Performance Auditions Chair -- Description of Duties:

Because of the complexity of the responsibilities of this office, it has become very difficult to get someone to accept the position. Consequently, we are looking at possibly redefining the responsibilities. Here is a summary of the specific tasks associated with this important committee:

A. The Application Process

1. Receive Applications and Adjudication Forms from teachers (Beth Cormier)
2. Review repertoire and inform teachers who need to adjust repertoire
3. Create Master Schedule (including teacher’s name and space for Rating). Mail teachers the schedule for their students (Barbara Hildebrand)
4. Type Schedule for Judges (no names) (Barbara Hildebrand)
5. Type Schedule for the Doors (5 copies with student names)
6. Prepare folders for judges

B. Coordination of Judges

1. Secure Judges and Monitors and e-mail letters to them (Dan Landes)
2. Secure Facility, Rooms, Studios (Dan Landes)
3. Pick up keys
4. Arrange for exact number of lunches to be brought in by hospitality chair (and keep a record of “who ordered what”)
5. Email all judges and monitors 1 week before to remind them. (We don’t want any surprises!) (Dan Landes)

C. Communication

1. Prepare Door Signs and Room Assignment Signs
2. Prepare letter to Teachers (email)
3. Prepare letter to teachers of Superior Winners
4. Prepare Certificates (Barbara Hildebrand)
5. Prepare Registration Desk Folder

D. Record Keeping (Karen Hedges: 758-9033 khedges04 at com cast dot net)

1. Record Ratings on Audition Day (Karen Hedges)
2. Send all appropriate forms to State Auditions Committe (Karen Hedges)
3. Arrange for THANK YOU notes to judges to be given with the check on audition day (Karen Hedges)

In redefining the resonsibilities for the Chair of this committee, here is a list of possible NEW responsibilities for the CHAIR:

1. Secure committee members who will be responsibile for each of the four areas outlined above

2. Be responsible for securing a date for the auditions. This involves:

a. work with the scheduling person at the Blair School of Music

b. scheduling a date depends on TWO KEY FACTORS: (1) scheduled dates for Blair's entrance auditions, (2) the date of Easter. Obviously, NAMTA performance auditions cannot take place on the same weekend as Blair's entrance auditions OR on EASTER weekend.

c. the optimum dates are: (1) the last Saturday in March, or (2) the 1st Saturday in April

d. a date must be scheduled by July 15 in order for the NAMTA directory to be printed and distributed. The directory contains the application form for the auditions and it must contain the actual date and location of the performance auditions. COMMUNICATE the date to the NAMTA Directory Chair ASAP.

e. the exact number of rooms/studions which need to be reserved are: ??

3. Call an initial committee meeting before the NAMTA board meeting in AUGUST.

4. Make a report to the NAMTA board at the August meeting.

5. Communicate REGULARLY with committee members to ensure that their TASKS are being performed in a timely manner.

6. Supervise the Performance Auditions.

7. Give a report to NAMTA at the April meeting.

Here is a list of the OLD responsibilites as listed in the NAMTA Executive Board Handbook:

1. Have Co-chair.

2. Submit monthly articles to NAMTA NEWS.

3. Obtain site(s) and judges for the auditions,

4. Receive applications and check for repertoire.

5. With the assistance of the Co-Chair (see below), prepare a Master List.

6, Make a schedule.

7. Assist Theory Chair at Theory Day.

8. Send teacher packet that includes times of performance for students.

9. Prepare an adjudication sheet for each student. This may be delegated to a NAMTA member.

10. Obtain monitors and others to help on Auditions Day.

11. Prepare certificates. This may be delegated to NAMTA members,

12. Ask the Hospitality Chair to help with lunch and light refreshments during the actual Auditions Day.

13. Record ratings on certificates and adjudication sheets.

14. Give Honors Recitals cards to Recital Chair.

15. Prepare a packet for each teacher with their students' adjudication sheets.

16. In consultation with the Treasure, pay the judges. Also, prepare and include thank you notes.

17. Send thank you notes to members who assisted on Auditions Day as well as people in charge of the site, for example, Dean Mark Wait.

18. Send auditions reports to the TMTA auditions chairs by May 1.

19. Represent NAMTA at TMTA Auditions breakfast at the state conventions in June.

20. Submit information to NAMTA handbook editor concerning the Performance Auditions.

Performance Auditions Co-Chair

1. Assist the Performance Chair and Theory Chair in creating a Master List of students.

2. Be responsible for:

a. High school students

b. Review repertoire

c. Develop a schedule for the Auditions day

d. Assist the Chair with mailing schedules to teachers

e. Prepare adjudication sheets (must be typed)

f. Monitor the auditions, especially if in a different location from the Blair School of Music

g. Help the Chair finish the day with individual teachers' folders and general clean up.