Jazz Degree Recital Timeline
This timeline is only an overview. Be sure to read the entire Recital Procedures document to learn all details pertaining to student recitals.
Before you can book
your recital date...
Two weeks before
program print
deadline
You must share a draft of your recital program via Google
Drive using the provided program templates. You may do this as
early in advance as you’d like. This program is only a rough draft
to demonstrate forethought and preparation for the recital. Your
repertoire does not need to be finalized at this point. Once the rough
draft of the program has been approved, you will receive a Student
Recital Contract. Follow the instructions on the contract and obtain
your applied teacher’s signature.
1
2
10 to 6 class weeks
before desired recital date &
before university course credit
add deadline
Turn in the Student Recital Contract to Facilities
Manager, Ben Rusch in Room 204 to schedule your recital
date. This must be done in person.
Once scheduled, You will receive an email confirmation
with your specific deadlines pertaining to your recital.
Have a great
recital!
Turn in your Recording Request Form to Prof.
Thomas Miller’s mailbox. (the latest you may turn in
this optional form). Schedule your dress rehearsal with
Ben Rusch (the earliest you may schedule this optional
rehearsal). Finalize changes to your printed program. It is
up to YOU to make sure the program is print-ready.
3
4
You will have up to one hour
prior to your recital start time to warm
up in the hall. Ushers will bring your
programs to the hall.
5
One week before
program print
deadline
Turn in the Print Permission Slip signed by you and your
applied teacher. Programs will not be printed without the
student’s and applied teacher’s signature on the print permission
slip (or email sent in place of signature).
PROCEDURES FOR
JAZZ DEGREE RECITALS
(Solo Junior, Senior, Graduate, Certificate)
DePaul University School of Music – Updated Summer 2016
Performance Office, Room 204
Office Hours: Monday-Friday, 9am-12pm, 1pm-5pm
Rachael Smith, Coordinator of Career & Performance Services,
773.325.4359, [email protected]
Ben Rusch, Facilities Manager, 773.325.4469, [email protected]
Student Recitals at DePaul School of Music
All Student Recitals are scheduled and processed through the Performance Office.
The scheduling and staffing of recitals is overseen by Ben Rusch, Facilities
Manager. In addition to providing stage managers, ushers and performance space,
professionally printed programs are distributed at all concerts and events at DePaul
School of Music. Students will be responsible for creating their own recital
program using provided templates. The designing and printing of the programs
is overseen by Rachael Smith, Performance Coordinator. It is imperative to follow
all given deadlines and other instructions to ensure you have programs at your recital.
Types of Degree Recitals
There are four types of jazz degree recitals: Junior, Senior, Graduate, and Certificate.
While Graduate and Certificate students may be required to perform a certain
number of recitals per year by their applied teacher, only one of those recitals may
“count” for your official degree recital, which means only one recital is registered
and graded. For Graduate and Certificate students, these typically take place in the
last year of your degree program. Please discuss this with your teacher to make
sure you are signing up for the degree recital in the correct academic quarter.
Recital Course Credit Registration
Degree Recitals are registered as a separate course for 0 credit. The College Office
registers the degree recital credit for you. Only degree recitals are registered for
credit. The Performance Chair, Professor Julie DeRoche, is the instructor of record
for Applied Music recitals. For degree recitals, the Student Recital Contract will
function as your recital credit registration form AND your recital scheduling
form. You will only receive a Recital Contract once the Program Draft has
been approved by Rachael. If you miss the course registration deadlines for
the quarter you wish to give your recital, you will not be able to schedule
your recital date. After the Facilities Manager has scheduled your recital date,
the Recital Contract is submitted to the College Office for credit registration.
Procedures for Jazz Degree Recitals
Setting up your Recital
Program Draft
The program templates live on Google
Drive, a cloud-based storage system. All
applications within Google Drive allow
more than one person to edit the same
document in real time. If you do not have
a Google account, it is recommended you
make one for this process (they are free).
Google Docs are fairly intuitive, sharing
many of the same features as Microsoft
Word. If you are unfamiliar with using
Google Docs, it is strongly recommended
to use the FREE training provided by
Lynda.com, available to all DePaul
students by visiting here. You will be
required to login using your Campus
Connect username and password. Once
logged in, you can use the search feature
to find “Google Docs” tutorials.
Using the Online Program Template
Keep this page open while you create your
program draft):
PRIOR TO EDITING ANY TEXT ON
THE PAGE: Go to the “File” Menu>
select ”Make a copy” and save the
file name as Your Last Name_Degree
type (i.e. SMITH_Graduate). The
document will now be saved in your own
Google Drive. If you start editing the
ORIGINAL template, no one else can
use it. If you do this by mistake, please
email Rachael as soon as possible so she
can reset the template.
After saving your own copy, close the
template document, and in your newly
saved program document, type over and
replace the blue text with information
pertaining to your own recital
information: your name, instrument,
repertoire, etc. (Specific requirements
are below). Red text indicates further
formatting instructions which will need
to be deleted prior to sharing). Use the
Formatting Cheat Sheet to help with
formatting text.
Recital Program Content
You will need to include the following
information in your program draft.
Follow the instructions in the program
template to determine where this
information should go on the program.
»» Your full name
»» Your instrument/voice type (i.e. “jazz
trumpet”, not just “trumpet”).
»» Type of Degree Recital (Junior,
Senior, Graduate, Certificate.)
»» Your applied instructor’s full name
»» Names and instruments of assisting
performers.
»» If you have a big band arrangement
performing (rather than a small
group), let Rachael know. The
personnel will need to be listed in a
roster format.
»» Pieces in the order they will be
performed, or “Program to be
selected from the following”
»» Complete title.
»» FULL name of composer. Nicknames
are acceptable (i.e. “Dizzy Gillespie”
is correct, not “John Birks Gillespie”)
»» Full name of arranger/transcriber, if
applicable (no initials).
Procedures for Jazz Degree Recitals
Finishing Your Draft
Once all of your information is added,
(excluding the date, time and location
as you will add this after the recital is
scheduled), delete all red text (the
instructions). Remember, this is just
a draft. Your program information/
personnel is allowed to change. You
have until 2 weeks before your recital
date to make revisions. Make sure the
program looks neat and there are no
spelling or grammatical errors.
The Performance Office must print
all program material distributed at
recitals. Stage Managers will NOT pass
out any extra documents/programs/
text/translations that are not printed by
the School. If you have special requests,
please talk to Rachael. Any student
who intentionally violates this policy
will be reported to the Performance
Department Chair, Julie DeRoche.
Click Here to Access the Jazz Degree
Program Template
The Recital Contract
1. Share your document with
Rachael within Google Drive.
Now that you have created your
program draft, click the blue
“Share” button at the top right of the
screen. Type in the email address
[email protected].
Make sure the setting is on
“Can Edit” and click “Done.”
Rachael will be notified that you
have shared a document and
will review your program draft.
2. Fill out the Recital Contract.
Once your program draft has been
approved, Rachael will email you a
Student Recital Contract as a PDF
file. (Your Recital Contract will be
sent to the Gmail account unless
otherwise requested).
Using
a PDF program such as Adobe
Acrobat or Preview, fill out the top
portion and choose your 1st, 2nd,
and 3rd preferences for a recital time
and location from the drop-down
menus. Be sure the dates you select
work for ALL parties involved
with your recital (i.e. your teacher,
, assisting performers, family, etc).
Next, following the instructions
on the contract, print out the
contract and obtain the signatures
of your applied instructor.
If you are having trouble typing
in the PDF fields, you may write
in the information instead.
Scheduling your recital must be done
in person. Do not leave the contract on
Ben’s desk, in his mailbox, etc.
Important Deadlines
The recital course credit must be
registered according to the university
class registration deadlines for the
quarter which your recital is taking place.
(In other words, if you want your recital
to take place in Spring Quarter, you must
register for the recital credit by the Spring
Quarter add credit deadline). If this
deadline falls on a weekend, the recital
deadline becomes the previous business
day. You may not perform or book
recitals during university closings and
holidays. Refer to the Recital Calendar
to see eligible dates and blackout dates.
Fall Quarter Degree Recital
Registration
Opens: Wed., September 7, 2016
Closes: Tues., September 13, 2016
3. Turn in the Recital Contract and ***The fall quarter recital registration period is shorter
schedule your recital date to the
than winter and spring. If you are planning a degree
Facilities Manager. Although recital for the fall quarter, it is best to start your program
draft during the summer.
Rachael will send you the contract,
to book the date you must turn
Winter Quarter Degree Recital
it in to Ben Rusch in Room 204
Registration
between 10-6 CLASS WEEKS in
Opens: Mon., September 12, 2016
advance of your desired date AND
Closes: Fri., January 6, 2017
within the registration period.
Class Weeks are defined as weeks
Spring Quarter Degree Recital
in which classes are in session:
Registration
Finals, Winter and Spring Breaks
Opens:
Mon., January 2, 2017
do not count as recitals cannot be
Closes:
Fri., March 31, 2017
performed during those times.
Time, Location, &
Duration of Recitals
»»
Jazz Recitals may be performed in
Recital Hall or Room 103.
»»
Junior Recitals will be 45 minutes,
Senior Recitals will be 60 minutes,
and Graduate/Certificate Recitals
will be 75 minutes.
»»
Please mention to Ben at the time
of booking if a piece on your recital
involves more than 8 performers.
You and the other performers will
need to assist the stage managers
with setting up the stage.
»»
Recitals may only be scheduled at
the following times:
Monday – Friday:
Room 103 at 7 & 9 p.m.
Recital Hall at 7 & 9 p.m.
Saturday & Sunday:
Room 103 at 2, 4, 7 & 9 p.m.
Recital Hall at 2, 4, 7 & 9 p.m.
Recitals scheduled at any other time are
strictly prohibited. Recitals may not take
place during university breaks or final
exam weeks.
Getting the Date Booked
4. Once a date is decided upon,
Ben will ask you to sign the very
bottom of the contract. Signing
the contact means you and all
assisting performers are committed
to performing on that date and
time. With the exception of family
and medical emergencies, you
many not change your recital date
if you, your teacher, your assisting
performer(s), or family member is
suddenly unavailable that day. If
Procedures for Jazz Degree Recitals
there are other extenuating circumstances, you must immediately discuss this
with your applied teacher, Jazz Studies Director Dana Hall, and Performance
Department Chair Julie DeRoche. Professor DeRoche must approve any
changes to recital date or time. Please keep this in mind when selecting dates
on the Recital Contract.
After the recital is scheduled, you will receive a recital confirmation email
including a scanned copy of the signed Recital Contract, recital date, time, location,
when you can schedule a dress rehearsal, and your program printing deadline.
Put these dates in your calendar.
Speaking to Your Audience
Written program notes will not generally be required of jazz studies students,
as the tradition of presenting information verbally from the stage is the priority
learning experience. Therefore, students will be expected to present program
information, introduce members of the groups, etc. verbally, as they would in
professional jazz concerts and events. In addition, individual applied instructors
may require written notes, and students may elect to write them if they so choose.
Please notify Rachael if your teacher is requiring written notes for your recital.
2 Weeks Before Your Recital...
Dress Rehearsals, Recordings &
Finalizing Your Program
5. You may schedule one (1) two-hour rehearsal in the performance hall
(optional, highly recommended). Dress rehearsals are arranged with
Facilities Manager Ben Rusch and may be scheduled in person or via email.
Your first eligible date to book a dress rehearsal is included in your recital
email confirmation.
6. Turn in the Recording Request Form to Professor Thomas Miller’s mailbox
(optional, highly recommended). If you would like your recital to be
recorded, read the Recording Request Form from the SOM website (or in this
packet) and follow all instructions outlined. This form should be submitted
two weeks before your recital date. Please contact Tom Miller at
[email protected] for any questions about recordings as the Performance
Office is not involved with the recording request process. Family or friends
are permitted to use their own audio/video equipment to record for noncommercial use only.
7. Continue to update your program as needed. Change repertoire, order,
personnel, etc.
8. Review your program with your applied teacher. Rachael will contact you to
remind you if revisions are needed, you have one week to complete them.
Please make every effort to look over your program draft with your teacher in
person to make sure the content is accurate. It is your responsibility to share
the program draft (via email or in person) with your applied teacher. The
Performance Office WILL NOT accept responsibility for any proofreading
errors on your part.
1 Week Before Your Recital...
9. Turn in your Print Permission Slip signed by you and your applied teacher
to Rachael Smith in Room 204. This deadline is in your recital confirmation
email. (Refer to the Program Printing Schedule for more information). Failure to
meet this deadline will mean you will not have printed programs at your recital.
If Rachael is not at her desk, please put the slip in her mailbox, behind the front
desk. If you cannot obtain a physical signature because your applied teacher is
out of town, an email from your teacher stating their approval of the program is
acceptable, however this should be a last resort. Changes to the program are not
allowed once the file has been sent to the printer.
Have a Great Recital!
You will have access to the performance hall no less than 30 minutes before your
recital, and doors will open 10 minutes before. Stage managers will bring your
printed programs to your recital. Receptions may be held in the student lounge. No
alcoholic beverages may be served at any receptions on University property.
Best Scheduling Tactics
While you are welcome to schedule your recital for spring quarter, it is also the most
competitive time of year for recitals. Therefore, it is highly recommended to schedule
recitals during fall and winter quarters as there will be a larger selection of options
for dates and times.
Cancellation Policy
Recital cancellations or date changes are only allowed for family or medical
emergencies, and only with the approval of the student’s applied teacher, and
final approval of the Chair of Performance, Professor Julie DeRoche. Unexcused
cancellations may impact your final Applied Lesson grade.
Procedures for Jazz Degree Recitals
Program Printing Schedule
All programs are delivered one business day prior to the recital. Printing deadlines are determined by the delivery date, not your actual recital date.
You will receive your own print deadline via email.
If your recital is on a...
Monday
Your program goes to print one week before Friday
your recital on a...
Tuesday
Wednesday Thursday
Monday
Tuesday
Friday
Saturday
Wednesday Thursday Friday
Program Formatting Cheat Sheet
Sunday
Friday
The formatting style must be consistent across all printed programs. Use this cheat sheet to quickly tell you how to format text on the program.
Program Contents
Title
Composer
Arranger/Transcriber
Example
So What
Miles Davis
arr. or trans. Dana Hall
Formatting Style
bold type
plain type
plain type
Recital Program Print Permission Slip
I, _____________________________
(Print Student Name)
have read and approved my recital
program for printing, and understand any
errors found from this point on are my
responsibility and not of my applied teacher
or the Performance Office.
Student Signature
____________________________________
Date_________________
Applied Teacher Printed Name
____________________________________
Applied Teacher Signature
____________________________________
Date_________________
September 2016
August 2016
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Blackout Dates
Non-Degree Recitals
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No scheduling or performing recitals
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Final Exams
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Final Exams
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Final Exams
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Easter Weekend; DPU Closed
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May 2017
April 2017
S M
2
Blackout Dates
Non-Degree Recitals
3
T W
4
5
T
6
May 2017
F
7
S
S M
1
8
7
June 2017
T W
T
F
S
1
2
4
5
6
8
9 10 11 12 13
3
S M
4
5
T W
6
7
T
F
S
1
2
3
8
9 10
9 10 11 12 13 14 15
14 15 16 17 18 19 20
11 12 13 14 15 16 17
16 17 18 19 20 21 22
21 22 23 24 25 26 27
18 19 20 21 22 23 24
23 24 25 26 27 28 29
28 29 30 31
25 26 27 28 29 30
30
Degree Recitals
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
30
1
2
3
4
7
8
9
10
11
Saturday
5
6
12
13
SQ Non-Degree Recital Reg. Closes
14
15
16
17
18
19
20
21
22
23
24
25
26
27
29
30
31
1
2
3
28
Memorial Day; DPU Closed
No scheduling or performing recitals
Page 9/10
June 2017
May 2017
S M
7
Blackout Dates
Non-Degree Recitals
June 2017
T W
T
F
S
1
2
4
5
6
8
9 10 11 12 13
3
S M
4
5
T W
6
7
July 2017
T
F
S
1
2
3
8
9 10
S M
T W
T
F
S
1
2
3
4
5
6
7
8
14 15 16 17 18 19 20
11 12 13 14 15 16 17
9 10 11 12 13 14 15
21 22 23 24 25 26 27
18 19 20 21 22 23 24
16 17 18 19 20 21 22
28 29 30 31
25 26 27 28 29 30
23 24 25 26 27 28 29
30 31
Degree Recitals
Sunday
Monday
28
Tuesday
Wednesday
Thursday
Friday
Saturday
29
30
31
1
2
3
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
1
No scheduling or performing recitals
Memorial Day; DPU Closed
4
Last Eligible SQ Recital Date
Final Exams
Last Eligible SQ Recital Date
No scheduling or performing recitals
Page 10/10
DePaul University School of Music
Recital and Audition Recording Service
Thomas Miller, Coordinator of Sound Recording Technology
[email protected] • 773.325.4396
Updated 2015
The DePaul School of Music Sound Recording Technology Program
provides audio recording services for recitals and auditions. The fee for this
service is $75; this includes a student engineer to setup and record, rental of
the required equipment, and a master CD. This does not include postproduction services such as editing; editing of audition tapes is not
allowed.
Recital recording requests should be made at the time you reserve your
recital date; requests made less than two weeks before the date will not be
accepted. After the recital recording coordinator has scheduled an
engineer, they will call to confirm the date. At this time, you should take
the tear-off slip from the bottom of this form with a check made payable to
DePaul University to the cashier’s office in SAC. Please make payment to
the cashier’s office only after you have received a confirmation call from
the coordinator. The receipt should be given to your engineer at the recital;
no master CDs will be released without a receipt.
This CD is your master; DePaul does not retain a copy.
If you have not received a confirmation call at least one week prior to the
recital date, please contact Professor Thomas Miller at 773.325.4396.
----------------------------------------------------------Cashiers Office: this $75 check is for payment of a DePaul University School of
Music recital recording fee. Please deposit it into account
400980-100-280100-00000-IN.
Student ______________________________________________________
DePaul University School of Music
Recording Request Form
Once you have completed this form, return this page to
Professor Thomas Miller’s mailbox on the second floor of the
School of Music. After you have been contacted by the
coordinator, tear off the bottom cashier slip and turn it in to the
Cashier’s Office with a check made payable to DePaul
University for $75.00. Make payment to the cashier’s office only
after you have received a confirmation call from the coordinator.
Name: ________________________________________________________
Phone_________________________________________________________
Event_________________________________________________________
Room ________________________________________________________
Date, time ____________________________________________________
Instrumentation ______________________________________________
Approximate length of program_______________________________