4.0 Policies & Procedures

4.1 Student Scholarships & Graduate Awards

School of Music Scholarships are determined by a representative Scholarship Committee. The following is an overview of roles and responsibilities within the process:

Faculty adjudicators: Review applications and/or auditions, assign a numerical score, and offer a recommendation for admission. Refer appeal requests to the Scholarship Committee Co-Chairs. Provide numerical rankings for GA and/or fellowship candidates in their area. Faculty will have access to award amounts after deliberations. However, it is not expected that faculty will offer recommendations on the award amount, disclose award amounts to prospective students our outside parties, or engage in scholarship appeals.
Scholarship Committee: Assign scholarship amounts for prospective students who are fully admitted to the SoM including Undergraduate Music Awards and Emerging Artist Awards. Criteria will be established by the committee prior to deliberations. The committee will have access to faculty application and audition assessments. Committee Co-Chairs will have access to student application and financial aid information which will be shared with the committee as needed. Early Action deliberations will occur in December. Regular Decision deliberations will occur in late February and Early March.
Scholarship Committee Co-Chairs: In consultation with the Director of the SoM, schedule and plan the agenda for committee meetings. Assign award amounts for late and/or off-peak applicants, budget pending. Resolve appeals for prospective and current students, budget pending.
SoM Business Officer: will confirm award eligibility as it pertains to financial aid. Review award retention for current students. This review will occur in the mid to late summer.

All scholarships require that the student participate in assigned ensembles and/or perform designated duties as assigned in the scholarship letter of agreement.

The student submits a School of Music Admissions Application by the appropriate deadline(s). The student is assigned an audition date and time slot by the Admissions Office. The student attends the audition, and faculty reviewer(s) assign a rating for that student's audition. Additionally, an admission recommendation is entered by the faculty reviewer(s).

After grades are posted each spring, scholarship student's transcripts will be reviewed to ensure that they have met all scholarship requirements. If the student is deficient in any area, a probation letter will be given to the student either through email and the appropriate faculty advisor will be notified. If the student has already been on probation or if the deficiencies are serious, a decision will be made in consultation with the appropriate applied faculty member as to putting the student on probation or reducing/removing the scholarship. If a student is removed from scholarship and would like to appeal the decision, a written request including any relevant information pertinent to the case must be made by the student and given to the Scholarship Committee Co-Chairs.

Graduate Assistantships: A number of graduate music students are contracted to work as Teaching and Research Assistants. These students serve an average of 10-20 hours per week each spring and fall semester and receive some form of financial assistance from the School of Music in the form of a stipend and tuition assistance. Each studio/area has predetermined roles for their area. If the assistantship requires the student to teach a course than it is important to recruit doctoral students for the position (or students who have met the minimum requirement of 18 hours of study at the graduate level).

Graduate assistants who are working the full 20 hours per week will receive a yearly stipend of $9,000 plus tuition remission (9 credit hours per semester). Half GAs work 10 hours per week and receive $6,000 in tuition assistance plus a stipend of $4,500. Assistantships carry teaching responsibilities of two undergraduate classes or other responsibilities not to exceed twenty hours per week. The University provides remission, including student activity fees, for all graduate assistants working at least 20 hours per week during the regular school year. The student, however, is responsible for any music fees (from applied lessons or recitals) that are generated. Stipends are quoted in annual amounts and are paid over 8 months (September through December for fall semesters and January through April for Spring semesters). For more details about graduate assistantships and the graduate program, please consult the School of Music Graduate Student Handbook. The deadline for applications to the University and the School of Music can be found in the Graduate Student Handbook.

Interns: Graduate interns are hired to assist with the daily operations of the School of Music. These positions are available to graduate students who are NOT awarded an Assistantship and are selected based on prior experience and interests. Students work between 5-20 hours per week each spring and fall semester. Students in these positions enjoy the convenience of having a part-time job in the same location where they practice, perform and study. Students can apply for these positions when completing the SOM application.

4.2 Audition Days

Faculty are expected to be present for all School of Music Audition Days. The specific details and dates can be found on the School of Music Admissions page. Audition Day information will be sent out in advance by the Recruitment & Enrollment Officer.

Ad hoc auditions may be scheduled if the applicant is unable to attend a regularly scheduled audition day. Depending on the student's program of application, either the Graduate Studies Program Office or Undergraduate Studies Program Office should be notified two weeks in advance allowing information to be checked including the student's application, audition mode, and list of reviewing Professors. All auditioning students should have submitted a completed application prior to their audition.

4.3 Guest Artist & Scholar Requests

Faculty may request guest artists and scholars for the subsequent academic year each spring. The primary purpose of our Guest Artist Budget is to provide a source of funding to help with recruiting, so please think about this when scheduling events. If you have questions about your budget, check with your area coordinator or e-mail Robyn Jones: rljnes12@memphis.edu.

Guidelines for funding requests are as follows:

1-Schedule space through VEMS.If you have questions or concerns about this, contact the Scheduling Coordinator-Mac Gittinger: mgttnger@memphis.edu.

2-Submit a Guest Artist Proposal Request Form. If you have funding and space is reserved, your request will be approved as long as it is within your budget.

3-Submit a Performance Space + Marketing Request Form.

The funding cycle alternates between areas of the School of Music.

The following areas have available funding when the proposal cycle falls on even years (e.g. March 2020, March 2022, etc...): Woodwinds, Piano, Jazz/Commercial, Musicology/Theory, and Percussion
The following areas have available funding when the proposal cycle falls on odd years (e.g. March 2021, March 2023, etc...): Brass, Voice, Strings, and Composition

The following areas have been funded every year in smaller amounts to encourage collaboration: Music Ed/Large Ensemble, Music Industry/Business, and the Lambuth campus.

The School of Music designates funding for a major school-wide guest artist residency. This funding asks that the guest is in residence for a minimum of one-week teaching and/or performing and will interact with several areas of the School.

4.3a. Artist & Scholar Residency Program

The Artist & Scholar Residency Program supports an individual or ensemble that will have a broad and meaningful impact across the School of Music, interacting with students of multiple disciplines and demonstrating a profound educational value through a week-long residency. Proposals can be submitted online and are evaluated by the effect the residency will have on the School of Music, the proposed schedule, and the nominee’s area(s) of specialty and biographical material.

4.4 Instrument & Equipment Checkout

Step-by-step instructions on instrument checkout and return procedures can be found in 5.2 of the School of Music Student Handbook. Please note that faculty will need to approve certain rentals.

4.5 Instrument Repair

University-owned instruments are issued in good working order and should be returned in the same condition. Any malfunction should be reported immediately to the Facilities Manager. General repairs and upkeep will be performed by a local music repair shop. Students are financially responsible for any damages caused by misuse or neglect.

4.6 Piano, Harpsichord, & Organ Use

Piano and Harpsichord Studios, Classrooms and Practice Rooms
Use the online Keyboard Services Request form for all service requests. If making a request for a studio, please include at least two available times that your studio will be free for two hours. The Piano Technician will follow up with a date and time.

Organ
Use of the organ in Harris Concert Hall must be carefully coordinated with the Facilities Manager. Use of the organ may affect rehearsals and performances before and after the event for which you require it. The Scheduling Coordinator may amend your scheduling request to add needed time for organ set-up so do not plan your performance or rehearsal too close to existing events in VEMS.

Keyboards for Recitals in Harris
When submitting your recital date request in VEMS, be sure to include all keyboard needs in the "Set-up Notes" and save. You must indicate which grand piano (Steinway or Yamaha) that you prefer, whether you need more than one piano, if you require a prepared piano (for pieces that have any piano effects other than human hands on the keyboard), or if you plan to use a harpsichord or organ. All keyboard needs must be indicated no later than two weeks prior to the performance or rehearsal involved. Remember that VEMS requests for prepared piano, harpsichord or special tunings must be followed by an email from the Piano Technician approving your plans.

4.7 Technology Needs or Issues

To request help with technology needs or issues, submit a Helpdesk service request. For more Information on how to submit a request and other information technology services, see UMTech page.

4.7a. University Software

The UMtech Software page has a list of softwares that can be downloaded for faculty, staff, and students.

4.7b. SOM Software Licenses

Currently supported software available in the School of Music Computer Lab:

Avid's Sibelius
MakeMusic's Finale
Propellerhead's Reason
Ableton's Live
Apple's Logic Pro
Avid's Pro Tools
Pygraphics Pyeware 3D
Apple and Microsoft's Office Suites
Adobe Products

4.7c. Off-Campus Banner Access

To access Banner Off-Campus, faculty will need to remote into their office computer or go in through the Banner IE app. Instructions on how to access your desktop remotely can be found on the UmTech page under Virtual Private Network (VPN).

4.8 Supplies & Photocopying

The School of Music provides supplies needed for teaching, creative work and service. The supply cabinet can be accessed in rm. 123-A of the Music Building and supplies for the Scheidt Family Performing Arts Center can be found in rm 2137. Supplies are ordered through the School of Music's main office and can be requested by completing the Supply Request Form.

The Music Building photocopier is located in MU121D. The Scheidt Family Performing Arts Center copier can be found in rm. 2137. A copy code is required to activate either copiers. The copy code is issued by the School of Music's main office in rm. 2117A of the Scheidt Family Performing Arts Center. Copy codes are used to eliminate photocopying by unauthorized individuals and to enable the distribution of copy costs to the appropriate individuals and areas within the School of Music.

Faculty codes should never be given out to students. When a faculty member needs to have copying done by a student, the faculty member should request in writing a copy code for the individual student's use for departmental copying.
Faculty members should assist the School of Music in the management of copying costs by:
- Limiting photocopying to departmental business or instructional purposes only,
- Using other copy services for large projects when such services offer cost savings.
- The School of Music does not authorize any reproduction of copyrighted works except that which is in accordance with the Fair Use Provisions of the U. S. Copyright Act.

4.9 Keys & Mailboxes

Faculty members are issued keys necessary to the performance of their official functions. Keys should not be loaned. Keys are issued by the School of Music Facilities Manager.

Some practice rooms are locked to protect the equipment housed in them.
Classroom cabinets should be locked at all times when not in use by faculty members or other authorized employees.

Faculty mailboxes are located in MU 130. The School of Music main office assigns mailboxes to full-time faculty members.

4.10 Staff Awards

The School of Music, College of Communication & Fine Arts, and the University give out a number of annual awards that recognize outstanding faculty and staff members.

School of Music Staff Award:

Marcie Richardson Outstanding Staff Award
Marcie Richardson served the Rudi E. Scheidt School of Music from 2006 to 2020. Marcie's remarkable dedication arose from her heart in addition to her many talents. Everything she did for the Scheidt School of Music stemmed from a fierce passion for music and our students. She tirelessly coached singers, played countless hours of rehearsals, coordinated schedules, and managed contracts. Along the way, Marcie fostered talent and honed performances for every student she encountered while juggling the scheduling requests of every student, faculty member, and community partner. This award is dedicated to her as a small token of the School of Music’s gratitude. This award recognizes an outstanding staff member who demonstrates hard work and commitment to ensure excellence in support of the School of Music’s mission and success of our faculty and students.
Nominations can be made to the chair of the School of Music Awards Committee.

College of Communication & Fine Arts Staff Awards:

Ann Dunn Award
Annual Academic Advising Award

More information on the following staff awards from CCFA can be found here.

University Staff Awards:
University-wide staff awards are given out by the Office of Human Resources. More information can be found here.

4.11 Faculty Workload Policy

The assigned workload for full-time tenure track faculty comprises teaching, advising, research /scholarship / creative activity, and institutional and/or public service. Each academic unit will develop, maintain, and disseminate a workload policy approved by the provost. The department chair is responsible for determining a faculty member’s responsibilities, in consultation with the faculty member, in a manner that is consistent with the academic unit workload policy. The university requires that each faculty member perform a reasonable and equitable amount of work each year. For more information on workload policies, see Section 4.8 in the university's handbook.

Process for assigning workload:
At mid-semester, a spreadsheet is circulated to Area Coordinators requesting course changes and faculty teaching loads for the upcoming semester. Area coordinators are asked to consult with the faculty in their areas to determine workloads and to ensure all courses in the area are covered and part-time and GA needs are communicated to the School of Music administration.

Faculty teaching load calculations organized by course can be found in Appendix D.

The School of Music general load assignment policy is as follows:
The total faculty teaching load should be 15 hours, consisting of 9 hours for teaching, 3 hours for research/creative activities, and 3 hours for service. These amounts may be adjusted when contributions in one area are particularly extensive warranting a heavier load in one area and a compensating lighter load in another.

Faculty engaged in appropriate amounts of teaching activities are awarded 9 hours of load credit.

Lecture Courses
Traditional lecture courses. Credit hours are equal to the load credit

Lecture/Applied Courses in which credit hours do not reflect contact hours
One credit hour or two credit hour courses that meet 2 or 3 hours each week receive the contact hour load credit. If the course meets 2 hours a week it will receive 2 hours load credit equivalent. If the course meets 3 hours a week it will receive 3 hours load credit equivalent.

Applied Study, Composition, and Graduate Conducting
9 credit hour equivalent is equal to 15 applied contact hours plus a weekly master class, and 3 hours of area workshops. A 12 credit hour equivalent is equal to 19-20 applied contact hours plus a weekly master class and 3 hours of applied area workshops. The credit hours the student pays for ranges from 2-6 credits. [The average NASM load credit for applied study is approximately 0.6 for each contact hour. It is approximate because it also includes weekly master classes, divisional workshops, recitals and recital hearings.]

Conducted Ensembles and Non-Conducted Large Ensembles
One credit hour ensembles that meet from 2-10 contact hours each week. These ensembles each receive different amounts of load credit hour equivalent as assigned by the Director (determined by the level of repertoire, level of performance expectation, contact hours, performance schedule, and administrative requirements).

Coached Ensembles (Chamber Music) and Non-Conducted Small Ensembles
One credit hour small ensembles that meet variable hours each week and are coached by a faculty member. These small ensembles receive .6 load credit, but may increase up to two credits if deemed appropriate by the Director (determined by other teaching load considerations, level of repertoire, level of performance expectation, performance schedule, and contact hours).

Independent Study
The load credit equivalent of 0.3 or 0.6 for each student is granted when deemed appropriate by the Director depending on the course content and credit hours taken.

Student Teaching Supervision
The load credit equivalent is 0.6 for each student if they are observed for both placements and 0.3 for each student if they are observed for only one placement.

Thesis supervision, dissertation supervision, senior projects, and internship supervisions are considered Service to the University.

Associate Directors - 3 credit hour load reduction taken from Teaching, added to Service
Collaborative Pianist - Variable credit hour load reduction taken from Teaching, added to Service or Research/Creative Activity depending on nature and level of work assigned
Extensive Research/Creative Activity - Variable credit hour load reduction taken from Teaching or Service and added to Research/Creative Activity
Area Coordinators/Other Special Service Assignments - The faculty member is given a reduced service assignment for committee work, etc. to compensate for this additional Service

All faculty members are expected to serve on a minimum of two standing committees and engage in other service activities as appropriate to their area of expertise. For example, all applied instructors are expected to engage in extensive recruiting activities to support their studio enrollment. All academic faculty members are expected to serve and provide other student services as appropriate to their area. Ensemble directors are expected to interact with their community and educational counterparts to foster a vibrant interaction between the School of Music and the wider musical and educational communities. Faculty engaged in appropriate amounts of service activities are awarded 3 hours of load credit.

All faculty members are expected to engage in appropriate and significant research/creative activities applicable to their discipline. Within the School of Music there are numerous distinct disciplines that necessitate a flexible approach to determining what is appropriate and/or significant. Most faculty will not fit solely into one area (e.g. many applied faculty engage in some forms of research or publication), however some general parameters are as follows:

Applied Faculty
Applied faculty should be engaged in the performance of music for their instrument/voice on a level that is commensurate with the highest level of expectation for their specialty. This would include performances of solo recitals where that is the expectation, performances with ensembles of note as either soloist or ensemble member, recordings, etc. Careful weighing of the significance of local performances is required. There is a distinction between having won a position in an ensemble through an open national audition and playing as an extra musician as needed in that same ensemble.

Academic Faculty (Music History, Music Theory, Composition, Music Education)
Faculty in the academic disciplines should be engaged in the ongoing publication of their research in journals appropriate to the discipline, or producing compositions that are performed beyond the School of Music, and that ideally become a part of the accepted repertoire for the performance medium intended.

Ensemble Directors
Faculty whose main activities involve conducting or coaching ensembles should be engaged in research/creative activities that may involve writing about these disciplines or conducting similar ensembles at other educational institutions or their professional counterparts.

Music Industry
Faculty within the Recording Technology and Music Business programs may exhibit a wider degree of variance in the research/creative activities than those in other disciplines due to the dual nature of these areas as both practice-based and academic. Articles in journals, serving as recording and live-sound engineers, giving live performances, producing recordings, live concerts and other events, serving as consultants to companies and individual artists, and contributing to legal, marketing, digital media and other disciplines are all appropriate research/creative activities for faculty in these areas.

4.11a. Part-time Faculty Teaching Loads

Guidelines for part-time faculty teaching loads can be found in section 9.3a Part-Time Faculty Appointments.

4.11b. Summer Teaching

The School of Music offers limited courses during the summer term subject to the approval of the Director. Faculty may be assigned to teach during Summer session I, Summer session II, or the full summer term. Compensation for summer teaching is set by the University.

Individual applied lessons are not offered during the summer. Academic courses that do not meet the minimum enrollment standards established by the College of Communication & Fine Arts may be cancelled prior to the start of the summer semester.

4.11c. Graduate Assistant Teaching Loads

Guidelines for GA teaching loads can be found in section 9.5 of the Graduate Student Handbook.

4.12 Faculty Development

The School of Music takes pride in its world-class faculty and considers it a priority to offer opportunities that improve student learning and allow continuous, career-long growth as teachers, creators, researchers, and administrators. This section covers opportunities for faculty development at both the School, College, and University levels. In addition to this, the School of Music provides an ongoing number of faculty-wide development workshops on various topics throughout the academic year.

4.12a. Mentoring

Mentoring tenure-track and non-tenure track faculty members is an important responsibility of the School of Music and the School relies on the experience of current, tenured faculty members to assist in this process.

The Area Coordinator serves as the mentor for part-time faculty and graduate assistants by providing peer reviews of teaching and acting as a primary resource for advice and consultation.

Full-time faculty members will be assigned an official mentor by the Director. Typically, the assigned mentor will be someone outside of the mentee's area as area faculty will likely serve as unofficial mentors.The mentor, in consultation with the Director, serves as an advisor, and assists the faculty member in navigating School of Music culture, policies, and the tenure process. Changes in assignment may be made during the process.

The School of Music hosts a mentor/mentee meeting at the beginning of each fall to review the roles and expectations of the relationship. Those responsibilities and additional resources can be found in the School of Music Mentoring Guide found in Appendix G.

Mentees - Mentors:

Adams, Ashley Kate - Jeremy Tubbs
Boczkowska, Ewelina - Janet Page
Burns, Matt - Kim Patterson
Cathlina, Francis - Albert Nguyen
Cetiz, Mahir - Jack Cooper
Cohran, Jeff - Tim Shiu
Corpus, Zack - Michael Shults
Crabtree, Elisabeth - Joe Hanson
Frederick, Jeremiah - Lenny Schranze
Frizzell, Emily - Elise Blatchford
Karr, Stephen - Michelle Vigneau
McCain, Martin - Ben Smith
Pierce, Jim - Marcin Arendt
Santelli, Carlos - Bill Shaltis
Sutton, Patrick - Daryn Zubke
Tsay, Jonathan - David Spencer
Villarreal, Paulina - Kim Patterson

*Area Coordinators will serve as temporary mentors for visiting professors

4.12b. Funding Opportunities

The School of Music and the College of Communication & Fine Arts provide opportunities for internal funding to full-time faculty members.

School of Music travel funds: Each full-time faculty member receives a budgeted amount of annual travel funding related to recruitment, creative activity and/or research (e.g. professional conferences, exhibits and performances). To request travel funding, submit a Travel & Development Funding Request form.
School of Music faculty development funds: Full-time faculty members may request funding for special projects, travel, or educational opportunities that further advance their research or knowledge in a related field. To request development funding, submit a Travel & Development Funding Request form.
School of Music funds for junior faculty: In order to support junior faculty in their efforts toward tenure and promotion, the School of Music will provide financial support for research and/or creative activity that will support the T&P dossier. To request funding, submit a Travel & Development Funding Request form.
CCFA Faculty Seed Grants: FSG's are intended to support research and creative activity of CCFA faculty and to enhance competitiveness for external funding. It is expected that recipients of these grants will seek external funding to continue their projects. More information can be found on the CCFA Grants website.

All faculty are highly encouraged to seek external funding for creative activity, research, or interdisciplinary collaborations. The University's Division of Research & Innovation is an excellent resource for faculty searching for funding or needing help writing a proposal. Any external funding received should be reported to the Director and the Dean's Fellow for Research.

4.12c. Professional Development Assignment (PDA) Sabbatical

The Professional Development Assignment (PDA) is an academic sabbatical, an intellectual retreat that gives faculty members the opportunity to renew themselves. Academic sabbaticals are mutually beneficial for the School, College, and the faculty. The purpose of a PDA is to encourage faculty members to continue their professional growth and encourage in-depth artistic and scholarly activities, upgrade the national visibility of the faculty and the University, and to develop faculty expertise and innovation in instruction. To be considered, you must submit a proposal to the CCFA Associate Dean for Academic Affairs with the support of the Director. More information can be found on the CCFA website: https://www.memphis.edu/ccfa/resources/faculty_staff/pda.php

4.12d. Faculty Awards

The School of Music, College of Communication & Fine Arts, and the University give out a number of annual awards that recognize outstanding faculty and staff members.

School of Music Faculty Awards:

Outstanding Faculty Teaching Award
This Award was established to recognize an outstanding faculty member whose teaching has far exceeded expectations this academic year. Candidates for this award may have shown significant contributions to the quality of teaching in the following ways:

Taking into considerable account student needs and interests
Demonstrating mastery of a variety of instructional techniques
Preparing and utilizing innovative classroom strategies and materials
Exhibiting uncommon dedication and zeal for the ideals and ideas of education
Being generous with time and talent, seriously considering academic excellence and individual student development
Successfully integrating research, scholarship and/or creative activity into the practice of teaching

Nominations can be made to the chair of the School of Music Awards Committee.

Pearl Wales Professorship
The purpose of the Pearl Wales Professorship is to provide recognition and salary or research support for individuals at the rank of associate or full professor who have performed outstanding teaching, research and service to the profession and achieved a high level of national and international recognition. The recipient of this professorship is determined by the Director and a committee appointed by the Director.

CCFA Faculty Awards:

Benjamin W. Rawlins, Jr. Meritorious Professorship Award
Dean's Creative Achievement Award
Dean's Outstanding Research Award
Dean's Award for Excellence in Engaged Scholarship

More information on the following faculty awards from CCFA can be found here.

University Faculty Awards:
University-wide faculty awards are given out by the Provost's Office and Academic Affairs. More information can be found here.

4.12e. Peer Reviews for Full-time, Part-time, & Visiting Faculty

Peer review is an essential aspect of teaching evaluation, both for improvement and personnel decisions. First, faculty are in a unique position to evaluate and provide feedback on aspects of their colleagues' teaching that are beyond students' expertise. These include the instructor's knowledge of the field, how up-to-date the course materials are, the appropriate level of rigor, and contributions to course and curriculum development. In addition, as experienced teachers themselves, faculty can offer colleagues important perspectives to inform efforts to improve teaching, from discussions of course materials to debriefs of classroom observations. Finally, peer review – when done well – can lead to a number of benefits for the School and campus culture of teaching. These include the creation of broader conversations about criteria for excellent teaching, greater sharing of successes and challenges among colleagues, and an increased profile for teaching as an important part of the intellectual life of faculty and graduate students.

Part-time faculty, visiting professors, and graduate assistants must be reviewed annually, especially in the areas of teaching effectiveness and grading policies and practices. Area Coordinators are responsible for submitting a Part-time/Visiting Faculty & GA Review Form for each part-time faculty, visiting professor, and graduate assistant in the area (See the University Faculty Handbook 4.1.7, p. 36).

All full-time, tenure-track, and non-tenure track faculty going through the promotion process should receive at least one written report of observed teaching per year through the School of Music. Candidates for full professor should have a minimum of two peer reviews of teaching written by other full professors, and taken from the three-year period leading up to their application for promotion. With prior approval of the Dean of the college, the chair or their designee may appoint individual(s) outside of the department and, if necessary, outside of the college or university with appropriate stature and experience in the discipline. Observations will be carried out by a team of two tenured faculty members who visit the class/lesson together and write a combined report of their findings after the second observation. It is recommended that peer reviews are completed during the fall semester so they can be included in a faculty member's annual evaluation.

The Peer Review Process Checklist provides a timeline and documents required for submission. Additional documents for the process can be found below.

1. Pre-Observation Worksheet – The observed faculty member will submit this form to the evaluation team chair prior to the first observation.
2. Course Materials Worksheets – These two forms help focus the evaluation team’s attention on qualities in course materials that represent good teaching as defined by the School of Music. It is for the individual use of the evaluation team and should not be submitted.
a. Course materials (tests, assignments, handouts)
b. Syllabus worksheet
3. Observation Worksheets – These three forms help focus the reviewer's attention on qualities that represent good teaching as defined by the School of Music. Each form is specific to a teaching format. They are for individual use by each evaluation team member and should not be submitted.
a. Classroom Teaching
b. Applied Lessons
c. Rehearsals
4. Observation Report Form – This official form will be filled out and submitted for the faculty member's file.

4.12f. Annual Faculty Evaluation

Faculty are evaluated annually for the purposes of annual reappointment, promotion in rank, the granting of tenure, nominations for honors, awards, chaired professorships, and salary increases. School of Music criteria for evaluation can be found in Appendix B of this handbook. Additional resources are available by visiting the Faculty Evaluation page on the Office of the Provost & Academic Affairs website and the CCFA Faculty/Staff Resources page.

Each faculty member should complete the following steps by February 1st:

Step 1. Complete the Online Faculty Evaluation Form. The items listed on this form should be for the previous calendar year (January 1-December 31).

Step 2. Update the C.V. through the online Curriculum Vitae Management System (CVMS).

Step 3. Submit the following documents as attachments to music_office@memphis.edu.

Complete the Faculty Planning Report (Word I PDF) for the current calendar year. This document helps inform teaching load decisions based on research and creative activity. Submit the report as a word doc or pdf.
Download SETE reports for both Spring and Fall semester. Faculty can find their reports by selecting the semester and faculty name. It'll then take you to a page listing reports by course number, select "download" in the left corner of the page. Submit the downloaded pdfs.
Download SETE comments for both Spring and Fall semester. Save the comment page as a PDF (usually found under file>print>save as PDF or file>export as PDF). Submit the downloaded pdfs.

Evaluation Summary from the Director
School of Music faculty evaluations are based on the criteria listed in the five-point performance scale found in Appendix B. In order to make the most accurate and fair evaluation given the disparate types of activities and job descriptions of the faculty, relative weighting of the three areas of evaluation should be made in accordance with the needs of the School of Music and the interests of the individual faculty member. Each faculty member may, in consultation with the Director, agree on relative weighting of each of the three evaluative areas. The ranges of percentage weightings are:
- Teaching 50-70%
- Research and creative activity 20-40%
- Professional service 10-30%

While these weightings may be negotiated with the Director, faculty members are reminded that the University expects some contributions from all faculty members in each of the areas of evaluation. The weightings used for annual evaluation purposes do not alter a faculty member’s teaching load or the expectations set for tenure and/or promotion.

“Teaching, scholarship, and service should be evaluated individually and collectively during annual review and at the time of tenure and promotion decisions” (UFH 4.1.1, p. 31). In crafting an annual evaluation, the Director will consider the faculty-provided activity report, planning report, in addition to enrollment metrics peer reviews of teaching, and course evaluations. The chair's overall rating will take into account a balance of all the faculty member's activities in teaching, scholarship, and service and provide an evaluation rating for each of the three areas in addition to an overall, weighted average score based on the percentage weightings for the faculty member. The evaluation ratings are explained below.

Each faculty member will be given written notice of the evaluation rating for which they have been recommended, accompanied by a rationale for the evaluation. This written notice will be followed up by an appointment with the Director. After the Director has met with a faculty member and submitted an evaluation, the faculty member is given an opportunity to read, sign, and/or offer a written response to the document. The Director also may respond in writing to the written comments of the faculty member, and a copy of all such attachments will be included with the evaluation documents when forwarded to the Dean of the College for review and when placed in the faculty members' personnel file maintained by the Office of Faculty Administrative Services and the School of Music. A faculty member's signature or electronic acknowledgement of the annual evaluation does not represent agreement with the evaluation but only that the evaluation was reviewed by the faculty member. (See UFH 4.1.12, p. 38).

4.13 Tenure & Promotion

Tenure-track and tenured faculty are expected to contribute to the missions of teaching, research /scholarship / creative activity, and public service. Specific expectations of tenure track and tenured faculty appointments will be identified in the faculty appointment letter.

The exact apportionment of effort in the missions of teaching, research / scholarship / creative activity, and service is a function of the skills of the faculty member and the needs of the department, academic unit, and university. All tenured and tenure-track faculty are expected to provide high quality instruction, pursue excellence in research / scholarship / creative activity, and contribute meaningful service to the university. Although the general scope of performance at a particular rank is consistent across the university, the specific requirements of the varying ranks are a function of the discipline and are typically defined by the faculty of the department in which an appointment resides. The minimum credentials for tenure track and tenured faculty of all ranks at the university are described in Section 3.1.7. All tenure-track and tenured faculty at the university must hold a rank and/or title in accordance with those described in the Faculty Handbook.

The School of Music's Tenure & Promotion guidelines are located in Appendix A. Additional guidelines can be found in the University handbook under Section 4.6.

4.13a. Current Nontenured Faculty

A list of current nontenured faculty and a yearly timeline of where each faculty is in T&P process can be found at this link:

Name	Tenure Track Appt Date	Admin Faculty Rank	Mid Tenure Review Date	Tenure Review Date	Tenure Date
Mahir Cetiz	9/1/2020	ASSISTANT PROFESSOR	5/20/2023	9/1/2025	9/1/2026
Emily Frizzell	9/1/2020	ASSISTANT PROFESSOR	5/20/2023	9/1/2025	9/1/2026
Jonathan Tsay	9/1/2020	ASSISTANT PROFESSOR	5/20/2023	9/1/2025	9/1/2026
Paulina Villarreal	9/1/2020	ASSISTANT PROFESSOR	5/20/2023	9/1/2025	9/1/2026
Martin McCain	9/1/2023	ASSISTANT PROFESSOR		9/1/2025	9/1/2026
Jim Pierce	9/1/2022	ASSISTANT PROFESSOR	5/20/2025	9/1/2027	9/1/2028
Stephen Karr	9/1/2022	ASSISTANT PROFESSOR	5/20/2025	9/1/2027	9/1/2028
Francis Cathlina	9/1/2022	ASSISTANT PROFESSOR	5/20/2025	9/1/2027	9/1/2028
Matt Burns	9/1/2022	ASSISTANT PROFESSOR	5/20/2025	9/1/2027	9/1/2028
Jeremiah Frederick	9/1/2023	ASSISTANT PROFESSOR	5/20/2026	9/1/2028	9/1/2029
Carlos Santelli	9/1/2023	ASSISTANT PROFESSOR	5/20/2026	9/1/2028	9/1/2029
Ewelina Boczkowska	9/1/2024	ASSISTANT PROFESSOR	5/20/2027	9/1/2029	9/1/2030
Elisabeth Crabtree	9/1/2024	ASSISTANT PROFESSOR	5/20/2027	9/1/2029	9/1/2030

4.13b. Current Non-tenure-track Faculty

A list of current non-tenure-track faculty and a yearly timeline of where each faculty is in the promotion process can be found here:

Name	Contract Appt. Date	Admin Faculty Rank
Jeff Cohran	9/1/2021	ASSISTANT PROFESSOR OF PRACTICE
Zack Corpus	9/1/2022	ASSISTANT PROFESSOR OF PRACTICE
Patrick Sutton	9/1/2023	ASSISTANT PROFESSOR OF PRACTICE

4.14 Search Committee Procedures

The School of Music's Search Committee Procedures are located in Appendix C.

4.15 Office Hours

The University's Faculty Handbook states in 5.12 that "Faculty members are expected to establish, publicize, and maintain scheduled office hours during which they are available to students for conferences and special instruction. Specific policies regarding office hours are set within individual departments. These policies are applicable to those teaching the summer session as well as in the regular semesters. See also UofM Policy AA3008 - Faculty Office Hours)."

The School of Music further stipulates that faculty will establish a minimum of three (3) one hour slots for office hours per week, each on a different day and at a different time, in order to accommodate the wide variance in individual student schedules. These office hours are to be posted on the faculty office door, or in an appropriate place in close proximity to the door, and distributed via electronic or print media to each student in each class.

4.16 Absences, Leave Reports, & Time Reporting

Employment obligates 9-month faculty to be "on the job" beginning one week prior to the first day of classes and extending through the day of commencement for fall and spring semesters. The week before classes begin will include a full faculty meeting in fall and spring semesters. Faculty do not accrue vacation time. Faculty should not be absent from their responsibilities without proper authorization.

4.16a. Absences

All faculty and staff absences must be reported, and all extended absences should be approved by the Director. Use the Music Faculty/Staff Absence Request Form to report absences or request professional travel. The Faculty Travel Funds Request is specifically to request funding and not to submit leave requests. Additional information can be found in section 5.14 of the University Faculty Handbook and Policy HR5022 - Sick Leave and Bereavement Leave.

Faculty members are encouraged to attend professional meetings, provide service to the university through recruiting trips, adjudicate, and give guest clinics and lectures. When absent from campus, the office of the School of Music should be informed in advance and proper travel forms prepared and approved prior to the trip.
Faculty members are expected to be present for advising and final examination periods, as well as for Audition Days and Area juries.
Instruction of classes should be provided for and lessons should be rescheduled as approved by the Director.

4.16b. Monthly Leave Reports

Time and Leave Reports must be prepared and maintained on all employees and it is the responsibility of each employee to submit a leave report every month. The time shown on the reports should be consistent with time shown on attendance records maintained by the School of Music. It is necessary to record whole or decimal parts of days on the report when the faculty or staff member has taken annual or sick leave. Additional information can be found on the Human Resources Leave Documentation & Adjustments site.

Nine-month faculty are not eligible to accrue annual leave but do accrue sick leave. If a faculty member needs to take time off during the academic year outside of the university's scheduled breaks, they should report those hours on their monthly leave report as sick leave. For more information on the university's annual & sick leave policy, visit the Human Resources page.

Faculty and staff may submit leave reports by completing the following steps:

Log in to MyMemphis and click the Employee tab
Under the Time Leave Report heading, click "Click here to access your leave report (monthly)"
Select "Access my Leave Report"
If the Leave Report shows the current month, click Leave Report button, otherwise, click the dropdown and select the month for which leave time needs to be reported.
Click on "Enter Hours" in blue lettering in the box of the date you were sick, enter the number of hours you were out, hit save, then "Submit for Approval"
If you have no leave to report, click "Enter Hours" in any box, put a zero in the box, hit save, then "Submit for Approval." It is important that you enter zero hours if you have no leave to report otherwise you just submit a blank leave report to the Business Officer.

4.16c. Sick Leave

The University's annual leave and sick leave program can be found on the Human Resources Annual & Sick Leave site. Sick leave usage should be reported at the end of the month via the required monthly Leave Report.

4.17 Graduate Faculty Status

Faculty can qualify for the following types of graduate faculty membership: Full, Associate, and External. The CCFA Associate Dean is responsible for Graduate Faculty appointments for tenured and tenure-track faculty in the School of Music. A complete list of Graduate Faculty for the School of Music can be found on the Graduate Faculty Members site.

Graduate faculty status has term limits and faculty will need to reapply for status once the term ends. To maintain graduate faculty status full members must demonstrate a current and sustained record of scholarly or creative activities. For more information, see membership types, eligibility, and application requirements on the Graduate School's Graduate Faculty Status Guidelines site.

4.18 Communication Policy

To provide all personnel the right to disconnect from work communication and maintain better work-life balance, the School of Music requests, as a general practice, that all faculty and staff refrain from sending work-related communications (email, text, phone call, etc.) outside of regular office hours (8am-4:30pm and on weekends). If one does wish to work after hours or on weekends, it is recommended that Outlook’s scheduling feature be used to send emails at the appropriate time. During performances and events that fall on weekends/evenings there are staff members on-call for any immediate needs.

4.19 Emeritus Faculty

The honorary title of professor emeritus may be awarded by the president of the to faculty members who meet the following requirements:

Retire with the rank of instructor, assistant professor, associate professor or professor
Complete ten years of service to the University
Recommended by the Director or a faculty member(s) within the School.

Recommendations for emeritus status should be based upon records of teaching excellence, substantive scholarship and meaningful service. A complete list of the School of Music's emeritus faculty can be found on the School of Music Emeritus Faculty site.

4.20 Student & Faculty Annual Events

Opening Convocation
The Opening Convocation is the School of Music's formal welcome to the incoming class of students at the beginning of the academic year. All faculty, staff, and students are invited.

Student Concerto Competition
The School of Music Concerto Competition is coordinated by the Director of Orchestral Studies. The competition is held each fall with three rounds:

Preliminary round: Compete within the Area. Multiple performers may advance.
Semi-Final round: Compete within the Strings, Winds/Percussion, or Keyboard/Voice. Multiple performers may advance from each division.
Final round: Performers who advanced from the semi-final round will compete. Three winners are chosen to solo with School of Music ensembles.

Awards Ceremony
The Awards Ceremony is organized by the Awards Committee. It takes place from 12:30-1:30pm on the last day of classes and provides an opportunity for student recipients of School of Music awards to be honored publicly by faculty mentors.

*For guidelines on conferences, festivals, and large events, see Appendix H.

4.21 University Resources

The Office of the Provost & Academic Affairs provides general academic information and resources for new or current faculty. Additional information for new faculty can be found on the Human Resources website under "Faculty Administrative Services".

Faculty members are expected to treat colleagues, staff, and students with respect and fairness within the university. Faculty should conduct themselves professionally by listening to the views of others, working constructively as members of the diverse academic community, and safeguarding the recognition of achievements of others, including those in subordinate positions. In addition, faculty are expected to demonstrate integrity in the discharge of their duties as educators, scholars, colleagues, members of the university community, and members of the greater community as described in the following sections of the university’s Faculty Handbook:

Appendix C, Faculty Code of Conduct
4.10, Grounds for Termination of Tenure
4.11, Disciplinary Sanctions Other than Termination