Section III

Non KPASSP schools will be permitted to enter KPASSP events provided that this does not limit the participation of member schools in terms of access to or quality involvement in the event.

Non KPASSP schools who participate in an event will be required to pay a 10.000Yen participation fee in addition to any other shared costs of the event. This amount should be collected by the event organizer, noted as such in the financial statement, and submitted to the KPASSP treasurer.

However, pending the restructuring of membership schools with the aim of aligning more closely the KPASSP and KPAMSP organizations, and as an interim step until this has been completed, this fee will be waived in the case of schools who are a full and contributing member of KPAMSP since, as members of KPAMSP, such schools will have hosted (or be scheduled to host) an event which has benefitted the KPASSP/KPAMSP community. These schools are as follows:

The Middle School divisions of KPASSP schools
The DODDs Middle Schools at Yokota, Zama and Yokosuka
Aoba-Japan International School
British School in Tokyo
K International School
Nishimachi International School

Section III: About

1:2 Overall Organizational Structure of the KPASSP/KPAMSP Fine Arts Programme

Each of the KPASSP groups will exist as its own entity with an elected facilitator and secretary. A group may be a single event (e.g. Speech) or may be a group of teachers/directors responsible for numerous events (e.g. choral music). Each group will be charged with the smooth running of its event(s) in accordance with both the requirements of the constitution as well as any other specifications as noted in the procedural/event manual.

In addition, each school will appoint a single Fine Arts Coordinator (FAC) who will represent their school at each one of four annual meetings. At such meetings, the FACs are charged with monitoring the success of the overall fine arts programme, considering requests raised by the facilitators of various groups, planning for the calendar of events and making recommendations, as appropriate to the Principals. The FAC group is chaired by a Principal or designate who will report the recommendations of the group to the Principals’ meetings. The Principals will make final decisions on any constitutional amendments or other requests.

Section III: About

1:3 Organisational Structure of Specific Groups

1:3i - Responsibilities of Coaches (also known as teacher/director etc)

Each participating school will appoint one or more coaches for each activity. The coach is responsible for ensuring that students at her/his school meet the requirements of the festival as outlined in the constitution and event manual. In the case that more than one coach is appointed at the school, one of these coaches should be designated the ‘head coach’ at that school.

Coaches will meet minimally each fall and at other times at the discretion of each group. A group has the right to disallow access to the activity for that year to members who do not attend the fall meeting and do not send either apologies or a representative in their stead.

The individual constitution for each group should make explicit the constitutional responsibilities for each coach.

1:3ii – Election of Facilitator & Secretary

One of the coaches will serve as facilitator (or other appropriate title to designate the ‘leader’ of the group) for the group's activities for the year, subject to approval by a 2/3rds majority vote of those voting. In voting, each school is entitled to a single vote.

The facilitator will serve from June of the year preceding the festival/event until June of the following year. A secretary could also be appointed by simple majority and will serve the same term. The secretary may or may not be the same person as the ‘facilitator’. Other roles (timekeeper etc) can be determined at the discretion of the group.

In the case that no facilitator or secretary can be appointed by 2/3rds majority vote, the role shall be determined from one of the following:

The coach who has experienced the most KPASSP festivals
The host school for the upcoming year
The host school for the previous year

Facilitator

The facilitator is charged with ensuring that the event is conducted in a manner which increases the likelihood that the aims of the event, as specified in the constitution, are honored. In most single event groups (e.g. Speech, Math) it is likely, but not an expectation, that the host school assume the role of facilitator. In the case of multi-event groups (e.g. Band, Choir) a single facilitator should be appointed for the group as a whole. In that case the facilitator may or may not be a host school director.

In particular, the facilitator should ensure that:

a. the group is accountable to the FACs and Principals for upholding the constitution;

b. the group is accountable to the FACs and Principals for all matters of finance, (note that the signing of contracts with external persons and agencies can only be done with the authorization of the Principal of the hosting school);

c. all meetings are run professionally, to include:

a. sending out agendas in advance

b. establishing group operating norms (e.g. Robert’s rules of order) to guide the work of the group both at the meeting and throughout the year;

c. all member coaches adhere to any norms which are agreed to;

d. any changes to the constitution or event manual follow correct procedure (see below).

Secretary

The secretary is charged with ensuring that accurate records are kept of meetings (minutes) and that these are disseminated to all coaches and to the FAC secretary and chair in a timely fashion.

The secretary is also responsible for conducting the annual update of the Procedural Manual for the event so as to ensure that it reflects the decisions taken by the group (see below). The secretary should also ensure that all documentation pertaining to the event and to the group’s activities is stored safely and in an agreed location. (In 09-10 KPASSP are working on a website to house these documents)

1:3iii The Election of Facilitator in the Case of Groups Containing KPASSP and KPAMPS members

In electing the facilitator/secretary for Fine Arts Groups which deal with a multitude of KPAMPS and KPASSP events (namely band/orchestra and choir), each school is entitled to one vote. In this case a school is defined as ‘autonomous building’ meaning that, for example, while a KPASSP/KPAMSP combined school would have one vote, a Dept. of Defense High School and its feeder Middle School would have one vote each.

However, in voting on issues pertaining to the various events, KPASSP members may not vote on KPAMSP issues and vice versa.

Section III: About

1:4 Amendments to the Constitution for any Given Event

Amendments to the constitutional entry for any given event can be made only after approval by a simple majority vote of all attending member schools. This vote must be taken at the fall coaches meeting only after the proposed constitutional change had been tabled for discussion through a pre-published written agenda.

Each attending school is entitled to a single vote. KPASSP schools may not vote on KPAMSP issues and vice versa.

If approved by the group (simple majority as described above), the proposed constitutional amendments must be received by the chair of the FACs prior to the first FAC meeting of the school year in order to be considered for approval during the current school year.

If a simple majority of FACs approve of the change, this will be forwarded as a recommendation to the Principals who will make the final decision on the change. The Principals will vote on and finalise changes the meeting following the meeting at which the proposal is presented.

Section III: About

1:5 Amendments to the Constitution Guiding all Fine Arts Activities

Any group may recommend changes to the FACs. A simple majority vote from FACs is required in order for any proposed change to be submitted to the Principals who will make the final decision on any constitutional change.

Section III: About

1:6 Amendments to the Procedural Manual

Proposed amendments to the Procedural Manual must receive a simple majority vote of all participating schools, either at a face to face meeting at which the issue has been scheduled for discussion or by some other means accessible to all (e.g. email discussion followed by email voting).

Each participating school is entitled to a single vote. KPASSP schools may not vote on KPAMSP issues and vice versa.

Any updates should be made by the Secretary and a new copy of the Procedural Manual should be submitted to the chair of the FACs for information only.

Section III: About

1:7 Event Reports

At the FAC meeting following the completion of an event an event report should be submitted by the FAC of the hosting school. The FAC chair will in turn submit the report (with any FAC recommendation or comment) to the Principals. The event report should include:

A) A financial statement delineating:

Income derived from KPASSP funds, participating schools levies, per-student levies and any other source
Outgoing expenses
Closing balance (indicating costs absorbed by the hosting school if applicable)

B) A feedback report outlining:

1. The names of participating schools

2. The approximate number of students participating

3. Positive and/or constructive feedback for use in planning the following year’s event.

Section III: About

1:8 Calendar and Venue Setting

All events (dates and venues) will be locked in by the May meeting of the year preceding the event. Changes to this approved calendar can only then be made through the Principal’s group and not at the teacher/director or FAC level.

However, the process of building the calendar will begin two years prior to the event as follows:

In the November FAC meeting:

(a) Every reasonable attempt will have been made to ensure that the dates and venues for the following year have been assigned, subsequent to finalization by the May meeting

(b) The venues (only) for the subsequent year’s events will also have been assigned

In assigning venues there is an expectation that all KPASSP and KPAMSP schools assume a reasonable share of hosting over a two year span. Schools who are not willing to host an event in any given two year span may be barred entry from events until such a time as they are again able to assume a reasonable share of the responsibilities for hosting.

Section III: About

1:9 Attendance of School Representatives at Coaches Meetings

All directors/teachers/coaches are expected to attend the fall (and, if applicable spring) meetings and respond in a timely manner to electronic and phone communication regarding the event. In the case of an unavoidable meeting conflict, teachers may elect to send a representative or, as a last resort, send their apologies in advance. However, in the case that a teacher fails to honor the above stated expectations her/his school may, at the discretion of the wider group, be denied the right to participate in the event.

In the case that schools are not represented at meetings and are subsequently permitted access to the event, that school will not have the right to renegotiate agreements made pertaining to that year’s event and will need to be prepared to accept a reasonable share of the workload for the event.

Section III: About

1:10 Finance – Participation Costs for Events

Any amounts required for participation in events are stated in the constitutional entry for such events and cannot be changed without following due process for a constitutional amendment.

However, should a school feel a legitimate need, due to necessary and unavoidable expenses in a given year, to request a per-school or per-student levy in addition to that stated in the constitution, the teacher hosting the event should make this case to her/his Principal for approval.

Such requests are intended to offset unavoidable costs in, for example, equipment or venue hire, staff honoraria or the purchasing of necessary resources.

However, it is not reasonable to request funding for food or other hospitality expenses. Students can be legitimately expected to fund their own food/drink but the hospitality of adults is considered to be a reasonable expense of the hosting school.

Section III: About

Section Two: Policies and Procedures Applicable to Individual Fine Arts Events

2:1 KPAMSP MIDDLE SCHOOL BAND FESTIVAL CONSTITUTION

Statement of Purpose

The KPAMSP Middle School Band Festival is a non-competitive event. The event is comprised of two activities, each with its own distinct purpose:

Band Festival
- Students will perform with their school’s band ensemble
- Students will experience performing for their peers, namely student members of the music programs at other schools in the Kanto Region.
- Students will receive written and oral adjudication, to better evaluate their own performance and improve their level as musicians.
- Students will listen to the performance of other schools and to the Combined Festival Band.
Combined Festival Band:
- Select students will form a Combined Band, made up of exceptiona performers representing each participating school
- Students will perform more difficult literature then they would normally have an opportunity to with their school’s ensemble.
- Students will achieve a higher caliber of performance by playing in an ensemble comprised of other highly skilled musicians.
- Students will benefit from the musical instruction of the guest conductor / clinician assigned to direct the Combined Band ensemble.

Venue and Scheduling

Band Festival:

The event will be held on a principal-approved day and location as scheduled by the FACs in accordance with the requirements specified in the constitution.
The date will normally be in the spring (ideally the month of May)

Combined Festival Band

The performance of the Combined Festival Band will be in the afternoon of the Band Festival so that students can perform for their peers.
There will be two rehearsals for the Combined Festival Band. One will be a full-day rehearsal, normally on the Saturday before the final performance. It is recommended that this rehearsal be held at the concert venue, and be no less than seven hours. A second rehearsal will be scheduled on the day of the Band Festival as a final run-through.

Eligibility Requirements

All students enrolled in a KPAMSP member school are eligible for the Band Festival. Middle School is defined by the individual school; however, participants for the Combined Festival Band must be a minimum of grade 6 and a maximum of grade 9.
Non member schools may be admitted to the band festival (only) subject to the agreement of participating directors and provided that this does not diminish the quality of the experience for member schools and in accordance with the requirements of section one of the Fine Arts Constitution.
The selection process to determine the members of the Combined Festival Band is determined by the directors. There will be a combination of guaranteed spots according to each school’s enrollment in their band program and a general pool that allows each school to nominate up to 12 students. Specific guidelines for the student selection process can be found in the procedural manual for this event but will follow the need to honor a middle school philosophy which stresses a collaborative and inclusive rather than competitive environment.

Responsibility for Participation

Attendance at the Band directors’ fall meeting (one attendee per school) is required for participation. In the event a director cannot attend the fall meeting, advance notice to the chair of the meeting of the director's absence is required in accordance with the requirements of section one of the Fine Arts Constitution.
The event will have a facilitator, normally the director of the host school. However the facilitator can be the director of one of the other participating schools working with the host in a collaborative arrangement.
Participating schools must meet all deadlines set by the host school and facilitator.
All students selected for participation in the Combined Festival Band and their directors must attend the entire Saturday rehearsal and must attend the concert.
The host school or facilitator is responsible for selection, and subsequent communication with the guest conductor / clinician for the Combined Band. Some responsibilities may be delegated to other participating directors if necessary.

Finances

There are no fees for schools that perform with their Middle School Band ensembles at the Band Festival.

At the discretion of the host school, a levy of up to 1000 Yen per student may be levied in order to offset travel expenses, or fund a small honorarium to the Guest Conductor / Clinician of the festival (combined) band.

An event report, including a budget statement must be prepared for submission to the FACs/Principals by the first FAC meeting following the holding of the event. This report will show incoming and outgoing expenses as well as information about the event itself. Facilitators/hosts should refer to section one (1:7) of the Fine Arts constitution for details.

Section III: About

2:2 KPAMSP MIDDLE SCHOOL CHORAL FESTIVAL CONSTITUTION

Statement of Purpose

Choral students and directors are challenged through shared musical experience, in a non-competitive environment, through performance/listening of diverse choral literature and genres. When a clinician is invited to the festival, choirs receive feedback in a positive concert environment through identifying technical/expressive elements, setting goals in preparation of the event, and “contact time” with the clinician or another KPASS director in singing a combined piece at the end of the festival.

The festival is meant to excite, encourage, and educate students, developing a spirit of camaraderie and commitment within the choral arts. The performance level should be an important goal; however, the festival is to be educational, noncompetitive, and motivating.

Venue and Scheduling

The festival is held during the morning on a school day and the venue must be large enough to hold 400-600 students, chaperones, and limited audience. School auditoriums or gymnasiums may be considered for this purpose.

The festival is generally held sometime during April in advance of the “golden week” holidays. Preference for the date may be determined by the availability of the venue or host school/s. Any school may host or co-host the Festival.

Eligibility Requirements

All middle school choirs of member schools are eligible to participate. Non-member school choirs may request participation or be invited to participate in accordance with the requirements for non-member schools as specified in section 1 of the Fine Arts Constitution. However, these permissions/invitations are granted well in advance through agreement of member directors as number of singers and the adequacy of the venue are prior considerations.

Responsibility for Participation

Participating schools are responsible for following all guidelines, rules, and expectations as agreed through meetings or other communications by member directors. Each participating school is responsible for securing original copies of the combined song for their choir members, supervision of students, and any other responsibilities designated by the agreement of member directors.

The host school/s is responsible for providing the concert venue and lunch area. The host school prepares a simple program for the morning concert based on previously submitted material given by each director in a timely manner.

Directors meet formally twice a year at the fall fine arts coaches meeting and in April following most of the events. Other meetings may be held at other music festivals/events or ‘online’ as needed and determined by member directors. In order to participate, a representative of each school must be present at the fall meeting in accordance with the guidelines specified in section 1 of the Fine Arts Constitution.

Finances

There is generally no participation fee for the middle school choir festival. An exception to this might be the assessment of a fee to provide an honorarium for a guest conductor. This is decided upon well in advance of the event, and ample time should be given to discussion and determination of the amount for which each school will be responsible. A levy of up to 1000Yen per student is appropriate.

Schools are solely responsible for providing their own transportation to the event.

Section III: About

2:3 KPAMSP MIDDLE SCHOOL BRAIN BOWL CONSTITUTION

Statement of Purpose

1. The KPAMSP Middle School Brain Bowl is an academic quiz held once a year, and is comprised of students in Grades 6-8 from amongst all the participating KPAMSP schools.

2. It aims to engender and foster a spirit of cooperation and teambuilding amongst students from the different schools.

3. It also aims at challenging the culture and erudition of our students

4. The questions are based on the ideas, skills and content normally taught within KPAMSP schools

Venue and Scheduling

The venue of the annual tournament will be a KPAMSP member school which (a) is willing to host the event and (b) will enter a team in the tournament. The precise date and location will be recommended by the FACs to the Principals in accordance with the guidelines in part 1 of the Fine Arts Constitution

Eligibility Requirements

Schools are eligible to participate on the understanding that they fulfill the responsibilities outlined in the constitution and agree to abide by the rules, as defined in the Procedural Manual.

Responsibility for Participation

5. Coaches commit to attend or send a representative to the fall coaches meeting and also agree to any other communication protocols or requirements as identified in the Procedural Manual. After this meeting, no school may enter except through coordination of participating schools.

6. Coaches commit to attend the meeting to elect a new chair/secretary (in accordance with the procedures defined in section 1 of the Fine Arts constitution). The meeting will be held on the day of the Brain Bowl Tournament. In the event that no chair/secretary is elected the coach of the host school will assume the role of chair.

7. Each team should be accompanied by one teacher, as a coach. One additional adult (who need not be a teacher) may also accompany the team at the discretion of individual school policy.

8. Team coaches should be prepared to serve as a judge or assist in other roles that may be required for the smooth running of the event.

9. All coaches are responsible for reading the constitution and the Procedural Manual and for ensuring, to the best of their ability, that students fulfill the expectations of the event.

10. All participants (students and coaches) are responsible for attending the event in a spirit of collaboration and in keeping with the aims of the event.

11. Each school, except the host, must contribute questions according to a number, format, and categories, which will be agreed at the Coaches organizational fall meeting (in late August or early September). The quality of the Brain Bowl competition depends on the quality of the questions.

a. Each school's coach (or a trusted colleague) is responsible for the double-checking every question card for accuracy and appropriate difficulty.

b. Questions should be not harder or easier than the ones which the Middle school teachers ask their students in class every day. These questions should be sent to one school (usually the host school), which will be responsible for organizing them for the tournament, according to the procedures agreed upon by the coaches at their meeting.

12. Each coach will send a roster of coaches and students’ names to the host school at the time indicated in the Procedural Manual.

Responsibilities of the host school:

13. Act as Chair in the event that no chair has either been appointed (or volunteered) at the Brain Bowl tournament meeting. The responsibilities of the chair include preparing an agenda, distributing the Brain Bowl rules and tournament procedures at the meeting and sending the minutes to the participating schools.

14. Produce a tournament schedule, which will include the number of games agreed at the coaches meeting.

15. Provide a suitable venue for the event in accordance with the criteria specified in the Procedural Manual.

16. Review and collate the tournament questions based on the format agreed at the coaches meeting.

17. Produce a tournament program, which will include and the schedule of games rosters of teams and the tournament rules.

18. Provide refreshments for the coaches, and possibly the students if facilities allow.

Finances

There will be a fee payable of ¥5000 per school for participation in the MS Brain Bowl to be used to offset the following:

costs incurred by the host school for supplies (e.g. for opening socializing activity)
any other incidental costs, e.g. photocopying.

Section III: About

2:4 KPASSP ARTSCAPE CONSTITUTION

Statement of Purpose

The guiding aims of the KPASSP Artscape festival are as follows:

To create an environment for the public exhibition of selected student works (grades 5-12)
To create an opportunity for an international art dialogue between students; teachers; participating school communities and the Japanese public

Venue and Scheduling

Traditionally the Artscape festival will take place at Kodomo no Shiro, the National Children’s’ Castle 5-53-1 Jingumae, Aoyama, Tokyo

Eligibility Requirements

1. All KPASSP schools have the right to participate in this event.

2. Guest schools are accepted (by general consent of the participating schools) if space is available in accordance with the stipulations for non-KPASSP schools made in Section 1 of the Fine Arts constitution.

3. Each participating school must assume a role in this event from the agreed job list.

4. Each school must send a representative to the fall coaches meeting. Failing this, attendance is mandatory at the February Children’s’ Castle meeting. The consequences for failing to participate in the meeting are stipulated in section 1 of the Fine Arts constitution.

Finances

Participating schools are required to submit 30,000 yen participation fee by Nov. 1st in order to be part of the exhibition and receive commemorative materials for the students. An additional fee is payable for non-KPASSP member schools in accordance with the stipulation of section one of the fine arts constitution.

Section III: About

2:5 KPASSP DEBATE SEASON

Statement of purpose

The KPASSP Debate Season serves to develop participant debating skills. The overall purpose of the program is to develop characteristics in student that:

promote teamwork;
develop research skills;
promote oratory/presentation/speaking skills;
build self-confidence;
develop the ability to construct, develop, analyze and refute arguments;
encourage fair competition and sportsmanship;
allow them to examine current global issues integrating ethics, morals, and values;
build social skills and appreciate other points of view.

Venue and Scheduling

The seasons consist of four practice debates held in evenings at a school once a week in the earlier part of the season. The exact dates of the four practices are determined at the fall coaches meeting. The season concludes with two separate tournaments: one at the Junior Varsity level and the other at the Varsity level in early November, both of which are scheduled by the FACs/Principals as part of the FA calendar scheduling process defined in section one of the Fine Arts constitution.

Eligibility

All KPASSP schools are eligible to participate in the debate season on the understanding that they fulfill the responsibilities outlined in the below section.

Official participation at the varsity level demands fielding three complete teams in the final tournament. Exhibition matches may be arranged if scheduling permits. However there are normally no restrictions on the number of teams required for eligibility to participate at the JV level.

Responsibility for Participation (including meetings)

All coaches are responsible for reading the constitution and the Procedural Manual and for ensuring, to the best of their ability, that students fulfill the expectations of the event and that the stipulations of both these documents are followed
Each participating school commits to send coaches / representatives to the fall coaches meeting (in accordance with the requirements specified in section one of the Fine Arts constitution) and also agree to any other communication protocols or requirements as identified in the Procedural Manual.
Schools fully competing at the varsity level must provide/make available three judges per practice night/tournament.
Schools participating partially or at the JV level only, should provide one to two judges.
It is strongly recommended that school make every effort to ensure tournament judges receive the proper training and experience throughout the practice season
Schools should make every effort to ensure coaches and judges have the ability to attend all judges meetings
The host school is responsible for providing a suitable venue for the event in accordance with the criteria specified in the Procedural Manual
All students are responsible for meeting the minimum expectations of preparation and procedure

Finances

Member schools equally share in the costs of equipment
Host schools are responsible for providing refreshments for the judges' meetings and a light meal prior to tournaments for judges and coaches
An event report, including a budget statement must be prepared for submission to the FACs/Principals by the first FAC meeting following the holding of the event. This report will show incoming and outgoing expenses as well as information about the event itself. Facilitators/hosts should refer to section one (1:7) of the Fine Arts constitution for details.

Section III: About

2:6 KPASSP HIGH SCHOOL DRAMA FESTIVAL CONSTITUTION

Statement of Purpose

The KPASSP Drama Festival exists as a non-competitive event. The guiding aims of the festival are as follows:

To provide an opportunity for KPASSP student actors to create original devised works
To promote the opportunity for students who share an interest in drama to network with like-mined actors from other KPASSP schools
To give student actors the opportunity to engage in peer review
To give student actors the opportunity to receive feedback from festival workshop directors who are able to offer constructive advice
To foster the spirit of ensemble theatre and encourage a variety of rehearsal techniques.

Venue and Scheduling

The festival will be held on a Saturday, which does not conflict with any other KPASSP Fine Arts event. The precise date and location will be recommended by the FACs to the Principals in accordance with the calendar procedures outlined in section one of the Fine Arts constitution

Eligibility Requirements

Schools are eligible to participate in the Festival on the understanding that they fulfill the responsibilities outlined below:

Schools agree to abide by organizational procedures of the host school.
Schools agree to abide by any other rules, as defined in the Procedural
Manual
Coaches attend or send a representative to the Fall coaches meeting and
also agree to any other communication protocols or requirements as identified in the Procedural Manual

Responsibility for Participation

The host school is responsible for providing a suitable venue for the event in accordance with the criteria specified in the Procedural Manual
All coaches are responsible for reading the constitution and the Procedural Manual and for ensuring, to the best of their ability, that students fulfill the expectations of the event
All students are responsible for meeting the expectations of the event
All participants (students and coaches) are responsible for attending the festival in a spirit of collaboration and learning rather than competition.
All coaches are expected to attend the Autumn meeting in accordance with the parameters stipulated in section one of the Fine Arts constitution.

Finances

There will be no fee payable for participation in the festival. The event is supported by an annual KPASSP grant of 120,000Yen which is to be used as honoraria for the workshop leaders.
An event report, including a budget statement must be prepared for submission to the FACs/Principals by the first FAC meeting following the holding of the event. This report will show incoming and outgoing expenses as well as information about the event itself. Facilitators/hosts should refer to section one (1:7) of the Fine Arts constitution for details.

NOTE: THE KPAMSP DRAMA FESTIVAL IS A RELATIVELY NEW EVENT AND THE WRITTEN CONSTITUTION IS STILL IN PREPARATION

Section III: About

2:7 KPASSP HIGH SCHOOL BAND FESTIVAL CONSTITUTION

Statement of Purpose

The KPASSP High School Band Festival is a curricular event that provides bands from member schools the opportunity to be evaluated by adjudicators in a friendly, non-competitive setting. The guiding aims of this festival are:

To provide area high school bands the opportunity to perform literature for one another.
To enable director led student ensembles to receive feedback and constructive advice from professional adjudicators.

Venue and Scheduling

The festival will be held on a principal-approved school day which does not conflict with any other KPASSP Fine Arts events. The precise date and location will be recommended by the FACs to the Principals in accordance with the calendaring procedures outlined in section one of the Fine Arts constitution.

Eligibility Requirements

All KPASSP schools are eligible to participate in the festival on the understanding that they fulfill the responsibilities outlined below.
Non-member schools will be permitted access to the event only in the case that this does not limit the opportunity for member schools to participate. In that case, additional fees will be levied in accordance with the procedures outlined in section one of the Fine Arts constitution.

Responsibility for Participation:

Attendance at the band director’s meeting (at least one attendee per school) is required for participation. In the event a director cannot attend the fall meeting, advanced notice to the chair of the meeting of the director’s absence is required in accordance with the procedures outlined in section one of the fine arts constitution.

Responsibilities of the directors of the participating schools:

All directors are responsible for reading the constitution and the procedural manuals.
Directors are responsible for ensuring that the literature prepared is appropriate to the purpose and guiding aims of the festival as outlined above.
Directors are responsible for ensuring, to the best of their ability, that students fulfill the expectations of the event.
All participants (students and directors) are responsible for attending the festival in a spirit of collaboration and learning rather than competition.

Responsibilities of the host school:

The host school is responsible for providing a suitable venue for the event in accordance with the criteria specified above.
The host school is responsible for providing high quality adjudicators for the event.
The host school is responsible for offering a lunch for the adjudicators and directors.

Finances

There is no fee per school levied for this event.

Section III: About

2:8 KPASSP HIGH SCHOOL CHORAL FESTIVAL CONSTITUTION

Statement of Purpose

Choral students and directors are challenged through shared musical experience, in a non-competitive environment, through performance/listening of diverse choral literature and genres. Choirs receive feedback from respected clinicians in a positive concert environment by identifying technical/expressive elements, setting goals in preparation of the event, and “contact time” with a clinician in shared combined literature.

The festival is meant to excite, encourage, and educate students, developing a spirit of camaraderie and commitment. Performance level should be an important goal; however, the festival is intended primarily to be educational, noncompetitive, and motivating.

Venue and Scheduling

The festival venue must be large enough to hold 400-600 students, chaperones, and limited audience. School auditoriums, gymnasiums, or outside halls may be considered for this purpose. The host facility should also be able to provide dressing rooms for men and women, warm-up space, and appropriate security.

The precise date will be recommended by the FACs to the Principals by May 1st of the year prior to the festival. Preference for the date may be determined by the availability of the venue or host school/s. Any school may host or co-host the Festival.

Eligibility Requirements

All high school choirs and large ensembles of member schools are eligible to participate.

Non-member school choirs may request participation, however, permission is granted through agreement of member directors subject to the stipulations written in section one of the Fine Arts constitution. Invitations for participation by non-member school choirs and ensembles may be extended through agreement of member directors.

Responsibility for Participation

Participating schools are responsible for following all guidelines, rules, and expectations as agreed through meetings or other communications by member directors. This includes the payment of participation fees, preparation of combined music, use of publisher scores for combined pieces and adjudication, supervision of students, and any other responsibilities designated by the agreement of member directors.

The host school/s is responsible for providing the concert venue, changing rooms, lunch area, warm-up area (if possible), and hospitality area for directors and chaperones (if possible).

The festival is a large event and ALL member schools are responsible for sharing responsibilities/jobs in facilitating the day. Areas of responsibility and specific jobs will be designated at the Fall Fine Arts Coaches Meeting. Schools not represented at that meeting may be denied participation in the festival or given a job or responsibility. The stipulations for attendance at meetings are noted in section one of the Fine Arts constitution.

Directors meet formally twice a year at the Fall Fine Arts Coaches Meeting and in April. Other meetings may be held at other music festivals/events or ‘online’ as needed and determined by member directors.

Finances

There is a participation fee of 10,000 yen for the first choir or ensemble and 5,000 yen for additional choirs or ensembles from each school. (Non-KPASSP member schools pay additional fees as noted in section one of the Fine Arts constitution).

Because the guest clinician is also the Honor Choir director, see 2:9 Honor Choir Finances section for clinician honorarium information. The clinician may travel to work with individual choirs as the schedule permits. All costs related to individual school visits (transportation, meals, honoraria) are considered as being above the honor choir expenses/honorarium and will be the responsibility of each school requesting a visit.

Additional funding through additional fees may be requested, assessed, or required for piano rental or tuning, securing a venue, instrumentalists, as determined through agreement of member directors and permission of the Principals as noted in section one of the Fine Arts constitution.

Section III: About

2:9 KPASSP HIGH SCHOOL HONOR CHOIR CONSTITUTION

Statement of Purpose

The purpose of the KPASSP Honor Choir is:

To provide a positive, quality musical experience that transcends the KPASSP traditional level of expertise.
To expose singers and directors to exceptional clinicians and superior choral literature.
To provide an outstanding educational experience for both the students and the teachers.
To supplement the choral activities offered by the Choral programs of individual KPASSP schools.

Venue and Scheduling

The KPASSP Honor Choir Concert will be held on a weekday evening, with preference being given to a Friday night. To prepare for the concert, there will be three preparatory clinics/rehearsals: a full weekday in the week prior to the concert (usually Monday), a 2-hour (min.) rehearsal the day before (generally after the HS Choral Festival), and a 1.5 hour (min.) final run-through on the afternoon of the Concert. The precise dates will be recommended by the FACs to the Principals in accordance with the calendaring process outlined in section one of the Fine Arts constitution.

The Concert will be hosted by a KPASSP School, and will be held in a venue agreed upon by the KPASSP directors and sanctioned by the FACs/Principals in accordance with the calendaring process outlined in section one of the Fine Arts constitution.

Preparatory clinics/rehearsals will be held in venues deemed most convenient and appropriate for all participating KPASSP schools as agreed by directors and sanctioned by the FACs/Principals in accordance with the calendaring process outlined in section one of the Fine Arts constitution.

Eligibility Requirements

ALL KPASSP singers have the opportunity to audition for the Honor Choir.
Singers are required to learn the music once they are accepted into the choir.
Schools agree to share the workload for the organization of the festival, as defined

in the Procedural Manual.

Schools agree to abide by any other rules, as defined in the Procedure Manual.
Directors attend or send a representative to the Fall coaches meeting as noted in

section one of the Fine Arts constitution and also agree to any other communication protocols or

requirements as identified in the Procedural Manual.

Responsibility for Participation

The host school is responsible for providing a suitable venue for the event in accordance with the criteria specified in the Procedural Manual
All directors are responsible for reading the constitution and the Procedural Manual and for ensuring, to the best of their ability, that students fulfill the expectations of the event
All students are responsible for meeting the expectations of the event
All participants (students and directors) are responsible for participating in the Honor Choir in a spirit of collaboration and learning rather than competition.
All directors are expected to attend the Fall meeting. In the case of an unavoidable conflict, a director may elect to send a representative or, as a last resort, send their apologies in advance. However, in the case that a director does not attend the meeting or send a representative/apologies, her/his school may not be permitted to enter the event that year as stipulated in section one of the Fine Arts constitution.
All directors are expected to provide the students with original copies of publisher scores.

Finances

A subsidy of 200,000Yen per year is provided to the honor choir event from KPASSP. Additionally each school is liable for fees of Y2,000 per Honor Choir member plus the per-school levies indicated in the constitutional entry ‘high school choral festival’ (see section 2:8 Finances paragraph #2)

These monies are to be used to offset the costs of the event and primarily the costs of providing an honorarium and perdiem/travel expenses for the clinician. Other expenses are the liability of the host school with the exception of music costs and the costs of patches, which are the responsibility of each participating school.

Should the host school feel that this still leaves them with an unreasonable financial burden beyond the reasonable expectation for a hosting school of a KPASSP/KPAMSP event, they may apply to the Principals to request additional per-school levies in accordance with the process outlined in 1:10 of section one of the Fine Arts constitution.

Section III: About

2:10 KPASSP HIGH SCHOOL HONOR BAND AND HONOR ORCHESTRA CONSTITUTION

Statement of Purpose

The Honor Band and Orchestra rehearsals and concert gives students from different schools the opportunity to collaborate in performing a concert of significant music for the international school community.
Given the difficulty of the music and the limited rehearsal time available, students will be asked to use their skills of self-discipline, cooperation and superior musicianship as they work with the guest conductors prepare the music for performance.
Students will gain the experience of teamwork, grow from the challenging music, and give parents and fellow students the opportunity to see their combined work.

Venue and Scheduling

The Honor Band and Orchestra all-day rehearsals and concert will be held on principal-approved blackout days, ones that do not conflict with any other KPASSP Fine Arts events. The precise date and location for the performance will be recommended by the FACs to the Principals in accordance with the calendaring procedure noted in section 1 of the Fine Arts Constitution.
The Honor Band and Orchestra Concert should be on a Friday, Saturday, or National Holiday so that parents, friends, fellow musicians, and classmates may attend the concert.
The entire festival must be held no earlier than March 1 to allow sufficient time through the year for the audition process and student preparation of the music.
The schedule for Honor Band and Orchestra auditions will be finalized in the spring or, at the latest fall coaches meeting. The schedule will typically approximate to the below:
(a) September 15 - audition material must distributed to all participating schools
(b) December 5 - audition process must be completed
(c) December 15 - Students selected for Honor Band and Orchestra must be notified and must receive all music for performance.
The schedule of Honor Band and Orchestra rehearsals will be determined by the FACs/Principals in accordance with the calendaring procedures outlined in section one of the Fine Arts constitution. Traditionally, the pattern is as follows:
(a) Half-day rehearsal on the day of the Solo and Ensemble Festival at the same site
(b) All-day rehearsal during the week of the Honor Band and Orchestra Concert
(c) Warm-ups and run-throughs must be held on the day of the Concert
Venue requirements for rehearsal:
(a) a room large enough to comfortably seat the entire group in a reasonable seating arrangement for good rehearsal. (Two such rooms are needed for the half-day rehearsals during the Solo & Ensemble Festival.)
(b) rehearsal room acoustics must be such that they do not cause problems for the guest conductor or prevent successful rehearsal.
(c) adequate seating and sufficient music stands for the groups.
(d) a full complement of percussion equipment for Honor Band
Venue requirements for performance:
(a) an auditorium with a stage large enough to comfortably seat the entire group in an arrangement that will assist their performance.
(b) an auditorium with acoustics that will enhance rather than detract from the performance.
(c) areas where students may change clothes and deposit their belongings safely.
(d) Preferably, at least once every 4 years, an auditorium with a stage large enough to allow a combined performance by Honor Band and Honor Orchestra.
A provisional Honor Band and Orchestra planning timeline:
(a) Twenty-two months prior to concert: possible clinicians suggested during Spring meeting of directors
(b) Eighteen months prior to concert: guest conductor and alternate are decided upon at Fall directors meeting; conductor is contacted immediately after fall meeting; begin search for venue if not at host school
(c) Twelve months prior to concert: additional contact with guest conductor; venue secured if not at host school
(d) Six months prior to concert: purchase of airline tickets and other logistic arrangements for guest conductor(s)

Eligibility Requirements

Students in High School at KPASSP member schools are eligible to participate in the festival on the understanding that they fulfill the responsibilities outlined below. Students from non-member schools are not permitted to audition for Honor Band and Orchestra because this limits the opportunity for students at member schools to participate. All entrants must be a minimum of Grade 9 or a minimum of grade 6 (in the case of orchestra only) in those schools that include Middle School students in their school orchestra.

Selection for Honor Band or Honor Orchestra:

Membership in the KPASSP honor groups is by an audition process which is decided by the directors and is outlined in the procedural manual.
Instrumentation of the honor groups is also decided by the directors and may be altered depending on the number and the competence of the students who auditioned. The size of the Honor groups shall not be larger than the venue the host school can support.
Changes in the audition process for Honor Band and Orchestra must be put on the agenda prior to the spring meeting, will be decided at the spring directors meeting and reviewed at the fall meeting.

Responsibility for Participation:

Attendance at the Band directors’ fall meeting (one attendee per school) is required for participation. In the event a director cannot attend the fall meeting, advance notice to the chair of the meeting of the director's absence is required in accordance with the stipulations for meeting attendance as noted in section one of the Fine Arts constitution.
All directors/teachers are responsible for
(a) reading the event constitution and procedural manual and ensuring, to the best of their ability, that the expectations of the event are upheld.
(b) supervising the audition process for their own students so that auditions are recorded with integrity.
(c) ensuring that all auditions are submitted on time using the agreed-upon process.
All students who are selected for Honor Band or Orchestra must sign a letter of commitment stating that he/she will attend all scheduled rehearsals and the performance.
The host of the festival is responsible for maintaining contact with the guest conductor, purchasing of music, supervising the audition process, and securing the rehearsal and performance facilities. Some of these responsibilities may be delegated to other directors whose students will be attending the festival.
All participating directors are responsible to ensure that only original copies of music (no photocopies) will be used during performance.

Finances

A budget must be prepared by the host director and submitted 3 months prior to the festival to the facilitator and secretary of the band directors group in addition to the host school's FAC and principal. A final expense report must be prepared and submitted to the same individuals within 45 days after the festival.
Funding for the event will be provided by the following:
(a) 300,000 yen from KPASSP. This is given on the understanding that both strings and band will benefit equally from the funding when looking at overall expenditure over a reasonable number of years
(b) A per student entry fee, not to exceed 2000 yen per student for each group in which that student participates
(c) A fee for each participating school band or orchestra, not to exceed 10,000 yen for each ensemble in which the school is represented

Changes in fee structure cannot be made without approval from FACs/Principals

Funding should pay for the following expenses:
(a) Conductor’s honorarium -- a minimum of 100,000 yen should be offered, although clinicians who offer to support KPASSP for less than this, or whose full time employment prevents them from accepting remuneration are welcome.
(b) Airfare and ground transportation to and from rehearsal and performance venues for the guest conductor(s)
(c) Accommodation and meals for the guest conductor(s)
(d) Purchase of original music for the rehearsals and performance
(e) A gift for the guest conductor(s).
(f) Incidental expenses incurred by the host school beyond the reasonable hosting expenses for any KPASSP/KPAMSP event. An event report, including a budget statement must be prepared for submission to the FACs/Principals by the first FAC meeting following the holding of the event. This report will show incoming and outgoing expenses as well as information about the event itself. Facilitators/hosts should refer to section one (1:7) of the Fine Arts constitution for details.
A portion of the budget may be requested of the Principals to be set aside each year for a combined band/orchestra event, held once every four years, to be hosted at an offsite venue.
All costs of transportation and meals for a guest conductor who gives a clinic at a member school will be paid by that school.
Awards or patches for participation in honor band and orchestra will be coordinated by the event host, but will be paid for by each participating school according to the number of students selected for membership. These fees are over and above the fees outlined above.
Concerning the use or purchase of original music: Original copies of the music for performance will first be secured from member schools' libraries. In the event it is not available from a member school, original copies will be purchased from the Honor Band budget. For some pieces, two sets may be required. Purchased music will be made available for sale to member schools after the performance. Music not sold to member schools remains the property of KPASSP, but will be housed in one of the member schools' libraries. It will be clearly marked as belonging to KPASSP. All member schools can request use of the music. In the event the school hosting the KPASSP library ceases participation, the library will be moved to another regularly participating school. The name of the current host school will be maintained in the event manual.

Section III: About

2:11 KPASSP HIGH SCHOOL BRAIN BOWL CONSTITUTION

Statement of Purpose

The KPASSP High School Brain Bowl is an academic quiz contest in which teams of students in Grades 9-12 from KPASSP member schools compete against each other. There is one tournament each year, held for one full day. The questions are based on current events and the ideas, skills and content normally taught within KPASSP schools.

Venue and Scheduling

The venue of the annual tournament will be a KPASSP member school which (a) is willing to host the event and (b) will enter a team in the tournament. The precise date and location will be recommended by the FACs to the Principals according to the calendar process outlined in section one of the Fine Arts constitution.

Eligibility Requirements

Since the High School Brain Bowl is usually early in the calendar, it is essential that the host school and organizers know which schools will participate. Any KPASSP member school wishing to enter a team must make a firm commitment at the beginning of the year, either at the Autumn Fine Arts Coaches organizational meeting or the Autumn Fine Arts Council meeting. After these meetings, no school may enter except through coordination of participating schools. Each team should be accompanied by one teacher as a coach, plus one additional adult (who need not be a teacher) to serve as a judge during the tournament.

Responsibilities of the host school:

The host school’s duties and responsibilities include the following:

(a) Chair the fall coaches meeting. This includes preparing an agenda, distributing the Brain Bowl rules and tournament procedures at the meeting and sending the minutes to the participating schools.

(b) Produce a tournament schedule, which will include the number of games agreed to at the coaches meeting. This will also include a schedule of judges for each game.

(d) Review and collate the tournament questions based on the format agreed at the coaches meeting. The quality of the Brain Bowl competition depends on the quality of the questions. If possible, without compromising the security of the questions, the host school should have specialist teachers review the questions well before they are collated into the appropriate number of games.

(e) Produce a tournament programme, which will include the schedule of games, rosters of teams and the tournament rules. This could also include Brain Bowl tournament records and a history of the KPASSP Brain Bowl competition.

(f) Procure the proper number of All Star Patches from the supplying school (stored with the KPASSP President).

(g) Send out a summary of results to all participating schools

Responsibilities of participating schools and coaches:

Each school, except the host, must contribute questions according to a number, format, and categories, which will be agreed upon at the coaches’ organizational meeting (in late August or early September). The quality of the Brain Bowl competition depends on the quality of the question. Each school's coach (or a trusted colleague) is responsible for the double-checking every question card for accuracy and appropriate difficulty. Questions should be not harder or easier than the ones which the high school teachers ask their students in class every day. These questions should be sent to one school (usually the host school), which will be responsible for organizing them for the tournament, according to the procedures agreed upon by the coaches at their meeting.

As stated elsewhere in this document, the coaches will meet in late August or early September to determine tournament format, including the number and category of questions to be produced, FACs will meet in February or March to choose the host school and Principals will meet subsequent to this to approve the choice.

Finances

Brain Bowl trophies and All Star patches will be paid for by KPASSP according to their usual procedures.

The host school normally provides refreshments for participants and coaches just before the tournament starts. It is reasonable for each school/student to fund its own share of student refreshments, however, hospitality for adults is the responsibility of the host school, as is the norm for KPASSP events (see section 1:10 of the Fine Arts constitution).

Section III: About

2:12 KPASSP HIGH SCHOOL JAZZ INSTRUMENTAL AND VOCAL FESTIVAL CONSTITUTION

Statement of Purpose

The aim of the KPASSP Jazz Festival is to provide a venue for KPASSP Jazz ensembles, both instrumental and vocal, to perform their music for one another in a spirit of collaboration rather than competitive learning.

The guiding aims of the festival are as follows:

To promote and encourage a solid foundation in Jazz education
To enable student musicians to reflect upon and learn from the music of one another
To enable student musicians to receive quality feedback on their performances from suitably qualified adult musicians (teachers and/or performers)
To foster an appreciation of the Jazz genre

Venue and Scheduling

The festival will be hosted in a venue that:

Has adequate seating/staging for standard big bands and Jazz choirs
Has sufficient audience capacity
Has adequate equipment for rhythm section use (drums, bass, guitar amp, bass amp, keyboard and amp, piano)
Has a PA system equipped with at least three microphones for solos and/or vocal/announcing

While it is not essential, it is preferable if the venue can also cater for smaller breakout/sectional groups for extended musical learning opportunities, schedule permitting.

The festival will be held on a school day, which does not conflict with any other KPASSP Fine Arts event. The precise date and location will be recommended by the FACs to the Principals by May 1st of the year prior to the festival.

Eligibility Requirements

All KPASSP schools are eligible to participate in the festival as follows:

Schools may bring one band and one choir provided that these are official school groups overseen by a teacher. However, the host school reserves the right to allocate performance time to each of these groups based upon the feasibility of scheduling all groups fairly within the time available
Non-member schools will be permitted access to the event only in the case that this does not limit the opportunity for member schools to participate. In that case, an additional fee will be payable to KPASSP as noted in section one of the Fine Arts constitution.
Additional bands and choirs from member schools are admissible at the discretion of the host school dependent upon the capacity of the venue and feasibility of the schedule.
Late entries, similarly, will only be accepted provided that they can be accommodated in the schedule and that this does not cause undue additional work for the organizing school.
Specifically, if the inclusion of additional groups in accordance with points (2), (3) or (4) above will result in the stage time (set up, perform, exit) allocation for each group being less than 25 mins. per group, these additional ensembles will not be permitted

Participation is conditional on following:

The host school is responsible for providing a suitable venue for the event in accordance with the criteria specified above
Subject to financial and logistical constraints, the hosting school, in conjunction with other designated directors, is responsible for making every attempt to ensure that high-quality adult musicians (for example a professional big band/jazz choir) are recruited to the event. These musicians can be asked to perform to students, adjudicate performances and/or offer clinics and workshops in keeping with the purpose and guiding aims of the festival

All directors are responsible for reading the constitution and the procedural manual and for ensuring, to the best of their ability, that students fulfill the expectations of the event
Directors are responsible for ensuring that the literature prepared is appropriate to the purpose and guiding aims of the festival as outlined above
Directors are responsible for guiding their students towards meeting the expectations of the event
All participants (students and directors) are responsible for attending the festival in a spirit of collaboration and learning rather than competition.
All directors are expected to attend the fall and spring meetings and respond in a timely manner to electronic and phone communication regarding the event. In the case of an unavoidable meeting conflict, a director may elect to send a representative or, as a last resort, send their apologies in advance. However, in the case that a director does not attend the meeting or send a representative/apologies, her/his school may not be permitted to enter the event as stipulated in section one of the Fine Arts constitution.

Finances

There will ordinarily be no fee payable for participation in the festival since traditionally the professional musicians who have adjudicated and performed at the event have offered their services for free and schools have been able to provide hosting venues on site. Should this not be possible in any given year then the directors should apply to the Principals to authorize a per-school levy to offset the costs of hiring a suitable ensemble/venue as stipulated in section1:10 of section one of the Fine Arts constitution.

Section III: About

2:13 KPASSP MATH FIELD DAY CONSTITUTION

Statement of purpose

Schools have very talented mathematics students in their student body. These students are usually few in number, and gain encouragement in pursuing their interest and talent by meeting with other students of similar interest and ability.

The aims of the Mathematics Field Day are as follows:

(a) To provide a face-to-face forum for talented mathematics students to meet, compete and collaborate.

(b) To help older students improve teaching skills by sharing with younger students.

Venue and Scheduling

Math Field Day is to be held at a venue capable of hosting the numbers involved; one very large room (hall or gym) with approx. 200 desks and chairs and one smaller side room/classroom. The spring is considered the best time, as most students have completed the bulk of their courses. Early April does not conflict so much with AP and IB exams. This date and venue should be set at the last Principals’ following the calendar process outlines in section one of the Fine Arts constitution.

Eligibility

Schools have a right to participate on the understanding that they fulfill the responsibilities listed in the next section: Responsibilities for Participation

Responsibilities for Participation

(a) All coaches will meet at least once a year at the fall coaches meeting as noted in section one of the Fine Arts constitution. Other information can be discussed via email correspondence. The host school may ask for the coaches to meet over lunch on the Field Day itself to discuss any matters pertaining to the future of the event

(b) Coaches should be willing to contribute to the smooth running of the day by taking on small tasks as specified in the event operating manual.

(c) Coaches are responsible for reading the constitution and operating manual for this event. They then ensure to the best of their ability that the students in their team fulfill the expectations above.

(d) Participating students will compete and collaborate in keeping with the spirit and expectations of the event.

(e) The Host School is responsible to provide a suitable venue for the event in accordance with the criteria specified in the operating manual.

Finances

There will be no entry fee for the event. Certificates, etc. are funded by KPASSP and the hosting school absorbs reasonable hosting expenses. Should these expenses become ‘unreasonable’ (for example in the case that a large amount of equipment or venue needs to be hired, particularly if that school is already hosting other events in that year) then teachers may apply to the Principals for a per-school levy in accordance with the guidelines noted in 1:10 of section one of the Fine Arts constitution.

Section III: About

2:14 KPASSP INSTRUMENTAL SOLO AND ENSEMBLE FESTIVAL CONSTITUTION

Statement of Purpose

The KPASSP Solo and Ensemble Festivals is a co-curricular opportunity that provides solo and small ensemble experience for student musicians in a serious and professional, yet supportive environment.

The principal aims of the festival:

To provide solo and small ensemble experience for student musicians in a serious and professional, yet supportive environment.
To provide an opportunity to be critiqued by a professional musician or music educator in a manner that gives them specific direction for growth and encourages their continued participation in music.
To provides an opportunity for the music student to perform serious solo and ensemble literature that is an extension from what normally occurs in class.

The learning value of this event:

It exposes the student to a wider selection of literature. The festival also provides students a valuable opportunity to hear similar performances by other student musicians.
Students receive input from knowledgeable professional.
Students experience a serious and semi-pressured performing environment.

Venue and Scheduling

Event will be held on a principal-approved blackout day, one that does not conflict with any other KPASSP Fine Arts events. The precise date and location will be recommended by the FACs to the Principals by May 1st of the year prior to the festival.
The festival will be hosted by one of the KPASSP member schools.
Venue requirements include:
- a minimum of ten performance centers, each with a piano
- a large central warm-up and instrument storage area
- additional spaces for festival office and adjudicator's hospitality room
- a full complement of percussion equipment
- two large rehearsal venues for instrumental honor groups

Eligibility Requirements

Students in High School or Middle School (as defined by the school) are eligible to participate in the festival on the understanding that they fulfill the responsibilities outlined below and are a minimum of Grade 6 in the American system. Non KPASSP schools will be permitted access to the event only in the case that this does not limit the opportunity for member schools to participate. In that case, an additional fee will be levied as stipulated in section one of the Fine Arts constitution.

Responsibility for Participation (include. Attendance at meetings)

Attendance at the Band directors’ fall meeting (one attendee per school) is required for participation. In the event a director cannot attend the fall meeting, advance notice to the chair of the meeting of the director's absence is required.
Rule changes for the Solo and Ensemble Festival must be put on the agenda prior to the spring meeting, will initially be voted on at the spring directors meeting and finalised at the fall meeting.
All directors/teachers are responsible for
(a) Reading the constitution and procedural manual and ensuring, to the best of their ability, that students fulfill the expectations of the event.
(b) Ensuring that students choose music that is considered ‘classical music’ or ‘art’ music from the western tradition.
(c) Providing accompaniments for their own students.
All students are responsible for meeting the expectations of the event.
All participants (students and coaches) are responsible for attending the festival in a spirit of encouragement and learning rather than competition.
The host of the festival is responsible for hiring the adjudicators, collecting and scheduling the entries from each school, planning festival operations in accordance with the guidelines, securing necessary workers, and preparing the adjudication ballots. Some of these responsibilities may be delegated to other directors whose students will be attending the festival.
The school hosting the festival must provide suitable rooms for each performance venue (adequate for both performer and audience), pianos or electric pianos for each center (except the percussion center), a general warm-up area, a break room for adjudicators, and necessary percussion equipment in the percussion center.

Finances

A fee of up to 1000Yen per entry is levied and this is utilized by the host school to partially offset the considerable costs of this event (adjudicator honoraria; piano tuning, etc.). Changes to the fee structure are constitutional and so should be requested via FACs/Principals.

Section III: About

2:15 KPASSP VOCAL SOLO AND ENSEMBLE FESTIVAL CONSTITUTION

Statement of Purpose

The Vocal Solo and Ensemble festival (VSEF) is a co-curricular opportunity that provides solo and small ensemble experience for student musicians in a nurturing and supportive environment. Student performances are critiqued in a manner that gives them specific direction for growth and encourages their continued participation in music. The evaluation includes a non-competitive rating rather than a competitive placing. Students have an opportunity to hear peer solo and chamber music performances.

Venue and Scheduling:

The VSEF will be on a principal-approved blackout day; there will be no other conflict with a fine arts event. The festival will be hosted by one of the KPASSP member schools. The precise date and location will be recommended by the FACs to the Principals in accordance with the calendar procedures defined in section one of the Fine Arts constitution.

Eligibility Requirements

Students at are eligible to participate provided that they are a minimum of grade 6 in the American system. Non KPASSP schools will pay an additional entry fee as stated in section one of the Fine Arts constitution.

Responsibility for Participation (including meetings)

Attendance at the choral directors’ fall meeting (one attendee per school) is required for participation. In the event a director cannot attend the fall meeting, advance notice to the chair of the meeting of the director's absence is required. Rule changes for the solo and ensemble festival must be put on the agenda prior to the spring meeting, will be voted on at the spring directors’ meeting and reviewed at the fall meeting. An initial distribution of responsibilities for the festival will be made in the spring; these will be reviewed and finalized in the fall meeting.

Responsibilities of coaches and participating schools

All directors/teachers are responsible for reading the constitution and director's guidelines for ensuring to the best of their ability that students fulfill the expectations of the event including the choosing of music appropriate to the event (classical art song music or arrangements of folk songs in that style) and appropriate to the skill level of the student. Directors should ensure that students have appropriate accompaniment support.

Responsibilities of the host school/director include the following (some of which may be delegated/shared):

collecting and scheduling entries and communicating such collected information in a timely manner to directors prior to the event
planning festival operations in accordance to the guidelines
securing necessary festival workers
preparing adjudication ballots
providing tuned pianos in the performance enters
providing a home room area for each participating school
providing a hospitality room for adjudicators

Finances

Section III: About

2:16 KPASSP SPEECH FESTIVAL CONSTITUTION

Statement of Purpose

The KPASSP Speech Festival is an annual event, which aims to

Promote excellence in public speaking skills
Give students the opportunity to grow in confidence and ability in public speaking
Provide a showcase for student speakers
Give student speakers the opportunity to receive feedback from teachers or other adults who are able to offer constructive advice.

Venue and Scheduling

The contest will be held on a Saturday, which does not conflict with any other KPASSP Fine Arts Events. The contest will be held on a sports black out date. The contest will be held on the campus of a KPASSP member school. The precise date and location will be recommended by the FACs to the Principals by May 1st of the year prior to the contest.

Eligibility Requirements

All KPASSP schools are eligible to participate in the Festival on the understanding that they fulfill the responsibilities outlined below:

Schools agree to abide by organizational procedures of the host school.
Schools agree to abide by any other rules, as defined in the Procedural Manual
Coaches attend or send a representative to the Fall coaches meeting as stipulated in section one of the

Fine Arts Constitution and also agree to any other communication protocols or requirements as identified in the Procedural Manual

Specific Responsibility for Participation

The host school is responsible for providing a suitable venue for the event in accordance with the criteria specified in the Procedural Manual
All coaches are responsible for reading the constitution and the Procedural Manual and for ensuring, to the best of their ability, that students fulfill the expectations of the event
All students are responsible for meeting the expectations of the event.
All participants (students and coaches) are responsible for attending the event in a spirit of collaboration and learning rather than competition.
All coaches are expected to attend the autumn meeting. In the case of an unavoidable conflict, a coach may elect to send a representative or, at least, send their apologies in advance. However, in the case that a coach does not attend the meeting or send a representative or apologies, their school may not be permitted to enter the event that year.

Finances

There will be no fee payable for participation in the festival. An event report, including a budget statement must be prepared for submission to the FACs/Principals by the first FAC meeting following the holding of the event. This report will show incoming and outgoing expenses as well as information about the event itself. Facilitators/hosts should refer to section one (1:7) of the Fine Arts constitution for details.

Back to Constitution Overview

Continue to Section IV - KP Student Council

Section III: About