ENMU DEPARTMENT OF MUSIC - FACULTY HANDBOOK

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2 2 ENMU DEPARTMENT OF MUSIC MISSION STATEMENT The Eastern New Mexico University Department of Music is committed to providing: Development of the individual student as an artist, educated member of society and expressive human being Exceptional professional preparation Educational and aesthetic experiences for the community and region Response to the changing needs of contemporary society Faculty Dr. Jeff Gentry Mr. Dustin Seifert Dr. Derek Akers Dr. Stephanie Beinlich Dr. Tracy Carr Dr. Mark Dal Porto Dr. Gregory Gallagher Mr. Al Gardner Dr. Anna Hersey Dr. Bruce Keeling Dr Jennifer Laubenthal Dr. John Olsen Ms. Cheryl Pachak-Brooks Dr. Jason Paulk Ms. Kayla Paulk Mr. Neil Rutland Dr. Richard Schwartz Dr. Susanna Self Dr. Travis Sherwood Dr. Sidney Shuler Dean, College of Fine Arts Chair, Director of Bands, Euphonium, Tuba Horn Voice Double Reeds, Music History Theory, Composition Voice Percussion Voice Trombone Clarinet Piano Studio and Class Piano Director of Choral Activities Vocal Coach/Accompanist Percussion, Music Technology Chair, Department of Theatre & Digital Film Making Saxophone, Jazz Studies Flute Voice Trumpet, Brass Choir Staff Kathi Fraze Melissa Broz Secretary, Department of Music Senior Secretary, College of Fine Arts

3 3 ENMU DEPARTMENT OF MUSIC FACULTY HANDBOOK CONTENTS Mission Statement General Information Key Policy Buchanan Hall Scheduling Stage/Seating Areas Personnel Non-Department Music Events Posted Policy Statements Forfeiture of Use & Loss/Breakage Costs Use of Other Rooms Recording Facilities Policy Sound Reinforcement Classroom Audio-Visual Equipment MIDI Lab Telephones Copies, Printing Services Purchasing Cards/Requisitions Travel Funds Forms Purchasing Card Reimbursement Calendar Procedures Faculty Meetings Publicity/Promotions Accompanist Policies Proposal from Ad-Hoc Faculty Enrichment Committee

4 4 ENMU DEPARTMENT OF MUSIC FACULTY HANDBOOK GENERAL INFORMATION 1. Hours for use of the building 8:00 am 5:00 pm Monday through Friday 2. Bulletin boards are placed in strategic positions in the building. Try to prepare your announcements neatly: printed or typed. Please submit announcement to Music Office for approval. Do not tape announcements to the walls or windows. 3. Faculty mailboxes are located in the Music Department Office, room Basic office supplies (pens, pencils, folders, etc.) will be dispensed through the music office. Requests should be made through the Department of Music secretary or work-study students. 5. All club/fraternity/sorority mail will be put in the appropriate mailbox or advisor s mailbox. KEY POLICY 1. Each faculty member is issued keys to their office, MB main entrance/copy room, classrooms and Buchanan Hall. Any other keys necessary for regular use will be issued by approval of the Chair of the Department of Music. 2. Faculty members who wish to give students access to their studio should let the Music Office know via which students should have a key. The student will be issued a key at that time pending the approval of the Chair of the Department of Music. The faculty member will be responsible for the keys.

5 5 BUCHANAN HALL Scheduling: 1. Recitals/Concerts must be scheduled through the Department of Music office by filling out the appropriate paperwork. Faculty may not individually write in the reservation book 2. If you wish to schedule a guest recital, you must confer with faculty in the appropriate area prior to submitting the recital request form. 3. A schedule of events will be posted on the marquee in the foyer. 4. The Buchanan Hall Use Form will include the following information: a. Name of event. b. Date and time of use. c. List of scheduled practice times. d. Special requests (e.g., lighting, stage crew, et. Al). e. Equipment needed. f. Diagram of stage set-up. g. Faculty signature. h. Rental Fee Information. 5. Priorities: a. Performers and piano tuner on day of performance. b. Non-Department of Music events may be scheduled only after Department of Music events are scheduled. A rental fee of $250 will be assessed following approval and a $75 technician fee, if applicable. This fee may be waived at the discretion of the Chair of the Department of Music. STAGE & SEATING AREAS: For Buchanan Hall or Other Venues No food or drink.

6 6 All electronic devises MUST be turned off. No use of tape or tacks on walls, stage floor, stage screens, or doors. PERSONNEL: Designated faculty will monitor performances. USHERS One usher remains outside the hall at all times to monitor outer hall conditions Usher will permit late seating, as appropriate, between musical groups/pieces. STAGE/SET-UP CREW Set-up stage before and during performance according to detailed diagram (see recital form). Return pianos, music stands and chairs to proper storage areas following performance. Ensemble concerts requiring risers and/or extensive amounts of equipment will be the responsibility of the ensemble director. DRESS CODE No jeans, t-shirts, sweats or shorts. Dress code for workers is available in the music office. NON-DEPARTMENT MUSIC EVENTS: To be approved by the Chair of the Department of Music. FEES: $250 usage fee (nonrefundable) May be negotiated/waived at the discretion of the Chair of the Department of Music. Users Contract must be completed prior to scheduling of hall POSTED POLICTY STATEMENTS To be posted near entrances No food or drink. All electronic devices MUST be turned off. No photography, video or audio recording during a performance without expressed written consent.

7 7 FORFIETURE OF USE AND LOSS.BREAKAGE COSTS: Users of these facilities will be responsible for leaving them in a secure, clean and orderly condition. (Do not use scotch tape on doors or windows.) Users are responsible for the loss or breakage of equipment and are subject to paying current replacement/repair costs of said equipment. Failure to abide by the above policies may result in a denial of further use of the facilities. Neither the Department of Music nor Eastern New Mexico University is responsible for any loss or injury incurred while facilities are being used USE OF OTHER ROOMS: These rooms must be reserved through the Music Office when used outside of the regular class schedule. The secretary or Chair of the Department of Music will reserve the room in the department of music schedule book. A faculty member will be responsible if the room is to be used by students after 5 p.m. or on weekends. Furniture should not be moved from one room to another without notifying the Music Office. Non-University individuals. Groups must have written permission from the Chair of the Department of Music to use these rooms. When alternate arrangements cannot be made, the piano tuner shall have priority over others in the use of these rooms. RECORDING FACILITIES POLICY The recording facility exists to serve Department of Music needs for high quality audio recordings. Concerts of major performing ensembles. Concerts of other Department of Music performing ensembles. Student degree recitals.

8 8 The above activities will be recorded at no cost (media costs will apply as noted below) to the performers. Activities other than noted above such as Department of Music Guest Recitals. Other Department of Music concerts and recitals. Recording sessions relating directly to the Department of Music activities are subject to labor and/or media charges. A CD will be generated from each performance for the purpose of the Department of Music archive. An additional CD will be provided (gratis) to ENMU music faculty presenting solo recitals if requested in advance. Department of Music guest performers will receive a copy of their performance CD if requested by the Chair of the Department of Music. Concerts are recorded to digital tape or to computer hard drives, not directly to CD. This means that a copy of the performance made immediately will be much less labor intensive than one made after the tape or hard drive has been recycled. Labor costs will vary accordingly. SOUND REINFORCEMENT: Faculty requiring sound reinforcement for a concert or event will produce a detailed list of items needed; stating when the equipment will be removed from the recording services storage and when it will be returned. This list will be submitted to the person in charge of recording services prior to taking possession of the equipment. Requests made less than 10 working days in advance of the event will be honored at the discretion of the faculty in charge of the facility. This list should be made in duplicate; one copy for recording services, and one copy for the faculty making the request. * A typical list might look like this: PA needs for The Kazoo Choir Concert - 12/19/ /25/2012 4X2 (minimum) Mixer Amplifier and speakers Instrumental microphones (3) Microphone stands w/mic holders (2) Microphone, speaker, and interconnect cables for Buchanan Hall

9 9 10 ft. power extension cord w/2 (minimum) outlets The faculty taking possession of the equipment will be responsible for it even if students or others will be involved with its use. This equipment maybe be damaged through innocent misuse. It is, therefore, very important to make sure the person using the equipment is fully competent to do so. It is strongly encouraged that faculty requiring sound reinforcement confer with the person in charge of the recording services to determine needs and usage. Department of Music resources will be allocated on a first-come first-served basis. Conflicts will be resolved by the faculty and the Chair of the Department of Music. CLASSROOM AUDIO-VISUAL EQUIPMENT: Please ensure that audio/video systems are powered down after use. Please ensure that smart podiums are powered down and secured after use. Please retract screens after use. MIDI LAB: The Department of Music MIDI Lab (MB 213) is located on the second floor of the Music Building. The lab houses computer stations which are equipped with hardware and software for music writing, dictation, aural skills, and drill writing. The lab will be made available on a regular basis to students. Operation hours and guidelines for use will be posted on the door and the lab will be supervised at all times. The lab will not be available outside of these supervised times without permission. TELEPHONES: On-campus numbers (all numbers) are reached by dialing the last four digits. Example: , dial 2376 Off-campus local calls are placed by dialing 6 first, and then the seven digit number. Example , dial Long-distance calls require use of an Access Code number. NO PERSONAL, DIRECT-DIAL, LONG DISTANCE CALLS ARE TO BE MADE DEPARTMENT OF MUSIC PHONES. We also ask that you not make third-party calls except in the case

10 10 of an emergency. These types of calls could be double-billed to you and to the Department of Music, in which case you would have pay for the call twice. Several other features, such as call forwarding, transfer, conference calls, etc. are also available. See your telephone system brochure for instructions. NO COLLECT CALLS CAN BE MADE TO THE DEPARTMENT IF YOU ARE OFF CAMPUS. COPIES & PRINTING SERVICES: A Kyocera copier is located in Music Building 116. No more than 10 copies of any one page will be made on this machine. Faculty should plan ahead if more than 10 are needed, so materials can be sent to University Printing Service (COB 151) for duplicating. Allow one day for most jobs. (University Printing will not make under 10 copies of any materials.) Room 116 is also equipped with: a work table, printer, and paper cutter for faculty use. Submaster keys will open this room. Faculty at no time should give out copier codes. The faculty member may deal directly with University Printing or ask the Music Office staff to take and pick up duplicated material. The one exception is for exams. The faculty member must pick up the exams in person or fill out a form authorizing a Music Office staff member to get them. All duplicating must be accompanied by a duplicating request form which is available in the Music Office or at University Printing. PURCHASING CARDS (P-Card) & REQUISITIONS: Purchasing Cards are used for purchases up to $ per day. All purchases must be approved by the Chair of the Department of Music prior to placing the order. If a charge occurs without prior approval of the Chair of the Department of Music, the faculty member will be held responsible for payment of these charges. You must turn in the receipt for the purchase to the Music office immediately after placing an order. Please save copies of all receipts (electronic or hard copy).

11 11 Items over $ must be submitted on a requisition through the Music Office. This will be sent to Purchasing Department who will issue a purchase order number. TRAVEL A. Because travel funds are limited, faculty members are asked to submit anticipated travel-money requests early in the school year. Please remember these are REQUESTS and the Chair of the Department of Music, in consultation with the Music Advisory Council, will allocate the available monies for the school year. Faculty members whose requests are not funded or only partially funded, may then apply to the College of Fine Arts for enrichment funds. All travel must be approved by the Chair of the Department of Music before the trip is taken. All paperwork must be submitted before trips (see below). Forms are available in the Music Office. (Note: Current travel policy dictates that in-state travel with overnight stay is approved by the dean; all other travel approved by VPAA.) Please see the Proposal from Ad-Hoc Faculty Enrichment Committee at the end of this handbook. B. In-State/Out-of-State Travel Forms Forms which must be completed include: 1. Faculty Travel/Off-Campus Leave Request Form. This form must be filled out and turned in to the secretary 5 days before departure. 2. Request for Reimbursement Form. This form contains pertinent information necessary for compensation of any costs and will ensure proper reimbursement. 3. Authorized Absence Request Form (Student Travel) This for is available online by visiting the Monday memo website at Click on Submit Absences link. 4. Vehicle Request Form (The following information is subject to change). This form (only needed when Enterprise vehicle is to be used) should be submitted to the Music Office at least 2 weeks before departure. Vehicles are assigned as available and are not guaranteed. Requests for vans, in particular, need to be made well in advance. Make sure you pick up a gas card from Physical plant office prior to departure.

12 12 * (24 HOUR ADVANCE NOTICE TO CANCEL. FACULTY MEMBER WILL BE CHARGED IF NOT CANCELLED) 5. Faculty taking students on trips need to have students complete an Accidental Illness and Injuries form available in the Music Office. C. PURCHASING CARD. Travelers should pay for hotels, airline tickets and conference workshop fees with their University pcard. D. TRAVEL REIMBURSEMENT: To be eligible for travel expense reimbursement Travel Vouchers, claiming all applicable expenses such as transportation, food, lodging, and other miscellaneous expenses or per diem, are to be filled out after the trip. YOU MUST HAVE ALL ITEMIZED RECEIPTS IN ORDER TO BE REIMBURSED. The receipts should be original. The Business Office will not accept copies of either plane tickets or checks. The travel voucher should be completed within 5 working days of the completion of the trip. E. The rate for reimbursement, when a personal automobile is used, there will be 42 cents per mile. (Not more than %10 in excess of online map miles.) All employees using Enterprise vehicles must have a valid drivers license, a current Defensive Driving Certificate, and must comply with all applicable state and federal laws. F. Travel arrangements maybe be made through an internet travel agency or airline. IF the Department of Music is paying for airfare, you may use your P-Card to purchase the ticket with prior approval from the Chair of the Department of Music. A receipt or confirmation print-out must be turned into the Music Office immediately. G. Meal Reimbursement All meals now require an itemized receipt for reimbursement. Reimbursement shall not exceed $30.00 a day. Partial Day Meal Reimbursement shall be as follows hours $ hours $ hours $30.00 H. Travel Advances Travel advances will not be allowed unless there are extenuating circumstances and are approved by the vice president of Business Affairs.

13 13 Employees receiving a travel advance shall remit, to the Business Office within 5 working days of return form the trip, a travel voucher and deposit slip reflecting the deposit. CALENDAR PROCEDURES All concerts, productions, recitals, hearings, juries, and other events sponsored by the Department of Music must be scheduled through the Chair of the Department of Music to avoid conflicts. Monthly calendars will be available in the Music Office. Faculty may not individual write in the Buchanan Hall book. FACULTY MEETINGS Regular Department of Music faculty meetings will usually be scheduled on the 2 nd Tuesday of each month. An agenda and minutes will be published prior to the meetings. Agenda items should be submitted to the Chair of the Department of Music by Monday, 5:00 p.m. From time to time, other meetings (e.g. Department of Music Committees) will be scheduled by the committee chair. * Please note: No Department of Music meetings should be scheduled when students, faculty, or guest artists are performing. PUBLICITY/PROMOTIONS All special publicity notices, (programs, ensemble performances, faculty, guests, and student degree recitals) are publicized through the Office of Communications Services located in the Administration building. Specific guidelines and deadlines for the promotion of Department of Music events are available. Programs exceeding the standard one-page size (5 ½ x 8 ½) as well as any promotion, advertising, etc. requiring an expenditure of money must be approved beforehand by the Chair of the Department of Music.

14 14 DEPARTMENT OF MUSIC ACCOMPANIST POLICY General recital, jury, audition and master class fees will be negotiated with the accompanist. The following fee structure should be used as a guideline: General Recitals, Juries, Auditions and Master Classes: Rehearsal Fee - $20 per hour Performance Fee - $10.00 Fees are to be paid to the accompanist prior to the performance. The accompanist may refuse to perform if payment is not received. Degree Recitals: Junior Recital - $150 o Includes the performance, hearing, dress rehearsal and two one hour rehearsals Senior Recital - $250 o Includes the performance, hearing, dress rehearsal and three one hour rehearsals Additional rehearsal time will be charged at the rate of $20 per hour. Fees are to be paid to the accompanist prior to the recital hearing. The accompanist may refuse to perform if payment is not received. Students choosing an accompanist outside the Department of Music must negotiate fees, payment and rehearsals with their accompanist. General Information General Recitals, Juries, Auditions and Master Classes o The student should have the music to the accompanist one month prior to the performance. Degree Recitals o It is strongly recommended that students contract with an accompanist the semester prior to their recital. It is up to the student to contact the accompanist and arrange rehearsal time well in advance of the performance.

15 15 PROPOSAL FROM AD-HOC FACULTY ENRICHMENT COMMITTEE FORWARDED TO CHAIR ON SEPTEMBER 2, 2008 AMENDED ON SEPTEMBER 15, 2008 Each full-time tenure track, tenured faculty on renewable term contracts will receive $ per year in travel funds, for Faculty Enrichment travel from July 1 st through June 30 th. This allocation will cover a faculty member s travel for enrichment at the discretion of the faculty member. However, in order to comply with the State Auditor s regulations, proper documentation must be submitted with any request for reimbursement for these funds, including documentation about purpose, benefit to the university, and expenses for such travel. There will be an additional $ available for travel by all other faculty, as well as for exceptional needs (exceptional opportunities). This funding will be distributed in a discretional manner by submitting a request to the Advisory Council. Any monies not committed by March 1 st for travel will be returned to the Faculty Enrichment budget and will be disturbed at the discretion of the advisory committee. It should be understood that this will limit the amount of extra travel requests made through the chair, and will assure a stronger perception of fairness in enrichment funds allocation.