Faculty Handbook Operations - NIU - School of Music



A calendar of School of Music concerts is posted on the bulletin board outside of the Music Office.   Faculty with computers can also view the entire calendar through their GroupWise account or from the School of Music web site.  A concert/recital schedule is maintained regularly on the school’s web site.

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Ensemble Programs

Programs for ensemble concerts will be prepared by either the Large Ensemble Office or the Main Office, following the school’s standardized format.

All information should be proofread and double-checked for accuracy and submitted electronically at least three weeks in advance of the performance, preferably as an MS Word document via e-mail.  If the information is not submitted before the three-week deadline, cuts will be made.  The following guidelines will be strictly followed:

  • Information turned in three weeks in advance – Everything submitted will be included in the program.
  • Information turned in two weeks in advance – Program notes and translations will be omitted; only a roster and program order will be printed.
  • Information turned in one week in advance – Program order only will be printed on a single, unfolded sheet of paper.
  • Information turned in less than one week in advance – program will not be prepared by either office.

Stage Extensions

While the extensions are useful pieces of equipment for use in the concert hall, special arrangements must be made with the university carpenters and causes extra costs to be incurred by the department. For these reasons all ensemble directors who wish to use the extensions must inform the LEO by 8/1 so the manager can list the costs in the yearly budget request at the beginning of the fall semester. A time line for put up and take down of the extensions must be included with the request for the extensions.

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Renting music for ensembles

Most companies that rent music for performance require a signed contract. These contracts must be reviewed and signed by the legal department of the university. This adds extra time to getting rental music for our ensembles to perform. To facilitate this, fall music rental requests should be into the Large Ensemble Office Manager no later than April 30 of the spring semester prior, and spring rentals, no later that September 30.

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Equipment Removal from Campus

It is university policy that all equipment that professors or students (with school approval) want to take off-campus for any length of time must be signed out through Property Control.  The Off-Campus Equipment Request Form can be found on the Materials Management website (navigate to "Property Control").  By filing the form with the university you save the property auditors a lot of time during the yearly audit.

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Faculty members must never lend their keys to students for any more than a very few minutes.

Students should not be let into the building when it is closed for vacation.  After-hours practicing is acceptable under policies spelled out in the Student Handbook.

NEVER lend your outside door key to students.

N.B., just because you have a key to a classroom or rehearsal room does not mean that you have that room for your exclusive use at any time.  Regular room use for classes and ensembles is assigned when the semester schedule is prepared; for ANY OTHER use of a room, you must reserve it 24 hours in advance by email.  In the north wing, this is done by the Large Ensemble Office; for the south wing, reservations are made in the Music Office.

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Large Ensemble Office

This is a small office with many responsibilities.  The office coordinates the use of the rehearsal spaces, signs out music for large ensemble personnel, produces programs for large ensemble concerts, assists with rehearsal setup, manages the NIU Band and Orchestra Music library and schedules faculty, student and faculty-sponsored guest artist recitals.  The small staff of this office consists mainly of students with one full-time manager.  Please allow four working days for music to be assigned for distribution to ensemble members.

Since the student staff is not always aware of the work load, or what might be scheduled to be done, all work should first be coordinated with the manager and not the student employees.  If the manager is on vacation or out sick, all conductors should see the Assistant Director concerning work that needs to be done.

While all ensembles are important to the School of Music, please remember that the LEO handles many projects for over 10 ensembles.  Do not ask for or expect a 24-hour turnaround time on any work that you might want the LEO to handle.

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Office Operations

The School of Music office provides duplication/collation services using the photocopy machine for 10 copies or fewer and a digital duplicator (Risograph Machine) with computer interface for more than 10 copies.  While hard copy originals can be submitted for the Risograph, electronic copies of MS Office or PDF documents can be accepted and are preferred. Electronic copies can be e-mailed as an attachment to music@niu.edu or submitted on CD-Rom or USB flashdrive.  Electronic documents will provide the best resolution in copies made and will ensure more accurate alignment and margins than manually-scanned hard copy originals.  It is important to observe the customary two-business day advance notice for duplication/collation requests.  In the case of an emergency, please speak with the Music Office staff.  In last-minute situations caused by emergencies or faculty procrastination they will try to accommodate you, but they are understaffed and overworked, so please be patient (and polite).

The school will not provide blue books or blank paper for examination. Computer graded answer sheets are available from the Music Office.

Secretaries normally will not operate the duplicator nor collate. These duties will be done by student workers in the Music Office.

The photocopy machine should be used only for jobs of less than 10 copies.  The Director must approve any larger runs.

Copyright:  The office staff will not duplicate copyrighted materials illegally.  Students should copy their own work at centers located throughout the campus.

Secretaries will not take messages for non-credit private lessons for students.

The Large Ensemble Office Manager (Room 156) will assign all rehearsal/classrooms in the north part of the Music Building, including the Concert and Recital Hall.  Normally, no practicing will be scheduled in the Concert Hall unless a recital or concert is scheduled and imminent.  However, under unusual circumstances, you may sign out a key, for which YOU are responsible, from the Music Office (Room 140) for your applied student to use.

The Music Office Secretary (Room 140) will assign all classrooms in the south part of the music building.  Rooms will not be signed out for use after 11 p.m.

Extra staff support for audio, video, internet, recording, editing, media duplication, etc. for university courses (including ensembles) and faculty activities should be arranged at least two weeks in advance to allow for personnel planning. If university (non-personal) fiscal resources are to be used, fiscal planning should take place early in the fiscal year (August).

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Office Supplies

The school orders a limited supply of materials to be used by the faculty.  See the secretaries for your allocation.  Please do not use School of Music stationary for memos.

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Piano Tuning

Pianos are tuned frequently in the Recital and Concert Halls. It is the responsibility of the performer(s) to contact the performance Piano Technician (David Graham) with any special request involving the pianos. Under no circumstances should any adjustments be made to university pianos such as removal of the lid or string preparation (insertion of objects) without the direct involvement of an NIU Piano Technician. Any assistance in tuning of the harpsichord for performance requires contacting the performance Piano Technician in advance. Requests for attention to any non-performance school pianos should be directed to the Large Ensemble Office.

Recording Services

As long as funds are available, the school will record faculty recitals and place a single reference copy in the library at no charge to the faculty member.  Faculty must, however, submit a program and timings with a recording request form to the recording crew in advance.  Forms are available from the Music Office.  Additional personal copies will be made at the faculty member’s expense. If you wish to make your own copies, the school maintains a complete audio/video duplicating studio for faculty use (Room 226).

Recording request forms should be returned to the Music Office no less than two weeks before the recording date.

All student recordings require a $10.00 deposit paid by check. Checks should be payable to NIU.

Only one recording is possible during any given time slot, as there is only one recording studio. Any questions should be directed to the Media Technician in Room 242.

The recording crew is not responsible for obtaining, setting up, or running any equipment other than the recording studio.

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Recital Dates

Scheduling of Recital dates for students, faculty, or guests is supervised by the Large Ensemble Office Manager, and procedures are detailed in the Student and Faculty Handbooks. Ushers and a stage crew will be provided for faculty recitals. Special arrangements and details should be filed with the LEO Manager in Room 156. Press releases should be filed two weeks in advance (Room 140).

Please adhere to the standard concert/recital schedule (6:30 p.m. or 8 p.m. on weekdays, and 11, 1, 3, 5, or 7 p.m. on Saturdays and 1, 3, 5, or 7 p.m. on Sundays) when arranging your program.  This schedule should be followed when arranging for guest performers and/or ensembles, as well, since the student program scanner is preset to these times.

Length of performances must be anticipated thoughtfully. Recording and webcast technologies do not allow two performances to be supported simultaneously (or overlap), even if they are in separate spaces, so a gap in time must be maintained between those performances without delaying the latter performance. Performers must also allow 30 minutes for tear-down of previous performance and setup of following performance in the same space. Example - If the Recital Hall is scheduled for a 6:30 p.m. faculty/guest/ensemble performance, the performance must end by 7:30 pm to allow time for tear-down/setup for a following 8:00 p.m. performance.

Due to such reasons as limited summer staffing and reduced building hours, scheduling of summer performances in the Music Building are considered on a case-by-case basis.  Due to summer weekend building closures, approved faculty or student recitals are to be scheduled on Monday, Tuesday, or Wednesday evenings.  For students, approved summer performances are restricted to degree-required recitals. 


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Recital Programs

All student and faculty recital programs will be prepared by the Music Office and should be submitted at least two weeks in advance of the performance date.

Specific procedures for student programs are printed in the Student Handbook.  All student programs submitted for preparation by the office staff must be typed, include timings, and have the signature of the applied teacher, who has carefully proofread the copy.  The office may refuse to prepare programs that are not typed or that contain errors, so please make sure that these steps are followed.

You are encouraged to send your students' programs to the office electronically, as an e-mail attachment.  The program does not have to be signed if it is sent from your e-mail address.

All recital programs must be prepared by the Music Office following the school’s standardized format.  If anyone (faculty or students) misses the required two-week deadline, it is quite possible that programs will not be available in time for the performance. 

Inserts and program notes for student recitals must be printed at the student’s expense and must be proofread and approved by the Assistant Director before they are printed and used.  Such inserts and notes are highly discouraged, and will be approved only if they are relevant to the recital content, such as carefully-researched program notes.  Extravagant thank-yous to parents, teachers, friends, extended families, and Cocker Spaniels are best tendered via Hallmark, not the recital program.  Advise your students accordingly.

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Tornado Alerts

During a tornado alert you should move to inside halls of the building.  This is to avoid the danger of flying glass and/or other debris.

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