EM-S Fine Arts Handbook

Topic Slide(s) Contact Information3 Philosophies & Expectations4, 5 Charms6 Budgets7 Purchasing Procedures8 Transportation Procedures9 Trip Requests10 Professional Development Info11 Inventory12 Independent Contractors13 Private Lesson Program14 Concert & Programs15 Calendars & Forms16 Bass Hall17 Deadlines 18

Shawn Bell (aka The New Guy!) Director of Fine Arts ext (office) (cell) LuAnn Long Fine Arts Secretary ext (office) (fax)

EM-S ISD Fine Arts Mission Statement: Provide an innovative performance based curriculum designed to prepare all students to successfully reach their academic and creative potential in a diverse society while fostering a life-long appreciation and involvement in the arts. o In ALL things…students first! o Challenge yourself as well as your students by setting professional and personal goals o Communicate …..Ask questions and help one another o Be prepared o Go the extra mile o Be positively realistic, AND realistically POSITIVE!

Implementations 1. The use of Charms for inventory, libraries, and calendar 2. Staff Meetings & Professional Learning Communities (PLC’s) 3. Performance area directors: End-of-Year Meetings

What is it? District expectations: We will use this for inventory, libraries, form storage, and an interactive district-wide Fine Arts calendar Options: All other bells and whistles are at your disposal…..learn to use them! Cost? Fine Arts is paying for all accounts/Each campus or program is responsible for any accessories

 All campus budgets will MOST LIKELY show a 10% reduction over last year’s totals.  The final budget will be approved by the Board of Trustees tonight, so stay tuned!  Secondary purchase orders requests need to be sent to Rena Escamilla at  Plan ahead and use ALL of your available funds!  Remember: budget funds are intended to be used for students and programs!

 “Say NO to the confirming PO!” Purchase Orders MUST be submitted prior to services or materials being received.  Remember that all businesses MUST be approved vendors.  Approved vendors are approved ONLY for specific items; therefore, search by category first!  Once you sign in on the district website, you can access all approved vendors and categories from the Purchasing Dept. webpage:  The Chief Financial Officer is the ONLY district employee who can sign contracts (even fundraising contracts!). Please access the Contract Review & Approval Form in Eduphoria to upload and submit all contracts.  Watch your UIL and TMEA deadlines – entry documentation turned into the Purchasing Department  EM-S is a Pepsi contract district. This means that all beverages served, sold, or distrbuted in a district facility must be a Pepsi product. This includes booster club purchases for group consumption in a district facility.

 Please complete and submit the following form: GoldStar Transit Request Form to LuAnn Long no later than 14 days before the event (please do not send directly to Tina Meads at Goldstar)GoldStar Transit Request Form  Your principal MUST sign the request before it is sent to Fine Arts  Once signed by the DFA, the form will be faxed to Tina at Goldstar  Tina will send LuAnn Long a weekly confirmation of those scheduled, and LuAnn will forward it to the appropriate directors  Directors can Tina Meads at to make changes or  Any requests that need to be rescheduled require a new form to be submitted  Complete and submit all other transportation-related forms as necessary  All forms are found on Charms and the Fine Arts website  All school bus (yellow dog) transportation requests will be funded by Fine Arts  Emergency contact: Tina Meads (cell)

 Submit EM-S ISD Organization Travel Request Form to LuAnn LongEM-S ISD Organization Travel Request Form  In-state trips: Approved by campus principal and Director of Fine Arts  Out-of-state trips: Approved by campus principal, DFA, and Superintendent  All trips outside the country must be approved by the Board of Trustees.  Be sure to have appropriate medical and parent release forms on all students as well

Fine Arts will provide $260 for the year to each secondary Fine Arts fulltime employee for PD financial support (including substitute reimbursement) Please submit the district Travel Expense Voucher to Rena Escamilla: Expense Any eligible employee who does not use their allotted $260 can designate another secondary Fine Arts fulltime employee to receive their allotment by e- mailing the Director of Fine Arts Be creative and plan ahead!

Contact Shawn Bell or LuAnn Long with any questions All district Fine Arts inventory to be kept on your Charms account Please complete your inventory transition to Charms by March 1, 2013 Work orders for permanent removal or storage of inventory need to submitted via Eduphoria. Please contact Fine Arts BEFORE you submit a work order for communication purposes.

Access the Independent Contractor Clearance Process document located on Charms and the Fine Arts website ALL contracted services (contractors) must be set up via a purchase order BEFORE services are received. This needs to be an open PO submission, with invoices submitted against the PO when services are received. All necessary forms are also located on Charms and the Fine Arts website All prospective independent (outside) contractors MUST be cleared before they can begin working with students! Criminal History Checks are required each semester, unless the independent contractor has gone through the fingerprinting process. Those who have been fingerprinted must submit the Criminal History Check annually. District Rates for: Accompanists: $25 per hour; Master Class Leadership: $34 per hour All other rates are individually determined

 All forms are located on Charms and the Fine Arts website, including the Private Lesson Clearance Process document  $17 per half hour lesson  Please make sure all forms are distributed, completed, and kept on file  Remember: All prospective private lesson teachers MUST be cleared before they can begin teaching students!

Reasonable Length Etiquette: Talk to your students & parents and print information in your programs Principal Attendance Schedule and update your concerts/events on the Charms Fine Arts calendar!

 Please be thorough and accurate  Submit all concerts, events, and activities  Please do not submit rehearsals, meetings, etc.  Calendars on Charms no later than September 7, 2012!  Familiarize yourself with all district forms on Charms and/or the Fine Arts webpage:

 This year’s event will feature live performances by district bands and choirs  Professional video featuring students, performances, and artwork of all other Fine Arts areas as well  Rehearsal and Performance: Wednesday, Nov. 28, 2012  Detailed specifics and information forthcoming….  Stay Tuned!

September 7Employee Information & Class Schedules sent to LuAnn Long September 7Calendar events on Charms March 1Inventory on Charms May 31Library on Charms