Getting Organized: Planning Your Year
William W. Gourley
Summer
Check with principal/department head:
- What is your teaching schedule?
- Who sets the teaching schedule for the building?
- Who schedules music calendar?
- Who schedules facility use?
Budget procedure:
- When is budget proposal due for the school year?
- Who administers the budget?
- What is your instructional budget?
- Music
- Association fees
- Festival fees
- Supplies
- Instrument maintenance/repair
- What is your capital outlay budget?
- Instrument replacement
- Instrument inventory expansion
- Uniform replacement
- Uniform inventory expansion
- Electronic equipment
- Tuners
- Recording equipment
- Hi Fi equipment
- PA system for fiddle groups/jazz band
- Is there a budget for textbooks?
- Technique books
- Chorale books
- CDs
- Instructional books
- Fiddle club
- Jazz ensemble
- Is there a technology budget?
- Computer software
- Band camp budget
- Instructors
- Transportation
What are your specific duties?
- Band camp – what are the logistics and budget?
- Parades
- Concerts
- Festivals
- Jazz band
- School musical
- MSBOA
- Booster meetings
- Fundraising
- Trips
- Special community functions
- County/city fairs
- Holiday events
- Athletic events
Get a copy of the curriculum and read it
What are the procedures for revision?
Get a copy of the teacher handbook and read it
Get a copy of the student handbook and read it
What is the grading system?
What is the school testing schedule for the year? (MEAP, CAT, AP, etc.)
How are school repairs handled?
Is there a private lesson program?
Get keys for all areas in which you will work
What music company(ies) does the district use?
Who is their representative?
How are companies selected?
How do you request/make purchases?
Is there a schedule for new teacher meetings?
Write your Individual Development Plan
Put your name on the voice mail system
Check physical plant:
- Instrument inventory & condition
- Uniform inventory & condition
- Music library
Introduce yourself to:
Secretary (can tell you the following) -
Purchasing
How much lead-time is needed to process applications, requests, etc.
Office supplies
How are money deposits handled from fundraisers?
Copying machines policies
School newsletter articles
Phone system operation
Get class lists and mailing labels if possible
Custodian -
How do you request facility use? (This may be handled through another office.)
Is your room used for other events throughout the year?
Preferences in cleaning your room
What security problems exist?
Athletic Director -
What events does the band perform?
Specific league rules regarding bands
How are athletic/music conflicts avoided or resolved?
Transportation Director -
How are busses and equipment van requested?
How many chaperones on the bus?
Facilities/Auditorium coordinator (if there is one) -
How is facility requested?
What are the policies for use?
Music Booster Officers -
What has their function been?
What fundraisers are there and who is in charge?
How is the collection of money handled?
Ask for volunteers to inventory instruments, uniforms and organize library
Mentor Teacher -
Set up a weekly meeting time.
Will he/she be available to observe your class?
Is it possible to visit other districts to observe successful instrumental instructors
Other Music Teachers in the Building or District -
What insights can they share regarding the program?
What is the general music schedule?
How can the music department coordinate more efficiently?
MSBOA District President -
Recommend retired directors in the area
Familiarize yourself with the rules in the MSBOA Yearbook
Private Teachers -
Create a list with phone numbers
Are they available during the day to conduct sectionals?
Music Company -
Discuss procedures
Establish recruiting and rental night for beginning band
Previous Director
Building Schedule/Calendar
- Get a school wide calendar (HS, MS, EL and community ed.)
- Has a music calendar been created?
- Send a copy of your calendar to all administrators (AD) and churches
- Be sure it is approved with the appropriate administrator
Order Supplies
Music, Reeds, Oil, Drum Sticks, Mallets, Grease, Rosin, Strings, Folders, Gloves, Plumes, Buttons, Flip Folders, Lyres, Drum Heads
Prepare Lesson/Shows
- Assemble music folders
- Write classroom procedures (be certain they conform to school policies)
- Give a copy to your principal/supervisor for approval
- Submit transportation requests for fall
- Submit/confirm building/facility request forms for the year
- Plan for musical (if applicable)
Prepare substitute teacher an in car packet
- How are absences recorded?
- Where do they find materials?
- Lesson procedur
- Seating/Attendance chart
- Fire drill instructions
- Tornado drill instructions
- Emergency procedures
- List two or three responsible students
- Phone/intercom operation
- Telephone number where you can be reached
- Some kind of nonperformance lesson that relates to your class for the non-musician substitute
- Video
Put a lesson on tape that you teach and can be presented
- Classical music in cartoonsOpera in cartoons
- Classical music in the movies
- Comparing: musical periods and styles (jazz, rock and roll, hip hop, etc.)
September
Deadlines:
- Association Memberships (MSBOA, ASTA, MENC, etc.)
- Marching Band Festival Entry
- Notate deadlines for the year on your daily calendar
Recruiting beginners (if applicable):
- Letters to all students in the fifth grade
- Posters to elementary classes
- Schedule recruiting concert
- School newsletter article
- Include beginning band information
Book band camp for next year (if applicable)
Secure chaperones for fall events
Announce auditions for local youth bands/orchestras
Plan for open house
Request professional days for music conferences
Prepare progress reports
Set up pep bands for fall (if needed)
Permission slips for marching festival (if required)
Send Band/Orchestra Newsletter:
- Music booster meetings
- Fundraising information
- Fall concert information
- Volunteers list
- Events through November
October
Organize ensembles (if applicable):
- Fall concert
- Programs
- Decorations
- Recording
- Ushers
- Send a reminder letter to parents
Prepare marking period grades
Find accompanists for Solo & Ensemble Festival
Workshops/Clinics:
- Elementary/Middle School Workshop MSBOA
- Middle Level String Clinics MSBOA
- Register for “Survival Camp” MSBOA
November
Parent Teacher Conferences
Musical
Performance (if there is a fall musical)
Spring musical begin planning
Set up pep and for basketball games
Registration for Midwestern Conference
Pass out concert uniforms & turn in marching uniforms
Familiarize yourself with the solo & ensemble festival rules
Give a copy of S&E rules to students
Send Band/Orchestra Newsletter:
- Solo & Ensemble
- Winter/December Concert
- Music booster updates
- Events through February
- Music booster meetings
- School Newsletter Article
- Concert review
- Festival article
- Beginning music classes
- Students selected to youth groups
- Band Days
- Clinics
- MSBOA Survival Camp
December
Progress reports due
Winter Concert:
- Programs
- Recording
- Decorations
- Ushers
Band & Orchestra Festival:
- Begin filling out applications
- Schedule clinicians for January and February for festival preparation
Prepare semester exam (if required)
December break:
- Secure petty cash in the school safe
- Store equipment
MSBOA Conducting Symposium
January
Familiarize yourself with Band & Orchestra Festival Rules
Double Check the required music list
Request busses and equipment truck for festivals (B&O and S&E)
Get chaperones for festivals
Permission slips for festivals (if required)
Order or borrow scores for festival
Check exam schedule
Semester grades due
Start budget for next year:
- Uniform replacement
- Instruments
- Replacement
- Maintenance
- Percussion
- Heads
- Mallets
- Music
- Textbooks (technique books, chorale books)
- Stands
- Chairs
Solo & Ensemble:
- Review rules
- Give schedules to students and accompanists
- Check students’ preparation
Send Band/Orchestra Newsletter:
- Festival information (B&O and S&E)
- Music booster information
- Spring musical information (if applicable)
- Events through April
- Check State Solo & Ensemble Date for spring break conflicts
Prepare next years music calendar
Clear with administration & AD
MSBOA Music Technology Day
MSBOA Midwest Conference
February
Give proficiency requirements and rules to students
Secure accompanists
Organize recruiting for spring (if applicable)
Announce summer music camps
Confirm next year’s calendar
Progress reports due
Pre-Festival Concert:
- Programs
- Recording
- Decorations
- Ushers
- Include next year’s calendar as a handout
Register for summer degree classes
Order end of the year awards
Hire band camp staff
State Regional Jazz Festival entry deadline
March
Order medals/plaques after festival
Registration for State Band & Orchestra Festival (if applicable)
Usually one week after district festival
Order busses and equipment truck for state festival
State Solo & Ensemble Festival
Notification of Youth Arts Soloists and Honors Ensemble
Third marking period grades
April
Budgets are probably due by nowSend Band/Orchestra Newsletter:
- Festival information
- Awards night
- Next year’s calendar
- Band camp registration
- Music booster information
- Events through end of year
Order uniforms replacements
Order new instruments
Start to select music for next fall
State Band & Orchestra Festival
May
Supply orders may be due
Spring Concert:
- Programs
- Recording
- Decorations
- Ushers
Memorial Day Parade (if applicable)
Contact band camp to confirm details
Contact band camp staff to confirm details
Set up summer activities:
- Lessons
- Camp
- Parades
Facility repair lists
Progress reports due
Prepare semester exam
Prepare graduation music
Collect concert uniforms
Collect outstanding debts
State Middle School Band & Orchestra Festival
Youth Arts Festival
June
Graduation
Instrument inventory
Uniform inventory
Return borrowed music & scores
Clean and lubricate instruments and vacuum cases