Area Coordinator Information

Teaching Assignments

August 1, 2023 – First day for Fall 2023 Adjunct assignments can be entered in Workday
August 16, 2023 – New adjunct documents received and I-9 completed (Paula)
August 26, 2023 – Fall 2023 Adjunct assignments due for first Pay Period (Paula and Gina)
December 12, 2023 – First day for Spring 2024 Adjunct assignments in Workday
January 2, 2024 – New Adjunct documents received and I-9 completed (Paula)
January 9, 2024 – Spring 2023 Adjunct assignments due for first Pay Period (Paula and Gina)

Scheduling and Registration

August 1, 2023 – Recital Booking opens for Fall 2023 Semester (Taylor)
August 24-25, 2023 – Freshman Orientation
August 21-29, 2023 – Student Auditions for Large Ensembles and Area Placement Auditions
September 9, 2023 – Final day for Fall 2023 Registration (Gina)
Early October – Academic scheduling for Summer 2024 session begins
Mid-October – Schedule Fall Juries (Taylor)
Mid-October – Studio and Ensemble Rosters due for Spring (Gina)
October/November- Registration for Spring (Gina)
November 15, 2023– Recital booking in Leshowitz closes for Fall 2023 (Taylor)
December 1, 2023 – Recital Booking opens for Spring 2024 Semester (Taylor)
December/January – Academic scheduling for the following Fall begins (Taylor)
January 25, 2024 – Final day for Spring 2024 Registration (Gina)
Early February – Academic scheduling for Winter 2024 begins
Late February – Scheduling for Spring Juries (Taylor)
March/April – Registration for the following Fall (Gina)
April 15, 2024 – Recital booking in Leshowitz closes for Spring 2024 (Taylor)
May/June – Academic schedule for the following Spring begins (Taylor)

Auditions

August 1, 2023 – official applications for the FA24/SP24 AY go live. No new updates or changes to the audition info after this date (Linsay)
October 20, 2023 – Registration closes for November Audition
November 3, 2023 – Audition 2:00-5:00pm
January 20, 2024 – Registration closes for Feb 3rd Audition
February 3rd, 2024 – Auditions 10:00am-9:00pm
February 3rd, 2024 – Registration closes for Feb 17th Audition
February 17th, 2024 – Auditions 10:00am-9:00pm
March 30th, 2024 – Registration closes for April 7th Audition
April 7th, 2024 – Audition 10:00-3:00

Budget

February School Meeting (February 7, 2024) – Area Coordinator Budget Worksheets created and shared (Stephanie)
February – Meetings to review (Stephanie)
March 1, 2024 – Draft Area Coordinator Budgets Due (Stephanie)
Ongoing – Review budget vs actuals for Area (Stephanie, Paula)

All of the Cali School’s courses and events are hosted on Google Calendar. You can access the system by heading to calendar.google.com and logging in with your MSU credentials when prompted. For further information about how to use the Cali School’s Google Calendar, please read through the Cali Google Calendar Guide. Please note that some of the images in the Guide may be slightly different than what you see due to recent Google Calendar software updates.

If you have any questions or concerns about the Google Calendar system, please reach out to the Scheduling Administrator Taylor Goodson (goodsont@montclair.edu).

If changes are needed for your area’s courses, please send them to the Scheduling Administrator Taylor Goodson (goodsont@montclair.edu).

• Leshowitz Recital Hall is available for students enrolled in the following degree programs: BMus, MA, MM, Performer’s Certificate, and Artist Diploma.
• Sophomore and Junior Recitals will only be scheduled in G55 or 201.
• Events in the Recital Hall are staffed by Production Office personnel while events in G55 and 201 are unstaffed.
  • Room setup and restore is the responsibility of the performer for both G55 and 201.
  • Archival audio recording happens for all Leshowitz Recital Hall events. Contact Phil Clifford for more information. Audio/video recording arrangements for G55 and 201 are the responsibility of the performer.
  • Events in Leshowitz Recital Hall may be streamed and video recorded by the Cali School. Due to the nature of the reliance on technology and university networking infrastructure, video recording and streaming is not guaranteed, but every effort will be made to reliably capture, stream, and archive performances that are staffed in Leshowitz Recital Hall.
• Recitals must not exceed 90 minutes in length, inclusive of one 10-minute intermission.
• You will have 30 minutes for a sound check starting one hour before your recital. The house will be opened 30 minutes prior to your scheduled recital start time.
• Recitals must always start on time unless there is a need for production to hold. No exceptions.
• No encores permitted. House lights will come up at the conclusion of your final piece.
• No food, drink, or receptions are permitted in the building.
• No cancellations are permitted unless there is written emergency approval by the Cali School Director Anthony Mazzocchi.
  • Recitals canceled without approval will only be rescheduled in G55 or 201.
• No recitals are permitted to be scheduled during the following conflicts:
  • The Crawford Memorial Concert in December
  • Against area/instrument-related large ensemble events (e.g., no voice recitals during a University Singers/MSU Chorale concert)
• All recital production requirements are subject to the Production Manager’s approval.
• Recital grades and registration:
  • • Recital grades are given by your private instructor and submitted by the instructor of record Taylor Goodson. If you have a problem with your recital grade, be sure to discuss it with your private instructor or your academic advisor.
      If you registered for a recital but were unable to complete it, you will need to re-register for the course to book another recital in a subsequent semester. Exceptions to this must be approved in writing by the Cali School Director.

Student recitals are held in the Leshowitz Recital Hall, room G55, and room 201. Events in the Recital Hall are staffed by Production Office personnel while events in G55 and 201 are unstaffed. In order to book the Recital Hall, your recital must be scheduled at least one month in advance. Recital scheduling for the Fall semester opens on August 1st, about one month before the semester begins. Recital scheduling for the Spring semester opens on December 1, about six weeks before the semester begins. Recital Hall scheduling for the Fall semester closes on November 15 while Spring semester recital scheduling closes on April 15. All recitals scheduled after November 15/April 15 will be scheduled for G55 or 201 only as scheduling for the Leshowitz Recital Hall is fully closed on those dates.

In order to successfully schedule and finalize your recital date, you must complete the following:

• • • Meet with your advisor to determine how many recitals (if any) are required to complete your degree.
    • Register for your recital. You must be registered for your recital before proceeding with recital scheduling.
    • Find three dates* that you, your accompanist, and your instructor have available for your recital.
    • Meet with Taylor Goodson in person to schedule your recital. Office hours are posted on his office door, Chapin 129. If you are not at school during the available hours, send an email to goodsont@montclair.edu to schedule an alternate time.
    • Once a date has been confirmed with Taylor, you will receive a blue recital scheduling form. This will begin a two-week countdown to your deadline. IMPORTANT: If this scheduling process is not completed within two-weeks of receiving your blue form, your date will be erased from the calendar and released for other use.
    • Your private instructor must sign the top section of the recital form.
    • Bring your signed form to the Production Manager, Phil Clifford, to discuss your anticipated program and any production needs. If approved, Phil will receive your blue form and reconfirm your recital with you, your instructor, accompanist, the area coordinator, and the scheduling office via email.  Your recital is now scheduled and fully confirmed.
    • If at any time during this process you foresee any problems meeting your deadline, contact Phil and Taylor via email. If you do not meet your deadline and have not communicated beforehand, you will forfeit the use of the recital hall and your date will be released. All recital communications must happen via official Montclair State University email accounts only.
    • One scheduled two-hour dress rehearsal is permitted per recital.** Dress rehearsal time is not guaranteed and is subject to the availability of your performance space. Speak to Taylor to schedule your dress rehearsal after your recital is confirmed.

*Available recital times:
Tuesday – Friday: 5 & 8pm; Saturdays: 2, 5 & 8pm; Sundays: 11am, 2pm, 5pm, & 8pm
No recitals will be scheduled on Mondays or during University holiday weekends.

**Additional rehearsals for recitals that rely on large ensembles:
Two additional two-hour rehearsal times may be booked for the following academic recitals that rely on large ensembles: Jazz, Composition, and Graduate Conducting. These rehearsals may only be scheduled on Saturdays and Sundays in the following spaces: G01, G02, G33, 206, 230, 330, and 430. Rehearsal time is not guaranteed and is subject to room availability. The Scheduling Office will do everything possible to ensure scheduled rehearsals can occur as planned, but the need for flexibility is necessary for extreme circumstances. As much notice as possible will be given if a rehearsal needs to be moved or rescheduled.

Area Coordinators at the Cali School of Music are permitted to host Studio Recitals, performances for their area that take place during the semester. Studio Recitals are held in the Leshowitz Recital Hall,room G55, and room 201. Events in the Recital Hall are staffed by Production Office personnel while events in G55 and 201 are unstaffed. Studio Recital scheduling for all spaces for the upcoming academic year opens on August 1st, about one month before the beginning of the Fall semester. Studio Recital scheduling for the Fall semester closes on November 15 while Spring semester Studio Recital scheduling closes on April 15.

Please be aware of the following additional regulations:

• • • Area Coordinators are permitted one Studio Recital performance in the Leshowitz Recital Hall per semester. All additional performances will be scheduled in either G55 or 201.
    • Studio Recitals in G55 and 201 are unstaffed. It is up to the Area Coordinator to secure room access, oversee event setup, and return the space to its proper arrangement at the conclusion of the event.
    • Studio Recitals are not permitted to be scheduled during either of the following:
      • Weeks when the Cali School of Music is in the Alexander Kasser Theatre
      • The final two weeks of the semester during juries and examinations
    • Studio Recital must not exceed 90 minutes in length, inclusive of one 10-minute intermission.
    • Studio Recitals will have 30 minutes for a sound check starting one hour before the recital. The house will be opened 30 minutes prior to your scheduled recital start time.
    • Recitals must always start on time unless there is a need for production to hold.
    • No encores permitted. House lights will come up at the conclusion of the final piece.

If you would like to book a Studio Recital, Area Coordinators can contact the Cali School’s Scheduling Administrator Taylor Goodson by email (goodsont@montclair.edu), by phone (extension 3215), or in person (Chapin 129).

Area Coordinators at the Cali School of Music are permitted to host masterclasses for their area that take place during the semester. Masterclasses are held in the Leshowitz Recital Hall, room G55, and room 201. All masterclasses are unstaffed – no Production Office staff will be provided for these events. It is up to the Area Coordinator to secure room access, oversee event setup, and return the space to its proper arrangement at the conclusion of the event. Masterclass scheduling for all spaces for the upcoming academic year opens on August 1st, about one month before the beginning of the Fall semester. While masterclass scheduling does not have a formal closing date during the semester, masterclasses are not to be scheduled during any of the following:

• • • Juries & final examinations
    • Against area/instrument-related large ensemble events (e.g., no voice masterclasses during a University Singers/MSU Chorale rehearsal or concert)

In order to book a masterclass, Area Coordinators must utilize the following procedure:

• • • Ensure availability for your desired masterclass date.
      • The Cali School Google Calendar that is shared with you will show you what dates and times are available. However, you must confirm with the Scheduling Administrator Taylor Goodson that your desired date and time is indeed available before proceeding.
    • Once you have a date and time, you must then fill out the “Guest Artist/Speaker and Faculty Additional Assignment Form.” To access this document, contact the Financial Secretary Paula Chmiel.
    • Once this document has been completed, the masterclass will be added to the Cali School’s production documents. Promotional materials will only be created after this point. Please contact the Marketing & Outreach Manager Heather Kern for further details.

Note: Due to the University’s policy on preserving the environment and conserving funds, the method of distributing recital programs has been updated. Instead of printing physical copies, the programs will now be accessible through QR codes. This eco-friendly approach allows attendees to conveniently access the program details by scanning the QR code with their smartphones or devices. By transitioning to QR codes, the University aims to reduce paper waste and contribute to a more sustainable event environment. Please feel free to print your program in advance for anyone in your audience that might have difficulty with a QR code on their smartphone.

Faculty Large Ensemble Programs: (Wind Symphony, Symphony Orchestra, Symphonic Band, University Singers/Chorale performances in Kasser, Jazz Ensemble, and Main Stage Opera) Please deliver all copy, including rosters, via email to Heather Kern at kernh@montclair.edu two full weeks prior to the event. Please expect to approve a draft one week before the event.

Kaleidoscope and Crawford Concert Programs: Please deliver all copy, including rosters, via email to Heather Kern at kernh@montclair.edu three full weeks prior to the event. Please expect to approve a draft two weeks before the event.

Studio Recital, Cali Midweek Recital, Masterclass, and Residency programs must be created by the coordinator of the event in our online program software “Probuilder” at http://montclair.probuilder.app/.  You must submit your final program no later than one week prior to your recital to ensure that it is available by QR code by the performance date.  If you have questions on how to use ProBuilder please review the instructions on the Cali School of Music website here: https://www.montclair.edu/music/current-students/creating-programs  Please email Heather Kern at kernh@montclair.edu if you need further assistance.

Please provide information for your events no later than one month prior to your event for effective and thorough promotion. Information will be collected on this google sheet: https://bit.ly/cali-marketing

Events will be promoted via:

• • Campus wide announcement on University Calendar: https://www.montclair.edu/calendar/
  • Printed flier (posted in the Cali Building and for large events around campus)
  • Digital flier (emailed to coordinator to post on their social media and email to interested parties and potential Cali Students
• • Digital flat screen slide posted in Cali building lobby
  • Announcement in monthly newsletter
  • Digital community postings in at least 2 of the following: TapInto.com, northjersey.com, Patch.com, Baristanet.com, montclairgirl.com
  • Cali Social Media post: definitely posted on our Facebook and Instagram story, if space allows a full post will be on our social media timeline.

Immersive Visits (a.k.a Shadow Days)

An Immersive Visit (a.k.a. Shadow Day) provides a prospective student the opportunity to come to the Cali School, tour the facilities, meet faculty, staff and students, experience classes, ensembles, and, depending on area, possibly have a trial lesson.  It is an integral part of the school’s recruitment efforts

To arrange an Immersive Visit please do one of the following:

Send the prospective student the Request an Immersive Visit form link. This link can also be found on the main Cali School web page and the Visit the School page.  You may want to consider putting the form link in your recruitment communication.  Once the form is completed Marla Meissner (meissnerm@montclair.edu) will contact the student and communicate/coordinate as needed with the appropriate area coordinator, faculty, staff and students to establish the visit day itinerary.  The Request an Immersive Visit form will begin accepting visit requests on September 15 for the upcoming academic year.

• Provide Marla Meissner (meissnerm@montclair.edu) with the prospective student’s email or do an email introduction.

• The Area Coordinator or faculty member communicates directly with the prospective student and communicates/coordinates as needed with Cali faculty, staff and students to establish the visit day itinerary.