Region 26 UIL Updates 2018 19 UIL Music

Region 26 UIL Updates 2018 -19

UIL Music Region 26 Financial Statement 2017 -18 ITEM Balance Forward June 1, 2017 REVENUE Entry Fees Gate Receipts A-4 A Marching Gate Receipts 5 A-6 A Marching Region 26 Share of Revenue from Joint 18/26 C/SR Contests REVENUE EXPENSE TOTALS BALANCE $45, 577. 80 158, 860. 00 5, 009. 00 9, 239. 00 194. 33 Sale of 3 obsolete digital recorders @ $50 each Reimbursal for supplies Area Marching Contest (from Area D) Reimbursal for program printing for Area Marching (from Tarpley Music) Sale of plaques, medals to Region 18 (including shipping) Sale of Sight-reading Music at season end at half-price Total Revenue Previous Balance Plus Revenue EXPENSES Contest Expenses: (Judges, lodging, mileage, food, trophies, medals, recording services, flash drives, piano rental, piano tuning, golf cart/truck rental, host honorariums, signage, secretary salary, etc) Operations: (State organizational fees, Dorian Business Systems, website, storage locker, CPA services, secretary honorarium, tech services) Administrative Costs: (Office supplies and equipment, hardware, paper, toner, mileage and tolls, lodging and convention expenses, shipping) Total Expenses Checking Account Balance May 31, 2018 BUSINESS INVESTMENT ACCOUNT Balance Forward June 1, 2017 Interest Investment Account Balance May 31, 2018 AWARDS NOT DISTRIBUTED: Trophies, plaques, and medals currently in inventory as of May 31, 2018 (based on old prices) 150. 00 66. 93 $174, 660. 35 380. 00 228. 70 532. 39 $220, 238. 15 111, 518. 14 60, 601. 83 16, 980. 09 $189, 100. 06 $31, 137. 28 $10, 197. 11 $2. 20 $10, 199. 31 $4, 816. 99

New UIL Awards: UIL has now contracted with Balfour for awards. Once our current inventory from Monarch is exhausted, the medals, trophies, and plaques will change.

Trophies and Plaques

Medals

NOTE: Many, if not most, of you will still receive the previous style medals, trophies, and plaques. We still have about $4000 worth of the previous style awards in inventory. By directive from the Music Executive Committee, these will be awarded to your groups before the new Balfour items are used.

REMINDER: Remember that we should no longer refer to Concert and Sight-reading as CONTESTS!!! As of last year, it is Concert and Sight-reading EVALUATION! The rules are still the same…only the wording is changed. (This applies only to C/SR, since there is no “advancement” component to the activity. ) At this point, No Pass-No Play is still in effect…but we are hoping for a change soon (for Concert and Sightreading only)!

Group Photography: There are no plans to have group photography this year. However, if your division seriously wants to have group photographs, we can attempt to find a photographer that will do it. JOLESCH no longer does region events.

Constitution and Contest Rules (C&CR): • Be sure you access and bookmark the online version of the new 2018 -19 C & CR!

Section 1112(a)(1) The following previously was only required for high school. It was “recommended” for middle school. Now, this is required for all events: In all organization event contests and evaluations (concert, sightreading, and marching): • One judge shall be selected from the recommended list of approved judges • A second judge shall be selected from the recommended or provisional list of approved judges • A third judge may be selected from the recommended or provisional list of approved judges or from other sources approved by the State Director of Music.

Section 1105(i) and 1107(a) State Mariachi Festival (and 1 A State marching) are now fully sanctioned UIL events, and are no longer a “pilot. ”

1102(f and g) New Rules Pertaining to Region Governance • Required online training for Music Executive Committee Members: o Attorney General’s Open Meetings Act Training o UIL Music Committee Training (Developed by UIL) • Three meetings per year (as opposed to one) • New standardized system for online financial reporting to state • Annual financial audit • Maximum fund balance that can be retained is 25% of the average of the past two years’ operating expenses, or $50, 000 - whichever is the least. • Any checks for more than $5000 will need a second signature from a Music Executive Committee member.

Region 26 Music Executive Committee: • Daniel Presley, Sr. Chief of Schools and Innovation, Round Rock ISD – Chair • Roger Dees, Superintendent, Giddings ISD – Vice-Chair • • • Fred Brent, Superintendent, Georgetown ISD Jodi Duron, Superintendent, Elgin ISD Celina Estrada Thomas, Superintendent, Hutto ISD Tommy Hooker, Superintendent, Thrall ISD Manuel Gamez, Director of Fine Arts, Pflugerville ISD Each of these administrators serve three-year terms on the committee, and they can serve multiple terms. When you see these people, THANK THEM for serving!!!

Eight-Hour Rule Update: C&CR Section 1105(e): MARCHING BAND REHEARSALS • Effective the fourth Monday in August (Aug. 27), a marching band its auxiliary components are limited to a maximum of eight hours of rehearsal outside of the academic school day per calendar week. * • EXCEPTION: For schools that begin instruction prior to the fourth Monday in August, the limit of eight hours of rehearsal outside of the academic school day per calendar week* shall begin on the Tuesday immediately following Labor Day. (During this time, these schools can rehearse as much on weekends as the local district allows. ) • Schools under this exception shall be limited to eight hours of rehearsal outside of the academic day per school week* until the Tuesday immediately following Labor Day. o *Calendar week is defined as 12: 01 a. m. Sunday through midnight on Saturday. o *School week is defined as 12: 01 a. m. on the first instructional day of a calendar week through the close of instruction on the last instructional day of the calendar week, excluding holidays.

1105(h), 1106(a), and 1107(a) • Even Years: 2 A, 4 A, 6 A Bands advance to Area and State • Odd Years: 1 A, 3 A, 5 A Bands advance to Area and State

Eight-Hour Rule Update: • The Parent/Student Acknowledgement Form must be kept by the school and signed annually by the parent/guardian of each school. • It may be maintained electronically by the school. • The form may be found at www. uiltexas. org/music/marching-band. • This form has been updated, so use ONLY the one found on the state website!

Items Needed for Marching Contest Entry DOWNLOAD FROM WEBSITE: • Marching Band Statement of Compliance (Due with initial entry and check for entry fee! Use only the form found on the website. ) • Parent/Student Marching Band Acknowledgement Form (Kept on file at your campus) • Announcer’s Script (Use the NEW “fillable” version that is downloadable from the website! Due at the time of Entry!) • Statement of Intent NO LONGER NEEDED! You simply click on your intent to go to AREA with your online entry on Texas. Music. Forms. com or Charms. GENERATE FROM TEXASMUSICFORMS. COM OR CHARMS: • Form 1 (Due as soon as grades are in, but BEFORE the day of the contest!) • Invoice Form 1 A to accompany the check for fees (Due on or before the “SOFT ENTRY” deadline!)

Review of Timing Procedures: Five minute clock: • The full five minutes will lapse. Don’t ask to start early! • The announcement will start at 0: 45. • The announcement that starts with “Drum Majors, you may…” will be read NO LATER than 0: 20 on the clock. • A few seconds before the 5: 00 clock runs down, the timing is done by stopwatch while the scoreboard clock is reset to 8: 00. These last few seconds may not be visible to the public on the scoreboard. Judging will start at 7: 59 on the clock. • Bands have two minutes to clear the field after the show ends. • NOTE: According to rule, the scoreboard clock is NOT the official time for the contest.

NEW for Area Finals • If ten bands are in finals, the draw will be done separately with the “top 5” and “bottom 5. ” • If seven bands are in finals, the draw will be done separately with “top 3” and “bottom 4. ” • Finals result will be announced in reverse order. § “In 10 th place…, ” “In 9 th place…”, etc. § “In 4 th place and advancing to the state marching band championships…etc. ” • A “full retreat” may now be held after Finals, using the same format as is done at the State contest. (This is optional at the discretion of Area leadership. )

Online Safety and Compliance Training UIL Online Safety and Compliance Training for Marching Band Directors and all marching band “teaching personnel” must be completed immediately. Depending on your district’s interpretation of “teaching personnel, ” this can include guard and percussion instructors, field techs, etc. , This is not a UIL Rule! It is state law, per SB 82! The training is linked on the state UIL website http: //www. uiltexas. org/music/marching-band. You are required to download the Certificate of Completion and file it with your administration prior to the beginning of summer rehearsals.

Marching Band Videos Schools wishing to make a video of your performance MUST complete the Educational Use Agreement at www. uiltexas. org/music/marching-band. UIL will permit any school completing this agreement to create an educational use video using a videographer of your choice. (West Side Recording Studio has agreed to do this again if they have enough “takers, ” but you will deal directly with them if you want to use them. ) This is the same policy that we used last year, and the same options/arrangements may be made…just not through Region 26 UIL.

Other marching contest reminders… • Electronics: Review all the information in the C&CR on electronics. • Weather Plan: § Schools, Regions, and Areas are directed to have a weather plan for marching contest, especially in the case of very severe storms. § For the contest in Round Rock, there is only one option for shelter: your busses. § The ATSSB schools performing in Giddings will receive your shelter plan from Brian Stewart prior to contest. § Lightning meters MUST be available…and utilized…at both locations. § Local stadium policy will determine the ground rules for weather delays, etc. • The alternate date for weather postponement in Giddings is Tuesday, October 23. • The alternate date in Round Rock is Wednesday, October 24.

Marching Band Pre-Participation Physicals • It is likely that some type of physical exam will be required for all marching band members starting in 2019. We don’t yet know what this looks like, but UIL is working to ensure that it is not cost-prohibitive or comprises an “unfunded mandate. ” • A significant percentage of the school districts in Texas already require some type of pre-participation physical exam.

“Non-C&CR” Updates for 2018 -19

Dorian Business Systems (Texas. Music. Forms. com and Charms) • Many directors have had multiple profiles with multiple user names and passwords, which has caused problems when you attempt to enter a contest. Because this has been a state-wide problem, Dorian has deleted ALL of your profiles on Texas. Music. Forms. com. And MANY of you that use Charms have also been expunged from the system! • Charms users will need to update your head director’s profile to make sure the information is correct. Some of you may have to reselect your organization (band, choir, orchestra). When the head director updates your profile, the information is copied into their Texas Music Forms profile. • If you find that your profile is still correct on Charms, do NOT create another profile on Texas. Music. Forms. com! • Please register ONLY ONCE, unless you are registering for two different divisions or two different campuses.

Dorian Business Systems (Texas. Music. Forms. com and Charms) • NOTE: The person who does the registering under his/her own profile will show up as the primary conductor of the ensemble. Therefore, do your OWN entries though your own login! Don’t have a colleague do it! • Only ONE login/password only per director per level/strand! • The State Office is aware of issues that many of you have been experiencing with Charms, and will be working on this. UIL is aware that other companies are seeking your business, but do not yet have access to UIL. • If your school needs for Dorian to become a state vendor, you need to make this request directly to Dorian.

TMAA Adjudication Rubrics • The REVISED rubrics for all events are available for download from the UIL website. ONLY use the ones found on the website, since many have been updated. • These can actually be shared with your students and utilized effectively in your preparations. They will be sent to judges for their study PRIOR to the event, and provided again for them to have at their desks while judging. • NOTE: TMAA is now mandating that the rubrics be attached to your judging sheets after your performance. FYI: Judges sometimes use the rubrics most when they are “undecided” about your ratings.

Public Domain Music, Electronic Music Downloads, and Permanently Out of Print Music UIL requires that all music scores given to judges be copyright-compliant. Proper documentation MUST be attached. Scores that are POP should have a letter from the publisher or music distributer stating this, and “express permission to copy” must be included.

NEW: Sight-reading Room Procedures The Sight-reading Room, for all divisions, is open to spectators. (There will be no longer be restrictions on other directors coming into the room. ) Directors of the performing ensemble may NOT request that the public be prevented from watching and listening. Of course the restrictions on audio or video recordings still are in place.

Prescribed Music List (PML) Updates • The NEW PML will be released by September 1. New selections are currently being added. • The only OFFICIAL PML is found at www. uiltexas. org/music. • Other platforms (Texas. Music. Forms, Charms, etc. ) are unofficial and may contain inconsistencies with the actual PML. • Directors wishing to offer input about the PML, such as assignments to classifications, additions, deletions, etc. may do so through an email portal on the website.

Prescribed Music List (PML) Updates REMINDERS: • For vocal solos, there is no longer a separate code for Treble Solo (107) or Tenor/Bass Solo (109). • All vocal solos are now Vocal Solo (108) • This will be reflected in your online entry systems. NOTE: Vocal solos must be performed in the range and voice that is indicated on the score! They may be in any key, and any “unabridged” edition may be used. (UIL defines “unabridged” as the “same degree of content and the same degree of difficulty” as the song in the PML. )

TEA Testing Calendar Starting in 2019 -2020, in addition to the PAPER test dates, TEA will have online testing “windows” available to school districts. UIL is in the process of determining whether we can hold events during the online test dates.

Ad Hoc Committees for Revision of Procedures for Sight-Reading and Marching Contests • TMAA has formed two separate ad hoc committees to consider: § Current UIL sight-reading process in all divisions. The goal is to consider ways to simplify the sight-reading procedures to make the process more resemble how a group would sight-read a piece of music in a normal classroom setting. § Possible revisions to the Area/State marching band adjudication sheets. The goal is to develop an evaluation vehicle that is as progressive as the current trends in marching band performance while acknowledging the diversity of the marching styles across the state. • Any proposals submitted by these committees would have to be approved by the TMAA Executive Committee, the Music Advisory Committee, and the regions throughout the state before any changes would be implemented.

Middle School Classifications Middle School classifications could change on any given year. We have to rely on you as directors to notify us of classification changes. The procedure is as follows: Ø Check with your school administration, sometime during the month of October, and get your “snapshot date” enrollment. Remember that only the enrollment in grades 7 & 8 (NOT grade 6) are to be included in this figure. Class C Middle School: 0 -249 Class CC Middle School: 250 -649 Class CCC Middle School: 650 or more Ø If your enrollment indicates that you will be having a classification change, please contact Jim as soon as possible. (No later than November 1, 2019. ) Ø Have your principal submit, on school letterhead, the change in your enrollment indicating a change in classification. This letter must be signed by your principal. Ø School classifications WILL NOT be changed after the deadline for entering your contest.

Entry Fees: • Slight increase in entry fees for 5 A/6 A Varsity Bands and HS Orchestras • Decrease in recording costs for UIL Concert for most divisions • State fees and recording costs automatically computed and included in your Invoice Form 1 A • Late Fees AUTOMATICALLY computed and appear on Invoice Form 1 A if online entry is done after the published “soft” deadline.

Late Fee Payment Policy REMINDER! • Texas. Music. Forms. com and Charms online entries show a “soft deadline date” and a “hard deadline date. ” If your entry is done and fees and paperwork are POSTMARKED OR RECEIVED by that soft deadline, there is no late fee. • If you miss the “soft” deadline, but make the “hard” deadline, your Invoice Form 1 A will automatically compute the late fee! • If you miss the “hard” deadline, the system will block you out and prevent you from entering at all. • The deadline posted on the website is the “soft” deadline.

Late Fee Payment Policy If an entry fee check is not postmarked by the “soft” entry deadline, the following late charges will apply: Ø Solo and Ensemble Contests: • $25 per event added after the entry deadline • Changing a title within seven days of the contest is considered a late event. Ø Marching Contest or Concert & Sight-reading Evaluations: • $50 performing organization after the entry deadline • Changing a title within seven days of the contest is considered a late event. Ø All forms (Invoice and all marching band forms should be sent in the same envelope with the check!) Ø Late entries are subject to possible reprimand by the Executive Committee

Items Needed for Entry to be Complete: • Online Entry • Entry Fee CHECK • Invoice Form 1 A submitted WITH the check! • Form 1 signed by principal or superintendent (This can be delayed based on grading period, but should be submitted BEFORE the day of the contest!) ADDITIONAL ITEMS Needed for Marching Entries to be Considered Complete: • Statement of Compliance • PA Announcer Script (Use the fillable version downloadable from the region or state website. ) • Letter of Intent for Area no longer needed. This is done electronically at the point of online entry.

For ALL Organizational Events: NEW: Submit a SEPARATE Form 1, signed by Principal or Superintendent, for EACH individual performing group!) We can no longer accept a single Form 1 for multiple bands, choirs, or orchestras.

Educate Your Business Office! PLEASE work with your business office to ensure that a single check does NOT include payment for different events! In other words, don’t send a check that includes payment for one group for Solo and Ensemble and another group for Concert and Sight-reading, or etc. (These checks will be returned and late fees can apply. ) And don’t mix different types of ensembles (e. g. band choir) in one check! If this happens, we will simply return the check to your business office, and late fees can apply. HOWEVER: It is TOTALLY OKAY to have one check pay for multiple groups from multiple campuses for the same event. . . IF the Form 1 As are attached and the campus names and groups are on the check stub!

UIL Entry Procedures! See the instructions on the “pull downs” on the Region UIL website at: www. uilmusicregion 26. com!

Professional Acknowledgement Form • Every director that is new to your district must download and complete the “Professional Acknowledgement Form” from the state or region website. • This form is your official acknowledgement that you will read and abide by the Constitution and Contest Rules. • It is to signed, notarized, and filed in your superintendent’s office, and is only needed one time during your tenure in a given district.

• For divisions that “draw, ” please DRAW FOR PERFORMANCE ORDER at the conclusion of your breakout sessions TODAY. • If you have an EARLY option or LATE option event (Choir and MS Band), please commit TODAY to which event your various bands or choirs will enter! • Chairs, please keep the drawing results and performance order in a safe place, and email it to Jim and to the appropriate contest host.

Have a fantastic year!