2018 volunteer Job Descriptions

Thank you for your help in making Certificate of Achievement a successful day for these hard-working students! 
 
Please keep in mind:
  1. Your calm and helpful attitude will go a long way in helping leaders and teachers successfully manage the pressures of the day and have a wonderful experience!
  2. Your attire, demeanor, etc. reflect on your studio and the Treasure Valley Music Teachers Association as we work together to put on this excellent event!
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​Once again, THANK YOU for your time today!  You are very appreciated—this event could not go on without the committed work of our many volunteers!


​Audit Room Volunteer​

​General Duties in the Audit Room:
  • Collate Theory tests with Ear Training tests.
  • Grade exams. Fill in the “Theory number correct”, the “Aural Skills number correct” and “Final Score”. Calculate the percentage.
  • Assist with sorting exams by teacher number for end of the day pick-up.
 

Registration Desk Volunteer

General Duties at the Registration Desk:         
  • Greet families with a smile!
  • Double check student’s name, COA level, and judge on their appointment form.
  • Fill out the room numbers for Theory, Ear Training, and Performance on their forms.
  • Answer any questions the parents or students may have about how theory, ear training, and performance work, and direct them to rooms as needed.
  • Remind students that measures should be numbered.
  • Be the first line of defense against photocopied music. There will be signs hanging on the front doors and at the front desk reminding parents and students of our photocopy policies and procedures. If photocopied music is present, calmly remind them of their options for the day: They may either play for comments but no points, or they may return on make-up day with legal copies.  Note:  Legal printed copies are acceptable, and should be marked on the first page (ex:  IMSLP).


Theory Room Volunteer

​General Duties During the Theory Evaluations:
  • Hand out student’s theory tests: Double check their appointment sheet and put a check next to the theory room to show that they have been there to take their test. Double check their name and level against their test.
  • Check the students’ names off the master list.
  • Hand each student a pencil and paper piano along with their test.
  • Keep pencils sharpened.
  • Patrol the exam room and help students (especially younger students) with their tests as necessary. 
  • Collect tests and review them to make sure no questions were missed before the student leaves the room.
  • If a student is not done by the time they need to perform they may leave their test, go perform for the judge and then come back to complete the test.
  • Get the tests ready for the runners. Tests may ONLY leave the room with runners!
 


Ear Training Room Volunteer

General Duties During the Ear Training Evaluations:
  • Check off the ear training room on the student’s appointment sheet.
  • Put a checkmark next to student’s name on the master list (purple).
  • Give student ear training test & pencil and assign to computer.
  • Ensure that the student starts the correct level of ear training test.
  • If all computers are full, students may sign up on an “Ear Training Overflow” sheet. Volunteers will need to call out the next name on the list as computers become available.
  • If a student is not done needs to leave to not miss their performance time, they may leave their test, go perform for the judge and then come back to complete the test (test remains in room).
  • Collect tests and get them ready for the runners. Tests may ONLY leave the room with runners!


​Set up/Clean Up Volunteer

​General Duties of the Set-Up / Clean-Up Crew:    
  • Assist the Committee with any and all set-up needs. This will typically involve moving small furniture (desks and chairs) between rooms on the Friday night before COA.
  • All adjudication rooms will need desks and chairs available for a judge inside the room and a door monitor outside each door.
  • The Theory room will need seating and desks for students and volunteers. (30 or so)
  • Registration desk and two chairs need to be set-up by front doors.
  • Make sure Faculty lounge is tidy and ready to be used.  Clean up includes emptying trash.
  • Saturday evening will consist of returning furniture to its original location, “better than you found it”!
 


​Runner Volunteer

General Duties of the Runner:                          
  • Collect completed exams from the Theory and Ear Training rooms (first floor) and bring them up to the Audit room for grading about once every 10-15 minutes.
  • Run other small errands as needed by the committee.


​Door Monitor Volunteer

General Duties as a Door Monitor:                   
  • Stay organized and keep performers in order!  The only reason to present students out of order is if one student hasn’t shown up yet and another one is ready to go (please inform judge). This helps the judge stay on schedule and keeps order and fairness for all of our participants’ busy schedules.
  • Don’t leave your position!  Consider bringing light reading in case you have a lull in your schedule.
  • Talk in the hallway must be hushed, quiet, and appropriate for children’s ears. (You can hear everything happening in the hallway from inside the adjudication rooms.)
  • Greet students with a smile and reassuring words!
  • Be a soothing influence on the student and in the environment.  Respect student’s need to possibly be quiet and focus.
  • For the littlest players, take extra care. It is their first time!
  • Check student’s names off on the judge’s door.
  • Make sure the students’ music has measure numbers, and help them get their music open to the correct piece and in the order they will perform it.
  • Be the last line of defense against photocopied music (also checked at registration). If photocopied music is present, calmly explain their options for the day:  they may either play for comments but no points, or they may return on make-up day with legal copies.  Note:  Legally printed copies are acceptable and should be labeled on the first page (ex: IMSLP website).
  • Work with judge on how they want to have students enter:  Some may prefer for you to take student into the judge’s room when the judge is ready and give the music to the judge while the student takes their seat; others may prefer to come to the door themselves and ask for the next student after finishing the previous student’s comments.
  • When the student returns from playing, if they do not have their music back yet from the judge, have them wait quietly.
  • Hand music back to student when the judge is finished.
  • Once the student has the music returned, congratulate the student (code for “you can go”) and wish them luck in the rest of their evaluations. 


​Make up Day Volunteer

General Duties on Make-Up Day:                      
  • Assist committee with any needs on Make-Up Day, which might include but is not limited to facilitating the Theory and / or Ear Training rooms, Registration, Hospitality, etc.