KENTUCKY MUSIC EDUCAKENTUCKY MUSIC EDUCATORS ASSOCIATIONTORS ASSOCIATION

KENTUCKY ALL STATE CKENTUCKY ALL STATE CHORUS HORUS HANDBOOK FOR DISTRICHANDBOOK FOR DISTRICT CHAIRST CHAIRS

Scott Burress Choral Division Chair

Maggie Blair

Choral Division Chair-Elect

2012 – 2013 Academic Year

To be used in conjunction with the All-State Rules and Regulations

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KENTUCKY ALL STATE CKENTUCKY ALL STATE CHORUS HORUS HANDBOOK FOR DISTRICHANDBOOK FOR DISTRICT CHAIRST CHAIRS

TABLE OF CONTENTSTABLE OF CONTENTS

Pre-Audition Enrollment Forms 3

Preparing the District Tally Sheet for Scores 6

Audition Site Preparation 8

Tips for Tallying 10

Preparation of materials to send to state chair 12

District Mandatory Rehearsal 13 Summary Checklist 14

To be used in conjunction with the All-State Rules and Regulations

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Pre-Audition Enrollment Forms

1. Open the Total Choral Enrollment Form (A) Excel file that you received from a school director.

2. Click on the Total Enrollment (FORM A) Tab (Tabs are located at bottom left your Excel document) to

select the Total Enrollment Sheet. ). If tabs do not display on your version of Office: Select the Office button (in Office 2007) (Top Left) > Select Excel Options >Advanced >Display Options for this workbook. >Click “Show sheet tabs.”

3. Quickly check to see that all information entered by the submitting director appears to be complete and

correct. Check that heights are entered Check that Last names are listed first Check rankings for students who are auditioning for more than one ensemble. Check that Students are listed sorted by Audition Voice part. Check Tabs 1-40 to ensure that all information appears correct on these sheets

TOTAL CHORAL ENROLLMENT FORM (FORM A): Completed by Choral Director and sent to district chair.

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4. Print one copy of the TOTAL CHORAL ENROLLMENT FORM (A) for EACH SCHOOL in your district to keep for your audition files.

5. Print one copy of each student audition sheet for every school. The District Chair is responsible for providing these at the audition site. (You should also bring several blank forms for alternates.)

KY ALL-STATE CHORUS ADJUDICATION SHEET (FORM B): Completed automatically with information entered on Form A.

To quickly print all Adjudication Sheets at once, select [Print]. In the print dialog box, there will be an option to print the entire workbook. Select [Entire Workbook] option. You can then select which number of pages you want to print according to how many students are entered. (Preview first to be safe)

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6. Save each school’s Total Choral Enrollment File to a folder on your computer. (Choose [File] and [Save As] and put it on your hard drive or desktop).

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Preparing the Score Tally Sheet DISTRICT TALLY FORM C:

1. Open the Total Choral Enrollment Form Excel file .

2. Highlight and Copy each student’s information from the school’s Total Choral Enrollment Form

3. Open the District Tally Form Excel file .

4. Select the correct tab for the voice part you are copying and pasting.

5. Paste the student info onto the fields in the Correct Voice Part Tab on the District Tally Form C.

6. Type in the School Name , Director’s Name , District Number , Director Email .

Copy and paste this information down the column for each student from that school

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7. After the auditions, enter the following information for each student: Quartet Score Letter (A, B, or C if on quartet score sheet) Sight-Reading Score .

8. SAVE

9. Print the results.

Do not type any information directly in columns N or O. The formulas will automatically add the quartet and sight reading scores as well as letter for you.

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Audition Site Preparation Clerical Materials Print off blank Adjudication Sheets for alternates. Have manila folders prepared for each school for audition materials. Find out from teachers prior to the audition if any students have disabilities requiring accommodations (such as visual impairment). Read All-State Chorus RULES & REGULATIONS document for procedures. Quartet Auditions Provide warm up/holding rooms Provide a quartet door monitor to keep groups moving quickly. Judging

The “Chief Judge” will brief and debrief with judges providing instructions and guidance to provide consistency across the state.

Ask judges to submit their work as described below: 1. Sort Voice part adjudication sheets in score order according to the judge’s wishes. 2. Complete a hand-written Voice Part Tally Form with name and order of students. 3. You can use this form and their order of adjudication sheets to cross-check in case there are

discrepancies. 4. Instruct judges to NOT “bump-up” scores.

Sight-Reading

• Estimate one sight-reading judge per 90-100 students. Approximately 20 students can Sight-read per hour (Approximately 3 min. per singer) • Provide a sight-singing room door monitor. Depending on audition room configuration, one monitor can serve one to three rooms. A monitor ensures that students move quickly into and out of rooms and keeps the entire process moving. The monitor is also responsible to prevent talking outside the rooms as well as preventing students from sharing information.

• Create a system for keeping those who have auditioned separate from those who have not. • Students are allowed to sight-sing first. This is left to the discretion of the district chair and configuration of the audition site. • Each sight reading room must be equipped with a music stand pencils, and a keyboard. • Keep sight-reading rooms busy throughout the audition to prevent SR judges from remaining long past other judges.

• Remind teachers to brief their students on the procedures and rules for sight-reading.

• Remind teachers to instruct students to attempt to read/change pitches. Teachers must not instruct students to read only rhythm as a strategy. • Remind teachers to enforce that their students not discuss the sight reading with anyone at any time, for any reason.

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Tips for Tallying

Important: Before judges leave an audition site, instruct them to complete the following: 5. Sort Voice part adjudication sheets in score order according to the judge’s wishes. 6. Complete a hand-written Voice Part Tally Form with name and order of students. 7. You can use this form and their order of adjudication sheets to cross-check in case there are

discrepancies. 8. Instruct judges to NOT “bump-up” scores.

All documents due to the state chair within 3-5 days after your audition date. 1. Sort Sight-Reading Sheets: Sort sight-reading forms by school. Put these in school folders. If you have prepared the District Tally form with pasted student information, you can use [CONTROL] [F] to help you “find” the student name and their school. (Apple or Command F on Macs). 2. Enter the sight-reading scores: Enter this next to the correct student name on the District Tally form.

3. Check the Quartet Judge’s arithmetic. Do not miss this step. Check tic marks and scores. Use the hand-written judge tally sheet to reconcile score discrepancies. 4. Enter Quartet Adjudication Scores:

Enter these scores on the District Tally form spreadsheet. At this time, keep the scores in Voice-part score order. The quartet score is the correct number (ensure that the tics are accurate if judge made a mistake).

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5. Double and Triple Check your work and data-entry. Filter and Sort the Tally Spread Sheet by Quartet Score. Check scores/entry. Filter the Tally Spread Sheet by School. Check SR scores/entry

To Filter, use the drop down menu to select a school or sort order. This will isolate score to make re-checking easier. Be sure to select “Show All” when you want to see all students again.

6. Match each student’s Quartet Adjudication Sheet with the student’s Sight-Singing Score Sheet.

Staple each student’s sheets in this order: 1. Quartet Adjudication Sheet next. 2. Sight Singing Score Sheet behind the Quartet Adjudication Sheet

7. Write the sight singing score and total score on the Quartet Adjudication Sheet.

The District Chair is responsible for accurately submitted results and certifies their accuracy.

Scores and Results: No scores should be communicated to teachers until they are considered

official from the State Choral Chair. This will come via email on Form D.

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Preparation of materials to send to the state chair

All documents are due to the state chair within 3-5 days after your audition date.

1. Mail the following to the State Choral Chair: 1. Hard Copy of District Tally Sheet. 2. Student Score sheets SORTED BY SCHOOL, placed in SCHOOL manila folders. 3. School rosters checked and placed in individual SCHOOL folders with score sheets. 4. Each school’s Total Enrollment Form (placed in the individual SCHOOL manila folder)

See below for packing instructions.

2. Mail the following to the State KMEA Office: 1. $12.00 per auditioned student. (along with completed Audition fee form.)

3. Email the following to the State Choral Chair:

1. Your District Tally Sheet Excel file

2. Each school’s individual Total Enrollment Form Excel file

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Packing Instructions

Individual School Total Enrollment Form - Printed, completed and signed School Rosters marked with duplicates and highlighted auditionees. Individual school audition Sheets sorted by voice part.

Soprano Alto Tenor Bass

School Folder Stack All School Folders Additional Forms:

Printed Form C Judge score order sheet Any sight-reading Tally Form (very important to include) data collection materials

Mail packed envelope to state choral chair ASAP.

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District Mandatory Rehearsal The District Mandatory rehearsal should be a minimum of 4 hours. Purpose The purpose of the rehearsal is to prepare students on all the notes and rhythms. The purpose IS NOT to “run through” or “get a feel for the music.” Students should not be looking at the music for the first time at this rehearsal. Sectional time is expected at all rehearsals.

Our conductors expect All-State level students to come prepared on the music with all notes and rhythms learned, ready to make music.

It is a poor reflection on our state when we send unprepared singers to work with Nationally and Internationally recognized clinicians.

A parent or teacher chaperone is required for all students present. Communicate to teachers about the Mp3 Listening files available for study. Each student should sign in and show photo ID. If a teacher is present, check with each teacher regarding missing students. State Choral Chair will provide sign-in sheets via email for each district. District chair or designee must check attendance before, during and at the conclusion of the rehearsal. District chair must fax or email the scanned sign-in sheets to the State Choral Chair.

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Summary Checklist

FORMS District Chair has read and is familiar with all current All-State Chorus Rules and Regulations.

District Chair has checked each school’s forms for complete and accurate preparation of the TOTAL ENROLLMENT FORM (A)

LAST names listed FIRST Names spelled correctly (This data entry will follow the student to the final printed program) Students listed by audition voice part (for your ease of transfer to Tally Sheet).

Student heights entered accurately Teacher home and work email addresses listed Teacher cell, work, and home numbers listed on Teacher Signature (on printed form)

Send this form back to the teacher if it is not accurately completed. The district chair is responsible for enforcing this. The state chair will not accept incomplete forms.

ROSTERS

District Chair is responsible for checking accuracy of school rosters.

Check for duplicate students. Check for roster counts. Check for accuracy of reported total enrollment number.

Check that rosters are signed by teacher, counselor and administrator. Check for accuracy of number of students permitted to audition from each school. DUE DATES

Enforce due dates:

TOTAL CHORAL ENROLLMENT FORM (A) Class rosters to district chair by due date

Audition fees received on ONE check

Receive TOTAL CHORAL ENROLLMENT FORM from teachers via email. We must have this electronic document for transfer to other electronic documents.

AUDITION PREPARATION

Prepare manilla folders for each school with School Name, Director and cell phone on the cover. Print each student’s Adjudication Sheet (FORM B) that was emailed from the school. Print BLANK Adjudication Sheets (FORM B) for alternate auditionees. Prepare DISTRICT TALLY excel spreadsheet for score entry. (found in Form Instructions section of this handbook)

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COMMUNICATION TO YOUR DISTRICT Remind teachers to brief their students on the correct procedures and rules for sight-reading.

Remind teachers to instruct students to attempt to read/change pitches. Teachers must not instruct

students to read only rhythm as a strategy.

Remind teachers to enforce that their students not discuss the sight reading with anyone at any time, for any reason.

Find out from teachers prior to the audition if any students have disabilities requiring

accommodations (such as visual impairment). Read All-State Chorus RULES & REGULATIONS document for procedures.

Scores and results: No scores should be communicated to teachers until they are considered

official from the State Choral Chair. This will come via email on Form D. Students should not be looking at the music for the first time at the district rehearsal. Communicate to teachers about the Mp3 Listening files available for study. Communicate often, the expectation that students know all notes and rhythms, performance-ready

when they walk in on Wednesday of All-State.