Life of A Music Educator Anthology

Life of a Music Educator
Anthology of Responsibilities
&
Month-by-Month Year Plan
Chlo Plamondon
Northern State University, MME
MUS 766: School Music Administration
January 27th, 2016
Prepared for: Dr. Boyd Perkins
PART A: Anthology of Responsibilities

I. Concert Band & Jazz Band
A. Administration
1. Scheduling teacher timetables
2. Teaching assignments
3. Prepare forms: Rental, Curriculum, Year Plan/Dates
4. Physically set up the classroom
5. Decorate the Band Room to create a welcoming and safe learning
environment
B. Program Philosophy
1. Discuss with colleagues
2. Make decisions in align with philosophy
C. Communication with Students & Parents
1. Maples Band App*
2. Informative Letters home to parents with return slips
3. Mass emails through CIMS
4. Remind 101 (website and phone application)
5. Text messaging and email
6. Maples Band Program Website*
7. Monthly Band Program Newsletter emailed and mailed to all band
families*
D. Enrichment for Leaders
1. Have open conversations with class leaders.
2. Provide opportunity to learn new instrument
3. Co-Ordinate teaching opportunities
4. Co-Ordinate chamber music and small ensemble opportunity
5. Discuss private lessons and personal practice time
E. Workshops
1. Research and seek out qualified and exceptional teachers
2. Decide how many workshops/masterclasses to have in a year based on:
a. Need
b. Budget
c. Scheduling
3. Contact said teacher(s) and co-ordinate dates and times
4. Correspond with teacher(s) about repertoire and goals
5. Buy a gift/thank-you card and/or request honourarium
F. Jazz Band Placements
1. Choose audition material
2. Photocopy and hand out audition material
3. Post a sign-up for audition times
4. Listen to auditions
5. Discuss auditions and create 3 Jazz Bands
G. Wind Ensemble
1. Choose an ensemble of students
2. Choose and study repertoire
3. Create a schedule for rehearsals and sectionals
4. Design a year plan: Performance and traveling
H. Lesson Planning
1. At the end of each class, jot down goals/needs for the next class in lesson
planning book.
2.
3.
During prep time create lessons for next days classes including: Warm-Up,
Scales, Rhythm Studies, Theory, Sight-Reading & Repertoire.
Relate the fundamentals to the following set of repertoire planned
I. Curriculum Planning
1. Reflect on what each band accomplished the previous year
2. Make new music goals for the following year
3. Plan for different
J. Repertoire
1. Research new & old repertoire
2. Attend summer reading sessions
3. Study repertoire according to level of band and skill of students
4. Choose appropriate repertoire for all bands/jazz bands (and audiences!)
5. Purchase and/or borrow all repertoire
6. Score Study (ongoing)
7. Photocopy parts for all students in the band
8. Make adjustments to parts based on student ability
K. Sectionals & Private Lessons
1. Create a schedule for lessons
2. Communicate with students in sections for sectionals
3. Post lists of private lessons and sectionals in the classroom, online and
place reminders through social media.
L. Formative Assessment
1. Ongoing in class continuous observation and feedback
2. In private sessions & sectionals
M. Summative Assessment
1. Prepare written theory tests
2. Assign video tests, watch, give feedback, and grade tests
3. Report Cards 4 times per year
4. Band exams once a year post sign up sheet and spend 1 on 1 times with
students
N. Full Band Rehearsals
1. Find out which teachers students during opposite band classes
2. Pick 2-3 dates to pull students from class
3. Correspond with above teachers to ensure students can miss their class
4. Bring extra music stands and chairs into the band room from storage
5. Make Full Band Seating plan and post for students
O. Band Camp
1. Book Camp Cedarwood (venue)
2. Charter Greyhound busses
3. Give students an information letter
4. Collect money from all students
5. Give Fundraising opportunities to raise the funds for camp
6. Inform school staff of dates students will be away
7. Update, Hand out and Collect Health and Conduct Forms
8. Find out if students have any food requests/allergies
9. Ask for staff volunteers to come on the trip as chaperones
10. Book a sub for classes, and provide substitute plans
11. Book your own absence in employee connect and on Aesop system
12. Book Clinicians and provide all information about their time spent with
students
13. Request cheques for clinicians
14. Organize where and when each sectional will take place
15.
16.
17.
18.
19.
20.
Plan icebreaker type games for kids to get to know each other
Plan arts and crafts for free time in case of bad weather
Bring DrumLine to show at night time
Update Journals, Photocopy and hand out to students.
Make a list of percussion gear needed for the trip
Pack percussion gear, music stands, tuners, metronome, original parts,
extra reeds, valve oil, slide cream, mouthpieces and ligatures
21. Communicate with camp staff about any needs (ie microphone and
keyboard in the practice room, use of DVD player for movie, campfire with
smores, hayrides)
22. Make an itinerary, photocopy and hand to students.
23. Plan the Hayride/Campfire rotation
P. Grade 10 Urban Band Retreat
1. Book a venue
2. Plan Itinerary
3. Book buses and the truck for moving equipment
4. Book clinicians for full band and Sectionals
5. Have a student design shirts, collect shirt sizes & colours
6. Order shirts & pay for shirts
7. Book bowling and pizza/pop party for evening
8. Make a list of percussion gear needed for the day
9. Pack percussion gear, music stands, tuners, metronome, original parts,
10. Request cheques for clinicians
11. Book a sub, enter absences and make a sub plan
Q. Winter and Spring Concert Band and Jazz Band Concerts
1. Plan Dates
2. Book the performing space at school
3. Book divisional lights
4. Correspond with Theatre Tech for sound and lighting
5. Correspond with Channel 7Oaks to stream the concert online
6. Correspond with the custodial staff about set-up and tear down
7. Make a program, copy programs
8. Correspond the date and details appropriately to parents, staff, and the
community
9. Move equipment onto the stage during the day
R. Remembrance Day Ceremony
1. Choose repertoire
2. Send repertoire selections to Remembrance Day ceremony coordinator
3. Set up the stage in the morning with students
4. Excuse students from class for the entire morning
S. Solo and Ensemble Festival
1. Organize a collection of solo and ensemble repertoire for students to
choose from.
2. Create a schedule for coaching students on their repertoire
3. Allow for time during class to prepare
4. Register and pay each group performing at the festival
5. Purchase copies of music being performed for adjudicators
6. Book a bus & truck to and from the festival
T. Brandon
1.
2.
3.
Jazz Festival
Register groups
Send home and post trip information online
Collect Funds from each student for the trip
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
U. Optimist
1.
2.
3.
4.
5.
6.
7.
Provide fundraising opportunities

Contact Dave @ Fehr-Way tours to book hotels and buses
Buy concert tickets the second they go on sale
Book the Grade 12 Dinner
Contact the movie theatre and buy tickets for Grade 9 11 students on
the trip.
Excuse students from their classes
Ask 4 8 non-music staff volunteers to chaperone the trip
Book a substitute teacher, enter absence, make sub plans
Purchase 3 copies of each score for adjudicators
Schedule time and prepay for pictures
Update student journal project, photocopy and hand out
Create trip itinerary, copy and distribute
Update health and conduct form, copy, distribute and collect from all
students traveling
Pack rhythm section gear, music stands, tuners, metronome, original
parts, extra reeds, valve oil, slide cream, mouthpieces and ligatures
Band Festival & Level 1 Band Festival
Register bands at the appropriate level
Book buses and equipment truck for appropriate times
Create a listening and reflection assignment
Book a sub, enter absence and create sub plans
Pack percussion gear, tuners, metronome, original parts, extra reeds,
valve oil, slide cream, mouthpieces and ligatures
Perform, clinic, listen to other groups.
V. Banff Rocky Mountain Music Festival

1. Send in festival audition MP3
2. When/if accepted to perform, register groups
3. Send home and post trip information online
4. Collect Funds in 3 4 separate deposits from each student for the trip
5. Provide many different fundraising opportunities
6. Contact Dave @ Fehr-Way tours to book hotels, buses, park passes and
organize concerts and extra activities
7. Ask 4 8 non-music staff members to chaperone the trip
8. Host a parent information meeting night (usually around PT interviews)
9. Excuse students from their classes
10. Book a substitute teacher, enter absence, make sub plans
11. Purchase 3 copies of each score for adjudicators
12. Schedule time and prepay for pictures
13. Update student journal project, photocopy and hand out
14. Create trip itinerary, copy and distribute
15. Update health and conduct form, copy, distribute and collect from all
students traveling
16. Pack percussion equipment and rhythm section gear, tuners, metronome,
original parts, extra reeds, valve oil, slide cream, mouthpieces and
ligatures
W. Honour
1.
2.
3.
4.
5.
6.
7.
8.
Bands
Bring to students attention when audition material is posted.
Teach scales to whole class and go over etudes
Private lessons outside of schedule for students who choose to audition
Record students with the Zoom
Upload files to Computer
Submit recordings online
Provide music to successful students
Console unsuccessful students
9. Drive students to rehearsals and concert if necessary

10. Volunteer @ rehearsals and concert
11. Attend final concert
X. Grade 12 School Tour
1. Choose an appropriate date
2. Talk to teachers from schools in small towns in Manitoba to see if they
would be interested in hosting a concert at their school.
3. Plan to play a piece of music together with their band!
4. Excuse students from their classes
5. Ask staff members to chaperone the trip
6. Book a substitute teacher, enter absence, create a sub plan
7. Book a Charter Bus with storage underneath
8. Plan an itinerary for the trip with special note of travel and set-up time
between shows
9. Pack percussion equipment, tuners, metronome, original parts, extra
reeds, valve oil, slide cream, mouthpieces and ligatures
10. Make lunch reservations or organize to have pizza or sandwiches at a
school.
11. Book a fun activity for the end of the tour.
Y. Jazz Blast
1. Call the forks to see what dates are available in June for an outdoor
performance under the canopy
2. Confirm that one of the forks available dates works in the school calendar
3. Book buses and the equipment truck
4. Request that 200 divisional chairs be put on the truck to set up at the
forks
5. Request a cheque to pay for the performing space
6. Pack up all of the equipment in the Jazz Band room onto a truck
7. Set up the Jazz Band room under the canopy at the forks
8. Play a concert!
9. Tear it all down
Z. Graduation Ceremony
1. Choose 1 hour of repertoire to be played before the ceremony.
2. Prepare Oh Canada and the Fanfare and Processional
3. Rehearse repertoire will all grade 9 11 band students throughout the
month of June
4. Confirm # of students who will be playing in the grad band
5. Call the concert hall and request the appropriate amount of music stands,
chairs and a podium
6. Book a bus and equipment truck
7. Set up in the afternoon
8. Tear down band set-up immediately after our performance
II. Community Outreach
1. Community Band
a. Advertise
i. Write letter to band directors
ii. Present information to band directors at September PD
iii. Create posters, print off for all schools
iv. Write letter to students/parents
v. Request a day off to drive around the community to every school
in the division to invite students to participate in the band
b. Choose a variety of great music in a large range of levels!
c. Photocopy music, create folders before first rehearsal
d. Correspond with other directors/teachers involved about roles in the
community band planning/administration
e.
f.
g.
h.
i.
Apply to perform at Community Band Festival

Pick a date for Community Outreach concert
Correspond with band directors in the division to arrange playing at their
concerts.
Book rehearsal space
Plan Concerts (see above concert planning duties!)
2.
Solo and Ensemble Festival

a. Advertise the date/time/location of festival on MBA Website
b. Secure all adjudicators
c. Arrange to have music stands delivered to the church
d. Choose 4 student volunteers to come to the festival for the day
e. Create schedule of performances
f. Arrange for Coffee/Tea for adjudicators
g. Arrange for lunch delivery
h. Set up the venue, and tear down at the end of the day
i. Cover adjudicating to give adjudicators breaks throughout the day
3.
Arts in the Park Technical/Volunteer Coordination

(7Oaks School Division Arts Festival)
a. Collect technical needs sheets from all performing groups
b. Make a list of all gear needed on 7 different stages
c. Arrange getting gear from different high schools in the division
d. Organize student volunteer schedules for the four day festival
e. Set up all of the stages with necessary gear and equipment
f. Monitor stages and make changes as necessary according the schedule
g. Monitor student volunteers throughout the day
4.
School
a.
b.
c.
5.
Winnipeg Jazz Orchestra Big Band Workshop Weekend

a. Arrange for student volunteers give them jobs
b. Set up 5 6 spaces for jazz band rehearsals with equipment from L&M
c. Arrange lunch and coffee for clinicians
d. Make a schedule for the day with band rotating out of sectionals, improv,
and full band rehearsals
e. Set up performance space for evening concert.
6.
Summer Band Camp

a. Teach flutes for 5 days!
b. Plan a 1 hour lesson for music interest day
Musical
Choose musical with team of music/theater directors
Choose students to be in the band
Set up rehearsal schedule for the:
i. Band only
ii. Band and singers
iii. Full cast
d. Spend many hours rehearsing & then performing
e. Give students pizza and other thanks for the hours of work they dedicate
to the project
III. Miscellaneous Duties

A. Teacher Advisor Class
1. Plan 60 minute lessons once a week
2. Refer to the curriculum and black line masters for lesson ideas
3. Register TA Students for classes
4. Do credit checks for all TA students to ensure they are on track for
graduation
5.
6.
7.
Distribute report cards, picture day information, letters home to all

students
Relay school wide information to students
Advocate for and a thorough understanding of this group of 15 25
students for their four years at the school.
B. Retention
1.
Stay in constant contact with students about their intentions of staying

involved in the band program
2. Every time you ask students to give of their time or resources, give back
an equal amount in a creative way
3. Treat students with the same respect you would an adult
4. Work closely with the scheduling administrator to ensure that students are
able to fit band and other subjects into their schedules
5. Stay up to date with university requirements for popular programs to help
give students advice on courses selections.
6. Have research on hand about the value of music in high school students
lives
7. Bring in successful people in the community who stayed in band for their
entire high school career
8. Be conscious to spend time reflecting on the day-to-day positives that
come with being involved in the band program.
9. Know something personal about every student
10. Call students by their first names every day, make regular eye contact,
make students feel important valued in the program, regardless of their
role
11. Share exciting plans and ideas for the following school year and years to
come in the band program.
C. Recruiting
1.
2.
3.
4.
5.
6.
7.
8.
Have a presence in the feeder middle schools throughout the year

Invite middle school students to high school concerts
Send strong high school students to work with middles years band
students on a regular basis
Host a recruiting concert during the open house/registration time for
Grade 8s
Regular correspondence with middle school band directors about all of
their band students intentions moving forward into high school
Call home and speak with parents and students about taking band
Send a letter to all grade 8 band families welcoming them to the program
and giving information about Grade 9 Band before they even sign up
Attend all middle school band concerts
D. Calendar Planning
1. Research venue availability and have a general idea of when you would like to
host all of your music events before,
2. Attending the school-wide calendar meeting in June
3. Start with non-flexible dates (festivals, venue availability)
4. Work with the school staff to program concerts and flexible trips
E.
Fundraising
1. Attend school-wide fundraising committee meeting
2. As a part of this team, organize 6 school wide fundraisers
3. Plan dates for fundraisers
4. Send information home and post online as soon as fundraisers are planned.
5. Volunteer to run a fundraiser or two and do the following:
o Contact fundraising company
o Confirm dates of the campaign, organize deliver date if necessary
o Get information to students and staff of other teams/clubs/events
o
o
o
o
o
F.
Run the campaign

Collect money from students
Organize merchandise on delivery day if necessary
Organize profits transfer to other teams and into student accounts
Pay the company
Finances Student Accounts

1. Collect money from students at a certain time/times of the day
2. From the receipt book, enter the money brought into the appropriate column
in student accounts
3. Record all fundraising profits into the students accounts
4. Subtract costs for trips and clothing from the student accounts
5. Pay for student events using this account.
6. Keep records of all students finances on line and in hard copy for their entire
time in high school.
7. Forward previous years balance to the next school year.
G. Finances Rental Fees

1. Collect $125 from each student who rents an instrument from the school.
2. Write receipts for every dollar taken in
3. Deposit money on a regular basis
4. Send letters home to families who dont pay in time.
5. Call parents if the letters dont work.
6. Subtract rental fees from student accounts if students never pay
7. Use this account to pay for repairs on instruments and summer instrument
cleaning
H. Finances Band Budget
1. Receive $30,000 budget from school division
2. Have a planning meeting with band teacher team to decide how we would like
to spend the money for that school year
3. Set aside $10,000 for a years worth of school supplies (reeds, oil, cream,
mouthpieces, neck straps, cleaning materials, percussion equipment, etc)
4. Keep diligent track of how we spend money
5. Have another meeting at the end of the year to discuss spending habits and
use the rest of the budget if there is any left
I.
Report
1.
2.
3.
4.
5.
J.
Cards
Four times a year, complete student report cards
Enter learning behaviours for all students
Enter a Report Card Topic sentence for each class
Enter three sentence narrative comments including: Strengths, Challenges and
Next Steps for every student in all of their music classes. (approx. 500 report
cards comments!)
Enter number grades for each students based on formative and summative
assessment
Instrument Inventory
1. Enter all instruments into inventory app
2. Sign out instruments to students in September
3. Update location of all instruments in June
4. Enter all brand new SOSD instruments into app and on the 7Oaks portal in
August
K. Equipment Inventory
1. Update inventory in MyStuff2 Pro iPad application when new equipment is
purchased or broken
2. Update inventory on 7Oaks portal
L.
Music Library
1. File parts
2. Update inventory as new scores are bought
3. Shift music as the filing cabinets become too full
4. At the end of the year, purchase parts that have gone missing throughout the
year
M. ARPL (Annual Reflection of Personal Learning)

1. Prepare a document of your choosing that describes what you have learned as
a teacher for that school year
2. Due on May 1 of every school year
N. PLT (Professional Learning Teams)
1. Attend monthly meetings to correspond with PLT team
2. Work on project how do we encourage aboriginal student participation and
retention in the band program when time permits
3. Report on progress on the project at a staff meeting once a year
O. Professional Development
1. Research PD opportunities offered for the school year
2. Apply early for PD of interest
3. For out of province apply the previous school year
4. Book substitute teachers, create plans and enter absences for any absent days
5. Send in PD reflections to the board office 30 days after the event
6. Attend summer PD as you see necessary. Submit for reimbursement in the
fall.
7. Attend 10 mandatory PD days organized by the school and/or division
P.
Correspondence with Divisional Music Teachers

1. Speak about instrument sharing
2. Divisional equipment sharing for concerts
3. Students moving from middle school to high school
4. Recruiting
5. Attend monthly band hangs to talk about the life of being a band director
Q. Correspondence with Music Stores

1. Keep open lines of communication about POs
2. Order equipment and music
3. Speak with store reps as often as possible about deals and promotions at
the store.
R. Student References
1. When requested, write them letters
2. Ask for information about specific jobs/volunteer
opportunities/scholarships before writing letters
3. Mail letters to appropriate places
4. Save letters in a file called reference letters and reuse letters as much as
possible
S. Attendance
1. Enter into CIMS at the end of each class
T.
Co-ordinate with Choir Program

1. Constant communication, especially with trips!
2. Attend their concerts to support all musical students
3. Make sure that concert dates will work for all students involved in both
program
PART B: Month by Month Year Plan

ONGOING DUTIES
There are certain aspects to the job that need constant and consistent attention. When you
are not under the pressure of a timeline, check in with the status of these different
responsibilities.
Tip: Be careful not to let these responsibilities fall to the wayside when there seems to be a lot
of items on your to do list that need to be done right now. Find creative ways to stay on top
of everything delegation can save your sanity!
1. Program Philosophy
Discuss with colleagues
Make decisions in align with philosophy

2. Communication with Students & Parents
Band Application for iOs and Android
Informative Letters home to parents with return slips
Mass emails through CIMS
Remind 101 (website and phone application)
Text messaging and email
Band Program Website
Monthly Band Program Newsletter emailed and mailed to all band

families
3. Enrichment for Leaders
Have open conversations with class leaders about their roles in the
program
Provide opportunity to learn new instrument and/or teach younger

students
Co-Ordinate teaching opportunities
Co-Ordinate chamber music and small ensemble opportunities
Discuss private lessons and personal practice time

4. Lesson Planning
At the end of each class, jot down goals/needs for the next class in lesson
planning book.
During prep time create lessons for next days classes including: Warm-Up,
Scales, Rhythm Studies, Theory, Sight-Reading & Repertoire.
Relate the fundamentals to the following set of repertoire planned

5. Formative Assessment
Ongoing in class continuous observation and feedback in private sessions

& sectionals
6. Summative Assessment
Prepare written theory tests
Assign video tests, watch, give feedback, and grade tests
Report Cards 4 times per year
Band exams once a year post sign up sheet and spend 1 on 1 times with
students
7. Full Band Rehearsals
Find out which teachers have students during opposite band classes
Pick 2-3 dates to pull students from class
Correspond with above teachers to ensure students can miss their class
Bring extra music stands and chairs into the band room from storage
Make full band seating plan and post for students
8. Workshops
Correspond with any clinicians coming to the school about repertoire and
goals for the clinic
Buy a gift/thank-you card and/or request honourarium before the

workshop
9. Banff Rocky Mountain Music Festival
Collect Funds in 3 4 separate deposits from each student for the trip
Provide many different fundraising opportunities

10. Brandon Jazz Festival
Collect Funds from each student for the trip
Provide fundraising opportunities

7. Community Band
Choose and research a variety of great music in a large range of levels
Correspond with band directors in the division to arrange playing at their

concerts and student involvement
1. Teacher Advisor Class
Plan 60 minute lessons once a week
Refer to the curriculum and black line masters for lesson ideas
Distribute report cards, picture day information, letters home to all

students
Relay school wide information to students
Advocate for and a thorough understanding of this group of 15 25

students for their four years at the school
8.
Retention
Stay in constant contact with students about their intentions of staying

involved in the band program
Every time you ask students to give of their time or resources, give back
an equal amount in a creative way
Treat students with the same respect you would an adult
Work closely with the scheduling administrator to ensure that students are
able to fit band and other subjects into their schedules
Stay up to date with university requirements for popular programs to help

give students advice on courses selections
Have research on hand about the value of music in high school students
lives
Bring in successful people in the community who stayed in band for their
entire high school career
Be conscious to spend time reflecting on the day-to-day positives that

come with being involved in the band program
Know something personal about every student
Call students by their first names every day, make regular eye contact,
make students feel important valued in the program, regardless of their
role
Share exciting plans and ideas for the following school year and years to
come in the band program
9.
Fundraising
Attend school-wide fundraising committee meetings
As a part of this team, organize 6 school wide fundraisers
Plan dates for fundraisers

Send information home and post online as soon as fundraisers are
planned.
Volunteer to run a fundraiser or two and do the following:
o Contact fundraising company
o Confirm dates of the campaign, organize deliver date if necessary
o Get information to students and staff of other teams/clubs/events
o Run the campaign
o Collect money from students
o Organize merchandise on delivery day if necessary
o Organize profits transfer to other teams and into student accounts
o Pay the company
10. Finances Student Accounts
Collect money from students at a certain time/times of the day
From the receipt book, enter the money brought into the appropriate
column in student accounts
Record all fundraising profits into the students accounts
Subtract costs for trips and clothing from the student accounts
Pay for student events using this account
Keep records of all students finances on line and in hard copy for their
entire time in high school.
Forward previous years balance to the next school year.

11. Finances Rental Fees
Collect $125 from each student who rents an instrument from the school.
Write receipts for every dollar taken in
Deposit money on a regular basis
Send letters home to families who dont pay in time
Call parents if the letters didnt remind them to bring in their money
Subtract rental fees from student accounts if students never pay
Use this account to pay for repairs on instruments and summer instrument
cleaning
12. Finances Band Budget
Receive $30,000 budget from school division
Keep diligent track of how we spend money

13. Report Cards
Tip: Report cards are an all-consuming task once they hit. Find out the dates
throughout the year that report cards will due WELL in advance. Give yourself lots
of time to complete.
Four times a year, complete student report cards
Enter learning behaviours for all students
Enter a Report Card Topic sentence for each class
Enter three sentence narrative comments including: Strengths, Challenges

and Next Steps for every student in all of their music classes. (approx. 500
report cards comments!)
Enter number grades for each students based on formative and summative
assessment
14. PLT (Professional Learning Teams)
Attend monthly meetings to correspond with PLT team
Work on project how do we encourage aboriginal student participation

and retention in the band program when time permits
Report on progress on the project at a staff meeting once a year

15. Professional Development
Research PD opportunities offered for the school year
Apply early for PD of interest

For out of province apply the previous school year
Book substitute teachers, create plans and enter absences for any absent
days
Send in PD reflections to the board office 30 days after the event
Attend summer PD as you see necessary. Submit for reimbursement in the
fall.
Attend 10 mandatory PD days organized by the school and/or division
16. Correspondence with Divisional Music Teachers
Speak about instrument sharing
Divisional equipment sharing for concerts
Students moving from middle school to high school
Recruiting
Attend monthly band hangs to talk about the life of being a band director
with other band directors. They will emphasize with you better than
anyone else in your life. These relationships are very important.
17. Correspondence with Music Stores
Keep open lines of communication about POs
Order equipment and music
Speak with store representatives as often as possible about deals and

promotions at the store.
18. Attendance
2. Enter into CIMS at the end of each class
19. Co-ordinate with Choir Program
Constant communication, especially with trips
Attend their concerts to support all musical students
Make sure that concert dates will work for all students involved in both
program
JULY/AUGUST
We tell students, If you show up on time for rehearsal, you are late! The same principle
applies to being prepared as a band director. Here are some of the responsibilities to have
taken care of well BEFORE the school year begins.
1. Administration
Scheduling teacher timetables
Teaching assignments
Prepare forms: Rental, Curriculum, Year Plan/Dates
Physically set up the classroom
Decorate the Band Room to create a welcoming and safe learning

environment
2. Workshops
Decide
a.
b.
c.
how many workshops/masterclasses to have in a year based on:

Need
Budget
Scheduling
3. Repertoire
Tip: While July/August is the most valuable time we have to listen to and study
concert band music for our kids, the process really is ongoing. Keep listening as often
as possible throughout the school year!
Research new & old repertoire
LISTEN to a lot of music on the internet
Attend summer reading sessions
Study repertoire according to level of band and skill of students
Choose appropriate repertoire for all bands/jazz bands (and audiences!)
Purchase and/or borrow all repertoire
Score Study (ongoing)
Photocopy parts for all students in the band
Make adjustments to parts based on student ability

1. Summer Band Camp
Teach at the camp
Supervise as necessary
Plan ensemble festival
Attend final concert
Assist camp coordinators and director as often as possible

1. Finances Band Budget
Have a planning meeting with band teacher team to decide how we would
like to spend the money for that school year
Set aside $10,000 for a years worth of school supplies (reeds, oil, cream,
mouthpieces, neck straps, cleaning materials, percussion equipment,
etc)
2.
Arrange with music store to have instruments delivered back from summer
cleaning
Confirm location and record the physical shape of all instruments BEFORE
handing out to any students
Enter all brand new SOSD instruments into app and on the 7Oaks portal
3.
Music Library
Update inventory with new scores bought since June
Shift music as the filing cabinets become too full

Check that you have all of the parts for the music you have chosen to start
the year with
If parts are missing, order from a music store or borrow from a colleague
ASAP
SEPTEMBER/OCTOBER
I. Concert Band and Jazz Band
1. Workshops
Research and seek out qualified and exceptional teachers
Contact said teacher(s) and co-ordinate dates and times

2. Wind Ensemble
Choose an ensemble of students
Choose and study repertoire
Create a schedule for rehearsals and sectionals
Design a year plan: Performance and traveling

3. Sectionals & Private Lessons
Create a schedule for lessons
Communicate with students in sections for sectionals
Post lists of private lessons and sectionals in the classroom, online and
place reminders through social media.
4. Band Camp
Book Camp Cedarwood (venue)
Charter Greyhound busses
Give students an information letter
Collect money from all students
Give Fundraising opportunities to raise the funds for camp
Inform school staff of dates students will be away
Update, Hand out and Collect Health and Conduct Forms
Find out if students have any food requests/allergies
Ask for staff volunteers to come on the trip as chaperones
Book a sub for classes, and provide substitute plans
Book your own absence in employee connect and on Aesop system
Book Clinicians and provide all information about their time spent with
students
Request cheques for clinicians
Organize where and when each sectional will take place
Plan icebreaker type games for kids to get to know each other
Plan arts and crafts for free time in case of bad weather
Bring Drumline to show at night time
Update Journals, Photocopy and hand out to students.
Make a list of percussion gear needed for the trip

Communicate with camp staff about any needs (ie microphone and
keyboard in the practice room, use of DVD player for movie, campfire with
smores, hayrides)
Make an itinerary, photocopy and hand to students.
Plan the Hayride/Campfire rotation

5. Grade 10 Urban Band Retreat
Book a venue
Plan Itinerary
Book buses and the truck for moving equipment
Book clinicians for full band and Sectionals
Have a student design shirts, collect shirt sizes & colours
Order shirts & pay for shirts
Book bowling and pizza/pop party for evening
Make a list of percussion gear needed for the day

Request cheques for clinicians

Book a sub, enter absences and make a sub plan
6. Winter and Spring Concert Band and Jazz Band Concerts

*TIP: Set up all concerts in September, confirm details approx. 2 3 weeks before the
concert dates throughout the year.
Plan Dates
Book the performing space at school
Book divisional lights
Correspond with Theatre Tech for sound and lighting
Correspond with Channel 7Oaks to stream the concert online
Correspond with the custodial staff about set-up and tear down
Make a program, copy programs
Correspond the date and details appropriately to parents, staff, and the
community
Move equipment onto the stage during the day

When/if accepted to perform, register groups
Contact Dave @ Fehr-Way tours to book hotels, buses, park passes and
Ask 4 8 non-music staff members to chaperone the trip

8. Brandon
Jazz Festival
Register groups
Contact Dave @ Fehr-Way tours to book hotels and buses
Ask 4 8 non-music staff volunteers to chaperone the trip
9. Optimist Band Festival & Level 1 Band Festival
Register bands at the appropriate level
Book buses and equipment truck for appropriate times

1. School Musical
Choose musical with team of music/theater directors
Choose students to be in the band
Set up rehearsal schedule for the:

o Band only
o Band and singers
o Full cast
Spend many hours rehearsing & then performing
Give students pizza and other thanks for the hours of work they dedicate
to the project
2.
Community Band
Advertise
o
Write letter to band directors
o
Present information to band directors at September PD
o
Create posters, print off for all schools
o
Write letter to students/parents
o
Request a day off to drive around the community to every school
in the division to invite students to participate in the band
Photocopy music, create folders before first rehearsal
Correspond with other directors/teachers involved about roles in the

community band planning/administration
Apply to perform at Community Band Festival
Pick a date for Community Outreach concert
Book rehearsal space

Plan Concerts (see above concert planning duties)

1. Teacher Advisor Class
Register TA Students for classes
Do credit checks for all TA students to ensure they are on track for
graduation
NOVEMBER-JANUARY
1. Summative Assessment
Prepare written theory tests
Assign video tests, watch, give feedback, and grade tests
Report Cards
Band exams post sign up sheet and spend 1 on 1 time with students
2. Remembrance Day Ceremony
Choose repertoire
Send repertoire selections to Remembrance Day ceremony coordinator
Set up the stage in the morning with students
Excuse students from class for the entire morning

3. Solo and Ensemble Festival
Organize a collection of solo and ensemble repertoire for students to

choose from
Create a schedule for coaching students on their repertoire
Allow for time during class to prepare
Register and pay each group performing at the festival
Purchase copies of music being performed for adjudicators
Book a bus & truck to and from the festival

Host a parent information meeting night (usually around PT interviews)

1. Solo and Ensemble Festival
Advertise the date/time/location of festival on MBA Website
Secure all adjudicators
Arrange to have music stands delivered to the church
Choose 4 student volunteers to come to the festival for the day
Create schedule of performances
Arrange for Coffee/Tea for adjudicators
Arrange for lunch delivery
Set up the venue, and tear down at the end of the day
Cover adjudicating to give adjudicators breaks throughout the day
Write a festival report and post on the MBA Website 30 days after the
festival
2.
Winnipeg Jazz Orchestra Big Band Workshop Weekend
Arrange for student volunteers and give them jobs
Set up 5 6 spaces for jazz band rehearsals with equipment from L&M
Arrange lunch and coffee for clinicians
Make a schedule for the day with band rotating out of sectionals, improv,
and full band rehearsals
Set up performance space for evening concert.
FEBRUARY/MARCH
students traveling
Pack percussion equipment and rhythm section gear, tuners, metronome,

ligatures
2. Honour Bands
Bring to students attention when audition material is posted.
Teach scales to whole class and go over etudes
Private lessons outside of schedule for students who choose to audition
Record students with the Zoom
Upload files to Computer
Submit recordings online

3. Grade 12 School Tour
Ask staff members to chaperone the trip
Book a Charter Bus with storage underneath
Plan an itinerary for the trip with special note of travel and set-up time
between shows
Make lunch reservations or organize to have pizza or sandwiches at a

school
Book a fun activity for the end of the tour

4. Jazz Blast
Call the forks to see what dates are available in June for an outdoor
performance under the canopy
Confirm that one of the forks available dates works in the school calendar
Book buses and the equipment truck
Request that 200 divisional chairs be put on the truck to set up at the
forks
5. Brandon
Jazz Festival
Book the Grade 12 Dinner
Buy concert tickets the second they go on sale
Contact the movie theatre and buy tickets for Grade 9 11 students on
the trip
students traveling
Pack rhythm section gear, music stands, tuners, metronome, original
parts, extra reeds, valve oil, slide cream, mouthpieces and ligature
6. Optimist
Band Festival & Level 1 Band Festival

Create a listening and reflection assignment
Book a sub, enter absence and create sub plans
Pack percussion gear, tuners, metronome, original parts, extra reeds,
valve oil, slide cream, mouthpieces and ligatures
Perform, clinic, listen to other groups

1. Recruiting
Have a presence in the feeder middle schools throughout the year
Invite middle school students to high school concerts
Send strong high school students to work with middles years band
students on a regular basis
Host a recruiting concert during the open house/registration time for

Grade 8s
Regular correspondence with middle school band directors about all of

their band students intentions moving forward into high school
Call home and speak with parents and students about taking band
Send a letter to all grade 8 band families welcoming them to the program
and giving information about Grade 9 Band before they even sign up
Attend all middle school band concerts
APRIL/MAY
Send in festival audition MP3
When/if accepted to perform, register groups
Collect Funds in 3 4 separate deposits from each student for the trip
Provide many different fundraising opportunities
Contact Dave @ Fehr-Way tours to book hotels, buses, park passes and
Ask 4 8 non-music staff members to chaperone the trip
Host a parent information meeting night (usually around PT interviews)
students traveling
Pack percussion equipment and rhythm section gear, tuners, metronome,

ligatures
2. Arts in the Park Performing
Register concert bands and jazz bands to perform at the festival

3. Grade 12 School Tour
Plan to play a piece of music together with their band
Book a substitute teacher, enter absence, create a sub plan
Plan an itinerary for the trip with special note of travel and set-up time
between shows
Pack percussion equipment, tuners, metronome, original parts, extra

reeds, valve oil, slide cream, mouthpieces and ligatures
1. Arts in the Park Technical/Volunteer Coordination
(7Oaks School Division Arts Festival)
Collect technical needs sheets from all performing groups
Make a list of all gear needed on 7 different stages
Arrange getting gear from different high schools in the division
Organize student volunteer schedules for the four day festival
Set up all of the stages with necessary gear and equipment
Monitor stages and make changes as necessary according the schedule
Monitor student volunteers throughout the day

2. Honour Bands
Provide music to successful students
Console unsuccessful students
Drive students to rehearsals and concert if necessary
Volunteer @ rehearsals and concert
Attend final concert
June
The last month of school is different from any other. There is a lot of administration cleaning
up during this time. Typically, we dont have many more performances for the year during this
month and which means its time to start to prepare the following school year.
I. Concert Band and Jazz Band
1. Graduation Ceremony
Choose 1 hour of repertoire to be played before the ceremony
Prepare Oh Canada and the Fanfare and Processional
Rehearse repertoire will all grade 9 11 band students throughout the

month of June
Confirm # of students who will be playing in the grad band
Call the concert hall and request the appropriate amount of music stands,
chairs and a podium
Book a bus and equipment truck
Set up in the afternoon
Tear down band set-up immediately after our performance

2. Curriculum Planning
Reflect on what each band accomplished the previous year
Make new musical goals for the following year

3. Jazz Blast
Request a cheque to pay for the performing space
Pack up all of the equipment in the Jazz Band room onto a truck
Set up the Jazz Band room under the canopy at the forks
Play a concert
Tear it all down

4. Jazz Band Placements
Choose audition material
Photocopy and hand out audition material
Post a sign-up for audition times
Listen to auditions
Discuss auditions and create 3 Jazz Bands for the following school year
Send in festival audition MP3

1. Community Band Festival
Send information home to parents about arrival times, equipment to bring

and performance times
Pack percussion into a truck (its on a weekend)
Set up the stage and perform a 30 minute set

1. Calendar Planning
Research venue availability and have a general idea of when you would
like to host all of your music events before
Attending the school-wide calendar meeting in June
Start with non-flexible dates (festivals, venue availability)
Work with the school staff to program concerts and flexible trips
2.
3.
Finances Band Budget
Meet with band staff to discuss spending habits and use the rest of the
budget if there is any left
ARPL (Annual Reflection of Personal Learning)
Prepare a document of your choosing that describes what you have

learned as a teacher for that school year
Due on May 1 of every school year
4.
Student References
When requested, write them letters
Ask for information about specific jobs/volunteer

opportunities/scholarships before writing letters
Mail letters to appropriate places
Save letters in a file called reference letters and reuse letters as much as
possible
5.
Enter any new instruments accumulated throughout the year into

inventory app
Sign in instruments back into the band room
Update location of all instruments in June (@ school, @ students home for

summer or sent in for cleaning)
6.
Equipment Inventory
Update inventory in MyStuff2 Pro iPad application when new equipment is

purchased or broken
Update inventory on 7Oaks portal
7.
Music Library
File parts
Update inventory as new scores are bought
Shift music as the filing cabinets become too full
Purchase parts that have gone missing throughout the year

Life of A Music Educator Anthology

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Life of a Music Educator

PART A: Anthology of Responsibilities

Provide fundraising opportunities

V. Banff Rocky Mountain Music Festival

9. Drive students to rehearsals and concert if necessary

Apply to perform at Community Band Festival

Solo and Ensemble Festival

Arts in the Park Technical/Volunteer Coordination

Winnipeg Jazz Orchestra Big Band Workshop Weekend

Summer Band Camp

III. Miscellaneous Duties

Distribute report cards, picture day information, letters home to all

Stay in constant contact with students about their intentions of staying

Have a presence in the feeder middle schools throughout the year

Run the campaign

Finances Student Accounts

G. Finances Rental Fees

M. ARPL (Annual Reflection of Personal Learning)

Correspondence with Divisional Music Teachers

Q. Correspondence with Music Stores

Co-ordinate with Choir Program

PART B: Month by Month Year Plan

Discuss with colleagues

Make decisions in align with philosophy

Band Application for iOs and Android

Informative Letters home to parents with return slips

Mass emails through CIMS

Remind 101 (website and phone application)

Text messaging and email

Band Program Website

Monthly Band Program Newsletter emailed and mailed to all band

Provide opportunity to learn new instrument and/or teach younger

Co-Ordinate teaching opportunities

Co-Ordinate chamber music and small ensemble opportunities

Discuss private lessons and personal practice time

Relate the fundamentals to the following set of repertoire planned

Ongoing in class continuous observation and feedback in private sessions

Prepare written theory tests

Assign video tests, watch, give feedback, and grade tests

Report Cards 4 times per year

Pick 2-3 dates to pull students from class

Make full band seating plan and post for students

Buy a gift/thank-you card and/or request honourarium before the

Provide many different fundraising opportunities

Collect Funds from each student for the trip

Provide fundraising opportunities

Choose and research a variety of great music in a large range of levels

Correspond with band directors in the division to arrange playing at their

Plan 60 minute lessons once a week

Distribute report cards, picture day information, letters home to all

Relay school wide information to students

Advocate for and a thorough understanding of this group of 15 25

Stay in constant contact with students about their intentions of staying

Treat students with the same respect you would an adult

Stay up to date with university requirements for popular programs to help

Be conscious to spend time reflecting on the day-to-day positives that

Know something personal about every student

Attend school-wide fundraising committee meetings

As a part of this team, organize 6 school wide fundraisers

Plan dates for fundraisers

10. Finances Student Accounts

Collect money from students at a certain time/times of the day