WYOMING ALL-STATE AUDITIONS WMEA Wyoming Music Educators Association 2018-19 RECORDING SITE CHAIR HANDBOOK Thank you for serving as a Recording Site Chairperson for the WMEA-WHSAA All-State Honor Group auditions. Please take time to carefully read this packet. To avoid problems or possible errors, it is especially important that you understand your responsibility. All site chairs should follow the exact same procedures as outlined on the following pages. This packet contains all the information needed to function as an All-State Recording Site, including preparation and implementation instructions. All information from the WHSAA handbook is also included here. You will receive a mailing the week before auditions, which includes: - scripts for all areas - sight-reading materials for all areas Again, thank you. If you have questions or concerns, please call or email WMEA Executive Director Sandy Steele manager@wyomea.org 307-760-7813 You are also welcome to contact: President, Lila Kennah President Elect, Steve Schofield Past President, Brent Rose kennahl@crook1.com sschofield@ccsd.k12.wy.us brent_rose@natronaschools.org Online audition questions: Technology Chair, Justin Smith justins@sub1.org WHSAA/WMEA 2019 All-State Auditions: Recording Site Handbook page 1
WYOMING ALL-STATE AUDITIONS WMEA Wyoming Music Educators Association 2018-19 RECORDING SITE INSTRUCTIONS GENERAL INFORMATION TIMELINE: 1. Audition applications and materials post to the WMEA website Monday, SEPTEMBER 3, 2018. This includes the online registration link. 2. Online student application deadline (no late registrations) MONDAY, OCTOBER 15, 2018. 3. Proof of payment deadline THURSDAY, OCTOBER 25, 2018, 4. Audition window Friday, OCTOBER 27, through Saturday, NOVEMBER 3, 2018. 5. Host-Site materials mailed from WMEA Executive Director to sites OCTOBER 19, 2018. 6. Site Report Form from Site Chairs, deadline NOVEMBER 7, 2018. REGISTRATION: 1. Monday, October 8, 2018 registration reminder: a. Download the list of students currently registered to your site, and sort by school (see DOWNLOAD below for instructions). b. Email list of students to the participating school s directors with a message indicating that these are the students currently registered and that the deadline is Monday, October 16, 2017, 11:59:59 PM (they have one more week to register). c. Remind directors that there is NO late registration. d. You do not need to create an invoice. Billing invoices will be generated and sent to the schools by the WMEA Executive Director. 2. Friday, October 12, 2018 second registration reminder: a. Download the list of students currently registered to your site, and sort by school. b. Email list of students to the participating school s directors with a message indicating that these are the students currently registered and that the deadline is Monday, October 16, 2017, 11:59:59 PM (they have until Monday to register). c. Remind directors that there is NO late registration. 3. Tuesday, October 16, 2017 audition schedule: a. Use name and number to begin creating an audition schedule. - 8-10 minute intervals with breaks as needed. - Percussion may require a longer time frame. - Multiple rooms and/or multiple days may be required, as dictated by your schedule. - Special circumstance auditions (ahead of the recording window) must be approved by the WMEA President and WHSAA Commissioner. - Such recordings will be held for upload during the recording window. WHSAA/WMEA 2019 All-State Auditions: Recording Site Handbook page 2
b. If school activity conflicts exist, establish an additional time and date, during the recording window, for make-up auditions. c. Distribute recording schedule to participating school s directors via email. d. Notify the WMEA Executive Director of number of rooms (by area and type) required for hard copies of host-site mailing materials. 4. Create one audition entry card for each student (see ID cards below). DOWNLOAD: a. Instructions to download a list of students at your site. 1. Open your browser and go to http://www.bandworld.org/auditionfileupload.aspx Log in screen: 2. Once you are logged in you will see the following screen: Click here and select Recording Site Type your Site name here Click here and select WyoMEA All-State Auditions 2019 If you need to check just one school s entries, type the schools name here and do not select recording site. WHSAA/WMEA 2019 All-State Auditions: Recording Site Handbook page 3
3. After you have made your selections, hit enter and you will see the following screen. From this screen you may print a copy, or cut and paste into Excel or any database program. Then send the list out to the directors who are using your site. You will do this two times: - October 8, 2018 (first reminder) - October 12, 2018 (final reminder) - October 15, 2018 (confirmed, to begin scheduling) STUDENT IDENTIFICATION FOR RECORDING: 1. A unique Student Identification Number must be assigned to each student during the online registration. a. Include the student number and name on your recording schedule. b. Names will not be used in the recording process. c. Advise your monitors to speak each number separately. (e.g. student number two-five-one-three ) 2. Student audition cards provide ID information for the recording monitor and help to eliminate upload or part errors. Instrument / Voice Part Student number (provided from the online audition master sheet) and Name/Area (for verification only, not to be read aloud) EXAMPLE Flute Student #2513 (Suzie Jones) WHSAA/WMEA 2019 All-State Auditions: Recording Site Handbook page 4
An easy way to create ID cards export the name-number-part columns of your list to a label template, and attach the labels to index cards. Give each student an identification card to present to the monitor. Student returns the card to the registrar at the end of his/her audition. AUDITION SITE PREPARATION: 1. Each site chair sets up his/her auditioning center: a. Audition room(s) and warm-up room(s) determined by site needs. b. Storage room for cases. c. A registration desk (hand out cards, record cancellations, etc.). d. A space with computer(s), available for students to log in and check their recording immediately following their audition. 2. Recording equipment: Computers and 2 quality microphones, one microphone for the auditioning student, the other for the announcer (or a quality digital recorder and two mics). a. If recording direct to computer, you will need either USB mics or a USB pre-amp, which allows you to connect two mics. b. Adjust mics for the strongest signal without distortion. c. Check levels each time you change instruments. 3. General Equipment a. Music stands in the audition room(s). b. Piano, tuned at A=440 for vocal audition rooms. c. Metronome and timer in each audition room. - Avoid pitched metronomes for vocal sight-reading. - Use metronomes only where indicated for sight-reading. - Students may not bring their own metronomes. - Turn metronomes on and off as directed. d. Percussion instruments in the audition room should include: 4 Timpani (23 26" 29" & 32 ), xylophone, and snare drum. Students supply sticks and mallets. They may use their own instruments if they wish. e. Each student must supply their own wind or string instrument and anything else needed for the audition. 4. Personnel a. Two adult monitors for each audition room (no student monitors). - First monitor reads the audition script, plays starting pitches (for choir) and times the sight-reading. - Second monitor runs the recording device and maintains a careful record of tracks on the master list. b. A registrar (site chairman or designee) to check-in students when they arrive for their audition. Hand out and collect ID cards for completed auditions. c. Student helpers to call students from the warm up room and to help keep on schedule. WHSAA/WMEA 2019 All-State Auditions: Recording Site Handbook page 5
5. Printing and Posting a. Print clean copies of all excerpts needed at your site. - Affix audition excerpts/etudes to a sturdy backing, single sided. - Students may use their own marked copies of the excerpts/etudes if they prefer. - Scales for band are to be performed by memory, no paper copy allowed. b. Confirm materials provided by the WMEA Executive Director. - Sight Reading Excerpts. Students may not write on the sight-reading excerpt. - Scripts for all areas and parts. c. Post audition schedule in both the warm-up room and audition room(s). FEES COLLECTION: You are no longer required to collect any fees. ALL payments must be made prior to October 25 th via the WMEA website. RECORDING DAY: General Instructions 1. Site chairs are responsible for monitoring the procedures in all recording rooms at his/her site. If you are splitting your auditions, by time or location, you must be present for all auditions. Not in every room, but available at the site at all times. 2. It is the site chair s responsibility to disqualify any student or school who violates the integrity of the audition process; this includes any explanation or discussion of scales, sight-reading material, excerpts, or any other aspect of the audition music or procedures while in the audition room. 3. Directors may only be in the audition room with their students as a silent observer. Directors may record the audition to evaluate with the student at a later time. 4. Once the recording has started, it may not be paused during the audition, for any reason. The only reason to stop or start over during an audition is a mechanical recording error (recorder not functioning). If a monitor error occurs (wrong pitches for vocals, wrong announcements, etc.), simply explain the error, correct and go on. 5. Do not open the sight-reading envelope until the day of your first auditions. If you are auditioning on multiple days, keep the sight-reading materials secured. 6. Speak clearly and read the script exactly do not ad lib. 7. Maintain a back-up copy of all auditions until the conclusion of the 2019 All-State. Specific Instructions Use a computer-recorded audition program and upload the auditions as you go. This gives the students the opportunity to verify their audition while onsite. Be conscientious about verifying the ID numbers on the audition schedule, audition card, and recording file number. WHSAA/WMEA 2019 All-State Auditions: Recording Site Handbook page 6
COMPUTER auditions: 1. Name each file with the student s identification number. Save the files to one folder. (The number on the track, the number on the schedule and the number on the ID card should all match) 2. Record the audition as you normally would. Check levels with each student. 3. Once the recording is complete, click save and check the recording. 4. Convert the file to an Mp3 and save to one Mp3 folder on the desktop. - Using Garage Band 1. With track highlighted, select SHARE. 2. Move to EXPORT SONG TO DISC. 3. Select MP3 ENCODER. 4. Save the file as an MP3 and save it to the pre-named all-state folder. - Using itunes 1. Import the track. 2. With the track highlighted, under Advanced select CREATE MP3. 3. An MP3 copy will automatically be generated. 4. Move the MP3 copy to the pre-named all-state folder. - Using Audacity (http://audacity.sourceforge.net and Lame at http://lame.buanzo.com.ar/) 1. Under File, click on Export to MP3. 2. The next screen will save the file. Notice that the name of the file will be the same as what you have already called the audacity file. 3. When you click SAVE, the export will begin. 5. Once the file is saved, open your browser window to upload the file. 1. Type in the following link: http://www.bandworld.org/auditionfileupload.aspx 2. You should only have to link and log in at the beginning of the day or after lunch. 3. If you are using multiple audition rooms, all computers log in under the Site Chair s name. Enter the user name (site chair email) and password to access the file upload page. Click here and select WyoMEA All-State Auditions 2019 Type the student s last name Select Search 4. The next screen will allow you to select the student. Select the student for whom you are going to upload a file. WHSAA/WMEA 2019 All-State Auditions: Recording Site Handbook page 7
5. The upload screens. 6. Navigate to the folder that has all of your all-state Mp3 files in it and select the file with the number that matches the student s name. On a Mac it will look like: Folder Name File Name 7. Select Choose and then on the next screen select Upload File. FORMS to WMEA EXECUTIVE DIRECTOR: Complete the Recording Site Summary Form https://fs7.formsite.com/wyomea/recsite/index.html Immediately following your auditions. All forms must be submitted by November 7, 2018. WHSAA/WMEA 2019 All-State Auditions: Recording Site Handbook page 8
WYOMING ALL-STATE AUDITIONS: BAND WMEA Wyoming Music Educators Association AUDITION FORMAT 1) Identification (Instrument and ID#). 2) Two contrasting etudes (technical then lyrical) provided by the Band Vice President. 2) Scales (to be announced by the Band Vice President one week prior to the start of auditions): Say the names of keys exactly as determined by the Band VP. No metronome allowed. No scale sheets or fingering charts allowed. 2) Chromatic scale, performed as written on the scale sheet: The chromatic scale must be performed by memory. 3) Sight-reading exercise: Tempo provided by metronome. Metronome in use by monitors only, no student metronomes. 4) Percussion students will audition on snare drum, timpani and mallets: Snare audition: etude and a double stoke roll. The Double Stroke roll is to be played slow - fast - slow. The roll should be played as fast as possible but not so fast that it becomes a buzz roll. Timpani audition: etude. Tuning of the timpani should be done on the recording. Students are not allowed to tune before the audition recording has started. Mallet audition: an etude, the chromatic scale and major scales with arpeggios. Sight-reading will be performed on either snare drum or the mallets. Students may choose which instrument better reflects their percussion abilities. 6) Students auditioning who have an interest or ability to play Piccolo, English Horn, or Bass Trombone must perform the additional chromatic scale or etude as listed on the audition. At the end of the normal audition, the student will then add the extra chromatic scale or etude for the second instrument. The student will have 30 seconds to warm-up on that instrument. WHSAA/WMEA 2019 All-State Auditions: Recording Site Handbook page 9
WYOMING ALL-STATE AUDITIONS: ORCHESTRA WMEA Wyoming Music Educators Association AUDITION FORMAT Students should tune instruments prior to the start of the audition recording. 1) Identification (Instrument and ID#). 2) Two Scales, beginning and ending with a Galamian turn, in the following keys: Violin Three-octave A Major scale, in sixteenth notes, ascending and descending, slur 8 notes per bow. Quarter note = 108. Three-octave A Melodic Minor scale, in sixteenth notes, ascending and descending, detaché. Quarter note = 92. Viola Three-octave D Major scale, in sixteenth notes, ascending and descending, slur 8 notes per bow. Quarter note = 108. Three-octave D Melodic Minor scale, in sixteenth notes, ascending and descending, detaché. Quarter note = 92. Cello Three-octave D Major scale, in sixteenth notes, ascending and descending, slur 8 notes per bow. Quarter note = 88. Three-octave E Melodic Minor scale, in sixteenth notes, ascending and descending, detaché. Quarter note = 72. Bass Two-octave F Major scale, in sixteenth notes, ascending and descending, slur four notes per bow. Quarter note = 88. Two-octave E melodic minor scale, in sixteenth notes, ascending and descending, detaché. Quarter note = 72. Scale sheets will be provided with the audition materials. Scales do not need to be memorized. 2) Two contrasting excerpts from the All-State literature as provided by the Orchestra Vice President. 3) A sight-reading exercise. Tempo provided by metronome. Metronome is used by monitors only, no student metronomes permitted. WHSAA/WMEA 2019 All-State Auditions: Recording Site Handbook page 10
WYOMING ALL-STATE AUDITIONS: CHOIR WMEA Wyoming Music Educators Association AUDITION FORMAT 1) Identification (Voice Part and ID#). 2) Two Scales, ascending and descending, sung on solfege syllables, in quarter notes. (DO, RE, MI, FA, SOL, LA, TI, DO DO, TI, LA, SOL, FA, MI, RE, DO) q = 72 Starting pitches for each scale: Low Scale High Scale Soprano I F (1 st space) A (2 nd space) Soprano II D (below staff) G (2 nd line) Alto I A (below mid C) Eb (1 st line) Alto II G (below mid C) D (above mid C) Tenor I Db (3 rd line) Ab (5 th line) Tenor II C (2nd space) F (4 th line) Bass I G (1 st line) Eb (3 rd space) Bass II F (below staff) D (3 rd line) 3) Sing the chromatic arpeggio pattern 1-3-5-8-7-5-4-2-1 on the neutral syllables Mah, Oh, Oo in eighth notes. At the end of the pattern modulate up a half step, then take a breath and repeat the pattern for a total of 7 times. Each of the patterns must be sung on one legato breath. A breath may be taken after the modulation. a) One pitch given for the entire exercise. No metronome permitted. b) Starting pitches for this vocalise: Soprano B (below the treble staff) Alto A (2 ledger lines below the treble staff) Tenor B (2nd line bass clef) Bass A (2nd space bass clef) 4) Two excerpts from the All-State literature as provided by the Choir Vice President. One starting pitch for each excerpt given by the monitor. No metronome permitted. 5) Sight-reading exercise. Tempo, tonal center, and starting pitch given by the monitor. Metronome in use by monitors only, no student metronomes permitted. WHSAA/WMEA 2019 All-State Auditions: Recording Site Handbook page 11