria 5+6 Signs of Judgment She Walks in Beauty Celebremus II. Elected Positions A. Election Procedures 1. At the Spring Meeting in even-numbered years the members of the Vocal Division shall elect a Vocal Chair, Secretary, and Treasurer. Newly elected officers assume their duties immediately after the spring meeting at which they are elected. B. Region Vocal Division Chairperson 1. Region Vocal Chairperson shall be selected in the following manner: a) Nominations shall be made from the floor during the spring vocal division meeting in even-numbered years. 2. Directors of the region will vote. a) The term of office for the region vocal chairperson shall be two years. C. General Duties 1. Fulfill all duties pertaining to region activities as specified by both TMEA State and Region IX Handbooks.

6 2. Serve as moderator for the five region meetings held each year: TCDA convention, fall meeting, Region Weekend, TMEA convention, and spring meeting. 3. Oversee the Middle School Vocal Coordinator, Treasurer, Secretary, and Tabulations chair in the carrying out of their specific duties. 4. Ensure that all vocal directors in the region are informed of all policies and procedures for region events, as well as all other information pertinent to TMEA membership. 5. Secure all contest sites and communicate with hosts of those sites in preparation for each event. 6. Make all other decisions pertaining to region vocal activities including student issues, violation of TMEA policies and procedures, and any conflicts or questions that may arise. 7. Determine audition cuts for all auditions prior to area. 8. Provide pre-area sight-reading melody. D. Region Chairperson Audition Duties 1. Provide cut tracks for ipod and backup cut tracks for all auditions. 2. Preside over judges meeting prior to each audition. 3. Determine number of zones (rooms) necessary for each section. 4. Selection of judging panels. 5. Designate one person on each panel as the panel chair or Judge Observe all other duties set forth in the TMEA Auditions Process Vocal Division Appendix. 7. Select audition cuts for all auditions prior to area. 8. Judge Selection Policy - It is the responsibility of the region vocal chairperson or his/her designee to secure the services of judges for the district, region, and pre-area auditions. E. Region Vocal Secretary 1. Keep a written record of minutes for the four region vocal division meetings. 2. Organize, prepare, and oversee the publishing and printing of the Region Clinic and Concert Program. 3. Selection of the region vocal secretary shall be in the same manner as the region vocal chairman. 4. The term of office for the region vocal secretary shall be two years. F. Region Vocal Treasure 1. Oversee the payment of all honorariums relating to all TMEA vocal events. 2. Keep accurate records of all region vocal division expenses. 3. Oversee the prompt payment of all entries and penalty fee assessments by each director and follow up on all delinquent payments. 4. Oversee the payment of all region expenses pertaining to vocal activities and events. 5. Provide annual financial statements for the TMEA state office and Region IX directors. 6. Work with the region vocal chairperson in recommendations for the fee structure and honorariums 7. The selection of the region vocal treasurer shall be in the same manner as the region vocal chairperson. 8. The term of office for the region vocal treasurer shall be two years. G. Vocal Tabulations Chairperson

7 1. Provide all computer-generated judges sheets and materials. 2. Coordinate all entry changes at the district audition as described above. 3. Observe all other duties set forth in the TMEA Auditions Process Vocal Division Appendix. 4. Work with the region vocal chairperson in the preparation of all materials generated by the TMEA computer program for all region vocal auditions (number tags, score sheets, et cetera). 5. Supervise the computer tabulations room at all region vocal auditions 6. Stay current on all computer training offered by the TMEA state office. 7. Provide the TMEA state office with all requested data generated by the computer program. 8. Oversee the keeping and care of all region vocal division computer equipment and supplies. 9. The vocal tabulations chair shall be appointed by the region vocal chair. H. Past Vocal Chairpersons 1. The office of past vocal chairperson shall be recognized as an advisory position to the present chairperson. III. DIRECTOR/ACTIVE MEMBER SPONSOR RESPONSIBILITIES A. All High School Directors 1. Directors must be current member of TMEA and see that the TMEA number is submitted as requested on all forms. In accordance with the TMEA Constitution, any director whose student participates must be a member of TMEA and shall be required to provide proof of membership at the time entries are due for the first audition. 2. Directors and Assistant Directors must be present at all TMEA activities in which their students are involved. Any exceptions must be approved in advance by the Region Chair. Failure to do so will result in action up to and including the filing of a grievance with the TMEA state office. Further information regarding ethics and penalties is available at 3. Directors must notify students of the following: a) Music to be used at each audition b) Dates, places and events c) Dress for the Region Choir Concert (each school s uniform) 4. Arrange for lodging, meals and transportation when appropriate. 5. Submit online entry information and mail forms and fees/po/requisition for each Audition and Region Choir participation to the Region Chair. Please refer to entry deadline. 6. Notify the Region Chair of DNAs as soon as they occur and before each audition. This includes DNAs for Auditions and Region Choir Weekend. 7. Serve as a judge or worker whenever requested according to TMEA Guidelines. II. 8. Remain professional during all auditions. Region 9 Proxy Policy A. All directors and assistant directors must be available to judge at an audition if he/she has students competing. In the case that a director is unable to attend the audition, the following procedure must be followed: 1. Prior to the audition, a proxy must be designated and approval submitted in writing by the school s administrator and by the region chairperson.

8 2. The proxy will serve in a capacity designated by the region chairperson. 3. Each absent director is expected to pay the $ judges fee if he/she is unavailable to judge and a replacement judge must be hired. 4. In emergency situations the $ fee will be waived, at the discretion of the Region Vocal Chair. 5. Directors who fail to adhere to the rules, policies, or guidelines will be subject to terms of TMEA Penalties for Rules and Policies Infractions. IV. VOICING FOR REGION ENSEMBLES A. All-Region High School Mixed Choir (LSC)(grades 9-12, SSAATTBB) 1. Region 9 Chooses from state -selected repertoire, 160 singers total. Participants are Region Auditioned chairs #1-20 per section in the LSC track. Chairs #21 and #22 are designated as alternates (LSC). B. All-Region High School Treble Choir (grades 9-12, SSAA) 1. Region 9 chooses from State-selected and clinician-selected repertoire. 100 singers total. Participants are Region auditioned chairs #21-45 per treble section. Chairs #46 and #47 are designated as alternates. C. All-Region High School Honor Choir (grades 9-12, SATB) 1. Repertoire consists of selections made by the Clinician/Guest Director as well as the Region Chair. Repertoire may contain some selections from the SSC or LSC as determined appropriate by the Region Chair and Guest Director. Each high school in the region may submit a balanced octet (S1, S2, A1, A2, T1, T2, B1, B2) that must include all area candidates who are in the SSC track. Students are entered at the TMEA website immediately after the region choir auditions. V. AUDITION ENTRY PROCEDURES Accessing the Audition Entry Process You must be a current Active or Life member to enter students for auditions. The TMEA Audition Entry Process uses your membership login information. If it has been more than two years since you have had an active TMEA membership, you must contact the Membership Department to re-enable your account. If you have not previously been a TMEA member you must become a member before accessing these pages. The login is the address associated with your account. If you do not remember your password you can reset it using the link on the login page. When navigating through the audition entry process, please use the navigation links provided on the page instead of the back button on your internet browser. Using the back button may cause a "Page Expired" warning. If this occurs, just refresh the page to view it again. Update Your Information If you have not already updated your personal information through membership registration, please do so before logging in for the first time. If you have already renewed your membership, there is a menu option for information update only. Establish a Campus 1. Login as a Director 2. If this is the first time you are logging in you will be redirected to the "Add A Campus" page. 3. Enter all of the required information for your school

9 4. Click the "Add Campus" button to create the campus and return to the campus list. 5. For additional directors you can click the "Add Another Director" button under the school. You can either provide a TMEA Member ID or enter their information. If you provide a TMEA Member ID the director's information will be pulled from our directory; make sure your directors have updated their membership information. 6. To enter students for more than one school, click the "Add A Campus" link from the campus list to create a campus record for each school. Enter Students in a Contest / Student Handout The instructions below are for entering students through the web site. For entry through CHARMS, see the section below. 1. On the campus list, click "View Contests" next to the campus for which you want to enter students. 2. The contest list will display all contests in the selected school's region. Make note of the deadlines for the contest, as you will not be able to add, edit, or delete entries after this date. 3. Click "Enter Students" next to the desired contest. 4. The student list will display the current entries for a contest. 5. Click the "Student Handout" link for a printable form that you can give your students to fill out. This form will contain all of the required student information for the contest you have selected. The form may be different for other contests. 6. You have two options on how to enter students: a. If you have a large number of entries and want to upload them in a file, click the "Enter Students via File Upload" link and continue with the instructions on that page. b. To enter students through a form on the website, click the "Enter Students via Web" link and continue with step Enter all of the required information and click "Enter Student" to save the entry. If errors are present, a message will be displayed and you will be able to correct them. 8. Once submitted you can add another student or return to the student list. 9. To edit or delete an entry click the appropriate button next to the student on the student list. 10. NOTE: Entries cannot be deleted after the initial deadline, but can be edited. 11. See instructions below for finishing your entry. Enter Students Through CHARMS (alternate entry method) To upload entries through CHARMS, log in to the TMEA Audition Entry Process and create your campus. Once you have done so, a Campus ID will be assigned and displayed on your Campus List page. Take this Campus ID number and update it in your CHARMS settings. Follow the instructions in CHARMS to complete your entries. If you encounter data errors you can reference the instructions for uploading entries in the Audition Entry Process (Follow steps 1-6a above). For any other errors please contact CHARMS. Late entries (after the initial deadline) are not allowed through CHARMS. Finish Your Entry 1. Once you have completed entry of students for a contest, go to the student list for the contest. 2. Click the "Official Entry Form" link. 3. Print and sign the form. Your membership card will already be attached. 4. If you have students trying out in a different Track Classification, click the "Declaration of Intent" link. Print the form and have all of the required people sign it. 5. Mail the Official Entry Form, Declaration of Intent forms (if applicable) and payment to

10 the address listed on the Official Entry Form. Be sure it is postmarked on or before the contest deadline! A. Region 9 Participation Fees 1. District Student Entry a) $15.00 per participant 2. Region Honor Choir and Treble Choir Rehearsal CDs a) $10.00 for each set (replaced by region sectional) 3. Region 9 Director Participation Fee a) $35.00 for each director due with District Entries 4. Region Clinic and Concert Student Participation Fee a) $22.00 per Region Choir participant B. Region 9 Entry Change Policy 1. In the event changes to entries are needed on the day of the district audition, the following TMEA procedure shall be followed: a) The student with the problem will report to the call table. b) The call table will contact the director of the student. c) The student will meet with their director. d) If the director feels a change is needed, the director will immediately report to the tabulations room and complete the reconciliation form. At that time a penalty fee will be assessed. e) The tabulations chair will correct the registration and a new badge will be issued to the student. f) The tabulations chair will forward the reconciliation form to the region vocal treasurer for invoicing. C. Penalty Fees TMEA AUDITION ENTRY PROCEDURES 1. All contest deadlines will be 14 days prior to the day of the audition. 2. The late and final online entry deadline will be seven days prior to the day of the audition. 3. Correction to an existing student entry may be made between 7-13 days prior to the contest without penalty, but a student entry added less than 14 days but more than seven days prior to the contest will result in an additional 100% student late fee. 4. Entries begun less than 14 days, but more than seven days prior to the contest, will be assessed an additional 100% student fee charge. 5. A campus entry created less than 14 days prior to the contest will be subject to the TMEA Grievance Process. 6. Directors will be allowed to add or change student entries the day of the audition. An additional 100% student late fee will be assessed. 7. All fees must be paid or supported by a school purchase order prior to the start of the audition. What does this mean? District Audition is September 16. Entry fees are $15.00 District Entry Deadline is September 2 at midnight. All entries submitted ON TIME will pay the $15 original entry fee. September 3th-9th no penalty to edit your entries ONLINE $15.00 original entry You can add students $30 ($15 late fee plus $15 original fee)

11 September 10 and beyond No online edits! You must CALL Region Chair for Edits or Additions. Any edit is $15 (which totals $30 because you have already paid original entry of $15) Any addition is $30 ($15 late fee plus $15 original fee) D. Payment of Penalty Fees 1. Penalty fees may be paid at the time the reconciliation form is submitted. All penalty fees must be reconciled no later than region choir weekend. Failure to meet payment deadline or excessive changes at the district choir auditions may result in a grievance being filed by the region vocal chairperson. VI. THE AUDITION PROCEDURE A. General Information 1. Audition CD Information - Rehearsal CDs for the TMEA All-State Music (district, region, pre-area, and area levels) are available from Educational Enterprises Recording Company, P.O. Box 4053, Pasadena, TX 77502, ( ). 2. Each director is expected to pay a one time $35.00 fee with the District Entries. B. Electronic Devices amended TMEA policy 1. No electronic devices, including personal metronomes, may be used or accessed by a student participant until the results for the student s section have been posted or announced. Failure to comply with this regulation may result in student disqualification. 2. The list of non-allowable electronic devices includes, but is not limited to, phones, electronic games, computers, camera phones, and playback systems. 3. The Region may set up an adult-monitored call station where students may access their phones in emergency situations without penalty. C. District Audition 1. There is a $15.00 per student District Entry fee. 2. Each school director may enter as many students as he/she chooses, as long as those students meet the TMEA eligibility requirements. 3. Judge Selection Policy - It is the responsibility of the region vocal chairperson or his/her designee to secure the services of judges for the district, region, and pre-area auditions voices from treble parts and 50 voices from tenor/bass parts will advance to the Region audition in the LSC track. 8 voices from treble parts and 8 voices from tenor/bass parts will advance to the Region audition in the SSC track. The exact number per room is set by the region vocal chairperson and announced prior to the beginning of the district audition at the judges meeting. If there is more than one room for a voice part, an equal number of students from each room will advance. Example for each Treble Section 1 Zone Chairs 1-72 advance 2 Zones Chairs 1-36 advance 3 Zones Chairs 1 24 advance

12 4 Zones Chairs 1 18 advance Example for each Tenor/Bass Section 1 Zone Chairs 1 50 advance 2 Zones Chairs 1 25 advance 5. LSC track students are placed into their rooms (zones) by random selection of the computer. 6. In the event that changes to entries are needed on the day of the district audition, the director needs to follow the procedures listed under Region IX Entry Change Policy. D. Posting of Results for ALL Auditions 1. 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 the results are subject to the TMEA Appeals Process. 2. Directors are not allowed to photograph results. 3. Region online posting may ONLY include students who made the choir and may only include voice part and audition number. HOWEVER, individual schools may post their own results in any manner. 4. Results posted on-site will list all students in final order, independently for both the LSC and SSC tracks. Each director will be provided a written report which clearly shows the final ranking of all students in each section. This report may be generated via . E. Region Audition (SSC Pre-Area) 1. There is no audition charge for the Region Audition. 2. At the completion of the Region Audition, 160 LSC students will advance into the All-Region Mixed Choir and 100 students will advance into the All- Region Treble Choir. Additionally, Each high school in the region may submit a balanced octet (S1, S2, A1, A2, T1, T2, B1, B2) that must include all area candidates who are in the SSC track. Students who are SSC area candidates must be in the balanced octet. In the event that the school has more than one SSC area student in each voice section of the balanced octet, they will be allowed to enter additional students as long as they are SSC Area candidates persons on each voice part in the SSC track will be certified as Area candidates at the Region audition and will advance to the Area audition in the SSC track. SSC students will sight-read as part of their Region audition. 4. LSC Chairs 1-20 in all voice parts advance to the mixed choir, and advance to the pre-area audition. 5. LSC Chairs in the treble sections advance to the treble choir. 6. Only chairs 1-20 advance to the Pre Area Audition. No alternates are called for the Pre- Area Audition. 7. Alternates In the event that a student cannot attend Region Choir Weekend, the Region chair may call up an alternate to fill the vacancy. A student may be called as an alternate, and this may result in a change for the student from Treble to Mixed, or from Treble alternate to Treble choir. However, the alternate may not advance in the all-state process.

13 8. A Region Mixed Choir student who is replaced by an alternate must satisfy the region certification policy in order to participate in the pre-area audition, as outlined in Section E, number 6. F. Pre-Area Audition (LSC only) 1. There is no audition fee for the Pre Area Audition. 2. The Pre-Area audition will emulate the Area audition, following the same policies and audition procedures. 3. Students will sight-read at this audition. Sight-reading accounts for 20% of the total score. 4. Chairs 1-5 in all voice parts advance to the Area audition. 5. Chairs 6 and 7 in each voice part are designated as alternates to the Area audition. G. LSC Area Audition 1. There is no audition fee for the Area Audition. 2. Chairs 1-5 in all sections advance to the All-State Mixed Choirs. 3. Chairs 6-9 in the ten/bass sections advance to the All-State Tenor-Bass Choir. 4. Chairs 6-12 in the treble sections advance to the All-State Treble Choir. 5. Students who advance to the All State Choir are expected to pay a $20.00 fee in cash. This is due at the end of the Area audition. H. SSC Area Audition 1. There is no audition fee for the Area Audition. 2. Chairs 1-4 in all sections (SSAATTBB) advance to the Small School All-State Choir. 3. Students who advance to the All State Choir are expected to pay a $20.00 fee in cash. This is due at the end of the Area audition. I. Auditions Host 1. Provide all materials as set forth in the TMEA Auditions Process Vocal Division Appendix. 2. Arrange for judges meals and concessions for students. 3. $100 shall be paid to any school hosting an audition; This $100 amount covers breakfast and snacks for judges and contest workers 4. $8 per person (maximum) shall be paid to any school hosting an audition to cover the cost of a lunch provided for judges and contest workers 5. $10 per person (maximum) shall be paid to any school hosting an audition to cover the cost of a dinner provided for judges and contest workers 6. The Region will provide a meal during Region Choir Weekend on Friday evening and Saturday Lunch for all Region 9 Directors, Clinicians, and accompanists 7. Costs to host an audition (e.g., Custodial, Facility rental, etc) will be divided evenly between the Region and the host school. J. Honorarium for Guest Judges 1. Guest judges will be paid an Honorarium of $ and a meal will be provided for all High School Auditions. Mileage will not be reimbursed. K. Auditions Policy and Guidelines for Judges 1. TMEA requires the use of a five member panel for all auditions. There are no exceptions for high school level auditions that lead to All-State seating. 2. All judges should adhere to the following general guidelines: a. There shall be no discussion between judges during the audition process.

14 b. Students shall be heard on the entire audition before a score is awarded. c. A judge may not assign duplicate scores during singing rounds a raw score/rank conversion chart shall be utilized. A score of zero may not be given. d. Judges shall remain actively involved in judging through each singer s entire audition. e. Each judge shall be charged with the responsibility of knowing and following the audition procedures. f. Every effort shall be made to be consistent from the beginning to the end of the audition. g. All judges should conduct themselves in a professional manner throughout the audition. h. The same members of the judging panel must judge the same section (zone) throughout the entire audition. i. Once the cuts have been distributed, a judge shall have no contact with any participating students until the conclusion of his or her judging assignments. 3. All Pre-Area Sight-reading judges should adhere to the following guidelines: a. Calculate the number of pitch and rhythm errors and subtract that from the total number of pitches and rhythms on the page. This is the sight-reading score. b. Scores may be duplicated for sight-reading. c. Students who start over shall only be judged on the new material presented. d. Sight-reading counts for 20% of the total score at the pre-area audition. 4. Judge 1 (panel chair) is responsible for the following: a. Bringing a ipod for his/her audition room. b. Setting the volume level of the ipod prior to the beginning of the audition. The judge should listen to the entire ipod to determine the best level for the students. Once the auditions begin, the volume may not be changed for any reason. c. Keeping the audition room running quickly and smoothly d. Documenting any situations that vary from the norm and notifying the region chair of any problems. e. Collecting the scores of the panel and writing them on the Judge 1 summary grid. f. Collecting all judging materials for his/her panel and delivering them to the tabulations chair. VII. CERTIFICATION PROCEDURES A. LSC 1 According to TMEA Certification of District/Region/Pre-Area/Area Candidates, any student that qualifies for Pre-Area and does not attend the region choir weekend must certify through performance any music not listed as an audition selection at least 5 days prior to the Pre-Area Audition. Please submit Form G with a recording. B. SSC

15 1 4 SSC students in each voice part are certified as Area Candidates at the Region Audition. VIII. REGION CLINIC & CONCERT A. Structure 1. Region Choir is a 2 day event. a. Day 1 takes place at a local high school. b. Day 2 takes place at the selected performance venue. B. Performing Choirs 1. All-Region High School Mixed Choir (grades 9-12, SSAATTBB): Region 9 Chooses from state -selected repertoire. 160 LSC singers total. Participants are Region Auditioned chairs #1-20 per section in the LSC track. Chairs #21 and #22 are designated as alternates. 2. All-Region High School Treble Choir (grades 9-12, SSAA): State-selected and clinician-selected repertoire. 100 singers total. Participants are Region auditioned chairs #21-45 per treble section. Chairs #46 and #47 are designated as alternates. 3. All-Region High School Honor Choir (grades 9-12, SATB): Repertoire consists of the SSC Area Literature as well as one title auditioned by all students at the District Audition. Each high school in the region may submit a balanced octet (S1, S2, A1, A2, T1, T2, B1, B2) that must include all area candidates who are in the SSC track. 4. In the case that a student is unable to participate in Region Choir Weekend. Please notify the Region Chair immediately so that an alternate may be called. Alternates will not be called after the Monday night of Region Choir week. (Amended Fall 2013) 5. In the case that a Pre-Area candidate is unable to participate in Region Choir Weekend, please notify the Region Chair immediately so that an alternate may be called to Region Weekend. In addition, please complete FORM G and submit the form and non-auditioned Mixed Choir selections to the Region Chair 5 days prior to the Pre-Area Audition. C. Clinician Selection Policy 1. The Region Vocal Chairperson will secure clinicians for Region Concerts. 2. It is the responsibility of the region vocal chairperson or his/her designee to secure the services of clinicians for all of the region choirs. D. Rehearsal for Honor and Treble Choir 1. Students in these ensembles are expected to obtain and prepare concert repertoire with the same level of detail as the audition repertoire. Sectional rehearsals held the Monday prior to region weekend are intended to assist students but should not be the only preparation strategy used by students in these ensembles. E. Region Choir Music Selection 1. Music for the treble and honor choirs is selected by the invited clinicians with input from both the choir s organizer and the region vocal chairperson. 2. Music for the Mixed Choir will be selected from the All-State Repertoire. Concert and Audition Selections will be determined at the TCDA meeting. F. Region Choir General Information 1. Students shall come prepared. 2. Students shall have a black folder and pencil. 3. Students shall wear their official school approved uniform. 4. Students shall have original music.

16 5. Individuals may not audio or video record the concert. G. Region Choir Attendance Policy 1. Full attendance is required. Any absence must be approved by the student s Director and the Region Chair. Only school-related absences will be considered. Absence from ANY rehearsal may result in a student relinquishing their opportunity to perform with the Region Choir. 2. Students will receive their Region patch upon the completion of the concert, with the understanding that they perform in the concert H. Region Choir Alternates Policy 1. An alternate to Treble Choir or Mixed Choir may be called if the space becomes available. 2. Alternates may not perform in the Region Concert unless they are officially called to replace another student. The Region Chair will make the official phone call/ . I. Region Clinic and Concert Participation Fees 1. The Mixed, Treble, and Honor Choir student fee is $20.00 for each participant. J. Honorarium Schedule 1. Region Clinic and Concert a. Clinicians 1) Mixed Choir: $750 2) Treble Choir: $500 3) Honor Choir: $500 b. Accompanists 1) Region director: $350 2) Guest accompanist: negotiated rate as approved by the region chair

17 FORM A Texas Music Educators Association Region 9 Vocal Division District Audition Invoice Entries must be submitted online at by 11:59pm Saturday, September 2, 2017 Complete this form and mail it with a Check or Purchase Order to: TMEA REGION IX VOCAL DIVISION Attention: Anna Schermerhorn Klein Forrest High School Dr Misty Valley Dr. Houston, TX Make Checks Payable to: TMEA REGION IX VOCAL DIVISION Misty Valley Dr. Houston, TX Check or Purchase Order Postmark Deadline is Saturday, September 10, 2016 Be sure to reference your campus name on the check. School Name Director Name TMEA # Number of Students $15.00 ea = Number of $35.00 ea = TOTAL =

18 FORM B TMEA District Student Entry Information ID Number (The ID number used to identify you at your school.) First Name Last Name CHECK ONE I have read and fully understand my commitment. I understand that I am choosing to audition for District. I understand that if I do not follow through with my audition commitment that I must reimburse the choir $ If yes, please complete the form. I appreciate the opportunity; however, I am choosing NOT to audition for District. If no, turn in the form. Home Address Home City Home Zip Home Phone Student Mother's Name Father s Name Parent's TRACK SELECTION Circle One: Large School Track Small School Track VOICE PART TO AUDITION Circle One: Soprano 1, Soprano 2, Alto 1, Alto 2, Tenor 1, Tenor 2, Bass 1, Bass 2 GRADE Circle One: 9, 10, 11, 12 AGE Circle One: 13, 14, 15, 16, 17, 18, 19 GENDER Circle One: Male Female HEIGHT Circle One: 4.10, 4.11, 5.00, 5.01, 5.02, 5.03, 5.04, 5.05, 5.06, 5.07, 5.08, 5.09, 5.10, 5.11, 6.00, 6.01, 6.02, 6.03, 6.04, 6.05, 6.06, 6.07, 6.08 DUAL CERTIFICATION If you will be trying out in two divisions (ie: band and vocal) circle yes Circle One: No TIME PREFERENCE Circle One: None AM PM Yes CONFLICT:

19 FORM C RECONCILIATION FORM Use this form in the case of an Omitted Entry or Voice Part Change at the District Audition ONE FORM PER STUDENT Action to be taken Omitted Entry Voice Part Change As a TMEA Region 9 Director, I am certifying that the following student has my permission to represent me and my school in the District Audition. I understand that there are penalty fees attached to this omitted entry/voice change and these fees MUST be paid by Region Weekend. Director Name: School: School Address: Voice Part: Height: Student Name: Student Address: City, Zip: Phone Number: In the case of a voice part change: Entered Voice Part Student s Signature Please change to Date Director s Signature Date Penalty Fees Omitted entry - $30.00 Voice part change - $15.00

20 FORM D Texas Music Educator s Association Region 9 Vocal Division Region Weekend Expense Invoice Honor Choir entries must be submitted online at by Thursday, November 2, 2017 Region Weekend Fees Postmark Deadline: Monday, November 13, 2017 All-Region Students should attend the Pre-Region Rehearsal on Monday, November 13 from 6-8 p.m. at College Park HS Complete this form and mail it with a Check or Purchase Order to: TMEA REGION IX VOCAL DIVISION Make Checks Payable to: Attention: Anna Schermerhorn Klein Forrest High School Dr Misty Valley Houston, TX TMEA REGION IX VOCAL DIVISION Misty Valley Dr. Houston, TX NOTE: Be sure to reference your campus name. Region Meals are invoiced separately School Name Director Name TMEA # Number of Mixed Choir $22.00 ea = Number of Treble Choir $22.00 ea = Number of Honor Choir $22.00 ea = TOTAL =

21 FORM E Please complete and fax to (936) or to klabonski@willisisd.org More drops Saturday morning...the day of district? Please complete and bring the form with you! To: Ken Labonski, FAX: (936) From: Director: Drop District Audition School: The following student(s) WILL NOT be auditioning at District. NAME Voice Part Address Student Signature Director s Signature Date

22 FORM F Please complete and fax to (936) or to klabonski@willisisd.org More drops Saturday morning...the day of district? Please complete and bring the form with you! To: Ken Labonski, FAX: (936) From: Director: School: Drop REGION Audition The following student(s) WILL NOT be auditioning at REGION. NAME Voice Part Address Student Signature Director s Signature Date

23 FORM G Use this form if a Pre-Area Candidate is unable to attend Region Choir Weekend. Please mail this form MAIL TO: Ken Labonski, Region IX Vocal Chairman 1201 FM 830 Willis, TX Verification of Pre-Area Submission Must be received on or before Thursday, November 23, 2017 Student Name: Voice Part: Director: School: According to TMEA Certification of District/Region/Pre-Area/Area Candidates, any student that qualifies for Pre-Area and does not attend the region choir weekend must certify through performance any music not listed as an audition selection at least 5 days prior to the Pre-Area Audition. I verify that the student listed above is the student on the recording. Director Signature:

24 Region 9 MS/JH Handbook Ren Robertson, JH/MS Region Vocal Coordinator Bryanna Robilotto, Region JH/MS Vocal Secretary Jessica Radke, Region JH/MS Vocal Treasurer

25 REGION 9 TABLE OF CONTENTS Region 9 Vocal Division Handbook This section contains the policies and practices of the Region IX Vocal Division of TMEA. All policies found in this section will yield to TMEA state policy and rulings. The following subjects are included in this section: I. CALENDAR OF EVENTS A. Region Meetings B. Auditions C. All-Region Clinic and Concert II. ELECTED POSITIONS A. Election Procedures B. Region Vocal Division JH/MS Coordinator Election and Term C. Region Vocal JH/MS Coordinator General Duties D. Region Coordinator Audition Duties E. Region Vocal Secretary F. Region Vocal Treasurer G. Vocal Tabulations Chairperson H. Past Vocal Chairperson III. DIRECTOR/ACTIVE MEMBER SPONSOR RESPONSIBILITIES A. All Directors IV. REGION 9 PROXY POLICY V. VOICING FOR REGION ENSEMBLES A. Region Treble Choir B. Region TTB Choir VI. AUDITION ENTRY PROCEDURES A. Region 9 JH/MS Entry and Participation Fees B. Region 9 JH/MS Entry Change Policy C. Penalty Fees D. Payment of Penalty Fees VII. THE AUDITION PROCEDURE A. Audition Recordings B. Electronic Devices C. Registration D. Chaperones

26 E. Audition Music F. Posting Results G. Audition Host H. Honorarium for Guest Judges I. Audition Director Assignments J. Auditions Policy and Guidelines for Judges K. Audition Process for Directors L. Audition Process for Students VIII. CLINIC/CONCERT A. Structure B. Performing Choirs C. Clinician Selection Policy D. Region Choir Music Selection E. Region Choir General Information F. Region Choir Attendance Policy G. Region Choir Alternate Policy H. Region Clinic and Concert Fees I. Honorarium Schedule J. Region Choir Organizers SECTION 3 Region 9 Vocal Division Forms Official Region Entry Form Reconciliation Form Region Audition DNA Form Region Choir Selection Form

27 I. CALENDAR OF EVENTS A. REGION 9 MEETINGS 1. Fall Region 9 Meeting a) Saturday, August 12, AM b) Tomball Mem. HS 2. Region Clinic & Concert Meeting a) Saturday, April 24, :30 AM 3. TMEA Meeting (see your TMEA schedule for the Combined Meeting. The Region 9 Vocal Division will not have a separate meeting at TMEA). 4. Spring Meeting 2018 (to be determined at the Fall 2017 meeting) B. AUDITIONS 1. Initial Region Entry Deadline a) ***Saturday, march 24, :59 pm entry computer deadline*** b) Online entry required - TMEA website 2. Region Choir Fee Deadline a) Thursday, March 29, 2018 b) Fees and Official Entry Form (see appendix) due to Region Treasurer 3. Correction/Substitution Deadline a) ***Saturday, March 31, :59 pm entry computer deadline*** 4. Region Auditions - Registration begins at 8:00 am a) Saturday, April 7, 2018 b) PEET JUNIOR HIGH SCHOOL c) Host: ELISA WEST 5. Audition Literature for Treble Didn't My Lord Deliver Daniel - arr. Kirby Shaw (SSA) [Hal Leonard] Dance On My Heart - Allen Koepke (SSA) [Santa Barbara Music] Home on the Range - arr. Andrea Ramsey (SSA) [Hal Leonard] Gloria - Shari Riley (SSA) [Southern Music Company] Tenor-Bass Cindy - arr. Neil Johnson (TBB) [Heritage Music Press] Dies Irae - Christi Jones (TTB) [Brilee] The Girl I Left Behind Me - Patti Drennan (TTB) [Hal Leonard] Break It Down - Jonathan Pilgrim (TTB) [Brilee] Mixed Sing Alleluia, Clap Your Hands - Sally Albrecht (SATB) [Alfred Music] Lord, Give Me Just A Little More Time - arr. Derrick Fox (SATB) [Hal Leonard] C. ALL-REGION CLINIC AND CONCERT 1. Friday Region Clinic a) Friday, April 20, 2018 b) McCullough JH rehearsal from 6:30-7:30 pm c) Pizza and Dance (optional) from 7:30-8:30 pm d) Host: Connie Horton 2. Saturday Region Clinic and Concert a) Saturday, April 21, 2018 STUDENTS ARRIVE at 8:00 am. (1) Spring Baptist Church

28 (2) Concert begins at 4 pm. II. ELECTED POSITIONS A. Election Procedures 1. At the Spring Meeting in even-numbered years the members of the Vocal Division shall elect a Vocal Chair, Secretary, and Treasurer. Newly elected officers assume their duties immediately after the spring meeting at which they are elected. B. Region Vocal Division JH/MS Coordinator Election and Term 1. Region Vocal Chairperson shall be selected in the following manner: a) Nominations shall be made from the floor during the spring vocal division meeting in even-numbered years. 2. Directors of the region will vote. a) The term of office for the region vocal chairperson shall be two years. C. Region Vocal JH/MS Coordinator General Duties 1. Fulfill all duties pertaining to region activities as specified by both TMEA State and Region IX Handbooks. 2. Serve as moderator for the five region meetings held each year: TCDA convention, fall meeting, Region Weekend, TMEA convention, and spring meeting. 3. Oversee the Middle School Vocal Treasurer, Secretary, and Tabulations chair in the carrying out of their specific duties. 4. Ensure that all vocal directors in the region are informed of all policies and procedures for region events, as well as all other information pertinent to TMEA membership. 5. Secure all contest sites and communicate with hosts of those sites in preparation for each event. 6. Make all other decisions pertaining to region vocal activities including student issues, violation of TMEA policies and procedures, and any conflicts or questions that may arise. 7. Determine audition cuts for region auditions. D. Region Coordinator Audition Duties 1. Provide cut tracks for ipod and backup cut tracks for all auditions. 2. Preside over judges meeting prior to each audition. 3. Determine number of zones (rooms) necessary for each section. 4. Selection of judging panels. 5. Designate one person on each panel as the panel chair or Judge Observe all other duties set forth in the TMEA Auditions Process Vocal Division Appendix. 7. Select audition cuts for region auditions. 8. Judge Selection Policy - It is the responsibility of the region vocal chairperson or his/her designee to secure the services of judges for the region auditions. E. Region Vocal Secretary 1. Keep a written record of minutes for the four region vocal division meetings. 2. Organize, prepare, and oversee the publishing and printing of the Region Clinic and Concert Program. 3. Selection of the region vocal secretary shall be in the same manner as the region vocal chairman.

29 4. The term of office for the region vocal secretary shall be two years. F. Region Vocal Treasurer 1. Oversee the payment of all region expenses pertaining to vocal activities and events. 2. Oversee the payment of all honorariums relating to TMEA vocal events. 3. Oversee the prompt payment of all entries and penalty fee assessments by each director and follow up on all delinquent payments. 4. Keep accurate records of all region JH/MS vocal division expenses. 5. Provide annual financial statements for the TMEA state office and Region IX directors. 6. Work with the region vocal chairperson in recommendations for the fee structure and honorariums 7. The selection of the region vocal treasurer shall be in the same manner as the region vocal chairperson. 8. The term of office for the region vocal treasurer shall be two years. G. Vocal Tabulations Chairperson 1. Provide all computer-generated judges sheets and materials. 2. Coordinate all entry changes at the district audition as described above. 3. Observe all other duties set forth in the TMEA Auditions Process Vocal Division Appendix. 4. Work with the region vocal chairperson in the preparation of all materials generated by the TMEA computer program for all region vocal auditions (number tags, score sheets, et cetera). 5. Supervise the computer tabulations room at all region vocal auditions 6. Stay current on all computer training offered by the TMEA state office. 7. Provide the TMEA state office with all requested data generated by the computer program. 8. Oversee the keeping and care of all region vocal division computer equipment and supplies. 9. The vocal tabulations chair shall be appointed by the region vocal chair. H. Past Vocal Chairpersons 1. The office of past vocal coordinators shall be recognized as an advisory position to the present coordinator.

30 III. DIRECTOR/ACTIVE MEMBER SPONSOR RESPONSIBILITIES A. All Directors 1. Directors must be current member of TMEA and see that the TMEA number is submitted as requested on all forms. In accordance with the TMEA Constitution, any director whose student participates must be a member of TMEA and shall be required to provide proof of membership at the time entries are due for the first audition. 2. Directors and Assistant Directors must be present at all TMEA activities in which their students are involved. Any exceptions must be approved in advance by the Region Chair. Failure to do so will result in action up to and including the filing of a grievance with the TMEA state office. Further information regarding ethics and penalties is available at 3. Directors must notify students of the following: a) Music to be used at each audition b) Dates, places and events c) Dress for the Region Choir Concert (each school s uniform) 4. Arrange for meals and transportation when appropriate. 5. Submit online entry information and mail forms and fees/po/requisition for each Audition and Region Choir participation to the Region Chair. Please refer to entry deadline. 6. Notify the Region Chair of DNAs as soon as they occur and before each audition. This includes DNAs for Auditions and Region Choir Weekend. 7. Serve as a judge or worker whenever requested according to TMEA Guidelines. 8. Remain professional during all auditions. 9. The preferred method of communication with the coordinator, secretary and treasurer is for documentation purposes. The secondary method of communication would be by phone. IV. REGION 9 PROXY POLICY A. All directors and assistant directors must be available to judge at an audition if he/she has students competing. In the case that a director is unable to attend the audition, the following procedure must be followed: i. Prior to the audition, a proxy must be designated and approval submitted in writing by the school s administrator and by the region chairperson. ii. The proxy will serve in a capacity designated by the region chairperson. iii. Each absent director is expected to pay the $ judges fee if he/she is unavailable to judge and a replacement judge must be hired. iv. In emergency situations the $ fee will be waived, at the discretion of the Region Vocal Chair. v. Directors who fail to adhere to the rules, policies, or guidelines will be subject to terms of TMEA Penalties for Rules and Policies Infractions. V. VOICING FOR REGION ENSEMBLES A. All-Region MS/JH Treble Choir (grades 7-8, SSA) 1. Singers audition from the region selected repertoire. 180 singers total. An equal amount of students are taken from each room to total 60 per part. The two subsequent chairs from each room are designated as alternates. B. All-Region MS/JH TTB Choir (grades 7-8, TTB)