WEST VIRGINIA UNIVERSITY
COLLEGE OF CREATIVE ARTS
DIVISION OF MUSIC
POLICIES AND PROCEDURES FOR DIVISION OF
MUSIC ENSEMBLE DIRECTORS
Definitions
On-Campus Curricular Concerts: Concerts that are part of the normal curricular requirements for ensembles (usually two per semester) and normally occur at the Creative Arts Center.
On-Campus Non-Curricular Concerts: Concerts that go beyond the normal curricular requirements for ensembles and are held on campus (e.g. service concerts requested by the Dean or University President).
Off-Campus Concerts: Concerts that go beyond the normal curricular requirements for ensembles and are held off-campus (e.g. tours, performances at other institutions, WVU Days, performances at conferences).
Policies
1. On-Campus Curricular Concerts by Division of Music ensembles are normally scheduled in January for the subsequent academic year.
2. All On-Campus Curricular Concerts must be scheduled through Division of Music Ensemble Planning Committee Chair Kathleen Shannon, who will then confirm the dates/times of concerts with the CAC Operations Office. Once the Operations Office approves concert dates/times, the concerts will be listed on the CCA Master Calendar. Notification of the concerts will be sent on event forms to those in charge of publicity, programs, recording, piano tuning/maintenance, and to operations staff and ensemble directors.
3. Ensemble directors must report the dates/times of all On-Campus Non-Curricular Concerts and Off-Campus Concerts to Kathy Shannon as soon as such events are scheduled, but no later than two weeks prior to the beginning of the semester in which such events occur. If it is impossible to report the dates/times of some concerts at the beginning of the semester (e.g. a concert requested by the Dean for a ceremony that occurs in three weeks), ensemble directors should inform Kathy Shannon of these events as soon as is practicable. That information will then be supplied to the CAC Operations Office for dissemination via event forms to those in charge of publicity, programs, recording, piano tuning/maintenance, and to the CAC operations staff for informational purposes only (see paragraph 1 of Funding Policies below).
4. Except for the annual holiday choral concert, ensemble concerts may not occur during Dead Week. The only exception is in the rare instance that no other date can be found for an On-Campus Curricular Concert. Ensemble concerts may not occur during Finals Week under any circumstances.
5. When it is absolutely necessary for students to miss class for a rehearsal, tour, or performance, the ensemble director must write and distribute a memo, under the Division chair’s signature, indicating the time(s) and date(s) of the absences and listing the affected students. (Attached is an example of such a memo.) The memo must have the chair’s signature and must be distributed at least three weeks prior to the absence. It must contain the following statement: “If it is your policy, please excuse the following students from classes that meet at this time with the understanding that any missed work will be made up.” (See attached example.)
6. Please refer to the WVU-College of Creative Arts-Rescheduling of Major Events Policy (www.wvu.edu/~ccarts/cac_pages/rescheduling_events.html) for procedures to use when it becomes necessary to reschedule an On-Campus Curricular or Non-Curricular Concerts.
Funding Policies
1. Due to budget constraints, the Division of Music does not have funding to support costs associated with On-Campus Non-Curricular Concerts or Off-Campus Concerts.
2. Budgets for On-Campus Curricular Concerts that have costs that cannot be covered by individual ensemble accounts (Choral Foundation Account, Wind Symphony state account, Percussion Ensemble state account, etc.) must be approved by the Division chair no later than the first week of class of the semester in which the concert is scheduled. (Example: If money must be drawn from the Division of Music Production Account to cover any portion of the expenses of a concert, the budget for this concert must be approved by the chair.) Guest artists, equipment, and other items relating to such concerts may not be secured until the chair has fully approved the budget. If the budget for such a concert is not approved by the chair, the Division is not responsible for paying for any portion of the concert expense.
Budgets for On-Campus Curricular Concerts that can be covered entirely by individual ensemble accounts do not require the chair’s approval.
3. The chair must personally sign procurement forms for all purchases, rental fees, guest artists fees, and other costs associated with On-Campus Curricular Concerts.
4. The Division will fund concert recordings and videotapes produced by WVU Sound Productions. However, recordings and videotapes produced by outside entities must be funded entirely by the ensemble. When outside vendors are hired for this purpose, the CAC Operations Office must be contacted. They will work with the vendors to ensure that their technical needs are met in accordance with any other applicable CAC policy or guideline
5. Revenues from ticketed On-Campus Curricular Concerts will be split as follows: 50% to the Music Production Account, 50% to the ensemble’s state account. The costs of advertising and other expenses associated with the concert will be deducted from the gross ticket sales prior to splitting the revenue.
