Monitor Instructions

Thank you for serving as a Monitor for the Region 16 All-Region Auditions!  Please know how much I appreciate what you are doing for the orchestra and mariachi students in Region 16 and the State of Texas.

Monitors have some of the most important tasks during the audition process–maintain the anonymity and organization of all audition students and act as a liaison between the judges and the auditioning students.

Each judging room should have two monitors: an outside monitor and an inside monitor.

THE ROLE OF THE OUTSIDE MONITOR…

1. The monitor positioned outside of the audition room is responsible for making sure that audition students do not enter the room with electronic devices; this will be done primarily in the warm-up rooms.

2. The outside monitor also keeps the hallways near the audition room quiet and free from distractions.

3. The outside monitor will also help the inside monitor with lining students up in the audition room in the correct order (based on audition ID number).

4. The outside monitor may assist room monitors with collecting the next wave of students, if needed.

THE ROLE OF THE ROOM MONITOR…

1. Inside monitors: you have an extremely important task during the audition: you are responsible for acting as the liaison between the judging panel and the audition students AND it is your responsibility to be absolutely certain that auditioning students are lined up correctly, are announced to perform in the correct order, and that the correct student actually performs.

2. While students are performing you MUST be professional in your demeanor.  Under no circumstances are you to laugh at students, joke, or in any instance demonstrate any satisfaction with or displeasure with a student’s audition performance.

3. Before allowing students into the audition room, please check with the judges to see if they are ready for the next group.  Occasionally, judges will need a brief break.  If judges indicate that they need a break, it is important that you and the outside monitor clear the halls of the next group of students.  They should be returned to the warm-up room.  Verify with the judges once they are ready to begin and have the students brought back down.

4. Do not allow students into the room with electronic devices and do not allow students to talk to each other or to the judges at all.  If a student has a question, they should quietly ask you, and then you may address the judges with any questions or concerns.

5. You will be given a folder that contains a Monitor’s Call List, a copy of the audition music, and a pencil.  Please use the form to mark off when each student performs each excerpt.

6. Line the students up in the correct order according to audition ID#.

7. Once students are in the correct position, verify with the judges that they are ready.

8. Announce each auditionee in the correct order using the Monitor’s Call List.  Wait for the Judging Panel Chair to repeat the Audition ID to verify that they heard correctly.  Correct any mistakes immediately!

9. Each excerpt will be performed in a different order so that the same student doesn’t have to play first each time.  Here is the basic order (specific instructions will be marked on the Monitor’s Call List):

   1. Panel 1 - Excerpt 1 - Lowest number to Highest number (e.g. Violins 15 down to 30)

   2. Panel 1 - Excerpt 2 - Highest number to Lowest number (e.g., Violins 30 up to 15)

   3. Panel 2 - Excerpt 1 - Midpoint (marked on form) to Highest, then Lowest to Midpoint (e.g., Violins 22-30, then Violins 15-21)

   4. Panel 2 - Excerpt 2 (if applicable) - Midpoint (marked on form) up to Lowest, then Highest to Midpoint (e.g., Violins 21 up to 15, then Violins 30-22)

   5. If a student is not present in a group, please be sure to skip the number.  If the student is known to be a DNA (did not attend), please announce it (e.g., Viola 17 is DNA, next is Viola 18).

10. Between each excerpt you will give students 60 seconds (1 minute) to practice on the next excerpt.  Be sure to call “time” loudly and get the room quiet again before beginning on the next excerpt.  Do not allow more than 60 seconds for the warm-up.

11. Keep the pace of the audition quick!  Judges will let you know if they need you to slow down.

12. It is imperative that all of the students remain anonymous. Secure and cover any document that has a student’s name on it so that the judges do not accidently see a student’s name associated with the audition.

13. Once each audition wave or instrument group is finished, have them leave the room quietly and escort them to the next location.

    1. For “wave” auditions (orchestra), you will be assigned to a “wave” of students.  You will follow this process with each “wave”:

       1. Step 1: Report to warm-up room and call all students in the assigned “wave” to line up.  Be sure to refer to the call sheet.  Put students in numerical order according to their audition ID.

       2. Step 2: Escort “wave” to Panel 1 Audition Room and facilitate the performance of excerpts for judges (2 cuts per room). Refer to Bullet Points 8 through 12 above.

       3. Step 3: At the conclusion of performance for Panel 1, quietly escort all students out of the room and to the Panel 2 Audition Room. Repeat the audition facilitation process for the remaining excerpts (refer to Bullet Points 8 through 12 above).

       4. Step 4: At the conclusion of performance for Panel 2, quietly escort all students out of the room and back to the warm-up area.  If you are assigned another “wave” of auditionees, begin calling the next “wave” and repeat these steps for each “wave” you facilitate.

14. Lastly, once a complete instrument panel has finished, verify with the judges all of the students that are designated as DNA (did not audition).  Inform the Region Chair that the panel is complete and the Region Chair will collect the folders and forms.  You may text the Region Chair, if that is more convenient (806-239-7791).

15. Once the room is completely finished with auditions, please help with resetting the room.

Because the role of the inside monitor is extremely important, be sure that you are up to the task.  Be bold and responsible for the efficiency and accuracy of your room!

STEP 2:  ESCORT the assigned “wave” of students to Panel 1 Audition Room for the correct instrument and FACILITATE the audition Panel 1.

1. Before entering the room, be sure that students DO NOT take any electronic devices in the audition room; this includes smart watches.  They may leave these items with the outside monitor.

2. Check with judging panel to verify that they are ready for the next wave of students.

3. If given the “go ahead” from judges, ask students to enter the room quietly.  They are not to speak to judges.  If they have a question they MUST quietly ask you; you may then convey their question or concern to the judges.

4. Verify that students line up in numerical order.

5. When everything is set, announce each auditioning student to the panel of judges in the correct order: “Judges, this is Viola 3.”  After each student performs, announce the next performer.  Be sure to skip any student that is absent: “Judges we are skipping Viola 5.  This is Viola 6.”  If a student is a known DNA (we know that they will not be auditioning, please announce:  “Judges, Viola 7 will be a DNA.  This is Viola 8.”

   1. Panel 1 - Excerpt 1: Announce students from LOWEST number to HIGHEST number (e.g. Violins 15 down to 30)

   2. Panel 1 - Excerpt 2: Announce students from HIGHEST number to LOWEST number (e.g., Violins 30 up to 15)

6. After the last performer, ask students to quietly exit the room and wait in the hallway in numerical order.

STEP 3:  ESCORT the assigned “wave” of students to Panel 2 Audition Room for the correct instrument and FACILITATE the audition Panel 2.

1. Before entering the room, be sure that students DO NOT take any electronic devices in the audition room; this includes smart watches.

2. Check with judging panel to verify that they are ready for the next wave of students.

3. If given the “go ahead” from judges, ask students to enter the room quietly.  They are not to speak to judges.  If they have a question they MUST quietly ask you; you may then convey their question or concern to the judges.

4. Verify that students line up in numerical order.

5. When everything is set, announce each auditioning student to the panel of judges in the correct order: “Judges, this is Viola 3.”  After each student performs, announce the next performer.  Be sure to skip any student that is absent: “Judges we are skipping Viola 5.  This is Viola 6.”  If a student is a known DNA (we know that they will not be auditioning, please announce:  “Judges, Viola 7 will be a DNA.  This is Viola 8.”

   1. Panel 2 - Excerpt 1: Announce students from MIDPOINT (marked on form) to HIGHEST, then LOWEST to MIDPOINT (e.g., Violins 22-30, then Violins 15-21)

   2. Panel 2 - Excerpt 2: Announce students from MIDPOINT (marked on form) to LOWEST, then HIGHEST to MIDPOINT (e.g., Violins 21 up to 15, then Violins 30-22)

6. After the last performer, ask students to quietly exit the room and wait in the hallway in numerical order.

STEP 4:  ESCORT the assigned “wave” of students to the Warm-Up Room.

1. At the conclusion of Panel 2 judging, if students left electronic devices with the outside monitor, be sure to take the group where items were dropped off for collection and then return them to the warm-up room.  If you are assigned additional “waves,” begin this process again for your next group.