California State University, Northridge
MUSIC DEPARTMENT
ADMINISTRATIVE MANUAL
A Handbook on
Administrative Structure and Operations
2003-2004
Revised: May 2014
TABLE OF CONTENTS
I
Preface
3
II
General Department Procedures
4
III
Department Committees
A. Personnel Committee
B. Advisory Committee
C. Curriculum Committee
D. Ad Hoc Search and Screen Committee
5
5
5
6
7
IV
Representative to the College Academic Council
8
V
Areas of Instruction
A. Options
B. Area Coordinators
8
8
8
VI
Miscellaneous Departmental Policies
9
VII
Department Operations
A. Auditions/Juries
B. Undergraduate Program
C. Graduate Program
D. Staff
E. Music Technology Laboratory
F. Instructional Media Center Operating Procedures
10
10
10
10
10
11
12
VIII
Student Policies
13
APPENDIX I
APPENDIX II
APPENDIX III
APPENDIX IV
APPENDIX V
APPENDIX VI
APPENDIX VII
Attendance / Participation Policy
Excerpts of Roberts Rules of Order
Procedures for Evaluating Teaching Competence
Criteria for Promotion without the Terminal Degree
Definition of Publication or Equivalent
Policy on Noon Recitals
Memorandum of Understanding
2
15
16
17
19
20
22
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I.
PREFACE
This latest version of the Music Department Administrative Manual is a compendium of
the changes to department policy proposed by the Shared Governance Committee and
approved by the department between August 2002 and March 2003. The
recommendations of the Shared Governance Committee increase the number of
department committees and expanded their potential membership, with the goal of
strengthening the participation of the faculty in the governance and future directions of
the department.
The Music Department justly enjoys a reputation for excellence in student and faculty
achievement both within our university and the larger world of music. The overarching
purpose of the committee’s work on procedures for shared governance has been to ensure
that the department is able to elicit and build on the perspectives of the entire faculty and
to depend on each member of the faculty to accept a share of the responsibility for the
department’s operation, in fulfillment of the department’s role within the Mike Curb
College of Arts, Media and Communication and California State University, Northridge.
As an example, one issue Music faces is the challenge of increasing students’ progress
toward graduation while continuing to foster their accomplishments in the discipline of
music amidst likely contractions in the university’s budget over the next several years.
The Shared Governance Committee is confident that encouraging all members of the
faculty to actively participate in defining and creating the department’s future will make
it possible for the department to sustain its current strength and forge a common blueprint
for continuing outstanding achievements.
Because the Shared Governance Committee and the department as a whole have
committed substantial time and energy to the revisions of this Administrative Manual, we
urge all members of the faculty to review its provisions on a periodic basis and accept
responsibility for their on-going implementation. The expanded committee structure will
depend for its effectiveness on appropriately open and transparent deliberation, with
distribution of agendas prior to meetings and of notes following meetings. All committee
meetings, with the exception of the Personnel Committee, are open meetings and all
members of the department are welcome to attend. (Some portions of Advisory
Committee meetings, for special reasons and upon vote of the committee, may be
designated as closed). To ensure appropriate exchanges of information about College and
University direction and context, the committees also will be responsible for timely and
open consultation with the department chair.
When the Shared Governance Committee began its work, the Dean proposed to the
department that we commit ourselves to operating within a “Shared Code of Conduct” to
encourage honesty, openness and mutual respect as we undertook our discussions. We
strongly believe that such an approach is essential to the effectiveness of meaningful
shared governance in the department. To that end, we recommend the adoption of the
following commitments to collegial behavior:
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As members of the Department of Music, we will
 be open to shared problem solving;
 demonstrate self-awareness, truthfulness and honesty;
 be willing to let go of prior assumptions;
 respect one another and address issues rather than personalities;
 listen actively to others’ points of view;
 appreciate our differences and accept alternative ways of solving problems;
 make every attempt to resolve conflicts directly among the parties involved prior
to taking the issue to the chair or the advisory committee or others;
 respect confidentiality as appropriate to each situation;
 accept appropriate ownership of decisions;
 observe scheduling deadlines out of respect to colleagues and in recognition of the
complexity of our department.
From the Shared Governance Committee – January 2003
II.
GENERAL DEPARTMNET PROCEDURES
Voting: Ballots will be distributed by the Chair’s office and done online via confidential
survey. The results will be viewed by the Chair and the Chair of the Advisory
Committee and announced to the faculty. If a paper ballot is desired it will be distributed
by the Chair’s office and counted by the Chair of the Advisory Committee and the
Department Chair with all members of the faculty invited to observe if they wish.
The ballot will list all nominees and the faculty will then be able to vote for the number
of openings available for election to the committee. (The ballot will indicate the
maximum number of candidates to vote for).
Committee Elections: Committees are elected from the full-time faculty. The faculty
will be given a 3 day time frame to either self nominate or agree to be nominated for the
committee. This can be done via email or in writing to the Department Chair. After the 3
days the ballot shall be prepared in a timely fashion for distribution to the faculty. (See
page 4 for specific regulations affecting the Personnel Committee).
Late in the Spring semester (or as soon as possible after the election for the College
Personnel Committee), the Personnel Committee and then Curriculum Committee will be
elected for the following year. At the beginning of the Fall semester, the Advisory
Committee will be elected for the year. Search Committees will be established as soon as
possible after a full-time faculty recruitment has been authorized.
Committee Reporting: All committees will report to the department on a regular basis,
as appropriate to their function. When a committee has developed a proposed policy or
procedure on an issue, it will request time on the agenda of the next department meeting
for the full faculty’s consideration.
Faculty Meetings: Agendas for department meetings should be ordered in such a way as
to provide maximum opportunity for discussion of significant issues and of policy
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proposals from department committees. Whenever possible, committees will submit
proposals for changes in existing policy to all faculty prior to the scheduled faculty
meeting to allow for more informed discussion. For major policy changes, committees
are required to transmit descriptions of the proposed changes by email at least 48 hours
prior to the meeting at which a vote will be taken.
Resolution of Conflicts: Faculty and staff should make every effort to work directly with
each other to resolve issues. If resolution does not result, the parties may approach the
Chair, who will consider the issue confidentially and make a decision. If the parties are
still dissatisfied, the issue then be presented to the Dean, whose decision will be final.
III, DEPARTMENT COMMITTEES
A. Department Personnel Committee:
1. A five member departmental Personnel Committee is elected each Spring
from tenured faculty members of advanced rank who are not eligible for
promotion. Each faculty member will vote for five (5) colleagues.
Members receiving the most votes are elected to serve for one academic
year. The ballots will be issued by the Chair’s Office, and counted by the
Chair of the Advisory Committee with all members of the faculty invited
to observe if they wish.
2. The Committee shall elect its own chair.
3. The Committee considers and recommends on full and part time Personnel
matters as described in the CSUN Administrative Manual, sections 600
and 700. Additionally, the committee observes the following department
policy documents: (found in appendices III, IV & V)
a. Criteria for Promotion without the Terminal Degree
b. Procedures for Evaluating Teaching Competence
c. Definition of Publications or Equivalent
4. Appointment to advanced rank must be approved by the majority of the
tenured faculty.
5. The Committee shall act as the Department Professional Leave Committee
B. Advisory Committee:
1. Election to fill vacancies on a three member Advisory Committee will
take place early each fall. Of the three members one will have tenure.
Probationary faculty are eligible to serve. Names of faculty who are
available to serve will be listed on a ballot issued by the Chair. Vacancies
on the committee will be filled by preferential ballot.
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2. Vacancies will be filled on a two-year basis Faculty may stand for election
to successive terms on the committee.
3. The committee shall elect its own chair each year.
4. The Advisory Committee will be available for consultation with the chair
on the establishment of the Department’s annual budget and other
budgetary issues which may arise. The committee may develop and
propose to the department policies and procedures in areas of departmental
functioning other than those under the direction of the curriculum
committee. It will consult on an as-needed basis with the department chair
on proposed full-time faculty hires and make its recommendations known
to the music department faculty at large. Faculty members may also
propose additional agenda items which may be taken up by the Advisory
Committee as its discretion.
5. On all issues listed in item 4, the committee shall provide the department
with advance notice (preferably an agenda) and minutes of its meetings.
These meetings will be open to other faculty in the department who wish
to attend.
6. At the request of the department chair regarding decisions which lie within
his/her administrative responsibility, or at the request of individual faculty,
the committee will provide consultation on other issues which could
benefit from the committee’s deliberation and advice. At the discretion of
a majority of the committee, attendance at all or a portion of such
meetings may be limited to the committee and the department chair or the
faculty member(s) requesting consultation. Appropriate confidentiality is
expected of all participants in these meetings.
C. Curriculum Committee:
1. The curriculum committee shall consist of 5 members, the assessment
coordinator, the graduate advisor and three faculty elected by the
department. The Graduate Advisor will automatically be a voting member
of the committee and the Undergraduate Advisor will automatically be an
ex-officio member. As soon as possible three faculty will be elected to 2year or 1-year terms (top two vote getters will be elected for 2 year terms
and the next one will be elected to 1 year terms). In future all new
members will be elected to staggered 2 year terms.
2. The curriculum committee will be elected immediately after personnel
committee. Elections will take place each spring for the upcoming year.
Probationary, tenured and full-time lecturer faculty are eligible to serve.
Names of faculty who are eligible and available to serve will be listed on a
ballot to be issued by the Chair.
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3. The term of service on the curriculum committee shall be two years except
for the Graduate Advisor who will serve continuously.
4. The committee shall elect its own chair each year.
5. The curriculum committee will provide oversight of the department’s
graduate and undergraduate programs. It will assist in assuring the
compliance of the programs with the university and accreditation
standards. It will provide a setting for faculty from various areas to discuss
and evaluate current curricular offerings. The committee will review
proposed experimental courses and new or revised courses or programs
and make recommendations to the department. The committee will
periodically review department and all-university enrollment trends and
student feedback to consider the implications for the undergraduate and
graduate programs. As needed, the committee will propose changes to
current admission policies within the department and oversee guidelines
for culminating experiences. The committee will review and make
recommendations to the department and the Chair on decisions pertaining
to student-initiated issues and concerns. Any member of the faculty may
propose items for the committee’s consideration.
6. University, college and department initiatives that pertain to
undergraduate and graduate matters may be referred to the committee for
its review and recommendations.
7. The committee shall provide the department with advance notice
(preferably its agenda) and minutes of its meetings. Meetings will be open
to other faculty in the department who wish to attend.
D. Ad Hoc Search and Screen Committees
1. Ad hoc search and screen committees will be established as soon as
possible after the department has been authorized to recruit new full-time
faculty. These committees will have three elected members from tenure
track faculty members. Nominations will be solicited from the faculty to
serve.
2. Search and Screen committee will follow the procedures in the
university’s “Manual for Procedures for Search and Screen Committees
for Full-Time Faculty Positions.”
E. Special Circumstances
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When there are not enough faculty volunteering for any committee, those faculty
eligible to serve on the committee will be placed on a ballot and voted upon by
the faculty.
F.
IV DEPARTMENT REPRESENTATVE TO THE COLLEGE ACADEMIC
COUNCIL
The Curriculum Committee will select one of its members to serve as the department’s
representative on the College Academic Council. The member selected should be
available to serve the standard two-year term on the Academic Council.
V. AREAS OF INSTRUCTION
A. Options
1. Breadth Studies
2. Music Industry Studies
3. Music Education
4. Music Therapy
5. Strings
6. Winds
7. Percussion
8. Keyboard
9. Guitar
10. Vocal Arts
11. Composition/Theory
12. Commercial & Media Writing
13. Jazz
B. Area Coordinators (limited to full-time faculty)
1. Teaching one course regularly in an area will constitute membership in
that area. Teaching “regularly” means one course each semester.
2. Only those people teaching more than one course in an area are
eligible for election.
3. Each area elects its own coordinator on a preferential ballot as
described in Robert’s Rules of Order.
4. The term of office is three years.
5. Functions of the Area Coordinator:
a. To oversee the area, recommending procedures and changes of
policy when necessary.
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b. Scheduling:
1) Arrange and administer auditions, juries, and special
examinations.
2) Arrange for specific concerts, lectures, and demonstrations.
c. Instructional needs:
1) Order and maintenance of supplied and equipment
2) Coordinate textbook selections.
d. Staffing:
1) Prediction of needs for faculty and bringing qualified potential
faculty to the attention of the Chair or the Advisory Committee
2) Recruitment and review of graduate assistants to be contacted
by the Chair of the Department.
e. Recommendation for new curricula or revisions of existing
curricula as appropriate.
VI MISCELLANEOUS DEPARTMENT POLICIES
Travel
Full-time faculty members presenting a paper, lecture or recital at a conference are
allocated $500.00 per academic year. Full-time faculty members attending a conference
but not presenting or on a governing board, can be allocated $300.00. Part-time faculty
members are allotted $100.00 per academic year.
Loan of Instruments to Faculty Members
All state-owned instruments available for checkout will be returned and checked in at the
end of the semester. At the beginning of each new semester, students will be given first
priority in checking out state-owned instruments for instructionally related activities.
Teaching Assignments
After consultation with the members of their groups, area option coordinators shall
propose the class schedule and specific teaching assignments of their members (including
FERP faculty members and part-time faculty with multi-year appointments). Due
consideration and effort shall be made to incorporate class assignment requests put forth
by faculty members, including part-time faculty. These proposed schedules should be
followed whenever possible. In cases where the chair of the department feels that changes
need to be made, reasons must be given to the area/option coordinators and to the
individual faculty members involved. The chair’s request for consultation must be
responded to in a timely manner.
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Part-Time Teaching Appointments
Any and all hiring of part-time instructors, including applied faculty, must be made in
consultation and with the approval of all areas affected.
Area Coordinators for Core/GE Scheduling
The department will elect one of its members to serve as area coordinator for general
education courses and the courses in the core which are not within another area. The
department chair will consult with the “Core/GE” area coordinator in the same manner as
with other area/option coordinators.
VI. DEPARTMENTAL OPERATIONS
A. Auditions/Juries
Auditions are held 4 times a year at dates determined by the faculty. For fall entrance,
scholarship auditions are usually held in February and March, for spring entrance,
auditions are held in November, auditions are also held in late August for students who
are admitted after spring auditions are complete. Auditions are coordinated by the
Undergraduate Advisor. Juries are held final exam week during the time the ensemble
meet for each instrumental/voice area. Each area coordinator is responsible for setting up
the day/time of the juries.
B. Undergraduate Program
Lea Antone is the undergraduate student advisor. Area Chairs or the student’s private
lesson teacher serve as advisor. Advisement is mandatory for all music majors each
semester. The undergraduate advisor prepares graduation check on the year prior to
anticipated graduation. The “Grad Check” is reviewed by Area Coordinators and the
associate co-chair of the department.
C. Graduate Program
The graduate coordinator in music is responsible for advising all graduate students and
preparing a program of study in consultation with the appropriate area chair.
Responsibilities include coordination with the Graduate Studies Office on policies and
procedures relevant to the program. Advisement is mandatory for all graduate students
each semester.
D. Staff
Administrative Analyst- Bennie Say
Provides administrative analysis and continuity of operations to assist Department
Chair in the areas of budgets and Department functions. Administers
Departmental purchasing functions; coordinates Applied Music program.
Coordinates budgets for the Music Department (State general, trust, foundation
and corporation).
Administrative Support Coordinator- Jill Price
Coordinates textbook orders, office supplies, inputs schedule of classes into
SOLAR, prepares minutes of Department meetings and assists with curriculum
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review/revision. Supervises telephone/reception area and student assistants and
responds to inquiries made by faculty, students and the general public. Maintains
room schedule and mail distribution.
Undergraduate Advisor- Lea Antone
Coordinates student advisement, new student and scholarship auditions,
information mailings and recruitment. Responsible for preparation of
Departmental graduation evaluations in conjunction with area coordinators and
Department Chair and development of information handbooks for student use.
Public Relations/Concert Program Office Coordinator- Kyle Stephens
Maintains annual schedule of Music Department events, (Faculty Artist Series,
Visiting Artists and Ensemble Concerts). Manages all fiscal preparation for
concerts and recitals; coordinates these with Theater Policy of the Department of
Theater. Ensures that all presentations are made in the best available educational
setting. Oversees expenditures of IRA funds for the Program Office.
Instructional Support Technician- Karla Torres-Vazquez
Scheduling and management of Junior, Senior and Graduate recitals. Supervises
set up and personnel for all concerts and recitals. Responsible for instrument
check-out, equipment repair and maintenance, facilities, security, and Department
vehicles. Maintains key distribution.
Electronic Technician (10 month appointment)- Phil Calvert
Supervises audio services, laboratory for computers and technology in Music.
Orders installs, and maintains electronic equipment for the Music Department.
Records all Department ensemble concerts and maintains files.
Instructional Support Assistant- vacant
Responsible for supervision of the Instructional Materials Center/ Music Library.
Assists faculty and students in checking out recordings, scores etc. Supervises
student assistants and maintains all files on a computer database.
Piano Technician (half-time position)- Jim Karukas
Tunes, repairs, and maintains department pianos; inspects new instruments
Staff Accompanists (10 month appointments)- Jackie Koo and Suzanne Recer
Accompany Music Department classes, including monthly studio classes, faculty
recitals, and concerts
E. Music Technology Laboratory
1. The Music Technology Lab is for use of all music students and faculty,
who may avail themselves of a variety of applications, including ear
training, notation and sequencing software.
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2. Users must bring their own disks or memory sticks and are responsible to
make sure that their disks are virus-free.
3. Copying of programs installed on the computers is strictly prohibited.
4. No eating, drinking, or smoking is allowed in the Music Technology Lab.
F. Instructional Media Center Operating Policies
Check-out Policy – Faculty:
1. Recordings and scores are normally checked out for a period of one week. Faculty
members are strongly encourages to observe this time frame, although it is
recognized that some materials cannot be returned within that period. In such
cases faculty should bring the materials in for renewal on a weekly basis.
2. Items may be checked out on semester loan only when the IMC has multiple
copies.
Check-out Policy – Graduate Students:
1. Graduate music majors may check out recordings and scores needed for seminar
presentation or research. All above policies apply, although there is no provision
for a semester loan.
2. Graduate students must identify themselves as such, and present student ID, for
check-out privileges.
Check-out Policy – Undergraduate Students:
Undergraduate students are allowed to check out recordings or scores only with
the written permission of a faculty member, for a specific class assignment.
Check-out period is a maximum of five days. In giving the required written
permission, the faculty member concerned assumes the responsibility for the
return of materials.
Purchasing:
Faculty members may request purchase of a specific item for the IMC that is
needed for a specific class, performance, or related purpose. Within the limits of
funding availability, the IMC coordinator will process this purchase.
Chamber Music and Opera Vocal Scores:
To be checked out to a faculty, graduate students, or undergraduate students with
written permission, for purposes of performance classes and performance during
the current semester. Music is to be returned at the end of the exam or
performance period for which it is checked out. Coaches and their student
assistants are responsible for maintaining proper records of music distribution in
their courses. Nevertheless, students are responsible for each item in their
possession.
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Orchestra and Band Music:
To be checked out to faculty or orchestra student assistants for purposes of
orchestra classes and performances. Music is to be returned at the end of the exam
and/or performance period for which it is checked out. Policy is the same for no. 5
above.
Choral Music:
To be checked out to faculty, graduate conducting students preparing recitals,
student assistants of faculty conductors, and students enrolled in upper division or
graduate choral conducting classes when assigned by the instructor. Policy is the
same for no. 5 above.
Sets of Scores:
May be checked out by faculty for use in class. They are not to be issued or reissued to students. Faculty should recommend student purchase of scores which
classes need on a long-term basis.
Reference Materials:
The reference books in the IMC are not to be checked out. All may avail
themselves of the works, but they must be used in the IMC.
Reserve Materials:
Faculty wishing to place materials on reserve may do so at any time. They may
also place personal copies of scores or recordings on reserve, and are assured of
their security.
Hours
Hours for the IMC are Monday – Friday; 8:00am – 5:00 pm. The IMC is not open
on weekends.
Security
No persons, except IMC staff, are allowed behind the front counter of the room.
VIII. STUDENT POLICIES
Recital Juries:
The policy on Student Recital Juries is published in the Department of Music
Undergraduate Handbook.
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Ensemble Requirement:
The ensemble requirement is articulated generally in the University Catalog under
Special requirements of the Music Major and more specifically in the Department
of Music Undergraduate Student Handbook.
Enrollment in 2 units of ensemble is a co-requisite each semester in which a
student is enrolled in individual lessons. Students must audition for the
appropriate ensemble to their applied area and be placed in a conducted ensemble
each semester. Students who do not audition for ensembles and/or are not enrolled
in 2 units of ensembles will not be eligible for lessons that semester.
Music Stand Policy:
Students must provide their own music stands for individual practice and
ensemble rehearsals. Department-owned music stands are provided for use in
classrooms, teaching studios and for performances of departmental ensembles.
Recognized Student Organizations:
CSUN Guitar Quartet – Steve Thachuk, advisor
Media Composers Club – Elizabeth Sellers, advisor
Music Educators National Conference (student chapter) - Mary Schliff, advisor
Music Therapy Association of Northridge – Ron Borczon, advisor
Northridge Musicians Association – Diane Roscetti, advisor
Pi Kappa Lambda, Gamma Kappa Chapter –Julia Heinen, advisor
New Directions Composers Group – Liviu Marinescu, advisor
Sigma Alpha Iota – Julia Heinen, advisor
Student National Association of Teachers of Singing – Deanna Murray, advisor
Each organization must have advisors from the Music Department Faculty
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