Regulation IDE(1)-R: Competitive Interscholastic Activities, Grades 9-12

BAND-RELATED ACTIVITIES

1. Music Trips, Extended

State Board policy allows students to be counted in attendance for up to two days when away from school on a trip which has been determined to be of an instructional nature. In keeping with the State Board policy concerning school trips, the following criteria and procedures are applicable to trips by band and corps groups:

1. Trips taken during the instructional day must be approved by the Department of Secondary Education before there is any involvement of students and parents.

2. All music trip requests, with the exception of routine trips to athletic events, the district festivals, and the DeKalb Marching Band Festival, must be submitted for approval through the Coordinator of Instrumental Music to the Executive Director for Secondary Instruction. This rule applies to instructional and noninstructional trips made during instructional hours. Trips made outside of school hours should be approved by the appropriate area executive director. Travel may be approved beyond a 75-mile radius if participation on a comparable level is not available within that geographic area. Requests must be submitted in writing at least two weeks in advance of the trip. No trip may be taken without the signature of the appropriate executive director. Cancellation of trips may result when weather or conditions are unfavorable and unadvisable.

3. Each trip request must be submitted to the principal by the music teacher at least two weeks prior to the time that it is sent to the appropriate executive director in order to assure adequate planning. Schools may not advertise trips, collect money for trips, enter contracts, or make binding arrangement for trips until the appropriate executive director has given official written approval.

4. Large musical ensembles will be limited to one extended trip per year.

5. Events of an instructional nature include approved festivals where awards, ratings, and adjudicators’ comments are given as well as performances at professional conferences or other events where instructional merit can be discerned. Local and area performances must be reasonable in terms of number, time, and distance.

6. The use of school time will not be approved for noninstructional purposes such as parades, trips to theme parks, or performances at commercially oriented meetings or ceremonies.

7. Trips of an instructional nature will not be approved where an equal alternative trip not involving school time is available.

8. Trips not involving major transportation costs will be given preference.

9. Provisions must be made for students who are eligible for participation but are unable to provide the necessary funding required.

10. Students participating in music trips of any kind are subject to the regulations in the DeKalb County discipline brochure and policies of the school at all times. Controlled schedules and supervision is the responsibility of the principal, music director, and auxiliary coach.

11. Requests for music trips must include the following information:

12. Name of event

13. Location

14. Distance

15. Dates and instructional time needed

16. Number of participating students

17. Provisions for supervision of students

18. Cost and method of financing

19. Mode of transportation

20. Complete itinerary of all activities

21. Meal plans

22. Lodging

23. Insurance

24. Instructional justification including course objectives

25. A standard field-trip request form must be filed in addition to an extended trip request form. [Exhibit Code IFCB-E(1)].

26. The Executive Director for Secondary Instruction will return the request to the principal with justification for approval or denial.

27. Band Camps

Pre-school training camps for bands and corps should be organized by the school during the summer. Schools are encouraged to hold these events on campus in situations where adequate facilities and staff are available. Band camp requests which are held away from campus must be submitted for approval through the Instructional Coordinator on Instrumental Music to the Executive Director for Secondary Instruction.

1. Requests for band camps must include the following information:

2. Name of camp or campus where camp is held

3. Location

4. Distance

5. Number of participating students

6. Provisions for supervision of students

7. Number of staff members and their areas of specialization

8. Cost and method of financing

9. Mode of transportation

10. Meals

11. Lodging

12. Insurance

13. Dates of camp

14. All auxiliary units should attends camp with the band, and the band director should secure any specialized instructors needed.

15. If individual band or auxiliary members are assessed for all or part of the cost of camp, provisions must be made for eligible students unable to provide the required funding.

16. Students participating in band camps, regardless of location, are subject to the guidelines in the DeKalb County discipline brochure and policies of the school at all times.

17. Band Letters

Band and auxiliary corps letters will be based on attendance at practice and performances during the football season. Eighth-grade students are eligible for letter awards in these areas if they participate in varsity activities. Inserts or pins may be awarded for concert band, orchestra, and jazz ensemble.

1. Fund Raising

All fund-raising activities must be organized and implemented by a booster organization. These projects are to comply with existing Board policy and must be approved by the music director and principal. Instructional time may not be used for fund-raising activities involving students. Music directors or auxiliary coaches are not to be involved in distribution of products for sale or collection of money for the booster organization.

Extended trips and band camps must be approved by the principal and the Executive Director for Secondary Instruction before any funds are raised for support.

1. Auxiliary Units

The purpose of this administrative procedure is to provide for the development of leadership, performance skills, and esprit de corps in auxiliary organizations related to the marching band program. These organizations include flag corps, rifle corps, color guards, drill teams, and majorettes. An individual school will organized only those groups which are consistent with its style of marching band. One or more auxiliary coaches will be appointed by the principal to supervise corps activities. Auxiliary coaches will function as assistants to the music director.

1. Qualifications

2. Students who are bona fide members in good standing at their high schools are eligible to try out for band auxiliary units provided all eligibility criteria are met.

3. In order for students to try out and maintain membership in a band auxiliary, they must adhere to the following:

4. Abide by the conduct and training rules set forth by the administration, band director, and auxiliary coach at the high school.

5. Attend regularly all practices and performances unless the absence is legitimate as defined by the State Board of Education. Any other absence must be prearranged and approved by the auxiliary coach and band director.

6. Be selected by a panel of judges deemed qualified to assess performance skills in band auxiliary routines and movements, and who are approved by the principal, band director, and auxiliary coach.

7. Practice

Practice schedules will be determined by the band director, auxiliary coach, and principal. Auxiliary members must be regular in attendance at all practices and performances. Attendance at all practices and performances is required, except for excused absences as defined by the Georgia Board of Education or prearranged absences approved by the auxiliary coach and band director.

1. Transportation

Transportation with due regard for safety must be approved by the administration of the local school. Responsibility of the school system, individual school, administration, and the coach commences at the time and site designated by the coach. Responsibility concludes at the end of the activity at the site and time designated by the administration and/or coach.

1. Dress

Dress for practice or performance will be established by the local school administration, band director, and auxiliary coach in keeping with good taste and school-community representation.

1. Activities

All planned activities (practice, tryouts, and performances) must be scheduled and approved by the band director, auxiliary coach and principal. The auxiliary coach is expected to attend all practices, performances, and other regular activities. Performances occur in conjunction with the marching band program which takes place primarily during fall quarter. Auxiliary members are also expected to perform with the marching band during parades, marching festivals, and other events which are occasionally scheduled either during or after football season.

1. Tryout Period

Tryouts for the coming year are conducted in the spring of each year. Tryouts should be staggered with cheerleading tryouts and other such activities. Auxiliary members must try out every year. Eighth-grade students are not eligible for auxiliary membership, but they may participate in spring tryouts in their eighth-grade year for membership beginning in the ninth grade.

1. Physical Examinations and Insurance

Physical examinations are not required for band auxiliary membership, although students who have diabetes, asthma, or other conditions which may require emergency medical treatment should file written documentation of such conditions with the auxiliary coach. School insurance or a waiver signed by parent or guardian is required for participation with a band auxiliary unit.

1. Method of Selection

A training session one to two weeks in duration will be organized and implemented by the auxiliary coach and officers immediately prior to the tryout date in the spring. A panel of judges will select the specified number of team members from those contestants who have met eligibility requirements.

Judges must not be members of the individual school faculty or staff, except for the band director and auxiliary coach who may each have a vote. A minimum of three persons, not counting the band director and auxiliary coach, will comprise the panel of judges. The coach will secure from outside the school judges with previous experience and competency in corps activities. Graduating members of teams may assist in organizing the tryouts but may not be members of the selection panel.

The auxiliary coach will designate specified skills and routines to be learned and practiced during the spring training period and included in the tryouts. Written copies of the tryout requirements and scoring system will be distributed to all contestants at the beginning of the training period. A list of scores obtained by each contestant and a list of the judges and their qualifications will be kept on file by the coach or principal.

1. Award Letters and Certificates

In keeping with the existing guidelines, eligibility for an award letter and/or certificate will be set by the band director, auxiliary coach, and administration of the individual school.

1. Notification of Tryouts and Requirements

Every student desiring to try out for any auxiliary unit will be thoroughly oriented by the coach regarding the auxiliary rules and regulations. A written copy of the rules and regulations will be signed by the student and parent and returned to the coach for the school records.

1. Uniforms

Professional judgment with regard to appropriateness, cost, and style will be used in the selection of uniforms. The style and colors must be coordinated with the band uniforms and approved by the band director and administration.

1. Clinics and Camps

Attendance at clinics or camps for auxiliary units will be in keeping with the Georgia High School Association and DeKalb County School System regulations. Attendance at camps or clinics other than those organized by the school is not required and not recommended. It is preferred that auxiliary units attend summer camp with the marching band so that music and movement can be coordinated.

1. Junior Varsity

Junior varsity auxiliary units may be organized at the discretion of the local school administration, although they are not generally recommended for the following reasons:

1. Yearlong training is not necessary for acquiring the skills required for varsity auxiliary membership.

2. The various forms of auxiliary units provide enough membership positions to meet the needs of qualified students.

3. There are no junior varsity marching bands to justify the existence of junior varsity auxiliary units. Rehearsals and performances without a band tend to promote the development of skills and attitudes which may not be conducive to later membership on varsity auxiliary units.

4. It is often difficult to secure sufficient numbers of qualified coaches to staff varsity auxiliary units without the additional burden of staffing coaching positions for junior varsity. Supervision and coordination of junior varsity auxiliary units seriously overextend the responsibilities required of the band director.

In those cases where junior varsity auxiliary units are established, it is imperative that they be under the supervision of a qualified coach and that their activities be developed following a format that is consistent with varsity activities. Training in all phases of the individual school’s adopted auxiliary unit style should be provided.