Welcome Music faculty and staff! This section of the site is here to help the office serve you better. To access faculty resources, you will need to log in with your West Georgia single sign-on credentials (email address without the "@" is your username).

Have a great semester!
-Justin

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University of West Georgia Department of Music Faculty Handbook

  • Foreward

    The purpose of this handbook is to provide Music faculty with essential information for successful experiences at UWG. It includes expectations of faculty, university and departmental procedures, and useful information about the Department of Music. Please read this information thoroughly, and review specific procedures when time-appropriate. The Handbook contains information that applies to both full- and part-time faculty. Additional information for tenure-track faculty may be found elsewhere.

    Faculty members are selected for their expertise and teaching ability. Yet there exist certain administrative requirements that require timely and thorough completion for effective functioning of the department, and to comply with university policies. This handbook contains the necessary information to help you meet those administrative requirements.

    The Department Chair strives to support you in your work at West Georgia. Please contact the chair any time you have a question. For questions regarding employment issues and procedures, you may also contact the Departmental Associate. Best wishes for a productive tenure at West Georgia.

  • Important Contacts

    Institution

    University of West Georgia | 1601 Maple Street Carrollton GA 30118 | westga.edu

    Department

    Department of Music | Phone: (678) 839-6516 | Fax: (678)-839-6259 | westga.edu/music

    Chair

    Dr. Kevin Hibbard, Chairkhibbard@westga.edu | (678) 839-6261

    Departmental Associate

    Justin Mayercik, Departmental Associatejmayercik@westga.edu | (678) 839-6262
    Scheduling, Website, Marketing

    Departmental Assistant

    Kari Ann Wester, Departmental Assistantkwester@westga.edu | (678) 839-6263
    Budgets, Purchasing, Records

    Staff Accompanist

    Jan Adams, Staff Accompanist | jadams@westga.edu | (678) 839-6272

    Faculty and Staff Directory

  • Human Resources and Payroll

    Pay Rates & Changes

    Part-time faculty who teach applied lessons and studio classes are paid a rate per student taught. Lecture classes are paid at a standard rate based on the number of class minutes per week. These rates are quoted upon being offered a position. Because the paperwork is due before enrollment is finalized, paperwork is amended after the program adjustment period (drop/add) to reflect actual enrollment. Therefore, the first paycheck may be higher or lower than subsequent checks. The total semester pay will be accurate, based on enrollment at the conclusion of the program adjustment period.

    Human Resources

    This office handles employment operations. New employees must visit the Human Resources Office at Aycock Hall to sign paperwork and receive information. A photo ID with your assigned ID number can be obtained through Auxiliary Resources in the University Community Center. An ID is required for Ingram Library services.

    Mileage, Travel, and Recruiting Expenses

    No expenses for these items are reimbursed for carrying out your assigned duties.

    Payroll Schedule

    Faculty are paid in monthly installments each semester (August- December and/or January-May). For each semester, the checks are distributed on the last workday of the month. Check the Human Resources website for an exact schedule of payroll and maintenance dates. For each pay period, the Human Resources Office establishes a maintenance date approximately two weeks before payday. All of the required documentation must be processed through the Department of Music, the Dean of Arts & Humanities, and Human Resources by the maintenance date in order for new employees to receive a check on the first payday. No late checks will be issued; however, any missed pay will be added to the subsequent payroll.

    Parking

    To park on campus, faculty must register their vehicles with Parking Services. Annual vehicle registration costs $15, requires a UWG ID card, and includes a static-cling decal and a key card to the gated faculty parking lots. New faculty without a UWG ID should contact Parking Services in advance to arrange for a Visitor’s Parking Permit

  • Equipment & Facilities

    Room Assignments and Usage

    Room assignments for lecture classes, applied lessons, studio classes, and ensembles are determined and maintained by the Departmental Associate. Please contact the Departmental associate to use a room you are not regularly scheduled in.

    Performance Space

    Solo and ensemble performances by you and/or your students should be scheduled with the Departmental Associate as much in advance as possible. Most solo and small ensemble performances occur in Kathy Cashen Recital Hall. The Townsend Center for the Performing Arts is generally reserved for large ensemble performances, and dates are scheduled a year in advance.

    Cashen Hall

    Kathy Cashen Recital Hall is used for student and faculty solo performances. It is utilized regularly for rehearsals and performances, and is in great demand from outside entities. It is sometimes used for applied lessons or small ensemble rehearsals. The Departmental Associate schedules all use of Cashen Hall. Do not use Cashen Hall without first contacting the Departmental Associate unless scheduled to do so, even if it appears to be available.

    Equipment

    Discuss your needs (e.g. chairs and stands) with the Departmental Associate to see if needed equipment can be kept in your teaching space. If not, we may need to arrange equipment to be moved on a regular basis. Please restore your teaching spaces to the way you found them for the next class.

    Keys and Access Permissions

    You may check out keys for the rooms in which you teach from the Department Assistant. Students enrolled in Applied Music classes may obtain a key to the practice rooms from the Music Office for a small fee.

  • Responsibilities to Students

    Syllabi

    Prior to the beginning of each semester you teach, you must prepare a syllabus for each course number you teach. Syllabi are posted on the Music website and hard copies are kept in the Music office.

    On the first class meeting of the semester, you must:

    1. Provide each student with a hard copy at the first class meeting, and
    2. Submit a PDF version of each syllabus to the Music Office.

    Each syllabus should include the following:

    1. Course listing and name (Example: MUSC 1301: Music Theory I)
    2. Applicable semester
    3. Your name
    4. Office hours and contact info
    5. Course objectives, performance expectations, and policies regarding attendance, grades, late work, missed exams, and extra credit (if any). Course objectives must reflect the Learning Outcomes as published on our website.

    For reference please refer to UWG's Common Language for Course Syllabi. Please be aware that the university does not recognize plus and minus grades in final grades. You may also find examples of existing syllabi on our website or in the Music Office.

    Schedule & Office Hours

    Your schedule is important to your students as well as to faculty and staff. Faculty who teach lecture classes are expected to keep some office hours, even if it is only before or after class. Your schedule should contain your sceduled lessons and classes, contact info, and office hours (if applicable). As early as your schedule is known, you should:

    1. Post your schedule on the door of your assigned office/ studio, and
    2. Submit a copy of your schedule to the Music office.

    If you are unable to be in your office during scheduled office hours, please leave a message on your door. While you should not deviate from your schedule simply for convenience, you may revise your applied lesson schedule. Be sure to provide a copy of any revised schedule to the Music Office.

    Attendance

    You are expected to make every effort to meet all lessons and classes - but circumstances arise at unexpected times. In the event of illness or extenuating circumstances, contact the Music office to inform us. If you need to miss a class or lesson for any reason other than illness, please discuss your conflict with the Department Chair at the earliest possible date. You are encouraged to make up lessons you miss, if possible.

    Studio Classes

    Full-time applied faculty are expected to have four (4) Studio Classes at the scheduled times each semester. Student attendance at studio class must be reported as soon as possible to the Departmental Assistant, but no later than the last day of class. Although student attendance at studio class is required for MUSC 1000, you may (and are encouraged to) require attendance for your applied students not registered for MUSC 1000. Studio classes may be used for any purpose you deem appropriate, e.g. studio recital, master class, seminar, guest lecture, etc.

    Regarding MUSC 1000
    For your information, MUSC 1000 is a 0-credit class incorporating concert attendance, studio classes, and laboratory ensemble experiences. Weekly meetings are scheduled on Mondays, 3:30-4:45 p.m. Four of these sessions are Lab Ensembles (band & choir), four are Studio Classes, and the rest are usually Student Recital Hours. Occasionally, the time is used for Orientation, a seminar, a guest recital, master class, or some other appropriate activity. Students receive a grade of S or U. Music majors need six semesters of S credits to graduate.

    Ensembles

    Small ensembles coached by faculty are expected to meet at least 50 minutes per week, and to present a public performance each semester. Students must register for ensembles before the end of the add period. Neither the Instructor nor the Department Chair can add students to class rolls after that time.

     

  • Applied Music Policies

    Enrollment Levels and Requirements

    Students register for applied classes as follows, where the instrument is designated by letter (A = piano, B= organ, etc):

    MUSC 2600 A-Q Principal Applied (lower division) 1-2 credit hours
    MUSC 2610 A-Q Non-Music-Major Applied 1-2 credit hours
    MUSC 4600 A-Q Principal Applied (upper division) 1-3 credit hours
    MUSC 4610 A-Q Secondary Applied 1-2 credit hours
    MUSC 4941 Half Recital 0 credit hours
    MUSC 4942 Full Recital 0 credit hours
    MUSC 4943 Jazz Recital 2 credit hours
    MUSC 4944 Half Composition Recital 2 credit hours
    MUSC 4945 Full Composition Recital 3 credit hours
    MUSC 6600 A-Q Principal Applied (graduate) 1-3 credit hours
    MUSC 6610 A-Q Secondary Applied (graduate)1-3 credit hours
    MUSC 6800 Graduate Recital 3 credit hours

    CRN's can be found on BanWeb.

    All students except Non-Music-Major Applied receive a weekly 50-minute lesson (considered to be a 60-minute contact for purposes of part-time faculty pay). Students registered for MUSC 2610 Non-Music-Major Applied receive a weekly 25-minute lesson (considered to be a 30-minute contact for purposes of part-time faculty pay).

    Students register for the appropriate number of credit hours appropriate to their degree programs and class standing. In general, students are expected to practice one hour daily per credit hour. The repertoire expectations are commensurate with the number of credit hours and should be spelled out in the applied syllabus. Students performing recitals register for the appropriate recital concurrent with applied lessons. No additional instruction is provided for recitals, except for Composition, Jazz, and Graduate Recitals. Only BM in Performance majors who have successfully completed a Half Recital may register for 3 credit hours of MUSC 4600, except by permission of the department chair. Generally, undergraduate students register for MUSC 2600 for their first two years, pass a Level Change Exam at the end of sophomore year, and then register for MUSC 4600.

    Undergraduate Performance majors present a Half Recital during their second semester of upper-division applied study, and a Full Recital during their last semester of study. Music Education majors perform a Half Recital or a Hearing in lieu of Recital during the last semester of applied study. See below for hearing information. IMPORTANT: see the degree Program Sheets on our website for the specific Applied Music and Recital requirements of each degree program.

    Due to budget constraints, students may not register for applied study beyond the minimum hours required to satisfy degree requirements without the permission of the Department Chair.

    Repertoire, Scales, etc.

    Expectations of scales, repertoire, and other accomplishments vary among voice, keyboard, wind, string, and percussion instruments, as appropriate. Please check with a full-time or experienced part-time instructor for specific information for your instrument(s), and include specific expectations in your syllabus.

    Public Performance Expectations

    All Music Majors are expected to make at least one public appearance in a Student Recital Hour each year. Expectations are higher for those majoring in Performance, as follows: freshman year, one appearance; sophomore year, two appearances; junior and senior years, three appearances. These are in addition to degree recitals. The department staff documents these appearances in the student’s file by confirming that the appearance occurred as scheduled and by placing a copy of the Student Recital program in the student’s file. The Departmental Assistant also keeps an electronic record of student performances.

    Juries

    Juries are held during the final exam period for all students registered for Applied Music, except those who performed a recital during the semester. The Departmental Associate schedules the juries of each instrument/voice based on the availability of applied faculty. Jury schedules are posted on the Music Office window one week before juries. Students are responsible for signing up for an appropriate jury time, completing the appropriate jury forms, and bringing copies of the form for each juror to the jury. Please be sure your students understand these responsibilities.

    Level Changes

    Students whose current applied registration completes the required number of lower-division credit hours for their respective degree programs perform an extended, level-change jury. These students sign up for two consecutive jury slots, and arrange for an instructor of a non-allied instrument to serve as an additional juror. Please be sure that your students arrange for this additional juror in advance. Specific expectations vary as appropriate for voice, keyboard, wind, string, and percussion instruments. Students complete sufficient copies of the level-change form for the jurors.

    Recitals and Hearings

    Students registered for Half, Full, Composition, Jazz, or Graduate Recital will be assigned recital dates after consultation with their instructors. Students should confirm these dates with the Departmental Associate. The department chair must approve all changes of recital dates. The recital candidate and any others performing in the recital must pass a hearing of the entire program at least two calendar weeks before the proposed recital. The hearing panel consists of the student’s applied instructor, an applied instructor of a similar instrument, and a third faculty member who does not teach an applied instrument of the same family. At least one panel member must be full-time. To pass the hearing, a majority of the jury panel must concur that the recital is performance-ready at the time of the hearing. It is the student’s responsibility to arrange a hearing time when all required personnel can attend, and when the recital hall is available. Use of the recital hall is scheduled with the Departmental Associate. Students also complete the Recital Hearing form, which is checked for accuracy and signed by the applied instructor, and duplicated for the hearing committee. See the Department of Music website for complete information regarding recital requirements.

    Hearing in lieu of Recital

    Music Education majors may present a half or full recital using the above guidelines, or they may present a Hearing in lieu of Recital at or near the end of their last semester of study. The hearing consists of at least 15 minutes of repertoire, and utilizes the same form and committee requirements as above. Thirty minutes should be allocated for the hearing and subsequent consultation of the committee.

  • Administrative Requirements

    Professional Profile and Web Presence

    All Music faculty are required to maintain a professional profile and web presence on the department website. Therefore, the following items should be updated on at least an annual basis:

    1. Curriculum Vitae. The CV includes institutions attended, degrees and dates received, musical employment and experience history, and any other information you wish to include that supports your ability to perform your teaching responsibilities.
      Note: If your CV is unchanged per semester, you will need to indicate this per semester.Please ensure no personal contact or other information is on this version as it is publicly available.
    2. A brief biography
    3. A professional photo. You may use a professional photo already in possession or have one taken by our campus photographer. Although not a requirement for the hiring process, it is an effective recruiting tool and should be posted as soon as practicable.

    Communication with Department

    Communication with the Music office is essential to your duties. Most communication between the department and faculty occurs via UWG email. Check your email regularly, respond promptly, and notify the department of any changes in your contact information.

    BanWeb

    BanWeb is the university’s portal to online registration and grade records. Each faculty (and student) is assigned a login and password, which the user may change at any time. Your password must be changed from time to time. Log in at least once every thirty days to avoid being surprised by an expired password. It is especially important to log in prior to the end of the semester to ensure your ability to complete grade entry procedures.

    Class Rolls

    Class rolls exist in electronic (online) form on BanWeb. There are four points in the semester when you will interact with class rolls:

    1. Beginning of classes
      Due to constant changes in registration during drop/add, these rolls change from minute to minute. At any given time, you may log in to BanWeb to see who is registered for your classes. For applied rolls, please discuss any concerns of credit hours, appropriate level, etc., with the department chair. It is important that students make any necessary registration adjustments during the drop/add period at the beginning of each semester.
    2. After drop/add
      Following this period, the registrar requests the faculty to access their rolls online. Be sure that your rolls are correct at this point, and discuss any errors or concerns with the department chair.
    3. Near the end of the semester
      These are what your final grade rolls will look like, and represent the last opportunity to make corrections. Any unnoticed or unreported errors on these rolls will result in a lot of extra work at grade-reporting time. Failure to check these rolls also misses an opportunity to confirm that your password is still active, and allows time for it to be reset, if necessary. Please be especially conscientious at checking these rolls at the appropriate time.
    4. Final rolls (a.k.a. “Grade Rolls”)
      These must be processed two ways: online for the registrar, and hard copy for the department. Grades should be entered within 24 hours of the final exam or jury, but no later than the time & date established each term by the registrar. Grades for graduating students may be required earlier, at a time specified by the registrar. You may enter any or all grades in a single session, or you may enter them over the course of finals week. When you finish entering all grades for a single class, select the “print” option to create a hard copy for the department.

    Keeping Attendance and the R2T4 Enrollment Survey

    To comply with government regulations regarding Financial Aid, faculty must keep accurate attendance records, and be prepared to identify the last date each student attended. At some point each semester, the Director of Financial Aid will notify faculty via their westga.edu email to complete an R2T4 enrollment survey, accomplished via software called GradesFirst. Please comply promptly with this request to avoid receiving escalated emails from the dean.

    Incompletes

    Incompletes may be entered via BanWeb, but require permission of the chair, and completion of a special form that must be completed for each incomplete grade, including reason, grade up to that point, and work to be completed for removal of incomplete. Incompletes may not be given for academic reasons. Please discuss any such cases with the chair prior to assigning a grade of Incomplete.

    Evaluation

    The Department Chair may evaluate each part-time faculty member annually. You are welcome to meet with the chair to discuss his evaluation of your work.

    End of Employment at UWG

    If you are leaving employment at West Georgia, an exit interview with Human Resources may be required. The department will have to document that you’ve turned in all keys, parking key card, library books, grade records, and completed all responsibilities.

  • Miscellaneous

    Staff Accompanist

    The Department hires Jan Adams to serve as staff accompanist for wind instruments for juries. Students may hire Jan or another accompanist to play for Student Recital Hours and other events. Please advise your students to provide their accompanists with music at least three weeks prior to the event. For Half or Full Recitals, students may hire an accompanist for a negotiated fee. For other situations, please inquire.

    SmartMusic

    The department has established five SmartMusic stations for student use, as well as in some faculty studios. You are encouraged to utilize this technology to support student learning.

    Competitions and Special Events

    There exist special opportunities on and off campus which may benefit your students who participate. On campus, there is the Wright Scholars Concert, the Honors Recital, Big Night, and (in some years) the Concerto Competition. Please be aware of these events, their repertoire and eligibility requirements, and be sure that your qualified students prepare appropriate repertoire. Arrangements for accompanists should be made well in advance. Additional, off-campus opportunities are sponsored by NATS, GMTA, and various other organizational and private entities. Please guide your students’ participation in these events.

    Compliance with Copyright Laws

    The Department of Music is committed to upholding all applicable copyright laws, and to instilling an understanding of and respect for these laws in our student musicians. Students are responsible for purchasing the music that they perform (as they would books for any other course) and should accumulate a library of performance materials. Students must not use photocopies as a means to avoid purchase of copyrighted materials. Accompanists may use copies to facilitate page turns (not allowed in NATS auditions), but originals must be present on the music rack of the accompanying instrument.

    Social Media

    The university does not currently restrict the use of social media interaction between faculty and students. However, it is recommended that faculty not “friend” students on their personal Facebook pages. Rather, you may establish a studio Facebook page and restrict its content to items apropos to your studio.

    Student Services

    Please visit the Student Services website for important resources: www.westga.edu/~stusrvc/facstaff_res.htm

    Health and Safety

    Music majors, students enrolled in Music classes and ensembles, and faculty, are urged to study the following information and resources regarding risks associated with Music listening and performance.
    Hearing Health: Applicable especially to students enrolled in Music classes that involve listening to recorded materials, to students participating in instrumental ensembles, and to solo performers of brass, percussion, or amplified instruments: Hearing Conservation for Musicians: Hearing Conservation for Musicians
    Vocal Health: Applicable especially to students enrolled in vocal Music classes, lessons, and ensembles: Vocal Health PDF
    Musculoskeletal Health: Applicable especially to students who play instruments, but also to students, faculty, and staff who use computer keyboards: Musculoskeletal Health PDF

    Faculty and staff are urged to complete mandatory annual training modules in a timely fashion, and to utilize resources provided by the Office of Risk Management regarding their work environment.

    Applied faculty and ensemble directors are urged to include information in their syllabi and to devote class time to make students aware of risks associated with performance of their instruments alone an in ensembles, and to address these risks in some detail as appropriate to the specific area.

    Disclaimer: Health and safety depend in large part on the personal decisions of informed individuals. Institutions have health and safety responsibilities, but fulfillment of these responsibilities cannot and will not ensure any specific individual’s health and safety. Too many factors beyond any institution’s control are involved. Individuals have a critically important role and each is personally responsible for avoiding risk and preventing injuries to themselves before, during, and after study or employment at any institution.

    Due to the increased time commitments Music students have in comparasion to their colleagues, many students practice and complete assignments within the Humanities building well into the evening. Unfortunately, other nearby activities conflicting with these assignments can pose both a nuisance and saftey issue to our students. Please encourage your students to take necessary precautions such as keeping doors closed and locked.