Guidelines for Recording and Submitting Jazz Ensemble Auditions

These are guidelines for recording audition tapes/CDs for the Texas Community College All-State Jazz Ensemble. Please read this information carefully to ensure that all guidelines are followed and no student loses an opportunity to be in the band because of a technicality.

Recording Auditions

Note: CDs are the preferred format; cassette tapes are still acceptable. Do not record CDs in .mp3 format. Use of CD-RW media is not acceptable.

1.      Record only one student/instrument per tape/CD.  If the same student is auditioning on two instruments (example: alto sax and tenor sax), he/she should submit two separate tapes/CDs. Symphonic Band auditions must be recorded on a separate CD.

2.    Studio effects (reverb, etc), edits (splices, etc), and multiple stop/starts within an etude may not be used.  Submissions thought to contain any of these will be disqualified. The student may select which "take" of an etude to submit, but each etude must be recorded straight through without stops.

3.     When taping with the accompanying CD, make sure the student’s sound is distinct from the pre-recorded music.

4.     Tapes/CDs that contain speaking, incorrect etudes, or extraneous tracks will be disqualified.

5.     Use separate track numbers for each etude (Track 1 = Etude 1, etc.) for CDs.

6.   If using a cassette, use only one side of the tape. Be certain to rewind and cue-up the first etude on the cassette. Judges will not attempt to find the starting point.

7.     The audition etudes must be placed on the tape/CD in the order listed on the audition music list (Etude 1 is first, Etude 2 is second, etc.).

Labeling Audition Recordings

8.    Label each tape/CD by ensemble and instrument only.

9.    Add a number to the instrument only if you have more than one student auditioning on the same instrument (example: J.E. Drums 1; J.E. Drums 2).

10.   Do not write or record the student’s name or school on the tape/CD.

11. You may use a Sharpie to write directly on the CD or adhere a circular CD label. Do not use file/mailing labels as they might cause the CD to not play. Label the actual cassette/CD and not the box/case.

Example of properly-labeled CDs (Click graphic for larger image)

12. Tapes/CDs that are improperly labeled will be disqualified.

13. IMPORTANT: It is the responsibility of the Sponsoring Director to ensure that tapes/CDs are functioning, are labeled correctly, and contain the entire audition material. Inaccuracies or errors will result in disqualification. It is strongly advised that the student, then the director, listen to the entire audition tape/CD before submission.

Submitting Auditions

14.  Fill out "TCCBDA Form 2 - Jazz Ensemble Auditions" for your school. List the tapes/CDs in instrumental score order. If you don’t have anyone auditioning for some instruments, skip those instruments and go to the next instrument. This form and its accuracy (please print clearly) is the key to decoding results after the judges rank the students. Keep a copy of this form for your records.

15.  Include a photocopy of your current TMEA MEMBERSHIP CARD with your entry form. (You can print a copy from the TMEA website). You must be a current member at the time of audition submissions.

16. There is a $14.00 judging fee for each student submitting a Jazz Ensemble audition, not for each tape/CD. Example: If a student has submitted an alto sax tape and a tenor sax tape/CD, the fee will only be $14.00.  However, if a student is submitting audition tapes/CDs for both Symphonic Band and Jazz Ensemble, s/he will be assessed two fees (one for Jazz Ensemble and one for Symphonic Band). The audition fee is in addition to the participant fee, which will later be assessed on students making the ensemble (see Forms & Policies > TCCBDA Policies > Participation Fee Structure).

17.  Checks should be made payable to Texas Community College Band Directors Association. Money orders, PO numbers, and personal checks from directors are acceptable; checks from students are not accepted.

18a. Send the labeled tapes/CDs, TCCBDA Form 1, and TMEA card copy to the Vice-President.

18b. Send the check/PO for the audition fees and a copy of TCCBDA Form 1 to the Treasurer.

19.  SUBMISSIONS MUST BE POSTMARKED BY THE SPECIFIED DEADLINE. All entries postmarked after the deadline will not be judged. Absolutely no late entries unless called for to fill out a section.

20. A check or PO# must accompany your submission of audition tapes/CDs. Non-conforming submissions will be disqualified..

Eligibility, CD Format, and Policy

21. Please review the Rules of Eligibility before submitting your materials.

22. CDs submitted for auditions must be in audio (not data) format as detailed by Red Book audio specifications (digital audio encoding: 2-channel signed 16-bit PCM sampled at 44,100 Hz) and must be recorded on CD-R media (use of CD-RW media is not acceptable) NOTE: Directors are encouraged to test their discs on at least three different stand-alone CD players to verify that they function. Use of a computer for checking playback functionality is invalid since most computers will play both data- and audio-formatted discs. Plus, new CD players and DVD players will often play discs in formats other than that specified above, thus giving you a "false positive" regarding the format of your discs. Since many schools have old audio equipment, TCCBDA cannot be responsible if your discs do not play on a judge's equipment. If in doubt, contact an audio specialist.

23. Unless visibly damaged from shipment (cracked or broken), an audition disc that does not function for the audition panel will be disqualified, but only after the audition panel has attempted to play the disc in at least two other sources. Use of a computer as one of these sources for playback is requested BUT NOT REQUIRED.

24. Disqualification of non-playing or other non-conforming (labeling, order of etudes, etc) tapes or CDs will be determined by the Vice President, not the audition panel.

25. TCCBDA members and auditionees agree that the decision of the judges is final. Concerns regarding auditions may be directed only to the Vice President, not the audition judges or other TCCBDA officers.

If you have any questions about the audition procedure, contact the Vice-President.

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