All Region/State Choir Manual (3)

(Revised Summer, 2011)

 
This document covers both junior and senior high events. Rules that are unique to the junior high are specified. All other rules apply to both levels.

FAQ

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Can girls try out on the tenor part?
How is the number of all state qualifiers from each region determined? How are alternates placed at all state tryouts?
How and when are the clinicians determined? How is the music for all region and state determined?
What are the registrars' duties at tryouts? What are the warmup/holding room managers' duties at tryouts?
What are the tryout room managers duties? What are the runners duties at tryouts?
What are the escorts duties at tryouts? What are the tally room workers duties at tryouts?
What are the overall tryout managers' duties? When are the tryout spots posted?
Do I have to work at tryouts? How many judges are there?
What are the tryout procedures? How are students chairs' determined?
How many singers are in the all region and state choirs? How are alternates placed at clinic?
What are the responsibilities of the all region clinic host? Can an all region or state student miss part of the clinic for other events?
What awards do all region or state students receive? What happens if a student is oberved using photocopied music at clinic?

SECTION 3.1. - ORGANIZATION

  1. The preeminent concern is to select the finest musicians possible from the eligible secondary schools in Arkansas .
    • Only schools which have paid ArkCDA participation fees, and which are members in good standing of the Arkansas Activities Association, may participate in the all region/state event. 
    • Entrants must be a member of a choral group at their respective school, provided such is available. 
    • Students who only study with private voice teachers are not eligible to participate in region or state level auditions unless duly registered by a member school.
    • Each directors final registration list should be submitted no later than two weeks prior to the audition.
    • Fees must be paid for all students who are registered for the audition even if there are some students who cancel before the audition.
      • Directors are encouraged to mail all fees with the initial registration but will be required to submit all fees upon arrival at the audition site.
      • There will be no refund of audition fees, however, the chairman should be notified of any cancellations at least one week prior to auditions where possible.
    • Only males may tryout on the tenor or bass parts.
  2. Each region may qualify students to audition for the All State Choir based on the number of students auditioning at the region level. Allocation numbers are;
    • 0-449 students - 11 per part
    • 450-499 students - 12 per part
    • 500-549 students - 13 per part
    • 550-599 students - 14 per part
    • 600-649 students - 15 per part
    • 650-699 students - 16 per part
    • 700-749 students - 17 per part
    • 750-799 students - 18 per part
    • 800-849 students - 19 per part
    • 850 and up students - 20 per part
    • Allocation numbers will be determined by using the actual data file from the all region tryouts.
  3. When a region fails to fill its first eleven tryout slots in any given section the remaining slots will be made available to the other regions in order of the number of students auditioning at the region level.
  4. After the region clinics any cancellations of students in the all state audition roster should be reported to the executive director.
    • The executive director shall notify the choral director of the alternates moved into the tryout.
    • Regions may move up the proper alternates from within their own region to compensate for cancellations as necessary.
    • Alternates will be accepted at the state level auditions at any time up to the close of registration on the day of the auditions.
    • Alternates must be present at the start of the first rehearsal to be eligible for placement in the all state male or female chorus.

    SECTION 3.2. - CLINICIANS AND REPERTOIRE

  1. Clinicians
    • The All State clinicians will be determined by the board of directors.
      • To assist with planning, the board will determine the clinicians two years in advance where possible.
    • Region clinicians must be selected no later than September 15 of the year preceding the event.
      • Region clinicians and their contact information should be reported to the executive director as soon as those clinicians are prior to February 1
  2. Repertoire
    • The music to be performed by the All Region and State Choirs will be determined by the clinicians after consulting with the region chairs (region), or executive director, all state chairman, and president (state).
    • Music to be used at region clinics must be reported to the executive director no later than February 1.
      • Selections not reported by the deadline date may be chosen by the region chair in consultation with the directors of the region
    • After consulting with the clinicians, the all state chair and the president will determine those selections to be used for region level tryouts, and those to be used for state level auditions.
      • Required region audition selections will consist of two SATB selections, one SSA/SSAA selection, and one TTB/TTBB selection.
      • The state level audition will consist of two SATB selections and two SSA/SSAA and TTB/TTBB selections, with only three of the four pieces actually being used at the audition
    • Titles will not be made public until posted on the ArkCDA website.
    • Regions may not include the state level pieces in their tryouts or concert.
    • At the junior high level the region chairman and at least two other directors will determine those selections to be used for region level tryouts.
    • Sight reading pieces will be prepared for performance by each All State Choir.
      • Music will be provided by the ArkCDA.
    • Region concerts shall include the designated region pieces plus a minimum of two additional selections which shall be determined by the region choir clinician.

SECTION 3.3. - TRYOUT PERSONNEL AND DUTIES

  1. The all region chair (region) or executive director (state) shall be responsible for securing the following personnel for the audition;
    • Registrars
      • Have students check spelling of their name
      • Record number of years previously in all state (state)
      • Have students initial beside name
      • Return sheets to the tally room when registration closes
    • Door Monitors
      • Maintain order outside the room
      • Have each student initial beside their name as they enter the tryout room
      • Return lists to tally room at the conclusion of the tryouts  
    • Judges
      • Three or Five per part
    • Warm Up/Holding Room Managers
      • Call students from the holding area to the warm up room
      • Provide for the lining up of each section
      • Instruct students in the mechanics of the audition process.
      • Play the audition cd allowing the students to sing through the tryout material.
    • Tryout Room Managers
      • Bring groups into the audition room for group warm up (Junior High)
      • Bring each individual student into the room in proper numerical sequence
      • Announce each student's audition number to the judges.
      • Operate the cd equipment
      • See that judging sheets are properly filled out and added correctly
      • Insure that the judging sheets are stapled together in the proper order
    • Escorts
      • lead each group to the warm up and tryout rooms 
        • These may be the same workers who assisted with registration
    • Runners
      • Return completed audition sheets to the tally room
    • Tally Room Workers
      • Input scores in the computer(s)
      • Present final printouts to the all state chair for copying and distribution to directors
      • Sort score sheets by school after each section is completed
  2. TRYOUT MANAGER (REGION) EXECUTIVE DIRECTOR (STATE)- GENERAL DUTIES
    • Compile and provide each of the region’s directors with necessary forms and information concerning tryout procedures, and maps, hotel , and restaurant information.
    • Assign the personnel to the tryout and tally areas after consultation with the region chairs.
    • Provide for the preparation of the all state practice cd.
      • Consult the clinicians regarding performance tempo of each selection.
    • Provide for the preparation of the audition cd for each section following consultation with the region directors on the region level or the region chairs on the state level.
      • If necessary, consult with the high school region chairs and the president to discuss technical aspects of the music prior to the production of the cd.
      • The actual tryout recording should be between one minute fifty seconds and two minutes fifty seconds from start to finish.
    • Post the tryout material in the registration area thirty minutes prior to the beginning of the auditions. (Senior High)
    • Make the tryout material available to directors 24 hours prior to the beginning of the auditions. (Junior High)
    • Make the actual tryout sound file available to directors to use from 6:00 a.m. - 3:00 p.m. the day before the audition.
    • Acquire the data file of eligible students from each region chair.
    • Prepare audition number tags for each student.
    • Oversee the registration process.
    • Secure the following materials and equipment;
      • numbered tags
      • master registration list
      • individual scoring form for each student
      • public address system
      • signs for registration tables
    • Secure the following materials and equipment:
      • warmup/holding room
      • eight audition rooms with screens
      • eight music stands
      • eight cd players
      • one tryout packet per judge including 
        • numbered adjudication sheets
        • pencils
        • one judge rank form
      • extra cd players
      • extension cords
      • audition cds (including extras)
      • signs identifying each audition room
    • Compile the final list of all auditioned students, showing
      • each student's number
      • chair
      • name
      • school
      • individual and total raw scores
      • individual and total rank scores
    • Secure the following equipment and supplies;
      • tally room
      • pencils
      • individual tally sheet
  3. All directors who register students to audition for the region or state choir shall be required to participate in an assigned capacity the entire day as needed.
    • Failure to do so shall result in notification of the proper school administrators and a charge equal to the amount necessary to employ a replacement.
    • Director absences must be approved by the region or state chairman at least two weeks in advance, unless an emergency arises which is deemed acceptable by the audition chairman.
  4. Juries
    • State level juries shall consist of five judges on each voice part;
      • Region chairmen shall submit at least ten persons to work at the auditions.
      • As far as possible, no more than one person from any given region shall be assigned to judge the same voice part.
    • Region level juries shall consist of a minimum of three judges per voice part.
    • Regions will use adjudication forms as provided by the ArkCDA
  5. Unless a rules committee is first appointed, the all region/state audition chair shall have the authority to render final decisions as necessary.


SECTION 3.4. - AUDITION PROCEDURES

  1. Each voice classification shall be assigned a series of numbers as follows;
    • Soprano I - 1
    • Soprano II - 2
    • Alto I - 3
    • Alto II - 4
    • Tenor I - 5
    • Tenor II - 6
    • Bass I - 7
    • Bass II - 8
  2. Upon arrival, each student will register by voice part and will be assigned a number.
    • Throughout the audition, students will be referred to strictly by their assigned number.
    • At no time will the student’s name or school be mentioned.
    • The room manager will be the only person to address the auditioning student except in situations which require immediate communication and then only the designated head judge should speak to the student.
    • The auditioning student should not speak while in the audition room except when asked to do so by the head judge.
  3. Students will be called to audition, in groups of ten (Junior High) or eleven (Senior High); 1-11, 12-22, etc.
    • Each group of ten students will enter the audition room and perform a “warm up” of the material with the cd, as it will be performed in the individual audition. (Junior High)
    • Following the “warm up” performance, the student with the lowest audition number will remain in the room where he or she will then audition. All other students will line up in numerical order outside the door. Each student will then be called into the room one at a time, in numerical order. (Junior High)
    • Senior high students will be called from the warm up room directly to the individual tryout.
  4. The volume level of the solo audition cd will be determined by the judges in each room prior to the first audition and may only be adjusted to accommodate the Junior High “warmup” performance.
  5. Details concerning the actual sections of the all region music on the audition cd will remain the confidential information of the event manager and those individuals used to prepare the cd for audition.
  6. A student will not be allowed to repeat any part of the auditions process unless the head judge determines that a technical difficulty with the equipment or an unusual disturbance occurs in or outside the room which was not caused by the auditioning student.
      • The head judge will make immediate and final decisions regarding interrupted auditions.
  7. The material selected for the state level auditions shall be performed by all students who audition.
  8. Students who miss their scheduled audition time will only be allowed to audition subject to approval by the region/state audition chair.
  9. Only the chairman, judges, director of auditions (or their agents), and the students being judged will be allowed in the audition room during adjudication.
  10. No one will be allowed to enter or leave the audition room while a student is performing.
  11. Judges are not allowed to discuss a student's performance in the presence of any students.
  12. When the tryout time for any section is estimated to exceed 7 hours regions should strongly consider dividing the section into two tryout rooms.
  • When a section is divided into two rooms singers will be selected for the choir by using an equal percentage of students who audition in each room. The following formula will be used to determine the percentages;
      • Total in section taken in the region choir =
      • Total auditioning in Room 1 =
      • Total auditioning in Room 2 =
      • Total auditioning in section (add lines 2 & 3) =
      • Divide line 2 by line 4 to get the percentage to take from room 1
      • Divide line 3 by line 4 to get the percentage to take from room 2 
      • Multiply line 5 times line 1
      • Multiply line 6 times line 1
      • Singers from room 1 accepted =
      • Singers from room 2 accepted =

SECTION 3.5. - SCORING MECHANICS

1. All ArkCDA auditions should be scored using the computer program developed by the ArkCDA for this purpose.

    • In the event that computerized scoring is not available, the following procedures will be used in ranking students.
        • Using judging forms provided by the ArkCDA, each student will be assigned a raw score from 1-300 by each of the five judges.
          • Since may only be used once, decimals may be added in the Knowledge of Music category to avoid duplicate scores.
        • Judges will record each student's audition number beside the assigned raw score on the ranking sheet.
        • The tally committee shall compile each student's raw score and place them in order, according to the student's audition number.
        • Upon completion of the audition, tally committee members shall meet with the judging panel of each voice part. 
        • Each student's audition number will be called off and each judge will state his or her RANK number for that student.
        • The highest and lowest rank score, and the corresponding raw scores will then be eliminated, and the remaining three raw and rank scores will be totaled to deter mine the student's final score.
        • If three judges are used the rank and raw scores are simply totalled.
        • Ties in rank scores will be broken by comparing the raw scores of the students involved. Should further comparisons be needed to break the tie, the scores in knowledge of music, tone quality, etc., shall be considered, in the order listed on the scoring form.
        • The student with the lowest rank score in each voice part will be assigned first chair in his/her respective part.
        • Ranking of students will continue until each student has been ranked.
      • Results of the audition will be distributed to the directors by the audition chair, and shall be considered official.
        • Thereafter, any corrections which must be made shall only be made in the form of additions to the choir.
      • The official list shall show each judge's scores, as well as each student's chair, tryout number, name, and school.

    SECTION 3.6. - CHOIR SIZES AND CLINIC ALTERNATES

  1. The all state choirs shall consist of the following chairs;
      • 1-20 (each part) = Mixed Choir
      • 21-45 (Soprano & Alto) = SSAA Choir
      • 21-45 (Tenor & Bass) = TTBB Choir
  2. Region mixed choirs will be a maximum of twenty singers per part or 160 singers. except when the total number is affected by corrective measures prescribed in rule3.5.1 above.
    1. When a region has more than 750 students participate in the auditions for the junior high all region choir, the number accepted into the mixed choir may be increased from 160 singers to 180 singers.
      • The additional 20 chairs may be distributed throughout the voice parts, at the discretion of the region chair, based on the percentage of students auditioning in each room.
  3. Regions may include additional choirs such as Female and/or Male Choruses chosen from students who score higher than chair 21 in each section.
      • Students who participate in a choir other than the Mixed Choir at the region clinic are not eligible for all state tryouts.
      • Junior high all region choirs may be structured as a mixed choir as described above or as separate male and female choruses with the exact numbers in each section determined by the region directors. (Summer 2012)
  4. Openings in the mixed choir will be filled by moving students up from the male & female choruses.
    • Students in the male and female choruses will have the option to move or not.
    • When a student declines the offer to move the option will be extended to the next chair until the position is filled.
    • Alternates will be moved into the male and female choruses as slots are available.
    • Alternate placement will take place as quickly as possible in the first rehearsal.

SECTION 3.7. - ALL REGION CLINIC

ALL REGION CLINIC HOST - GENERAL DUTIES

  • 1. Secure the facility and necessary equipment for rehearsals and performance of the All Region Choirs.
  • 2. Provide accompanist(s) for the rehearsals and performance.
  • 3. Make lodging, food and travel arrangements for the clinicians.
  • 4. Compile and provide each participating school with the necessary correspondence concerning the all region clinic-concert, including maps and hotel information, and restaurant and recreational information (if requested).
  • 5. Be responsible for securing all region patches and/or certificates and for their presentation at the all region event.
  • 6. Be responsible for providing printed programs for the concert.
  • 7. Make arrangements for the final concert to be recorded


SECTION 3.8. - CONDUCT PROVISIONS

1. Each student selected for the choir will be expected to attend all rehearsals and the performance of the choir. (Summer 2012)

    • To maintain all state eligibility students must place within the region all state tryout allotment and must participate in the region clinic as a member of the mixed choir.
    • Excused absences from any part of the clinic require approval from the participating region directors.
    • Absences due to the following will automatically be excused and do not require region vote;
      • Personal Illness verified by a note from a physician
      • Death in the immediate family as verified with proper documentation
      • All other absences must be excused by a majority vote of the participating region directors.
    • Region, State or National events sanctioned by the Arkansas Activities Association are recommended for approval.
    • Invitational events are not recommended for approval.
    • The vote by the region directors will serve as the final authority

2. When an absence is excused the proper alternates will be moved up to fill the open slot, only for the region clinic. (Summer 2012)

    • Students moved from alternate status to eligible status will retain their original alternate chair for the purpose of all state tryout eligibility.
    • Students moved into the region mixed choir will be added to the alternate pool for all state eligibility.

3. The ArkCDA executive board shall assume the responsibility for a delinquent student by dismissing him or her from the choir.

    • A delinquent student is defined as one who has become a discipline problem relating to the all region/state event, or one who has failed to fulfill the attendance requirements.
    • Procedures for due process shall be the same as those stated in Article VII (Due Process) of the bylaws.

4. Directors with students participating in the all state clinic must submit the code of conduct form, with proper signatures, for each student, at the time of registration.

Regions shall consider it their duty to enforce similar rules for region events.


SECTION 3.9. - AWARDS AND PENALTIES

  1. Each student who is selected for the all state choir shall receive a certificate from the ArkCDA.
  2. Each student who participates in the all state clinic shall receive a patch from the ArkCDA.
  3. Each student who is selected to the All Region Choir shall receive a patch and/or certificate from the junior region.
  4. Using information provided by the directors, appropriate symbols will be placed beside the names of students in the official all state program, which lists the number of years a student has been selected for the All State Choir.
  5. Regions will secure similar awards for the members of their all region choirs. 
  6. An individual student found to be using illegally photocopied music at either tryouts or clinic will be disqualified from that event.