2008-2009 FALL BULLETIN

TO: Region 2 UIL Music BAND and CHORAL and ORCHESTRA directors

WELCOME BACK! Our region website (http://www.uilforms.com/regions/2/ ) contains new information and updated activities calendars, etc and you should access the site and become familiar with the updated information.

• The Region 2 UIL Music Executive Committee has approved/ratified dates, sites, etc for 2008-2009 and received a report of the “what, where, when and why” of activities for the year just concluded. Our Music Executive Committee is very supportive of fine arts and willingly gives their time and energy to addressing needs for our UIL activities and helping provide a positive experience for our music students.

The only NEW item – UIL Region Policies/Guidelines – Procedure for alteration or change of policy and/or region rules:
There is a link (Reg2 UIL POLICIES / PROCEDURES  ) on the frontpage that contains information in “handbook” format detailing the region policies/guidelines/rules for UIL music activities in the region.

EXAMPLE: “Draw for Performance Order” – Existing policy making DRAW FOR ORDER available by CONFERENCE to remain in effect. The procedure to make a determination of directors wishes concerning the option to “draw for order” will be done by electronic voting through the Region 2 UIL Music Office. A hand vote at a region meeting will not be used to determine the desires of the directors. The head director of the bands in the conference desiring utilization of “draw for order” will be provided (by electronic means) a ballot with a deadline for responding with their vote. This procedure allows opportunity for all directors (one vote per school) to participate in the decision regardless of their absence or presence at a region directors meeting. The procedure also provides verifiable written documentation of a director’s wishes with regard to their choice (vote) in the matter being considered.

The executive secretary is authorized to make adjustments in the performance order for schools that have a conflict (football game, transportation issues, etc).  In all cases, the "draw order" if a draw is used...the DRAW ORDER will be the performance order.

Each activity (EX. Marching – Conc/SR) will be handled separately.

Example: IF 4A band directors vote to “draw for order” for marching, that does not require using the same draw order for conc/sr. A separate vote for the conc/sr (by grouping – 4A varsity, 4A non-varsity, 4A sub-non varsity) events would occur.

• The policy established by the Region 2 UIL Music Executive Committee with regard to “late entries” and the fees for late entries to the solo/ensemble contests has been changed. The fee for 07-08 was $25 late fee and $8.50 regular fee per solo entry. The ensemble fee was $15 per student late fee plus regular $8.50 fee.

The “updated” fee for late entry: $15 per solo / $10 per ensemble member.

• The procedure employed to help eliminate the possibility of being in violation of UIL and/or region rules with regard to compliance of submission of proper forms and fees for respective events by “the distribution at the Fall meeting of ORGANIZATION FEES INVOICE” will be continued. 2007-2008 the procedure worked very well and the directors were responsible and dependable in execution of this new procedure.

The Region 2 UIL Music Office prepares the invoice and the number of organizations utilized is based on the number of organizations entered the preceding school year. This INVOICE should be turned it to your business office and FEES for organizations be paid at the beginning of the year. A copy of this invoice should be retained by the director to be mailed with the check and other required forms for organization contest entry.

If the number of organizations entered (by 30-day deadline) is “greater” than the number invoiced, the Region 2 UIL Music Office will prepare and send a statement to the respective school. If the 30-day deadline passes and the number of groups that actually entered is “less” than the number of groups that were invoiced, a REFUND will be sent to the respective school.

· FAILURE TO COMPLY WITH THE RULES AND REGULATIONS IN THE C&CR AND/OR THE REGION OR THE INSTRUCTIONS FROM THE EXECUTIVE SECRETARY WILL RESULT IN THE ENTRY NOT BEING CERTIFIED.
PLEASE TAKE THE TIME NECESSARY TO COMPLETE ALL ENTRY FORMS PROPERLY Regardless of who has been assigned to prepare entry forms, it is still the HEAD DIRECTOR that is responsible for the accuracy and completeness of the forms.