Presentation for Sam Houston State University – October 12, 2016
Entering Texas music contests can be a challenge – very deliberate choices must take place to ensure success for students, teachers, and the program. This cheat sheet is a resource for new-to-Texas and new-to-classroom teachers.
Shortcuts to Key Organizations / Software
- Texas Music Educators Association
- University Interscholastic League
- UIL Entry Websites
- UIL Results – Literature Programming
What Works For Me…
Make sure that your data is solid before you begin any of these entry processes. Double and triple check the following:
- Membership Data
- TMEA – annual membership $50
- Login with an email address
- UIL – no membership dues
- When is your Spring/Fall Meeting? Details about contest deadlines are communicated months in advance – no surprises!
- Your School Data
- What classification is your school? 2C, 3C, 4A, 6A
- What region will you compete in?
- Band – which track will your students compete in? 5A/6A
- Student Data
- Student ID
- Student Demographics
- Dual Certification
All-State audition entries are completed here; all audition processes are essentially the same. Simplified instructions:
- Login to the TMEA website.
- Divisions & Regions | Vocal | Audition Entry
- Login as Director
- Verify your School Information (Classification, Additional Directors, Campus ID)
- TAKE NOTE OF THE AUDITION HANDBOOKS!
- Click on the [View Contests] button
- Click on the appropriate contest
- Select the [Enter Students via Web] link to manually type in the information for each student
- Use the data you collect from students (here is a template) to enter each individual audition entry
- Print off the form, post on the wall, have students initial to verify
- Repeat this for at least 3 times – someone is absent, or absent minded…
- Print your Official Entry Form – make 2 copies
- Turn in the copies to your school bookkeeper to get a check cut
- Depending on your region, mail the check or deliver on the day of contest
- ELIGIBILITY. CHECK YOUR STUDENT ELIGIBILITY.
Four events throughout the school year:
- Marching (fall)
- Region Solo / Ensemble (early spring)
- Concert / Sight-Reading (spring)
- State Solo /Ensemble (Memorial Day weekend)
Deadlines – generally are 37 days prior to the event, which means the entry should be completed prior – the check must be postmarked by the deadline..
ELIGIBILITY: CHECK YOUR STUDENT ELIGIBILITY.
How do we enter? One of two UIL Entry Websites:
Each presents an advantage – one is free, the other is robust.
TexasMusicForms – free, direct connection – manual entry
- register as a new user
- click on the form you need:
- Entries are emailed to the Region Executive Secretary
- Print your Form 1A – turn in to your bookkeeper, have them send the check with a copy of this form
Charms Music Office – subscription, runs your entire program
- Create an account – use the trial (30 days) and then purchase subscription. Reduced rates for multiple years/district purchase
- Login to the site – http://www.charmsoffice.com
- Make sure that your profile data is correct (remember the info above – classification, region(s), etc)
- Click on the [Assessment] button – (?@!?)
- Click on UIL Entries (hey… what about that TMEA button?)
- Click on the appropriate form – 2, 3, 4/5, 6/7, 8
- Concert / Sight Reading Form 4
- Verify each piece on the PML (rules and preparation tangent…)
- Click on [Show Form and Submit]
- Print copies of your Form 1A
- Submit to your bookkeeper
What other technology tools should I know as a first-year teacher?
- UIL Prescribed Music List
- Complete list of each selection by instrument/ensemble
- Search techniques – partial words, composer
- Export the list – use Excel to data mine the list
- TexasMusicForms.com – Past UIL Results
- Personal UIL history – use for resume
- School UIL history – research for job vacancies
- Literature – GOLD MINE for lit selection
- Why should I buy Charms? Can’t I just use Excel?
- Student Management
- Inventory Management
- Financial Management
- by student
- by account
- booster clubs
- Eligibility – document your eligibility
When you have questions – who to contact?
- Mentor teacher – they may have made the same mistake.
- Region Chair – they have an investment in you not making the mistake in advance of the contest.
- UIL Executive Secretary – master teachers who also have an investment in you not making a mistake in advance of the contest
- If you need help – I am glad to answer questions, as well. Many people did the same for me – pay it forward! email@example.com