Frequently Used Sites and District Procedures/Processes
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What?
District fine arts event calendar
Posted subject area curriculum maps, etc.
 Also, find links to professional organizations and
resource sites.
Consultant Contract – if done by campus
Where is it?
KISD>departments>fine arts>right hand side of page
Provide all information/corrections re: campus events to
K. Herrera to add to this calendar.
KISD>departments>fine arts>curriculum connections
KISD>staff>admin procedures>III-X
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Consultant Contract—if done by Fine Arts Office
 Fine Arts Office retains a list of consultants approved
for providing service to all fine arts programs plus
cheer.
 If the name of your chosen consultant does not appear
on the consultant list with an active vendor number,
they are not available for your use.
To add a consultant to the list, send the name of the
person or business to the Fine Arts Office along with an
email contact included.
 A consultant contracting packet will be sent to
the provided email address.
 It will be the responsibility of the person making
the request to follow up on completion of the
packet.
 Completed packets are returned to the Fine Arts
Office for further approval and reference forward
for adding to the vendor list.
 This often takes about 2 weeks, so plan ahead.
KISD>staff>admin procedures>III-K
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Facilities Usage – if booster using facility for fund raising
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Operating a district vehicle
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Private lesson procedure
KISD>staff>admin procedures>III-T
Access and follow instructions if you want to be approved
to drive a KISD vehicle (not buses).
KISD>staff>admin procedures>IV-O
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Textbook adoption
KISD>staff>admin procedures>IV-J
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Travel (all rules, Exhibit B, Exhibit C)
 Exhibit B “Request For Student Trip”—for all proposed
trips regardless of funding source.
 Exhibit C “Summer Activity Proposal”—for all summer
activities except for trips approved earlier via Exhibit B.
 No proposal is required for “normal scope of duty”
activities and/or local trips. Contact Fine Arts Office for
details on what is considered normal scope of duty.
 Field Trip Form
 Chaperone agreement form
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Beyond District Travel (rules, chart)
 Administered through Fine Arts Office. Contact Fine
Arts for more information after reading the associated
Admin Procedure V-E.
 Included: Guard advancement to state; HS choir/
band/orchestra/theatre advancing in UIL, TMEA events;
MS/Elementary choir advancing in TCDA events; HS art
advancing in VASE to state competition.
KISD>staff>admin procedures>V-A
 All sponsors are required to know and follow all
rules in this procedure.
 Exhibit B for all field trips, etc., during the year or
for trips planned during the year that will take
place in the summer.
 Exhibit C for all summer activities, regardless of
funding source, including but not limited to: all
campus summer band/choir/orchestra
rehearsals, summer marching band, cheer/drill
team camps, guard camp, drill team officer
camps, “just for fun” reward trips.
 ALL overnight activities require approval beyond
the Fine Arts office.
 Additional important details must be followed in
the Admin Procedure.
KISD>staff>admin procedures>V-E
 KISD>staff>admin procedures>V-E
 Chart included for Levels 1,2 and 3 with regard to
accessing Beyond District funding for elementary,
ms and hs groups.
 This fund is accessed when an organization
progresses beyond the entry level competition to
another level.
 This fund is only available when success at one
level qualifies a participant or participating group
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Stipends for various positions
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Supplemental pay (for accompanists, judges, etc.)
 KISD employees providing supplemental pay are paid
from the 6118 budget code.
 Non-KISD consultants are paid from the 6299 budget
codes.
 VI-Z is also good to use as a guideline when hiring
someone from outside the district to provide a service
for you. All persons providing service as a consultant
from outside the district must be approved via contract
as a consultant for KISD.
Engaging a consultant from outside KISD approved to provide
service:
 Outside consultants are paid from the 6291 or 6299
budget code. (See 12 above for descriptions).
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
Once the approved consultant has provided the service, they
must sign a “Vendor Consulting Service Payment Request
Invoice” or provide you with an official invoice to use as back
up to request payment. This is required information for your
campus budget secretary.
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KISD>depts>AcctPayable>forms>consultant form
to advance to the next level.
KISD>staff>admin procedures>VI-PP
KISD>employment>compensations>KISD stipends
KISD>staff>admin procedures>VI-Z
 Supplemental pay is required when hiring
someone who is a KISD employee(ex:
elementary music teacher accompanies a choir
on a concert or for UIL concert/sight reading.)
 All KISD employees who provide a service for
supplemental pay must be approved through
Tina Cole’s office via blue time card a minimum
of two weeks ahead of the event for which they
will be providing service
 Contact fine arts director and secretary with the
name and email contact information for the
desired consultant.
 Fine arts office will send the person a contracting
packet.
 Prospective consultant returns the completed
packet to fine arts.
 Contract is processed and sent forward to
contracting specialist.
 Once consultant has a vendor number they can
provide service.
KISD>staff>admin procedures>VI-OOO
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Two Days Out exception (for attending state professional org
conferences)
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Drug Testing
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Fund Raising
KISD>staff>admin procedures>VII-K
KISD>policy online>FNF (LOCAL)
KISD>staff>admin procedures>VII-F
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Guidelines for ms fine arts events
KISD>staff>admin procedures>VII-S
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Letter Jackets
 Specific guidelines for hs programs—VII-B is generic and
brief, but specific guidelines for band, color guard,
choir, drill team and orchestra are available through the
Fine Arts Office.
Student Participation in Secondary Band & Choir
 Policy, parent letter, signature page and instrument
agreement page
KISD>staff>admin procedures>VII-B
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Drill Team (audition packet, interstate compact)
KISD>staff>admin procedures>VII-C
 Either this document or something similar should
go home in your packet at the beginning of the
school year.
KISD>staff>admin procedures>VII-T
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Conflict of Interest
KISD>policy online>DBD (LOCAL)
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Extracurricular standards of behavior
KISD>policy online>FO (LOCAL)-X
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PE Substitutions
KISD>policy online>EIF (LOCAL)
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Student fees, fines, charges
KISD>policy online>FP (LEGAL)
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Feeder School Matrix
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District Map
KISD TV
KISD>attendance zone>attendance zone info>2013-2014
feeder school matrix
KISD web page
KISD web page
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Volunteers
 All folks who serve are chaperones or volunteers in
your class room must be approved via KISD process.
See X-A for details.
Safety Training – UIL Marching Band and Drill Team
 Required annually for all HS marching band directors,
Guard and Drill Team directors
 Certificates of completion sent to and kept on file in
Fine Arts Office.
 Additional Requirement of mock safety drill to be
completed and sent to Fine Arts Office for file.
Requesting awards
KISD>staff>admin procedures>X-A (page 4 of 4)
UIL home page>Music home>right hand column “Safety
Training”>UIL Gateway
CPR/AED training required as well.
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HOW TO REQUEST: Instrument Repairs, aka “Onesey-Twosey”
repairs
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HOW TO PAY: Instrument Repairs (outside winter/summer
major bid), aka “Onesey-Twosey” repairs
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Request a quote from the vendor for the
number/description of items needed
Quote should include the cost of engraving of the
items
Requisition is put into the system by the campus
Vendor receives the po request once it goes
through our system and responds to the order
Campus has the option of picking those up from
the vendor, along with the invoice, when they
are ready OR have them delivered to the
warehouse to be received in and then delivered
to the campus
If picked up, the campus calls warehouse to
“receive in” the po
Email fine arts director with the chosen vendor
name, instrument type and brand, serial number,
and brief description of the suspected repair
needed.
Wait for a response from the fine arts director.
Response will say, “Repair approved as
requested. Contact vendor for pick up.”
Once you have that approval in hand, contact the
approved vendor for the repair.
The fine arts director includes the vendor on the
approval response.
The vendor shall not make repairs without the
authorization from the fine arts director.
The vendor will return the repaired instrument
back to the Band Director.
The Band Director will initial the repair
ticket/invoice in the upper right hand corner.
This is for accountability purposes. Band director
does NOT keep the ticket/invoice.
The vendor will take the initialed ticket to the
appropriate campus secretary who handles the
budget (this is normally the principal’s secretary
at the middle school or the curriculum secretary
at the high schools.)
These invoices will be held until written
confirmation (email) is received from the Band
Director. (see next bullet)
Once the Band Director checks the instruments,
he/she shall email the campus secretary to
proceed with processing invoices for payment.
Once email is received, the secretary will send
the yellow tickets along with the appropriate
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Major Instrument Repair Bids (marching band and summer)
 We are now on a year round repair bid so instruments
should be sent out for repair when necessary.
 Deadlines for sending out major repairs will be
provided by the fine arts office.
 ALL major instrument overhauls may be sent out each
year between the first day of school and January of that
year.
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DNR for instruments
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UIL—University Interscholastic League
 All secondary music and theatre required to participate
 Constitution and Contest Rules apply for all hs and ms
UIL events.
 UIL/TEA side-by-side available on right side of home
screen along with the link to the constitution and
contest rules.
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VASE (Visual Arts Scholastic Event)
 Join TAEA early! Must be a member to participate in
VASE.
 Funding provided in campus budget (13-6495) for
membership for each art teacher.
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Bands/Orchestras Requesting Trucks through Transportation
document to the fine arts office for processing
for payment.
 Major marching band repairs should take place
in December of each year. This is for high school
bands only.
o Approval for repairs same as for #31
above.
o Vendor provides invoices to fine arts
office.
o Director sends email to fine arts office
stating that all repairs have been
completed as requested.
o Fine Arts Office moves to pay.
 Major Summer Instrument Repair takes place by
early June of each year. This is for all high school
and middle school bands and orchestras.
o Approval for repairs same as for #31
above.
o Vendor provides invoices to fine arts
office by designated date.
o Director sends email to fine arts office
stating that all repairs have been
completed as requested.
o Fine Arts Office moves to pay.
All instruments that are no longer repairable must be
surrendered through Property Management. Please see
campus secretary for instructions on contacting Property
Management to DNR instruments and have them
removed from campus inventory.
http://www.uiltexas.org/
 Home page>music – gets you to the PML, region
information
 Home page> music>region/area
information>region websites>we are Region 8
(go there to find forms and information for UIL)
 Home page>Theatre>HS or Jr. High OAP>far right
gives you the rules for one act play from the
constitution and contest rules.
http://www.taea.org/VASE/
 Middle school art programs participate in
Central Texas Regional Art Contest (CTRAC)
 http://ctrac.killeenisd.org/ is site for
registering for CTRAC
 Middle schools may also choose to
participate in jrVASE at campus discretion.
You may request (1) truck through KISD transportation
for the following activities/events. If you require more
than (1) truck you must:
 Contact Transportation
 They will refer you through the appropriate
channels to rent/secure a second truck.
 You will pay for this second rental truck using
your campus funds. Costs may vary. Budget
code will be: 199-36-6269-FA-XXX-99-00B or
00S (for strings). Campus must move funds
into these codes as needed.
Times/events for which you may request KISD truck @
a rate of (1) per occurrence per school:
 HS football games
 Spirit Spectacular
 UIL Concert/Sight Reading
 UIL marching contest
 Non-UIL marching contests
 TMEA All-Region Auditions
 UIL State Solo/Ensemble contest
Other Information
A
Teacher Travel Funding (membership and/or travel) provided by
district
 Membership (13-6495) funds provided for subject areas
for which membership is required to enter associated
competitions.
B
Drill Team/Guard/Cheer Subsidy Funds
District Sponsored Event Rotations
Event
2014-2015
MS Region Choir Camp
SHS
10/25/14
Elementary Choral
SHS
Festival
5/15/15
MS Dance Showcase
HHHS
4/10/15
MS UIL
SHS/EHS
Feb 19-20/Feb 23-24
One Act Play
HS Band/Choir Event Rotations
Event
14-15
15-16
16-17
17-18
Christmas
HHHS
KHS
SHS
EHS
9/11 Choir
KHS
HHHS
SHS
EHS
9/11 Band
SHS
EHS
HHHS
KHS
Band/Choir/Orchestra/Guard/Drill Team
 13-6411 funds are provided for professional use
to attend state subject area conferences. This is
a limited budget and may not be increased from
other line item budgets allocated for students.
 13-6495 funds are provided for professional use
for membership in state organizations. No
provision is made for membership in national
organizations. This is a limited budget and may
not be increased from other line item budgets
allocated for students.
Art
 13-6495 funds provided for membership in TAEA.
Theatre
 13-6495 funds provided for membership in TETA.
Contact Fine Arts office with any questions regarding how
subsidy funds may be used or refer to the guidelines
provided to each sponsor.
 Subsidy funds for each program and campus will
be retained by the Fine Arts Office.
 All orders and requests for accessing subsidy
funds will be addressed through and by the Fine
Arts Office.
 Refer to subsidy guidelines for ways subsidy
funds may be used.