Bylaws

DISTRICTS

 

1.    Districts shall abide by the current Constitution and Bylaws of the State Association when conducting business within the Districts.  “Operational Procedures” may be established to reflect the manner of operation in the individual districts.

 

2.    No District shall have the authority to deny participation of individual schools without the approval of the Executive Committee, other than for failure to meet established deadlines.  In the event an attempt to deny participation occurs, documentation describing the circumstances shall be forwarded to the Executive Committee who in turn shall determine the need for consideration by the Executive Board as a whole.

 

3.    This Association shall have the power to legislate in matters that concern the administration of the individual districts.  It shall be the duty of its officers to adjust differences that concern a District specifically.  The general policy in the conduct of District Contests shall follow that of the State insofar as it concerns the qualifying of contestants for the State Festival.

 

4.    A music director will notify the District Chairperson of the school’s intention to join the Illinois Grade School Music Association, Northern Division. The District Chairperson shall, in turn, notify the State Office of new memberships.

 

5.    No later than August 15 of the current school year, enrollment forms shall be mailed to directors of past member schools and interested new schools.  The official enrollment form is returned to the Executive Secretary-Treasurer of the Association with the annual dues of seventy dollars ($70.00) per school district and twenty dollars ($20.00) per individual participating director prior to the date of the Annual State Fall Meeting.  The official membership list for the IGSMA, Northern Division, is made of all paid school districts and members.  The members in these districts are entitled to enter all District Contest and State Festival activities of the Association. 

 

6.    District Contests shall be held at least five weeks prior to the State Festivals.  Exceptions will be made for those Districts having participants not wishing to participate at the State level.

 

7.    All District financial obligations to the State Office of the Association must be completed by May 31 of the current school year. 

 

8.    In order to have uniformity in the Districts, the Association recommends that each District appoint or elect a chairperson to manage District affairs as well as represent the individual District at the Executive Board Meetings and Annual State Fall Meeting of the Association.  The District Chairperson appointment or election should not be contingent upon whether or not this person is a contest host of any particular year. 

 

9.    The Annual State Fall Meeting is held during the month of September.  District directors and administrators are encouraged to attend the Annual State Fall Meeting to assist in the forming of policies and business for the current year.  

 

10.    District Chairpersons shall provide entry information and procedures to all participating members.  

 

11.    The District Chairperson shall submit a notice of meetings to all directors and administrators of the District at least two weeks prior to the date of the meeting.  District Fall Meetings shall be held prior to the Annual State Fall Meeting. It is urged that directors and administrators attend their District meetings. It shall be the duty of the chairperson to stimulate participation in the District Contests.  The Chairperson shall preside at all District meetings and shall administer the District Contests.  Each Chairperson shall submit a financial report to all active members of the District and it is recommended this report be made prior to the Annual District Meeting. 

 

 

12.    It shall be the responsibility of all District Chairpersons to forward, in writing, all District resolutions adopted at the District Meeting to the State Secretary-Treasurer, who in turn shall edit such resolutions to the extent of eliminating repetition and prepare a tentative agenda for the Annual State Fall Meeting.  Further, the usual rules and regulations governing the adoption of resolutions shall be in effect at all District Meetings. 

 

13.    District Chairpersons shall notify all member schools by December 15 of the contest site assignment and date for the current school year.  

 

CONTESTS/FESTIVALS – GENERAL INFORMATION

 

AWARDS 

1.    All district medals must be purchased by the District Chairperson and their distribution shall be determined by the District.

 

2.    The State Association shall make available Festival Participation medals and Plaques at each State Festival site.  These medals and plaques have been prepaid as a part of the contest entry fees. 

 

3.    An individual purchase of State medals for replacement purposes only may be made from the Secretary-Treasurer’s office at a cost of $2.00 per medal.

 

4.    All State sites shall conduct their Festivals in a uniform manner and present only the awards designated by the Association.

 

 

CONTEST/FESTIVAL FEES 

1.    District organization and solo and ensemble fees shall be determined by the individual District and shall be paid to the District Chairperson or other properly constituted District officer.

 

2.    State Festival fees shall be sent directly to the Executive Secretary-Treasurer of the Association and shall be paid immediately after the District Contest.  The entry fee for State Festivals shall be $4.50 per student, to include medals and awards.

 

3.    No refunds of any contest fees shall be made unless an error of over-payment is made or an inadequate number of rooms is found to host entries.

 

4.    A standard gate fee of $1.00 shall be collected at all State Festival venues.

 

 

ELIGIBILITY 

1.    Members of participating organizations, soloists and ensembles, including home schooled students, must be bona fide students of the organization they represent and shall be certified as such by their principal or superintendent.  However, directors shall have sole responsibility to accept, reject, or cancel entries into solo and ensemble contests: all students must be a member of band, orchestra, chorus, swing/show choir or jazz band in their member school, if such organizations exist, in order to participate.

 

2.    All reference to 9th graders shall refer to those 9th grade students attending an Elementary/Junior High or Middle School configuration.

 

3.    Band, Orchestra, and Choral students living in communities where district supported school instrumental and/or choral programs do not exist will be allowed to perform as members of neighboring school district music programs in all sanctioned contests. 

 

4.    Students who graduate in mid-year prior to the State Festival may participate in the Association Festival.

 

 

5.    To become eligible for the State Festival, all bands, orchestras, jazz bands, swing/show choirs, and choruses must receive a First Division rating at the District Contest.  A State Festival information packet will be presented to the directors of organizations receiving a Division I rating at the District Contest.

 

6.    A member school may enter more than one band, orchestra, jazz band, swing/show choir or chorus in the contest in compliance with Association rules.  Each organization will be considered as a separate entry and subject to all rules and provisions governing such an entry.

 

7.    A student may participate in a total of five Organization events, but is limited to two Concert Bands, two Orchestras, two Jazz Bands, two Choirs and two Swing/Show Choirs.

 

8.    An organization may elect to perform “For Comment Only” at a District Contest, in which case Eligibility items 6 and 7 above do not apply.

 

SPECIAL NEEDS STUDENTS

No adjudicator shall hold the behavior of a Special Needs student against the performance of the entire ensemble/organization.  In order for this consideration to be given, a written note of sufficient explanation shall be submitted the day of contest/festival and attached to the copies of music for the adjudicators, using the form provided on the IGSMA website under Contests/Festivals. 

 

 

STUDENT DISCIPLINE – CONTEST/FESTIVAL CENTERS 

Student behavior at IGSMA events is the responsibility of the participating directors.  It is required that all participating students are supervised at all times by directors and chaperones.

 

1.    Any damage to property must be paid for either by the student/s committing the damage or by the school that the particular student/s represents.  Students committing property damage or offering behavior problems will be reported to the host chairperson who will report the student’s name to the music director and to the President of the Association in writing.  The particular student/s will be excluded from any future activities of the Illinois Grade School Music Association, Northern Division, for the remainder of the school year.  The Executive Board will review the student/s eligibility for future participation in Association activity at the next Executive Board Meeting.

 

2.    In the case of disciplinary problems from a particular school, that school may be excluded from Association affairs for one school year.

 

VIOLATIONS FOR DISTRICT CONTESTS 

For any violation of the rules and regulations, the adjudicator and/or designated Contest official shall lower the rating of an individual or group by one step.  Violations of the contest rules of this Association, other than those listed, shall be presented to the President, whose duty it shall be to present the same to the members of the Executive Board for action.

 

RULES GOVERNING SOLO AND ENSEMBLE CONTESTS

 

1.    A student may participate in a total of five (5) solo and ensemble events, but is limited to two vocal ensembles, two instrumental ensembles, one vocal solo, and one instrumental solo unless additional solos are performed on different instruments.  A student may participate in not more than four (4) instrumental events. 

 

2.    Directors must provide a condensed or full score for solos and ensembles for the use of the adjudicator.  Measures must be numbered.

 

3.    Photocopied music may be provided to adjudicators only in an “emergency.”  An emergency shall be defined as a case in which music is out-of-print with no new score available or purchased music copies are backordered.  Written evidence in the form of a school purchase order and/or a written statement from the supplier shall be required to document the “emergency.”  The penalty for violation shall be lowering of the rating by one step.  E-Print Music may be used but must be labeled or a receipt shown to indicate it is not a photocopy.  Public Domain music may be used but must have the Public Domain copyright date clearly displayed and a note indicating the source.

 

4.    The performance time of a composition must not exceed six minutes.  

 

5.    Instrumental Solos and Ensembles may be read from a score.  Vocal Solos and Ensembles must be memorized. 

 

6.    No student shall be allowed to perform a given selection as both a solo and with an ensemble in the same year. 

 

7.    Solo participants and ensembles must perform a minimum of 28 measures of music from one composition, excluding any form of repeats.  Vocal Solos may count repeats as additional measures if the lyrics are different.

 

8.    A soloist shall not perform a composition that they performed in a previous contest and an ensemble shall not repeat a composition previously performed in any contest by that school until all members of that ensemble have changed.

 

9.    A student shall not perform the same selection more than once at any District Solo and Ensemble or Organization Contest during the same school year. 

 

10.    Unpublished original compositions will be allowed in Contests.  A full score is to be presented for the use of the adjudicators.

 

11.    When performing a composition at Solo and Ensemble Contest for which a full score is not available, the director is to prepare a full score for the use of the adjudicator and include a letter from the publisher/music supplier indicating that a score does not exist.

 

12.    Participating schools will be permitted an unlimited number of solo and ensemble entries.

 

13.    Directors are allowed to enter the solo/ensemble contest rooms during performance by their students for the purpose of accompanying or listening.  The coaching of performers by the director is not allowed.  Directors will not be allowed to discuss the rating given to a student with the adjudicator.

 

14.    Students shall not wear medals, uniforms, and/or apparel with any logos or markings identifying the participating school when performing a solo or ensemble. 

 

15.    The use of electronically recorded accompaniment shall be prohibited in contests. 

 

 

RULES GOVERNING SOLOISTS

 

1.    Soloists shall be identified by grade in school, number of years played (instrumental students), number of years 

in school choral organization (choral students) and scheduled accordingly.  In completing the solo entry, the number of years’ experience at the end of the current year shall be indicated.

 

2.    Solo instruments acceptable shall include all instruments used in bands or orchestras and handbells/choir chimes, electronic instruments and acoustical guitar.  Vocal solos shall be included for vocal solo adjudication.  

 

3.    Piano soloists must be members of a school sponsored piano program, or a member of the instrumental or vocal program.  Piano soloists shall be allowed two (2) minutes for warm-up purposes on the contest room piano. 

 

4.    A private teacher shall be allowed to play an accompaniment for their own student. 

 

5.    All solos must be performed with an accompanist unless the accompaniment is listed as optional on the score or is listed as unaccompanied.  No student shall accompany their own solo.

 

6.    In the electronic instrument composition transcription, or arrangement contest, the following shall apply:

 

a)    Compositions for Solo Electronic Instruments may have either electronic or acoustic accompaniment.  Combinations are allowed.

b)    In Compositions for Electro-Acoustic Computer, traditional acoustic accompaniment is optional.

c)    In the transcription/arrangement of a traditional vocal/instrumental solo, the accompaniment may be electronic or acoustic instruments, or a combination of both. 

 

RULES GOVERNING ENSEMBLES

 

1.    Ensembles shall be classified by type of ensemble and number of ensemble members and scheduled accordingly. 

 

2.    All ensembles with a written accompaniment must be performed with an accompanist unless the accompaniment is listed as optional on the score.

 

3.    Any ensemble missing instrumental or voice parts shall be heard and rated on the performance presented.

 

4.    Woodwind ensembles: Groupings may be made of any combination of woodwind instruments as follows: Duets, Trios, Quartets, Quintets, Sextets, Septets, and Octets. 

 

5.    Brass ensembles: Groupings may be made of any combination of brass instruments as follows: Duets, Trios, Quartets, Quintets, Sextets, Septets, and Octets. 

 

6.    String ensembles: Groupings may be made of any combination of string instruments as follows: Duets, Trios, Quartets, Quintets, Sextets, Septets and Octets. 

 

7.    Woodwind, Brass, or String Ensembles consisting of 9-24 members may be entered.  The instrumentation of these ensembles shall follow the instrumentation of the score and may be conducted. 

 

8.    Percussion Ensembles:  Groupings may be made of any combination of percussion instruments as follows:  Duets, Trios, Quartets, Quintets, Sextets, Septets and Octets. Percussion Ensembles consisting of 6-24 members may be entered.  The instrumentation of these ensembles shall follow the instrumentation of the score and may be conducted.

 

9.    Snare drum duets must be played on two (2) snare drums.

 

10.    Ensembles of mixed instrumentation shall be acceptable if the instrumentation meets the intentions of the score. 

 

11.    Vocal ensembles shall be classified as Duets (2-Part Music), Trios (3-Part Music) and Quartets (4-Part Music) and may include up to three voices on each part.  In grouping vocal ensembles (not including Madrigals or Chamber Choir) classify as Duet, Trio or Quartet (the number of parts for which the selection is written).

 

12.    A Madrigal group shall be comprised of a mixed group of not more than 16 performers singing in madrigal style without accompaniment.  A Chamber Choir shall have nine to 16 members and may be accompanied by piano and conducted by the director.  Choirs must present three-part music in any style, except that those choirs composed only of students below seventh grade level may present two-part music. 

 

13.    A piano duet shall be classified as an ensemble.  The music chosen shall be written to be played on one piano. 

 

14.    Handbells/Choir Chimes shall be given a minimum of ten minutes setup time. 

 

15.    There shall be no minimum or maximum number of performers in the Handbell/Choir Chime ensembles. 

 

16.    One adjudicator shall be required to adjudicate a Handbell/Choir Chime ensemble. 

 

17.    Electronic Instrument Ensembles may choose either Jazz, Jazz-Rock, Rock, Soul, or other combo or grouping style for performance. 

 

RULES GOVERNING THE DISTRICT ORGANIZATION CONTESTS AND STATE FESTIVALS

 

ALL ORGANIZATIONS

1.    Organizations may change selections between District Contests and State Festivals. 

 

2.    Directors must furnish three scores of each selection to be performed.  The measures shall be numbered. 

 

3.    Photocopied music may be provided to adjudicators only in an “emergency.”  An emergency shall be defined as a case in which music is out-of-print with no new score available or purchased music copies are backordered.  Written evidence in the form of a school purchase order and/or a written statement from the supplier shall be required to document the “emergency.”  The penalty for violation at the District Contest shall be lowering of the rating by one step. E-Print Music may be used but must be labeled or a receipt shown to indicate it is not a photocopy.  Public Domain music may be used but must have the Public Domain copyright date clearly displayed and a note indicating the source.

 

4.    No organizations shall warm-up in homerooms or the performance area.

 

5.    Adjudicators shall be supplied with a comment sheet upon which they shall record helpful criticism.  Personal comments to the director shall be placed on a provided “optional” sheet. 

 

6.    Adjudicators shall be instructed to give ratings consistent with their markings on the adjudication sheets. 

 

7.    Organizations shall not be marked down for stage entrance or exit. 

 

8.    Students participating in District Contests and State Festivals shall be identified by nametags or some such manner so that they may enter the performing area to hear other groups without paying an admission fee.

 

9.    Students shall not wear medals while performing in District Contests and State Festivals. 

 

10.    Selections previously used in District Contests and State Festivals by an organization may not be used again until two years have intervened. 

 

11.    The use of electronically recorded accompaniment is prohibited in District Contests and State Festivals with the exception of instrumental accompaniment for a Swing/Show Choir.

 

12.    At District Contests and State Festivals, directors may proceed through the three selections at their own prerogative.  This will include bands, orchestras, choirs, swing/show choirs, and jazz bands.  There need not be a pause or waiting period between numbers for adjudicators to write comments. 

 

13.    Commercial videotaping of organizations at District Contests and State Festivals must have the written prior permission of the director.  Placement of video cameras must be indicated in advance of the contest. 

 

BAND, JAZZ BAND, ORCHESTRA

1.    Bands, Jazz Bands and Orchestras will not exceed 30 minutes in the warm-up or performance areas.

2.    The performance of a piano part by an adult in an instrumental organization shall not be allowed at Contests/Festivals.

Concert Bands

a.    All Concert Bands will be required to play a march and two selections other than marches.

b.    Risers shall not be used at Band sites at the District or State level.

c.    The use of electronic equipment by the Concert Band is prohibited unless indicated

by the score.

         Orchestras

a.    Orchestras will play three selections, one of which may be a string selection. 

 String Orchestras shall be permitted to participate as an organization.

b.    Risers shall not be used at Orchestra Sites at the District or State level.

c.    The use of electronic equipment by an Orchestra is prohibited unless indicated

by the score.

         Jazz Bands

a.    Jazz Bands shall perform three selections, two of which shall be in contrasting 

      styles (swing, ballad, rock, Latin, etc.).

 

CHORUS, SWING/SHOW CHOIR

1.    Chorus and Swing/Show Choirs will not exceed 20 minutes in the warm-up or performance areas.

2.    Chorus and Swing/Show Choirs will perform three memorized selections.  All selections will be judged.

 

Chorus

a.    Choral Organizations shall be classified by grade level.

b.    Fourth-ninth grade groups must sing at least two-part music with these exceptions:  groups including exclusively 8th and 9th grade groups must perform at least one selection in three or more parts;  groups including exclusively 4th-6th grade groups may sing one unison selection.  

c.    The accompaniment is optional.

 

Swing/Show Choirs

a.    Of the three selections, Swing/Show Choirs perform two selections of varying style, with choreography.

b.    Swing/Show Choir music must be at least two parts and may be three or four parts except for those choirs composed of sixth grade and younger students who may perform in unison.

c.    Swing/Show Choirs may be accompanied by a combo consisting of adults and/or students.  The combo shall not be judged or presented medals.

d.    Swing/Show Choirs may use recorded instrumental accompaniment at Organization Contests/Festivals.  Swing/Show Choirs choosing to use recorded instrumental accompaniment are responsible for providing their own audio equipment.

 

DISTRICT CONTEST RATINGS 

1.    All organizations shall be rated in three divisions: Division I, Division II, Division III.

 

2.    Although no specific rating will be given by the adjudicator for instrumentation, any wide deviation from the norm in that respect will affect the general rating to the extent it affects the balance and general effect of the performance.

 

3.    The final rating for all organizations shall be the majority of the adjudicators’ final rating.  Organizations receiving a Division I, II, and III will be rated Division II.

 

4.    The posting of organization ratings shall be uniform.  Only the final Roman numeral rating shall be posted. 

 

STATE FESTIVAL RATINGS 

1.    All groups shall be rated as “Superior” or “Excellent”.  Any group receiving perfect scores from all three adjudicators shall be designated “Superior with High Honors.”

 

2.    The final rating for organizations shall be the majority of the adjudicators’ ratings.  

 

3.    The posting of Festival ratings shall be uniform.  Only the final rating shall be posted “S” for Superior, “E” for Excellent and “S+” for Superior with High Honors.

 

DISTRICT CONTEST PROCEDURES

1.    District Chairpersons will request estimates of the number of entries directors plan to send to District activities.  (Band, Orchestra, Chorus, Swing/Show Choir, Jazz Band, Solos, Ensembles)

 

2.    District Chairpersons will send each school the requested number of entry forms.

 

3.    The deadline date for District entries is set by the District Chairperson. Entry Forms and District Contest fees are sent to the District Chairperson.  

 

4.    Each District sets its own dates and sites for its contests.  A LOCAL District Contest chairperson will organize the particular contest and send the directors a detailed brochure including date, time schedule, site location and directions to the site.

 

5.    Each District shall be allowed to organize clinic sessions in accordance with the wishes of the District directors. 

 

6.    Immediately upon conclusion of a District Organization Contest, the Contest Host shall fax the results of said contest to the Secretary-Treasurer, using the forms provided.  The results shall include a full summary sheet of adjudicators’ scores and final ratings.  Organizations receiving a First Division rating at the District Contest are eligible to participate in the State Festival. 

 

STATE FESTIVAL PROCEDURES 

1.    Immediately following the District Contests, all directors receiving a Division I rating will receive a State Festival packet including a registration form, which must be completed and returned to the State Secretary-Treasurer’s Office.

 

2.    The State Entry Form and fees shall be sent to the Executive Secretary-Treasurer’s Office by the postmark deadline date.  Member schools failing to meet the postmark deadline date will not be allowed to participate in the State Festival.

 

3.    Each participating director shall be provided an opportunity to evaluate Adjudicators.  Additions or deletions to the State Adjudicator list may be made by the Executive Board at the Annual State Fall Executive Board Meeting.    

 

4.    All three adjudicators shall record comments as well as writing.

 

5.    All groups shall receive a clinic.

 

6.    When feasible and possible, at the discretion of the State Festival Host, Friday night performance times shall be made available at State Festivals. 

 

7.    Information regarding State Festivals is to be provided by the Festival Hosts to the participating directors 10 to 14 days in advance of the State Festival date.

 

8.    Medals are to be provided by the Festival Host the day of the Festival.  Festival results shall be immediately forwarded to the Executive Secretary-Treasurer of the Association by the Festival Host. 

 

9.    State Festival Hosts whose performing groups did not receive a Division I rating at their District Contests may perform in exhibition for “Comments Only” at the State Festival they host.

 

10.    Choral groups, including Show Choirs, shall not exceed 30 minutes in warm-up or performance areas.

 

11.    Instrumental groups shall not exceed 40 minutes in warm-up or performance areas.

 

12.    Concert Bands may perform two or three selections, with a march being optional.

 

13.    Orchestras may perform two or three selections.