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					                                           OFFICERS
I.     Offices:
       A. Elected by Region VII
                1. HS Vocal Chair – Sherylynn Porter, Southwest HS
                2. HS Vocal Chair-Elect – Philip Glenn, Burleson HS
                3. MS Coordinator – Cindy Glenn, Kerr MS
                4. MS Coordinator-Elect – Pam Adair, E.M. Daggett MS
                5. Secretary – Fran Leddy, Alvarado HS
                6. Treasurer – Randall Walters, Granbury MS
                7. Technology Expert appointed by Region Vocal Chair – Christine Bridges, Acton MS

       B. Volunteers from Region VII
               1. District Audition and District/Region Clinic/Concert Host – Joy Hope, Granbury HS
               2. Region Audition Hosts – Philip Glenn/Frank Conlon, Burleson HS
               3. MS Region Audition Host – Jennifer Garner, Crowley HS
               4. Pre- Area Audition Host- Robyn Holliman, North Crowley HS




II.    Elections:
       A. Elected at Spring Meeting
       B. Two-year term




III.   Honorariums:
       A. Region Clinicians:
               1. HS District and Region Choir Clinician - $450.00 plus expenses
               2. MS Region Choir Clinicians - $300.00 each plus expenses

       B. Accompanists Fees - $250.00 for High School and $150.00 for MS/JH

       C. Region Expenses - covered through fees

       D. Officers:
                1.    Vocal Chair - $300.00 + up to $400 in expenses
                2.    MS Coordinator - $150.00
                3.    Vocal Chair-Elect - $75
                4.    MS Coordinator-Elect - $75
                5.    Secretary - $100
                6.    Treasurer - $100

       E. Audition Site Host - $160

       F. Guest/paid Judges - $75
                              DUTIES OF THE OFFICERS

I.   Region Vocal Chair:
     A. General: The Vocal Chair shall….
               1. Preside at Region Vocal Division meetings
               2. Represent Region VII at all State TMEA meetings
               3. Notify each director through written correspondence or e-mail of TMEA state-wide
                  affairs
               4. Secure Region and District Choir Clinicians prior to Fall Region Meeting and supply
                  him/her with the appropriate music
               5. Serve as liaison with the UIL Executive Secretary
               6. Complete State Office reports
               7. Notify each director by e-mail or written correspondence in the event of any
                  changes in Region activities
               8. Perform other duties as needed

     B. Spring: The Vocal Chair shall….
               1. Ensure that new officers are elected at the Spring Region Meeting every two years –
                  HS Vocal Chair-Elect even years; MS Coordinator-Elect, Secretary and Treasurer
                  odd years
               2. Select and secure accompanist(s) for the Region Clinic/Concert
               3. Appoint a Region representative for the UIL Advisory Committee, which meets
                  preceding the TCDA convention, in the event that the elected representative is not
                  able to attend

     C. Fall: The Vocal Chair shall…
              1. Electronically submit an updated Region Handbook to the State
              2. Participate in audition training supplied by the State
              3. Verify that each participating director is a member of TMEA and have on record a
                 copy of a valid TMEA card and entry password by the District HS entry deadline
              4. Arrange for all HS District and Region and MS Region patches from the TMEA
                 State Office
              5. Provide to each HS director a list of music to be auditioned, audition sites and dates
                 and all deadlines including cut suggestion and entry deadlines
              6. Notify directors of music to be performed at the Region Concert
              7. Assist in arranging the Region Clinics
              8. Provide a calendar of events and distribute copies of written procedures and rules
                 that have been adopted by the membership
              9. Notify directors of procedure for securing All-State Rehearsal Notes

     D. Auditions: The Vocal Chair shall…
               1. Ensure that each audition follows the guidelines of the Audition Procedures Manual
               2. Certify that each student is entered according to audition regulations by the entry
                  deadline
               3. Contact the director of an alternate immediately upon notification of a student
                  withdrawal or disqualification
               4. Be present when audition scores are tabulated
               5. Certify eligible students at each audition
               6. Provide a copy of audition results for each school at the conclusion of each audition
               7. Bring audition CDs, score sheets and all other pertinent materials to the contest
                 8.    Provide each judge with a list of cuts to be auditioned
                 9.    Proof all CD’s cuts before each audition
                 10.   Review All-State Rehearsal Notes and other audition procedures with judges
                 11.   Enforce all audition regulations approved by the Region directors

       E. Region Clinic/Concert: The Vocal Chair shall…
                 1. Have programs printed for HS District and Region Concerts
                 2. Provide rolls to section leaders
                 3. Arrange for additional instrumentalists for the Region Concert
                 4. Arrange lunch and dinner for HS clinicians and accompanists
                 5. Prepare school packets for distribution
                 6. Emcee Region Concert




II.    Vocal Chair-Elect:
       A. General…
                 1. The Vocal Chair-Elect will assume the position of the Vocal Chair at the end of the
                    present Chair’s term.
                 2. The Vocal Chair-Elect is to work as closely as possible with the Vocal Chair to
                    assume whatever duties the Chair requests.
                 3. The Vocal Chair-Elect will preside over Region meetings if the Chair is not present.
                 4. The Vocal Chair-Elect will perform other duties as needed.




III.   Secretary/Treasurer:
       A. The Secretary shall…
                 1. Take attendance at all meetings
                 2. Take minutes at all meetings
                 3. Mail or e-mail a copy of current minutes to all participating directors within two
                    weeks of the meeting
                 4. Have past minutes available at all meetings
                 5. Preside at Region meetings when the Vocal Chair and Chair-Elect are not present
                 6. Perform other duties as needed

       B. The Treasurer shall…
                 1. Present a budget for the upcoming year at the Spring Meeting
                 2. Pay all Vocal Division bills
                 3. Prepare and present a financial statement for presentation at each Region meeting
                 4. Prepare deposits for all moneys pertaining to the Vocal Division after receipt from
                    HS Vocal Chair and MS Coordinator
                 5. Notify the Vocal Chair of any school owing fees to the Vocal Division
                 6. Keep all Region moneys in a non-interest bearing checking account
                 7. Perform other duties as needed
IV.   Middle School Coordinator:
      A. General: The MS Coordinator shall…
               1. Preside at Region VII MS Vocal Division Meetings
               2. Represent Region VII at all State MS Coordinator meetings
               3. Secure MS Choir Clinicians prior to Fall Region Meeting and supply them with the
                  appropriate music
               4. Select a committee to choose music for the MS Region Concert each Spring
               5. Arrange for MS voice part and accompaniment CDs to be recorded before the Fall
                  meeting
               6. Notify each director by e-mail or written correspondence in the event of any changes
                  in Region activities
               7. Perform other duties as needed

      B. Fall: The MS Coordinator shall…
               1. Verify that each participating director is a member of TMEA and have on record
                  a copy of a valid TMEA card by the MS Region entry deadline
               2. Provide to each MS director a list of audition music, audition sites and dates and all
                  deadlines including cut suggestion and entry deadlines
               3. Proof and distribute all audition CDs at the Fall Meeting
               4. Coordinate ordering of MS Region patches with Vocal Chair

      C. Auditions: The MS Coordinator shall…
               1. Ensure that the MS Region audition follows the guidelines of the Audition
                  Procedures Manual.
               2. Certify that each student is entered according to audition regulations by the entry
                  deadline
               3. Proof all CD’s cuts before the audition
               4. Notify directors of audition selections and cuts 2 days prior to audition
               5. Bring audition CDs, score sheets, and all other pertinent materials to the contest
               6. Provide each judge with a list of cuts to be auditioned
               7. Be present when audition scores are tabulated
               8. Provide a copy of combined audition results for each school at the conclusion of each
                  audition
               9. Enforce all audition regulations approved by the Region directors

      D. MS Region Clinic/Concert: The MS Coordinator shall…
              1.   Communicate expectations of Region Concert dress to all MS directors
              2.   Have programs printed for MS Region Concerts
              3.   Provide rolls to section leaders
              4.   Arrange for additional instrumentalists for the MS Region Concert
              5.   Arrange lunch for MS clinicians and accompanists
              6.   Prepare school packets for distribution
              7.   Emcee MS Region Concert
V.     MS Coordinator-Elect:
        A. General…
                  1. The Coordinator-Elect will assume the position of MS Coordinator at the end of
                     the present Coordinator’s term.
                  2. The Coordinator-Elect is to work as closely as possible with the MS Coordinator
                     to assume whatever duties the Coordinator requests.
                  3. The Coordinator-Elect will preside over Region meetings if the MS Coordinator is
                     not present.
                  4. The Coordinator-Elect will perform other duties as needed.




VI.    Duties of Region Clinic/Concert Host:

        A. Clinic Arrangements:
                 1. Make lodging arrangements if needed for the clinicians
                 2. Secure all clinic facilities for the HS All-Region and/or MS All-Region Choirs
                              a. Secure rehearsal and performance areas
                              b. Provide piano, risers, chairs, and music stands
                 3. Make seating and standing arrangements (including alternates)
                 4. Provide refreshments for clinicians, directors and accompanists
                 5. Provide restaurant and hotel information for participating students, directors and
                     accompanists



VII.   Duties of Audition Host:
        A. Reserve contest facilities

        B. Register students upon arrival

        C. Provide or assign the following personnel:
                 1. Adult CD Monitors (one per audition room)
                 2. Student Guides
                 3. Adult Hall Monitors (one per audition room or hallway)
                 4. Student Runners
                 5. Registration Personnel
                 6. Adult Caller

        D. Arrange for the following materials and facilities:
                1. Tables, desks, chairs in judging, tabulating, registration and waiting areas
                2. Registration area that provides separation of students from directors and other judges
                3. Floor-length screens in audition rooms
                4. Music stands in audition rooms
                5. Signs for directions, room identification, etc.
                6. Audio system for announcements and instructions
                7. Lunch area and arrangements for judges and workers
                8. Separate holding area if sight-reading is included in the audition
                9. Extension cords for audition rooms as needed
                10. Piano for warm-ups
                11. Copy machines made available
VIII.   Duties of Participating Directors:
         A. Join TMEA in time for membership to be processed before entry deadline. Submit TMEA
            password to Vocal Chair as soon as possible after TMEA membership is renewed.

        B. Maintain active participation by attending Region meetings, reviewing meeting Minutes,
           Handbook and other Region information and stay in communication with Vocal Chair
           and/or MS Coordinator as needed.

         C. Review student eligibility requirements for audition and notify students of:
                 1. Music to be performed at each audition
                 2. Dates, places and times for each events
                 3. Region audition policies and penalties for student infractions
                 4. Expectations for student attendance at auditions and clinic/concert
                 5. Expectations for student conduct in audition holding areas and other public areas
                     of the audition facility, as well as the Region and District Clinics and Concerts
                 6. Regulations for Region and District Choir participation
                 7. Dress for HS Region Choir - Choir uniforms; MS Region Choir – See Handouts

         D. Submit a copy of current TMEA card with first audition entries, postmarked or sent the Friday
            a week prior to the audition or event. Enter all students electronically by the deadlines given.

         E. All directors must submit all required forms outlined in the handbook by the designated
            deadline for that audition. (The Parent Volunteer information form may be submitted by
            the audition date.) Furthermore, all proof of requested fees or payment must accompany
            all other forms.

         F. Students that are inadvertently omitted from their school's computer entry can be added to the
            contest for a $25 per students late entry fee. This fee applies to any additions to the official
            entry made after the deadline.

         G. Use proper guidelines in requesting early or late audition time requests for students – limit
            requests to conflicts with other school events or school-related events. Monitor student
            eligibility and contact the Region Chair immediately upon loss of eligibility. Submit DNAs as
            soon as possible and by the deadline of noon the day before the competition.

         H. Arrange lodging, meals and transportation as appropriate.

         I. Be present at all required TMEA District, Region and Pre-Area vocal audition events and the
            MS Region audition. In case of an unavoidable conflict, notify the Vocal Chair or MS
            Coordinator and if possible send a qualified proxy to be responsible for your duties. (Proxy
            judges must be qualified and know the audition music.) In addition to the proxy, a designated
            district employee must accompany students to the audition as a chaperone.
         J. MS directors should be present at the HS District audition and the MS Region audition and
            should be prepared to serve as a paid judge at a subsequent HS audition if needed. (See Section
            IX for proxy fees and director attendance policies.) All directors with students singing in the
            District or Region Choirs are to be in attendance at the Region Clinic/Concert.

         K. Be ready to serve as a judge or worker whenever requested according to TMEA guidelines and
            be prepared to stay until results are verified. (All directors should be prepared to judge except
            the Vocal Chair, Chair-Elect, MS/JH Coordinator, Coordinator-Elect, Technology Expert and
            the Contest Host.)
       L. Bring parents/chaperones to all auditions as outlined on the Parent Volunteer Information form
          and according to your school chaperone policy. The chaperones you bring will need to monitor
          your students in the holding area and/or be prepared to monitor audition areas.

       M. Bring clearly identified CD players to each audition when requested.

      N. Turn in final DNAs at director check in table upon arrival at audition site.

      O. Have a thorough knowledge of the audition music and part to be judged.

      P. Maintain professionalism in spoken, written and non-verbal communication in reference to
         student auditions. Maintain physical separation from all auditioning students until auditions are
         completed.




IX.   Director Attendance and Responsibility Policies:

      A. All directors and assistant directors are expected to be fully involved in the audition process
         once students are entered. Although every director assigned to a school campus is expected
         to take part in the audition process, students should be entered into the computer program using
         one consistent TMEA number throughout the audition process.

      B.   In signing and returning the Judging Commitment Form you are acknowledging all audition
           dates in advance of entering students in the audition process. Therefore, it is expected that you
           have made provisions to be in attendance at every audition. HS directors are to be
           in attendance at every HS audition (unless all campus students are eliminated from the
           audition process) and the MS Region audition. MS directors are expected to serve at the MS
           Region audition and the HS District audition. All directors with students participating in the
           District or Region Choir concerts are expected to be in attendance the day and evening of the
           clinic and concert.

       C. All directors with an excused or unexcused absence must send a qualified proxy or cover the
          $75 judging fee should a qualified proxy need to be obtained.

      D. Excused absences would include the following with sufficient notification:
               1. Illness, prolonged or sudden
               2. Death or severe illness in the immediate family
               3. Emergency or accident in immediate family
               4. Marriage in the immediate family
      E. Unexcused absences will include:
               1. Any unreported absence unless the director is incapacitated due to illness or
                   emergency
               2. Attendance at any other event that is of an elective nature
               3. A third absence for any reason

      F.    Director penalties for unexcused absences are as follows:
                  1. First absence – provide a qualified proxy or cover the $75 proxy fee and a letter
                      will be sent to the director’s principal or district-level supervisor.
                  2. Second absence – pay a $125 proxy fee and a TMEA grievance will be filed. (See
                       chart in handbook.)
                 3. Third absence – pay a $175 proxy fee and a TMEA grievance will be filed
                    (Next Level ). TMEA will send notification letters to the proper district
                     administrators as well as possibly enforce other sanctions against the director.
                 4. Other penalties may be given by TMEA if other grievances are filed.

     G.    Director Supervision at Region Clinics and Concerts:
                 1. Directors are expected to assume responsibility for their own students at the
                     Region Clinic/Concert. Because of the length of the day and the number of
                     students involved, there is an increased potential for medical, procedural and
                     behavioral problems to arise. Neither the Region itself nor any other director
                     present should be forced to assume legal liability for your students should a
                     problem arise. Therefore, it is of the utmost importance that students be
                     chaperoned by their own director. If this is absolutely impossible, it is the Region’s
                     position that a school administrator should accompany your students to the
                     Clinic/Concert.
                 2. Directors are needed for: supervision of students in the rehearsal areas and when
                     on breaks, medical decisions regarding student illness or injury, enforcement of
                     student Clinic/Concert regulations, making dinner and/or lunch arrangements for
                     students as needed and enforcement of the Concert dress code as outlined above.
                 3. It is suggested that any deviation from the director chaperone policy above be
                     discussed and approved by the Region Vocal Chair or MS Coordinator beforehand.
                     The Vocal Chair or MS Coordinator may be able to contact your school and secure
                     administrator participation on your behalf.
                 4. If a director chooses not to abide by these guidelines, the director’s principal or
                     district-level supervisor will receive a letter from the Region and a TMEA
                     grievance may be filed.

     H. Director penalties for non-compliance with other region policies, deadlines, and audition and
        clinic start times may range from an official notification from the Vocal Chair or MS
        Coordinator to a TMEA grievance being filed and district administrators being notified.




X.   Audition Regulations for Students:
     A. A student may audition for only one voice part.

     B. A student must be academically eligible on the date of the audition as summarized by State law
        and in the State Audition Procedures Manual.

     C. A student must be a member of the school’s performing organization unless one does not exist.

     D. Except for emergency situations, directors and students will not be allowed to make contact
        with each other once registration has begun.

     E. Once the contest has begun, students will not be allowed to rehearse the audition music after
        the group cut rehearsal. Students who have been assigned late arrival times are not to be
        informed of cuts before their arrival at the audition site.
F. Electronic devices and cell phones are not permitted to be brought to the audition site. Students
   who are observed with an electronic device by an adult chaperone at an audition, will be
   escorted along with the device to the Vocal Chair or MS Coordinator who will remove the
   student from the competition. This also applies to the time period after a student has already
   auditioned. It is also requested that adult chaperones use their cell phones or other electronic
   devices only when necessary and in an area away from all competing students.

G. Prohibited items include but are not limited to: cell phones, CD or cassette players, I-pods,
   laptop or other computers, TVs, radios, personal electronic games, pagers, blackberries and
   acoustical or electronic instruments.

H. Students who have completed the sight reading audition are not allowed to have contact with
   any student who has a later audition.

I.   Students are expected to remain at the audition site until released by the Vocal Chair, MS
     Coordinator or their designees. A student will not be allowed to leave the holding area after
     auditioning unless the student has an early audition request and must leave the audition site to
     travel to another school event.

J. Students are expected to refrain from any behavior that does not reflect the integrity of the
   Texas All-State audition process. Expected behavior includes showing courtesy to all other
   students, adult sponsors and student and adult workers, refraining from overt displays of
   affection, giving proper attention immediately to the Audition Caller when requested and
   remaining in designated areas as instructed. Adult chaperones and workers will have the
   authority to seek the involvement of Region Officers should any of these or other situations
   arise. A student should expect to accompany any adult sponsor or worker to the Contest Office
   to speak to one or more Region officers, if requested to do so. If electronic use is involved, a
   student should also expect to surrender said item to the adult who will deliver it and the student
   to the Contest Office.

K. If students choose not to abide by the above regulations, future solutions may be sought such as
   in-room monitored auditions, bathroom monitoring, restriction of holding area privileges and
   immediate contact of directors for the purpose of possible student removal from the
   competition. Directors may also choose to supplement the above rules with other school-based
   and/or organizational policies. It is the goal of the Region VII directors to provide a safe, fair
   and positive audition experience for all students.

L. A student who begins the audition process is expected to advance through the audition process
   and perform in the Region concert unless eliminated by the audition process itself, by the
   student’s director or by student violations of Region VII audition regulations.

M. Directors will receive for distribution a list of regulations for participation in the District and
   Region Choirs. Students who do not abide by these regulations may be subject to removal from
   the concert. Directors, acting according to school policy, may choose to remove a student from
   both the concert and the audition process itself.
XI.    Entry/Clinic Fees (Make all checks payable to TMEA, Region VII Vocal Division)
        A. High School
                1. A school participation fee of $20 is to be submitted for each audition
                2. District Audition Student Fee - $6.00 per student
                3. Region Audition Student Fee - $6.00 per student
                4. Pre-Area Audition Student Fee - $6.00 per student


        B. Middle School
                1. A school participation fee of $20 is to be submitted with Region fees
                2. MS Region Audition Student Fee - $6.00 per student
                3. A CD fee of $50 is to be submitted with Region audition fees

       C. All audition entries must be accompanied by payment or a copy of a purchase requisition.
          Any school district that is not current at the time of the Region Clinic/Concert will be sent a
          bill from the Region. If the bill is still unpaid by the following May 1st deadline, the director’s
          principal will be sent a letter and the director will be referred to the State TMEA office.




XII.   Audition Procedures
       A. Audition Ranking Process
                   1. HS District Audition
                         a. Voice parts with sufficiently large numbers of entries will be randomly
                             divided into 2 zones.
                         b. 40 students and 2 alternates per voice part will advance to the next round.
                             In the case of voice parts with 2 zones, 20 students and 1 alternate will be
                             chosen from each zone.

                   2. HS Region Audition
                         a. At this audition students are selected for District and Region Choir
                             placement and for advancement to the Pre-Area audition.
                         b. Sight-reading is added to this audition. Sight-reading selections will follow
                             State guidelines.
                         c. Chairs 1-14 in each voice part will comprise the Region Choir. The top 12
                             students will also advance to the Pre-Area audition, with the next 2
                             students in each voice part serving as alternates to that audition. Chairs
                             15-28 will make up the District Choir, which will perform in the
                             District/Region Concert using no alternates. Students in the District Choir
                             will receive District patches and Region Choir members will receive both
                             District and Region patches. Both choirs should ideally consist of 112
                             singers.
                   3. HS Pre-Area Audition
                         a. The top 5 chairs from each voice part are selected plus 2 alternates.
                             These students advance in January to the Area audition.
                         b. Both literature and sight-reading are auditioned.
                         c. These students are announced immediately after the HS Region Choir
                             Concert.
                    4. HS Area Audition
                          a. The top 5 chairs from Region 5, 6, 7 and 22 will audition to be placed in
                              one of the three All-State Choirs (Mixed, Women’s or Men’s).
                          b. Both literature and sight-reading are auditioned.
                          c. Chairs 1-4 in all eight sections make up the Mixed Choir; chairs 5 and 6
                              are alternates. Chairs 5-10 in the women’s sections make up the
                              Women’s Choir; chairs 11 and 12 are alternates. Chairs 5-8 in the
                              men’s sections make up the Tenor-Bass Choir; chairs 9 and 10 are
                              alternates.
                          d. Area patches are awarded to each participant at the Area audition.

                    5. MS Region Auditions and Choirs
                           a. Voice parts are Sop 1, Sop 2, Alto 1, Alto 2, Ten 1, Ten 2, Bass.
                           b. Auditions are open to students in 7th and 8th grade who are actively
                                involved in the school choral program.
                           c. The MS audition includes sight-reading, which must be in the key of C,
                               F or G, must start and end on “do”, and must contain all steps except one
                               allowed jump that must be an interval of a 3rd within the tonic chord.
                           d. MS cuts are sent by email to the MS directors Wednesday afternoon of
                               the week of the Saturday audition.
                           e. Students are divided into random zones for each voice part as needed,
                               usually at least 2 and sometimes more for certain girls’ voice parts.
                           f. Selection of singers is divided equally between zones to equal 24
                               singers plus 2 alternates per voice part.
                           g. Alternates who sing in the concert are awarded a patch.
                           h. The MS Choirs consist of a Treble and a Tenor-Bass Choir that
                               combine to form a Mixed Choir.




XIII.   Handbook Audition Forms
         A. High School and Middle School Forms
                   1. Form #1 – Judging Commitment Form (before auditions)
                   2. Parent Volunteer Information Form (all auditions-submitted by audition date)

        B. High School Forms
                   1. HS Entry Checklist (use for reference for all auditions)
                   2. HS District/Region/Pre-Area Cuts Suggestions Forms (3 separate forms)
                   3. HS Audition Summary Sheet (all auditions, 3 separate forms)
                   4. HS Student Certification Form (Region audition)

        C. Middle School Forms
                   1. MS Entry Checklist (use for reference)
                   2. MS Region Cuts Suggestions Form
                   3. MS Summary Sheet
                   4. MS Student Certification Form
                   5. MS Region 7 Student Regulations and Policy Agreement Form (may be used by
                       HS directors for your own documentation also)

				
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