Payne County High School Band

Student/Parent Handbook
2020-2021

Clark Elford, Director of Bands

clarkelford@paynecountyexample.edu
(555)555-5555
Table of Contents
Performance and Activity Calendar.............................................................................................................2
Course Description......................................................................................................................................3
Wind Ensemble........................................................................................................................................3
Wind Symphony......................................................................................................................................3
Mission Statement...................................................................................................................................3
Benefits of Music Education....................................................................................................................3
Music Selection Policy.............................................................................................................................3
Course Goals............................................................................................................................................4
Student Leadership..................................................................................................................................4
Classroom Expectations...............................................................................................................................5
Code of Conduct......................................................................................................................................5
Attendance..............................................................................................................................................5
Performance Etiquette............................................................................................................................5
Performance Dress..................................................................................................................................6
Discipline Plan.........................................................................................................................................6
Grading Policy..............................................................................................................................................7
Awards.........................................................................................................................................................8
Fundraising..................................................................................................................................................8
Private Lessons............................................................................................................................................8
Activity Policy..............................................................................................................................................9
Instrument Rental Policy.............................................................................................................................9
Forms...........................................................................................................................................................9
Personal Information Questionnaire.....................................................................................................10
Blanket Travel Permission Form............................................................................................................11
Booster Sign-Up Form 2020-2021..........................................................................................................12
Instrument Rental Form........................................................................................................................13
Handbook Return Form.........................................................................................................................14
References.................................................................................................................................................15

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 Performance and Activity Calendar
Date Activity

October 10 Fall Wind Ensemble/Wind Symphony Concert

November 7 Deadline for KMEA District Audition Recordings

November 30 Fundraiser Bake Sale/Raffle/Other Event

December 4 Winter Wind Ensemble/Wind Symphony Concert

December 5 District Band Rehearsals and Performances

January 8 Deadline for KMEA All-State Audition Recordings

January 19-February 10 KMEA All-State Virtual Clinics/Rehearsals

March 27 Regional Solo/Small Ensemble Festival

April 14 State Large Ensemble Festival

April 24 State Solo/Small Ensemble Festival

May 4 Spring Wind Ensemble/Wind Symphony Concert

May 7 Band Banquet

*Note: KMEA District/State Honor Bands as well as Solo/Small Ensemble participation are OPTIONAL.
All other events are REQUIRED.

**All call times will be announced at least 2 weeks from event.

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 Course Description
Wind Ensemble
The Wind Ensemble is a performing group in which students will mainly be on one or two to a part.
Students in this ensemble will perform high-level literature and will be expected to maintain not only a
high level of musical skill, but also professionalism. Students in this ensemble will be selected by
audition and will undergo seating challenges within the ensemble after every concert. The Wind
Ensemble will perform at festivals, concerts, and community events.

Wind Symphony
The Wind Symphony is a performing group in which students will be dedicated to improvement and the
development of advanced performing skills. This is NOT a “second band” and will not be treated as such.
Students will be expected to act professionally and consistently build their musical skill, experience, and
understanding through rehearsal, practice, and performance. The Wind Symphony will perform at
festivals and concerts.

Mission Statement
The Payne County band program is dedicated to providing a community of support and excellence both
inside and outside of music. The ideals of respect, growth, discipline, and commitment will be adhered
to at all times in order to provide the best environment for personal and musical growth to occur. All are
welcome in the program as long as they have the drive to improve and respect all individuals inside and
outside of the program. Expectations will be kept high and due to this, students will develop numerous
qualities befitting not only of a good musician, but of a good person.

Benefits of Music Education

Music makes us human. It is an art form that has existed since before the written word and every
culture found throughout the world has ties to music in one way or another. Music is a language that is
capable of expressing any number of emotions without a single word being said. Becoming a musician
means to tap into one’s own creativity and expression and translate it directly into sound. The process of
doing so requires discipline, perseverance, ingenuity, reflection, proactivity, confidence, dedication, and
many other qualities. Music allows us to develop as people.

Music Selection Policy

All literature potentially selected for concerts or rehearsals will be subject to a number of qualifications
and standards. Each piece must be educational and provide challenges for the musicians in the
ensemble to overcome. Whether it be expression, technique, style, or otherwise, each piece must
encourage musical development. Literature must also be appropriate for the ensemble so as to be
achievable, but not easy to perform well at the skill level of the ensemble. Finally, all literature must in
some way be valuable with students so that they may identify with the music and access it in a way that
promotes musicality and expression.

Course Goals
 Students will play expressively in a variety of styles and have strategies to develop expression
elsewhere.

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  Students will be familiar with various styles of music and express them accurately.
 Students will develop rhythmic accuracy through the use of both simple and complex rhythmic
structures.
 Students will discuss rehearsals and performances to diagnose what went well and what could
go better.
 Students will improve their tone and, if applicable, airstream through the rehearsal and
performance of differing styles of pieces.
 Students will come up with ideas for musical expression through collaborative discussion and
experimentation.

Student Leadership
Students in the program will have opportunities to grow not only as musicians, but as leaders. Each
ensemble will have a number of leaders that will each have their own list of responsibilities. Leadership
is not a title to be touted, it is a responsibility to carry and care for. Leadership positions may be
rescinded if students are in violation of any band or school policies, or if the removal is deemed
necessary for the continuation of a healthy band program.

Section Leaders:

Each section in each ensemble (flutes/piccolos, clarinets, saxophones, trumpets, horns, trombones,
euphonium/tubas, and percussion) will have a section leader. The section leader will not necessarily be
the player on first part or in the principal role. Section leaders will be selected by a combination of peer
recommendation, application, audition results, and brief interview. They will be expected to: assist the
director in distribution of materials, lead sectionals as necessary throughout the year, set up and tear
down the room before and after rehearsal as available, field questions and concerns to the director, and
maintain a high level of dedication and professionalism.

Classroom Expectations
Code of Conduct
1) Be on time. Always. Early is on time, on time is late, late is unacceptable.
2) Show respect for all other band members, directors, parents, and yourself.

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 3) Show respect for all materials, whether they are owned by you or not.
4) Leave it better than you found it. Keep all spaces clean and cared for.
5) Be prepared. Have all materials needed for rehearsal and be ready to play.
6) Have your music prepared. Rehearsal is not for wood-shedding.
7) Only water will be allowed in rehearsals and performances. No other food or drink allowed.
8) No hats will be allowed in rehearsal or during performances.
9) School policy on alcohol, drugs, and tobacco will be followed no matter what.
10) Put in practice and effort, because music is fun and you will get more out of it if you do.

Attendance
Students will be expected to attend ALL rehearsals and performances without fail. Presence at rehearsal
and performance is extremely important for not only your own musical experience, but also that of the
rest of the ensemble. Attendance will be a major component of every student’s grade. By default, you
will have all of your attendance points for the semester. Unexcused absences and being tardy, however,
will detract from this grade. Excessive tardiness/unexcused absences from rehearsal or one unexcused
absence from a performance will result in a complete loss of attendance points and a change in
eligibility for participation in the ensemble. Excused absences for rehearsal must be notified of at least
three days in advance (unless in the event of illness or family emergency) and approved. Excused
absences for performances must be notified of as soon as possible or, at the very latest, two weeks
beforehand. Below is a list of excused and unexcused absences for rehearsals/performance.

Excused Unexcused
Personal Illness (with doctor’s note) Work
School Activities Volunteering
Religious Holidays Doctor’s Appointments
Weddings of Close Family Members Club meetings
Funerals Family Events
Family Emergency Other absences
Note that all absences will be determined as excused or unexcused by me and I reserve the right to
change my judgment. If your reasoning does not appear on the above example and you believe it to be
justified according to the guidelines set, approach me and we can figure it out.

Performance Etiquette
1) Be in uniform at all times.
2) Have all of your materials well before the performance starts.
3) Arrive early to warm up and prepare materials
4) Do not talk or do anything to detract from another ensemble’s performance.
5) Listen to other ensemble’s performances; they did the same for you.
6) Be professional: no swearing, inappropriate or disruptive behavior.
7) Use common sense.
8) Bring your A game.

Performance Dress
The uniform for all performances will be concert black. This includes:

 Long Black Dress Slacks

 Long-Sleeved Black Button-Down Dress Shirt or Blouse

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  Long Black Socks
 Black Dress Shoes
 Black Belt

For those wearing a black dress shirt, it must be tucked in at all times. Sleeves should not be rolled up
unless explicit permission is given (which will be done on a case-by-case basis). Socks should be long
enough so that there is no gap between socks and the end of the slacks. Heels will be allowed, as long as
they are logical and do not detract from performance. A list of things that will not be allowed:

 Black Jeans
 Leggings as pants
 Skirts or dresses
 Sweaters
 Regular shirts
 Turtlenecks
 Polos
 Black tennis shoes that look kind of like dress shoes if you squint really hard
 Crocs
 Open-toed shoes
 Boots
 Hats or non-religious head coverings
 Anything that is not the color black
 Anything else that common sense would dictate is not the five things required

Any student who is in violation of the dress code for performances will be asked to fix the issue. If the
issue is not fixed and is drastic enough, students may be asked to refrain from performing and will gain
an unexcused absence for that performance. If the issue is minor, correction for the next performance
will be expected.

Discipline Plan
Students found to be in violation of school or band policy will be subject to various disciplinary actions
both in terms of grading and otherwise. Discipline will be ruled on a case-by-case basis based on severity
and frequency. Generally, minor disciplinary actions will involve verbal warning or a brief meeting with
the director. Continued issues or a moderately severe issue will result in a meeting with parents and
potential grade penalties. Severe issues or excessively continuous problems will result in forfeiture of
participation in all ensembles and an immediate failure of the class. I reserve the right to organize and
categorize disciplinary issues as I see fit. I am generally willing to give second chances (or beyond), but
there are actions that will result in immediate removal from the program.

Grading Policy
90-100% - A

80-89% - B

70-79% - C

60-69% - D

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<60% - F

All students will walk into the rehearsal room with an A. If attendance, participation, and effort is kept
up, then that A will be maintained. Ensemble placement, seating placement, part placement, etc. will
have no bearing on grade whatsoever.

Procedure:

Rehearsal Attendance and Participation – 40%

 Attendance at and participation in rehearsal is critical. Included in this grade is being prepared
with all materials (instrument, music, reeds, mouthpiece, folder, pencil, strap, etc.), showing up
on time and ready to play when rehearsal starts, rehearsal attendance, and musical
preparedness. Tardiness, unexcused absence from rehearsal, and lack of preparedness both
musically and in terms of materials will impact this grade. Each unexcused absence will account
for a deduction of 5% from overall grade in the class and unexcused tardiness over 10 minutes
will do the same. Accruing four unexcused absences will result in forfeiture of this grade.

Performance and Participation – 50%

 Participation in the four required performances throughout the year contribute to this grade.
Included is preparedness both in materials and musicality. Failure to bring your instrument or
critical materials (reed, mouthpiece) to a performance will result in the forfeiture of all points
for that performance. An unexcused absence from a performance will result in the forfeiting of
the entirety of this grade.

Playing Assessments – 10%

 Every two weeks, students will be assessed on a scale or excerpt of the director’s choosing.
These may be done either in person or submitted via video recording online via Canvas or email.
Rubrics detailing more specific grading requirements will be given before every assessment.
Note: score on the playing assessment will not translate directly to score in the grade book. I am
looking for improvement over time, not immediate excellence.

Awards
Awards will be given at the band banquet and occasionally throughout the year for the exemplary
musicians in the program. Below is a list of awards given and a brief explanation.

 Students who make the KMEA State Honor Band or who receive a “I” rating on their state solo
or small ensemble performance will have their name posted in the band room for the remainder
of the school year. This, as well as “I” ratings from district or those who make the KMEA District
Honor Band, will also be announced to each ensemble.

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  Students who make the KMEA State Honor Band will be given an award at the band banquet.
 The Payne Award will be given to the senior who most embodies the values and skills of a great
musician. Voted on by students, this award is to be given to the best senior musician in the
program. Additionally, their name will be engraved on a cumulative plaque in the band room.
 The Lil’ Payne Award will be given to the most outstanding freshman in the program. Also voted
on by students, the Lil’ Payne Award goes to the one who embodies the values of the program
and also has a capacity for great musicianship. The winner of this award will also be put on a
cumulative plaque.
 The Feel the Payne Award will be given to the student who has the most spirit and most
embodies positivity and energy. Selected by directors, this student will receive an award at the
band banquet.
 The Payneful Section is an award to be given to the best overall section in each ensemble. Voted
on by students (and no, you cannot vote for your own section), the award will be displayed in
the band room for the entirety of the next year until it is reassigned.

Fundraising
Throughout the year, the program will run several fundraisers in order to raise money for new
instruments, instrument repair, sheet music, necessary materials, trips, etc. Fundraisers will almost
always include participation of musicians or the whole ensembles. Parents and guardians in the booster
program will also be participating in order to help the program get the funding that it needs. All
fundraising money will go directly into the booster account, which will then be used according to the
decisions of the director and booster program to improve the overall quality of the program.

Private Lessons
Any student who wants to become a great musician should consider taking private lessons. Private
lessons can vastly enhance individual technique and performance skills and are strongly recommended
for those in both ensembles. Those who take private see their level of technique and musicality begin to
take off and the value one gets from music also increases greatly. One hour a week can pay untold
dividends in one’s level of playing. Private lessons are something that I personally cannot recommend
enough for those searching to take their playing to the next level regardless of what instrument you
play. For those interested, see me for more information and a list of recommended instructors.

Activity Policy
When traveling or performing for out-of-school events, students will be expected to behave in a manner
fitting of professionals and take every step to remain safe. Listed below are the policies for travel:

 Be on time for departure. We have a strict schedule to keep on every single trip we take, so
lateness is absolutely unacceptable. If a student does not arrive before departure, it is the
responsibility of the parent or guardian to transport the student to the performance.

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  Behave courteously and respectfully to everyone at all times during travel. You are
representatives of the band program and any opinion of you will be attributed to the program as
a whole.
 Listen to bus drivers, chaperones, and directors at all times.
 Dress appropriately when not performing in uniform. Clothing should not be vulgar, revealing,
or in violation of any school or band policies.
 Equipment must be properly stored on the bus and cared for throughout the duration of the
trip.
 Drugs, alcohol, and tobacco will NOT be tolerated whatsoever. Any student discovered with any
of these substances will be immediately removed from the program and barred from
participating in any other band activities on the trip. The student’s parent or guardian will be
responsible for arranging transportation back home as soon as possible. If necessary, a director
will arrange for transportation of the student to the airport.
 No females in male rooms or vice versa. Ever.
 Students will not be allowed to eat or drink on the buses unless allowed by directors.
 Act as if the principal is watching your every move.

Instrument Rental Policy

If you play trombone, euphonium, tuba, bass clarinet, saxophone, oboe, or bassoon and do not own
your instrument, you will need to rent one from the school. All rentals will be $40 per year for care and
maintenance with additional charges if certain cases arise. It will be expected that you care for the
school’s instrument as if it were your own and clean/maintain it regularly.

In the case of lost, stolen, or damaged instruments, partial or full repair/replacement fees may be asked
of the parent or guardian. If an instrument is lost, a replacement will be given until the end of the
semester. If it is still not found by then, the parent or guardian will be responsible for funding the
purchase of a replacement instrument of similar make and model to the original instrument. In the case
of a stolen instrument, a police report should be filed and all attempts should be made for the
instrument to be returned. If this is not possible and proof is given that the instrument was stolen and
not lost, the parent or guardian will not be responsible for payment. In the case of a damaged
instrument, the student will get a replacement instrument if possible while the other is out for repair
and the parent or guardian will be responsible for payment of all repair fees.

Forms

Personal Information Questionnaire

Name: _____________________________ Date: _______________________________

What ensemble are you filling this form out as a part of (circle one):

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 Wind Ensemble Wind Symphony

What instrument do you play in the ensemble?

Do you take private lessons? If yes, who?

Home Address: ________________________________________________________________________

_____________________________________________________________________________________

Name and Relationship of Primary Parent/Guardian: __________________________________________

Phone # of Primary Parent/Guardian: ______________________________________________________

Email of Primary Parent/Guardian: ________________________________________________________

Name and Relationship of Secondary Parent/Guardian (optional): _______________________________

Phone # of Secondary Parent/Guardian (optional): ___________________________________________

Email of Secondary Parent/Guardian (optional): ______________________________________________

Return this form with all required information filled out on the second day of rehearsal.

Blanket Travel Permission Form

This form consents participation in school-sanctioned activities during the 2020-2021 school year as a
member of the Payne County High School Band.

Student: ____________________________________________ Grade Level: FR SO JR SR (circle one)

Address: ____________________________________________ Home Phone: _____________________

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Name of Parent/Guardian: _____________________________ Cell Phone: _______________________

Alternative Adult: ____________________________________ Bus. Phone: ______________________

The student named above has my consent to travel to and/or from each event participated in by this
organization during this school year including all errands and activities related to duties of and
assignments made to members enrolled in the Payne County High School Band Class. The mode of
transportation may be PCSD or commercial bus, or a private vehicle driven by school personnel, a
parent, the student named above, or another member of the Payne County High School Band.

If a licensed driver, my student has permission to drive a vehicle and to transport other students.

I understand that the student may not be chaperoned/supervised while en route or while participating
on some activities. Students, even though off-campus, are still subject to all school rules and regulations
when participating in Payne County High School Band activities. I understand that any student who does
not conduct themselves properly may be (i) sent home at the parent or guardian’s expense, (ii)
prohibited from participating in future activities of this organization, and (iii) subjected to other
appropriate disciplinary measures.

I agree to, and hereby, release Payne County School District and its trustees, employees, sponsors, and
volunteers from all legal responsibility from liability resulting from any activities of this organization,
including liability caused by or related to the negligence of any such party.

In case of emergency, and with the approval of the sponsor or another PCSD employee, I give my
approval and authorization for first aid treatment and any medical treatment by local physicians and/or
hospital including surgical procedures. I agree to accept responsibility for payment of all charges
incurred during this medical treatment.

Additional medical information or student restrictions: ________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

This form must be signed and returned before the student will be permitted to participate in any
off-campus activities of this organization.

Signature of Parent/Guardian: _______________________________________ Date: ______________

Signature of Student: ______________________________________________ Date: ______________

Booster Sign-Up Form 2020-2021

The parent booster organization is comprised of parents of students in the Payne County High School
Band program. The purpose of this organization is to supplement fundraising and support the efforts of
Mr. Elford in running a successful program. In the booster program, there will be monthly meetings and
other events that will require the efforts of parents involved to improve efficiency in the band program.
Members will help out for concerts, competitions, trips, fundraisers, and transportation. Officers will be

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given additional responsibility, such as assistance in managing fundraising activities. If interested, please
fill out this form and have your student return it to Mr. Elford.

Name of Parent/Guardian: ______________________________________ Date: ______________

Name of Second Parent/Guardian (optional): ________________________________________________

Preferred Phone Number: _________________________________________

Secondary Phone Number: ________________________________________

E-mail Address: _________________________________________________

Secondary E-Mail Address: ________________________________________

Student’s Name: ________________________________________________

Year in School: __________________________________________________

Student’s Name: ________________________________________________

Year in School: __________________________________________________

Student’s Name: ________________________________________________

Year in School: __________________________________________________

_____ I am available to help at band events (competitions, fundraisers, banquet, etc.)

_____ Call or e-mail me if you need help with other booster activities

_____ I have special talents that could be of use to the band program

_____ Fundraising ideas/willing to head up a fundraiser

_____ Ability to keep track of money

_____ Ability to accompany the band on competitions and field trips

Other: ____________________________________________________

Instrument Rental Form

Dear Parents or Guardians:

We are pleased to provide your student with a school-owned instrument for his/her use during the
2020-2021 school year. A rental fee of $40.00 is charged annually for the maintenance of our school-
owned instruments. At the end of the school year the instrument is to be returned to the school. It can
then be reissued for the following year, when a new rental agreement has been completed. Instruments

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are expected to be cared for and maintained to the best of the student’s ability. Instruments should not
be stored outside or in cars overnight, but inside and in locations with normal humidity.
Kindly sign and return this rental agreement along with a check or money order for $40.00 payable to
“Payne County High School Band” to your child’s music teacher. Thank you for your participation in and
support of our music program.
Please Note: The district is not responsible for instruments left on the school bus, in student lockers or
unsecured facilities.
Student’s Name: _______________________________________________________
School: _______________________________ Grade: ________________________
Home Address: ________________________________________ Phone: _________
Instrument: _________________________ Brand: ____________________________
Serial # ____________________________ Date Issued: _______________________
Condition: ___________________________________________________________________
____________________________________________________________________________
In consideration of the Payne County School District releasing the above equipment to my son/daughter,
I agree to take full responsibility for the care of the instrument described above, including loss or
damage to the instrument beyond normal wear and tear for the 2020-2021 school year. I understand
that I will be responsible to pay for any damage to the instrument. I also understand that if the
instrument is not returned to school at the end of the school year stated above, I will be obligated to
pay the school district the sum of $___________ which is the replacement cost of the instrument to the
District.
Signature of Parent or Guardian: ______________________________________ Date: ______________
For care, maintenance, and additional resources, Mr. Elford recommends that reed players have a reed
strength from 3 ½ to 4 ½ and use cork grease at least once every few weeks on the cork of the
instrument. He also recommends the use of Hetman’s Oil and Grease products for brass instruments.
_____________________________________________________________________________________
Instrument Returned: _______________________________________________ Date: ______________
Damage: _____________________________________________________________________________
Teacher’s Signature_____________________________________________________________________

Handbook Return Form

I have read the above requirements, policies, and expectations for participation in the Payne County
High School Band program. I agree to accept responsibility for my actions during participation in all band

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activities. I have read the band handbook and Payne County Schools code of conduct. I understand the
consequences for failing to uphold the policies and procedures found within the handbook.

Please sign and return to Mr. Elford as soon as possible.

Student Name (Printed): _________________________________________________________________

Student Signature: _____________________________________________________________________

Date: ____________________________

Parent/Guardian Name (Printed): _________________________________________________________

Parent/Guardian Signature: ______________________________________________________________

Date: ___________________________

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