ADJUDICATOR SELECTION PROCEDURE
(Following procedure to be utilized by all divisions [band / choir / orchestra].)


A “designated contact” person is appointed for each specific zone grouping for organization event contests and that person is responsible for the assembly of a list of recommended judges for that group with input from the directors of schools assigned to that zone.  Individual directors should not make contact with prospective adjudicators but are requested to provide the zone CONTACT PERSON with any recommendations and/or suggestions with regard to judges for their zone.

Following the assembly of the "recommended list" for a particular zone and division, the list shall be given to the Region 2 UIL Administrative Assistant. The administrative assistant will then proceed to contact recommended judges and assemble a judging panel...with list of "accepting adjudicators" then being forwarded to the executive secretary so that contracts can be issued.


If a judge is being recommended by a participating director and that “prospective judge” is not a TMAA (Texas Music Adjudicators Association) ACTIVE or PROVISIONAL member, the director making the recommendation should provide essential contact information for that prospect.  Information needed of a “prospective judge” – name, address, email address, phone numbers, number of years of teaching experience and identity of region and school district in which they teach.


REQUIREMENTS for a JUDGES PANEL – 3 CONCERT JUDGES – 3 SIGHTREADING JUDGES

            CONCERT PANEL – Panel must have 1 judge that is “ACTIVE” member of TMAA.  The 2nd judge for the concert panel can be “ACTIVE”
or “PROVISIONAL” member of TMAA. The third judge can be from any source.

            SIGHTREADING PANEL – Panel must have 1 judge that is “ACTIVE” member of TMAA and that judge will serve as “head judge" for administering the
sr procedure according to UIL rules. The 2nd and 3rd judge can be from any source.


Recommendations for potential SOLO/ENSEMBLE judges should be sent directly to the executive secretary. The director making the recommendation should provide essential contact information for that prospect.  Information needed about a “prospective judge” – name, address, email address, phone numbers, number of years of teaching experience and identity of region and school district in which they teach (major instrument for instrumental s&e events). Division chairs may be called on to assist in the assembly of a recommended s&e adjudicator list.


It is preferred that adjudicators be active directors but retired directors are not to be excluded.  Experience in the classification of schools to be adjudicated by the potential adjudicator is a positive factor but the assembly of a judging panel does not require that as a criteria for selection.

INFORMATION that “administrative assistant” will provide prospective adjudicators:

            DATE AND SITE OF EVENT

            HONORARIUM and PER DIEM INFORMATION for RESPECTIVE CONTEST

                        honorarium - $200 per day (solo/ens): $250 per day (marching; concert; sightreading)

           per diem - $32 per day for meals ($7 breakfast; $10 lunch, $15 dinner); mileage (based on rate used by Texas State Comptroller of Public
Accounts – Susan Combs)

                                                [Mileage is calculated utilizing Texas State Government MILEAGE GUIDE. http://ecpa.cpa.state.tx.us/mileage/Mileage.jsp ]

                                                Current mileage rate is .445 ¢ per mile;

Lodging is “direct billed” to the Region 2 UIL Music Office

                                                [Solo/ensemble judges panels are assembled by “car pooling” from geographical areas to help hold down contest expense.]

            NOTIFICATION ABOUT “AIR TRAVEL POLICY”

            LODGING RESERVATIONS MADE BY “CONTEST HOST” OR “EXECUTIVE SECRETARY”

            CONTRACTS WILL BE SENT BY EXEC SEC AND ARE “CONFIRMATION CONTRACTS” SENT AS EMAIL ATTACHMENT (return to Reg 2 UIL Office not required)

AIR TRAVEL POLICY

There have been instances where a judge booked airline flight to a contest site in Region 2 when the contest site was within a reasonable driving distance and the cost of the airfare was considerably greater than the cost of MILEAGE reimbursement. Due to the possibility of that occurring, Region 2 has established a policy concerning AIR TRAVEL.

All AIR TRAVEL must be "pre-approved" by the Region 2 UIL Music Office. If the cost of the requested air travel is within a comparable range of cost and is reasonably close to the cost of traveling by automobile, the travel by air "may be approved". If the cost for the requested air travel would be greater (significantly more) than travel by auto, the region would NOT approve such travel. If an adjudicator chose to travel by air (by their own choice) that was NOT approved by the region, the region will reimburse the adjudicater for the "actual mileage" rate as determined utilizing the Texas Comptroller of Public Accounts MILEAGE GUIDE. For air travel to be approved, the adjudicator would have to obtain "estimated flight cost" and contact the Region 2 UIL Music Office at least 30-days prior to the event.

Exception: There will be instances that would be more cost efficient for the adjudicator to travel by AIR and the expense incurred would be less than mileage reimbursement. In such cases, the region will reimburse the adjudicator for actual cost of airfare and general parking at the airport.

NOTE: AIR TRAVEL POLICY approved by Region 2 Music Executive Committee on July 13, 2006 at their annual meeting. Policy implemented 2006-2007 school year. [LDK - Exec Sec]