Music, Theatre, and Dance Department Faculty Handbook

Department of Music, Theatre, and Dance
Thomas J. and Marcia J. Haas Center for Performing Arts
Grand Valley State University
Allendale, MI 49401

Academic Calendar

Audition Process

Blackboard Access

Booking Recitals Halls (SVS & CDC)

Bulk Mailing

Class Lists

Copy Center

Course Evaluations

Course Overrides/Permits

Course Syllabi

Department Meetings

FERPA form for Students Requesting Recommendations

FERPA (Release of Information)

Final Exams


Incomplete Grade Procedures

Key Procedure (Faculty/Staff/Student)

Mailing Procedures

Mary Idema Pew Library

Music Office Hours and Secretary Responsibilities

Parking (Including Loading and Unloading Procedures)

Performance Agreements



Recitals and Programs

Recording Procedures

Research for using Human Subject Guidelines


Salary and Paychecks

Studio Class Times

Student Driver Procedures

Student Handbook

Student Repertory Sheets


Textbooks and Supplies for Classes

Travel (Reimbursements and Expense Reports)

Weather Policies

Website Procedures







  1. The applicant applies online at and completes form. An automated response is sent to the applicant stating the application has been received.
  1. Applicant can apply up to three (3) weeks prior to an audition date. Once the three week deadline has passed, applicants are unable to secure an audition time for that date.
  1. Charlyn Worthem pulls the applications from the website and creates files.
  1. The Monday following the cut-off date for applications, Val Stoelzel requests the names of the audition committee members from Dr. Phipps.
  1. Val creates the audition schedule once the faculty committee members have been determined taking in any special requests from faculty for specific time constraints. Applied faculty members are requested to give Val any requests for this action at the beginning of the academic year. Once the three week deadline has passed for submission of applications, Val cannot honor special time requests from faculty members.
  1. The audition schedule is given to Charlyn to type and submitted to the faculty who have been assigned to audition committees on that given audition date.
  1. Val generates letters to each applicant with his/her schedule and includes a map of the campus and the Performing Arts Center (PAC) and sends out via U.S. mail.
  1. Three days prior to the audition date Music Department student workers call each applicant to confirm the applicant's audition schedule. Faculty members are notified of any cancellations.
  1. On the actual audition days, the applicant who is auditioning must stop by the Music Office 1300 (PAC), to check in. If the applicant wishes to practice prior to their audition, they are given directions to the practice rooms.
  1. After the audition and placement tests are completed by the student and the audition forms have been completed by the audition committee members, the applicant's file is returned to the office and given to Charlyn. If Charlyn is not available, the student worker will place the file on Charlyn's desk. Charlyn reviews the files to make sure all information needed is complete. This information is then transferred onto an excel spreadsheet.
  1. The spreadsheet contains the applicant's name, G #, Music Advisor's name, Major/Minor, BM, BA, and BME. The spreadsheet also indicates if the applicant is a transfer student and the name of the college/university they are transferring from. It lists the courses they should register for in the Fall/Winter of that academic year and it also states if the permits have been entered into Banner. Permits will be entered by their Music Advisor.
  1. Once the files are received by Charlyn, Acceptance, Non-Acceptance and Advising letters are created. The Acceptance and Non-Acceptance letter are then given to Dr. Phipps for his signature. The Advising letters are signed by Charlyn.
  1. When Dr. Phipps has signed the letters, he gives them back to Charlyn. Charlyn makes a copy of the letters and places a copy in the student's file.
  1. The original non-acceptance letters are sent to the applicants right away. The original acceptance letters are not sent to the applicant's until Charlyn has received notification from Admissions that the applicant have gained acceptance into the University.
  1. A copy of the acceptance letter and a copy of the Advising letter is sent to Mary Brittain (Admissions), Sandra Briggs (Advising Center) and the Music Advisor. A copy of the Advising letter is placed in the applicant's file. The original Advising letter is sent out to the applicant's after Charlyn has verified the applicant's orientation date in Banner.
  1. Permanent Music files are made after the applicant's orientation date has passed.


  1. Should a faculty member choose to audition a prospective student outside of a normal audition day, they must have that audition approved by the department chair, assemble their own committee and make sure the applicant's file is carried through the process above.
  2. For the August audition date, all letters and advising will be completed on the afternoon of the audition day.


  1. The applicant completes a Dance audition application and submits it on line.
  1. The application is received on the CMS system and pulled off by Charlyn Worthem. CMS is checked on a daily basis. If applications have come in, they are pulled at that time.
  1. A dance audition file is made up. A Dance audition letter is processed by Charlyn Worthem and signed by Shawn Bible.
    Once the letter has been signed, it is sent to the applicant. The letter states the times of the audition, the location, a map of the university that shows where the Performing Arts Building is and a parking permit with instructions as to where they should park.
  1. Three days prior to the audition date, the applicant receives a confirmation call from one of our student workers. This call confirms the time of the audition. It also gives the applicant an opportunity to ask questions regarding the letter they received.
  1. After the auditions are done on audition day, Charlyn receives the applicant files with a list from Shawn stating whether the students have been accepted into the Dance Program or declined.
  1. Acceptance and Rejections letters are then typed by Charlyn and given to Shawn Bible to review. Once Shawn has reviewed the letters, they are given to Dr. Phipps to sign.
  1. After the letters have been signed, the rejection letters are sent out to the applicants immediately by Charlyn. The acceptance letters are sent to Mary Brittain (Admission's Office) and Sandra Briggs (CLAS Advising).
  1. Acceptance letters are not sent to the students until they have gained acceptance into the University.
  1. Charlyn notifies the admission office on the day of auditions then on a weekly basis until she has received notification on all students who have auditioned.
  1. Shawn is given a list of all the Dance students who have been accepted into the University.
  1. Permanent Dance files are made by Charlyn and placed in the student file cabinets



As soon as Charlyn Worthem receives your access information, she will forward it on to you by email.



If you would like to book a recital in SVS, please contact Nate Bliton at .

If you would like to book a recital in CDC, please contact Event Services at . It is suggested that you check with Nate Bliton to see if there are any other music events that might conflict with your event.



Before your Bulk Mailing is started, please be sure to get approval from Dr. Phipps for the cost. For direction on how the bulk mailing can be handled best, please check with the Music Office secretaries or follow the procedures below.

It is required by the Post Office to update all our address lists, every 95 days. So if you are sending out a bulk mailing using the addresses through a print/mail house such as KCI or WAM, we advise you to purchase the Excel Database of the addresses instead of the actual hard printed label themselves.

Once you receive the database by email you can then forward it to Michelle Holstege along with the date of the mailer and number of pieces that you are sending out. Michelle will then run the addresses through a special program to check for accuracy. When return, the office can sort the database by zip code and print either labels or envelopes for the mailing.

Please do not have personal items sent to you at work as we do not want liability issues for private items.



A reminder that each of you should carefully check your class rosters against those students who are actually attending your course during the first week of classes, after the drop deadline and at each grading point. Please remind improperly registered students to fix their registration by Friday of the first week of classes as the process is more difficult after that date. Information regarding late adds can be found at
Class rosters can be found through: - the course blackboard link (,
- the Banner Self-Service - or the GVSU Faculty/Staff Additional Student Information link. Both Self-Service and Additional Student Information link can be found on the Banner Homepage (
Should you need assistance finding your class roster or navigating these above links, please contact the GVSU helpdesk (331-2101) for information on workshops and training.



The GVSU Copy Center will no longer accept copy jobs submitted through the paper copy job form. All copy jobs must be submitted on the new GVSU Copy Center online website.

To access the Copy Center website from campus go to:

To access the Copy Center website from home go to VPN first:

You can find a manual that will give you step by step instructions on how to submit a copy job online.



Student evaluations of teaching are required of all faculty for each course they teach.

  • Two weeks prior to exam week, you will receive Hard Copies of Evaluations in your mailbox
  • You may not be present when the students of your class are completing the evaluations
  • Have one of the students collect the evaluations when finished and turn them in to the Music Office



Overrides or Permits to get into courses are necessary for students who are not majors or for closed classes. Affiliate faculty and tenure track faculty will be trained by the Records Office so that they can issue an override or permit for their classes. If you have not been trained yet, or need refresher training, please call the Registrar at 616-331-3327 to ask for a training appointment.

Students needing permits can find the form and instructions underneath the "for current students" tab of the Department of Music homepage. The student must fill out the Override/Permit form and get the signature of the faculty member teaching the course before an override or permit can be entered.



The regular review of curriculum is an important part of self-governance. In addition, course syllabi are regularly used to indicate how the department is meeting GVSU and National Association of Schools of Music standards for instruction. As a result, the Music Department Curriculum Committee and Music Department chair ask that you submit an electronic copy of all your course syllabi for this semester to by FRIDAY of the first week of classes. If you have already done so, thank you.
It would be very helpful to the students if the title of that document were "Instructorlastname_MUS_Course#". For example, Concert Band would be "Martin_MUS_102".

All syllabi should contain the following basic information. You are welcome to have more material in your syllabi.

The following guidelines are from the GVSU 2011-2012 Faculty Handbook:

• The title, department, and number of the course.

• Prerequisites to the course, if any.

• The name, office number, and office hours of the instructor offering the course.

• An explanation of policy relative to student absences.

• The objectives and requirements of the course.

• The basis for grading in the course.

• The texts and/or laboratory supplies required for the course.

• Date and time of final examination (from published exam schedule)

The MDCC requests the following, to be consistent with University Curriculum Committee Standards

Course Objectives should follow the following format: List the objectives that this course should achieve. Objectives should be student-centered and measurable (as appropriate for the type of course that it is), preferably taking the form of a list of items following the statement, "At the end of the course, the student will be able to..."

**Associate Dean of Curriculum for the College of Liberal Arts and Sciences requests the following:

In working on student-related issues, students provide the syllabus for the course as part of the information gathering process. There are three general areas where including relevant information in the syllabus seem to be most helpful in reducing student confusion about expectations and providing a relatively consistent message. These three items are:

• a clear, defined grading scale

• a statement related to academic integrity

• a statement related to students who may desire accommodation

This gives a faculty member a firmer foundation in the (unlikely) event of an appeal.

Sample Statements:

Academic Integrity

Students will do original work and will not take or receive the efforts of another person on any test or assignment, use unauthorized resources on quizzes or tests, plagiarize, or give/sell other students papers or assignments not authorized by the instructor. You are responsible for making yourself aware of and for understanding the policies and procedures that pertain to academic integrity. To that end, be sure to familiarize yourself with the GVSU Student Code [Section 223.01] related to academic integrity. Furthermore, be sure to reference sources at all times. If you are uncertain about such an issue prior to submission of an assignment, project, or test, please see XXX so we can eliminate that uncertainty.


If there is any student in this class who has special needs because of a learning, physical, or other disability, please contact me and Disability Support Services (DSS) at (616) 331-2490. Furthermore, if you have a disability and think you will need assistance evacuating this classroom and/or building in an emergency, please make me aware so that the university and I can develop a plan to assist you. It is the student's responsibility to request assistance from DSS.
We will no longer accept paper copies, as the entire set of syllabi will be presented in electronic format to our visiting evaluators.



Department meetings are arranged at the beginning of the semester. Tenure Track Faculty are expected to attend. Absences should be announced to the Department Chair in advance of the meeting.

Affiliate, Visiting and Adjunct Faculty are not required to attend department meetings but my be asked to attend other department committee meetings. There may be a few exceptions to this policy. Check with the Department Chair if you have any questions about attending department meetings.


FERPA form for Students Requesting Recommendations

Students requesting a letter of recommendation from any faculty or staff member at GVSU must fill out a FERPA release form. The form is available here. 


FERPA Release of Information

There are two different FERPA Forms

The Family and Educational Rights and Privacy Act of 1974, provides that the release of education records (or personally identifiable information therein, except for public directory information) without the written consent of the student will not be made. This form would be the one used when a parent(s) wants to speak about their students grades with a faculty member. Click on this link for the FERPA Form that applies to this situation.

FERPA also allows the release of certain pieces of "directory information" without the prior written consent of the student. Each college and university identifies what, if any, information will be considered as "directory information." The student has the legal right to "opt out" of the directory so that no information is released to anyone at anytime unless written consent is granted. GVSU directory information includes the following: Name, local phone number and email address. Click on this link for the FERPA Form that applies to this situation.



All instructors are required to have a class meeting during the scheduled final exam time. You can find the exam schedule on the GVSU website under Academic Calendar. You must use the time assigned.



Entering Grades:

All instructors are required to submit the grades for their classes through the Banner System on-line and are required to submit their grades by the deadline.

  • Final grades are due the Tuesday at noon after finals week during the fall and winter semesters.
  • Spring/summer grades are due at noon on Mondays following the final exam period.
  • Mid-term grades are required for students in their first semester of study or students in academic difficulty. These are also entered through the Banner System.

Process for Entering Grades

  1. Go to the Grand Valley main website and go to myBanner. Choose the Banner Self-Service option to submit grades. You will be notified when grades can be submitted via email.
  2. In the directory, choose either mid-term grades or final grades. Enter the grades, print a copy for your records, and submit the grades on-line. Remember to save your grades often.

There is a document on how to enter grades, "Student SSB Job Aid - Mid-Term & Final Grade Entry", located on the department's Blackboard site. Should you have questions, download a copy of this navigation guide.


  • Any grade for a student is confidential, and should be viewed by the student only.
  • Unattended grades are not to be left in the hallway or classroom for the student to pick up. When student work is being returned, the instructor must be present and give the grade/work to the student.
  • Giving a student an incomplete grade (I) is discouraged, and should be given only because of an unavoidable situation (such as a severe illness).



Assigning a Grade of Incomplete:

A grade of "I" (incomplete) is assigned only in truly extenuating circumstances and only if the student has completed most (minimum of 2/3) of the work required for the course. For the sake of both you and the student, the terms for such an agreement must be spelled out in writing, clearly and in detail, and an Incomplete Grade Form must be filled out and turned in. Please follow the Electronic Incomplete Grade Instructions. You enter a letter grade of "I" in Banner. Obviously, you should not enter into an agreement to give an incomplete grade if you are not returning to teach at the university. When the student completes the work, you need to assign a grade and enter the new grade on a Grade Change Form.

*Please note: New to this electronic form is the default grade and the LDAA information. That means the instructor will include a default grade if work is not completed. If the academic work is not completed by the catalog stated deadline, this grade will automatically be assigned to the student.

Procedure for Failing Grades:

Grades of F require a last date of academic activity. Failure to complete these requirements holds up all of your grades-not just that F.



Faculty/Staff, please contact Charlyn Worthem regarding any keys needed.

Student Key Process:

Piano Practice Rooms (PAC)

Strings Storage

Murray Practice Rooms

  • Student is directed by the Music Department Office to go to Student Services Cashier Window and make a $10 deposit. The student needs to tell the Cashier they are making a "Music Key Deposit" (This wording is critical to getting the money in the correct account).
  • The Cashier will give the student a receipt showing a key deposit was made which student brings back to the Music Department Office Receptionist (or other staff if Receptionist is not available.)
  • The Music Department Office Receptionist maintains an electronic tracking document which includes the student's name, G#, date key was issued and has a column for the date the key is returned. She/he gives the student a key/card and adds the student's information to the key tracking document after reviewing the deposit receipt.
  • When the student no longer needs the key, they bring the key back to the Music Department Office Receptionist (or office staff) who documents on the key tracking document that the student has returned the key and advises the student that they should have a check within a week (unless there is something owing on their student account in which case the deposit amount will be applied to their student account.)



Bulk Mailings

Please check with the Music Office before doing a Bulk Mailing. It is required by the Post Office to update our address lists every 95 days. So if you are sending out a bulk mailing through a print/mail house such as KCI or WAM, then you must notify Michelle Holstege the date, mailer and number of pieces that you are sending out.

International Packages (TSA Requirements)

Steps for filling out Customs Forms for packages

  • You will need to go to
  • Click on SEND MAIL
  • Prepare International Mail
  • Customs Forms
  • PS Form 2976 for items less than $400
  • PS Form 2976 A for items more than $400
  • Complete the form on line and print it out.
  • The form will have to be attached to your package and sent to our mail room.
  • If you are selling merchandise to someone in a foreign country (unlikely) you will have to include a copy of the commercial invoice.

* The only other alternative is for the sender to take the item directly to the post office and sign the forms in front of the mail clerk. Be sure to keep the receipt of your transaction for reimbursement, as long as the mailing is for GVSU Business Purposes only.

If you have any questions, please call Steven Leeser at 13850 or email at



As an instructor, you are allowed to take out up to 50 books for up to 15 weeks.

The Music Department Liaison if Lisa Fuerzeig ( or her office phone at 616-331-2584. The Dance Department Liaison if Shawn Bible ( or 616-331-3487. Please contact the Liaison listed above with all your questions.

If they are not available then you may contact the Music and Dance Department Library Liaison which is Kim Ranger (, her office is located at 240 Library, Allendale Campus and her office phone is 616-331-2633.



Office hours are Monday through Friday, 8:00 a.m. - 5:00 p.m.

Secretary Responsibilities:
Kristi Fosdick: Finances, Contracts, Expense Reports, and Professional Development Travel/Grants; Course Schedules; Office Procedures

Charlyn Worthem: Student Services & Admissions; Faculty Non-Financial Support, Office Supplies and Email & Network Account Request; Scholarship & Grades; Key Administrator

Joann Szyniszewski: Receptionist and Public Contact Liaison, Jury Scheduling and PAC Room Scheduling; Department Chair's Calendar; Faculty Assistant for Guest Reservations (hotel & air travel) & Vehicle Rentals & Motor Pool Requirements, Mail, Website

SHARED DUTIES: Writing guest parking passes, unlocking doors


PARKING (Including Loading & Unloading)

You should have received a parking sticker from Public Safety before the beginning of the semester. You are allowed only one parking sticker, unless your spouse has a pass to the Fieldhouse. In that case, they can receive a parking permit for their car.

  • A parking permit is required M-F from 7 AM - 6:30 PM.
  • Music and Dance faculty typically park in Lot H, located west of Kirkhof Center.
  • Do not park in the spaces reserved for student residents. You will get a ticket.
  • If you forget to your permit, ask any of the Music Secretaries to fill out a one-day temporary permit, in the office.

Service Vehicle Parking Permit Guidelines. This permit is to be used by Music Faculty/Staff only. It is to be used in the following areas:

You May Park:

  • In Service Vehicle spaces
  • In loading spaces for 15 minutes for purpose of unloading equipment.
  • If no Service Vehicle spaces are available, park in Faculty/Staff spaces.

Do Not Park:

  • Blocking building entrances or walkways
  • In Handicap spaces
  • On lawns or building entrances

The permit is not allowed to be signed out overnight unless prior approval has been made with Dr. Phipps or Dr. Tutt.

Under no circumstance (unless you have been given prior authorization from Public Safety) is there to be ANY unloading of equipment, etc. done in the front of the PAC where the buses have to enter.

If there is any unloading done in the front of PAC, it is considered a parking violation and there will be a ticket issued by Public Safety.

In the event that a ticket is issued, it is the responsibility of the person driving the vehicle to pay for the ticket.

If you have any questions, please feel free to stop by the Music Office and speak with Charlyn Worthem.



  • There are very stringent rules about how to get someone paid (employee vs independent contractor.) Please discuss with Kristi if it is not absolutely clear which applies.
  • Please make sure the contractor provides all the information requested.
  • Always include a W9 unless the provider of the service has worked for us within the past 12 months. If in doubt, request one.
  • If independent contractor is being reimbursed for travel, please include that on the Performance Agreement and attach the whole itinerary including the pricing



Concert programs should be emailed to Val Stoelzel at no later than 3 weeks prior to the event.



Publicity material to be posted on the various calendars (Arts Calendar, Music Department performance calendar, University Events calendar) should be sent to Valerie Stoelzel at Publicity material should include the date, time, location of the event, biography of the artist, and photo of the artist.



Recital Planning: A student should schedule the recital date and plan the recital program with his/her applied teacher and accompanist well in advance. Students giving a half recital are strongly encouraged to share a recital with another student giving a half recital. The same faculty committee (applied teacher plus two additional faculty members) would serve both students giving the recital.

Required performance times are as follows:

Half Recital: at least 30 minutes of music
Full Recital: at least 60 minutes of music

Required recitals are part of the regular applied lesson curriculum as follows:

MUSIC 345, 441: Half recital
MUSIC 445: Full recital

*Individual faculty may have additional requirements and these requirements must appear in the applied lesson syllabi.

Performance Times:

Monday through Friday: 5:30pm or 7:30pm
Saturday & Sunday: 12:00pm, 2:30pm, 5:30pm or 7:30pm

1.BME students may not schedule a degree recital during semesters in which they are student teaching (EDI 431/432).
2. Students may not schedule a recital during the last week of classes or finals week.

Confirm Date and Space : Because recital spaces are limited a student should confirm a date MONTHS before the recital. PLAN AHEAD and PLAN EARLY. Winter semester is especially filled with recitals.

Recital venues and contact information for reservations:

Sherman Van Solkema Recital Hall: Nate Bliton -

Cook-Dewitt Center: Kelly Pnacek-Carter (Events Services) or 331-2350

Students using Cook-Dewitt Center will also need to reserve the Steinway piano by contacting Nate Bliton -

If the university harpsichord or organ is required, contact Professor Greg Crowell - as soon as a date is confirmed to make special arrangements for moving and tuning the instrument(s).


Pre-Recital Hearing: All students preparing to perform a recital are required to complete a Pre-Recital Hearing. Once the recital date, time and performance venue are confirmed, it is the student's responsibility to select a faculty recital committee.

A. BM or BA Recital Committee (3 faculty members): Student's applied teacher and 2 other faculty members.
B. BME Recital Committee (3 faculty members): Student's applied teacher and 2 other faculty members with one being a member of the music education area C. Students sharing a recital will share a faculty committee (3 faculty members): 1. 2 respective applied faculty members and 1 one other faculty member 2. If same applied teacher, then applied teacher and 2 other faculty members. D. The applied teacher(s) must attend the recital; the other recital faculty member(s) are not required to attend the recital.

1. Having invited faculty and received positive responses from three faculty members, the student will schedule a pre-recital hearing preferably in the performance space.
2. All three faculty committee members must be present at the Pre-Recital Hearing. 3. The applied teacher(s) must attend the recital; the other recital faculty member(s)are not required to attend the recital. 4. The pre-recital hearing must be scheduled ONE WEEK in advance of the actual recital.
5. If other students are assisting the recital performer, these participants must be in attendance at the Pre-Recital Hearing. 6. Performing students are responsible for confirming the availability of the accompanist, faculty committee and any assisting performers for the Pre-Recital hearing .
7. Students must have available at least one complete copy of the musical scores for use by the faculty recital committee at the Pre-Recital Hearing. 8. Three (3) copies of the recital program are required for the committee members. 9. The student may choose the first selection and the committee may request to hear any or all of the remaining works. 10. Students are notified immediately following the hearing concerning permission to continue with the recital performance. 11. If a student does not successfully pass the Pre-Recital Hearing: A. The pre-recital hearing must be repeated/scheduled at a later date. B. The initial recital cancelled and rescheduled after the repeated pre-recital hearing.

Recital Coordinator : After securing the recital date, venue and faculty committee, the student must:

1. Complete the RECITAL APPLICATION (available in the "Current Students area on the Music and Dance Department website -
2. Send the completed application to the recital coordinator, Prof. John Martin ( ).
3. Application must be submitted 4 weeks before pre-recital hearing.

Dress Rehearsal: A dress rehearsal in the recital space should be scheduled as soon as possible after the committee has approved the recital. All performing personnel should be present. It is not necessary to include the faculty committee in this rehearsal with the exception of the applied teacher.

Recital Programs :
1. Students create their own recital programs with final editing by the applied teacher following the format of sample programs (available in the "Current Students" area on the Music and Dance Department website -
2. Three (3) copies of the complete program draft will be given to the recital committee at the pre-recital hearing. 3. The program will include: titles, dates of composition, composers' and/or arrangers' birth and death dates, assisting personnel and their instruments, text translations for vocalists, and program notes if required by the applied teacher (but see no. 6 below). 4. Once the recital is approved, incorporate any final revisions in the program copy as suggested by the recital committee. 5. It is the performer's responsibility to print his/her own programs. 6. Recitals that are BA senior projects (that is, done under MUS 479 01) must either include program notes or be done as lecture-recitals. See "Degree Programs" in the handbook for further details.

Recording Request : If the performer would like the recital recorded, please fill out an Audio Recording Request form available in the "Current Students" area on the Music and Dance Department website -

Recital Checklist: The checklist for student recital planning is available in the "Current Students" area on the Music and Dance Department website -

Non-degree Recitals: If a student wants to perform a non-degree recital, it is the applied professor's responsibility to schedule the recital during the first four weeks of the fall or winter semester.



The following ensembles are automatically scheduled for recording: MUS 101-MUS 103, MUS 105, MUS 109-MUS 118. Any faculty or student performance needing an additional performance should make a request using the "Audio Recording Form" underneath the "Current Students" or "For Faculty" tabs of the GVSU Music webpage.



GVSU Music Department Human Research Review Policy

I. Purpose

Periodically the GVSU Music Department may be involved with human subjects research. To comply with all university and governmental regulations, this document will set forth the policy and procedures for Music Department faculty and staff in regard to human subjects research.

II. Personnel

Any member of the Music department faculty or staff could be involved in conducting human subjects research, or advising student-led human subjects research.

III. Approval

Before conducting any human subjects research or advising student-led human subjects research, faculty must propose a research design that meets all university guidelines and federal regulations. Faculty must successfully complete the required training for the ethical conduct of human subjects researchers. Music chair, or designate, approval is required; proposals must have scientific merit and validity. The research proposal must be submitted to the GVSU Human Research Review Committee (HRRC).

IV. Data Security and Storage

Individual researchers are responsible for data security and maintenance of records as specified by university guidelines and federal regulations.

V. Separation

When faculty members separate from GVSU before their human subjects research is completed, a full account of all ongoing research activity will be required in an exit interview with the Music department chair.

VI. Conduct

All research will comply with GVSU's established polices and procedures for research conduct.

VII. Notification

Faculty and staff will be reminded regularly of the requirement to promptly report to the chair all direct knowledge of research non-compliance within the Music department or university. The chair will report to the dean and chair of the HRRC as appropriate.

Faculty and staff will be reminded regularly of the requirement to submit proposed covered research activities to the chair and the HRRC for approval prior to implementation of the research.

Faculty joining or affiliating with GVSU through this unit will be asked if they are engaged in any ongoing human subject research activities, and instructed to communicate with the HRRC Chair regarding compliance oversight requirements.



Lock your office door when you leave your office. Remind your students not to leave their belongings unattended.



  • You will be paid twice a month by direct deposit, typically on the 15th and the last day of the month.
  • If you are a Visiting faculty hired for a full academic year, your pay will continue over the winter holiday. It will end two weeks after the end of the winter semester if you choose the 9 month option. The 12 month option will extend your paycheck through the summer.
  • If you are an adjunct faculty member, your pay is based on the number of classes you are teaching and it ends when your classes end. Your paychecks will end at the end of the semester. You are not paid for the Christmas holiday break.



Follow the link, Studio Class Times to see the listed times for Faculty's Studio hours.



Follow this link, Student Driver Procedures to see the NEW Student Driver Procedures.

All students driving rental, university or personal vehicles on behalf of Grand Valley State University must have their driver's licenses checked by Grand Valley Police Department through the LEIN (Law Enforcement Information Network) System.



The Student Handbook can be found on the Music & Dance website. It is located on the left side of the list under "Current Students", as a pdf file titled, Department of Music Student Handbook .


A reminder to make sure that your students are filling out the Student Repertory Sheet each semester as a record of what they have completed in your applied lessons. The Repertory Sheet is now available online underneath "Current Students" on the music homepage.

One additional note: Since NASM requires small ensemble participation for all majors in professional degrees (BM and BME in our case) it is important that we are providing these experiences for our students. This particular need is addressed through a required course in the BM degree but not in the BME. As such, BME majors need to have some sort of small ensemble experience during their undergraduate study. This is then notated on the repertory sheet under "Ensembles, Chamber Music, Accompaniments". The range of small ensemble experiences can be quite wide, from duets, to sax quartets to chamber voice ensembles. The possibilities are quite expansive and need not be confined to a single approach.

Thank you very much for assisting students in filling out these forms correctly as part of the jury process in order to meet our accreditation requirements.



Siemens Telephone & Voice Mail Instructions (please follow link below)

Outlook @ GVSU (please follow the link below)





Travel Reimbursements

You can request reimbursement for Travel, prior approval from Dr. Phipps. It may take several weeks to receive the reimbursement. Go to Business and Finance website, and download the appropriate Travel Reimbursement form, found under Forms. Fill it out electronically, print and sign a copy. Include receipt for purchases, and scotch taped to a separate blank white sheet of paper. Submit to the office for reimbursement.

Travel Expense Reports

  • Please do not pay someone for a service and then request reimbursement on a T&E. You will not be reimbursed. The person/organization to be paid should be paid on a Performance Agreement or submit an invoice.
  • Please type your T&E - hand written T&E's require hand calculations creating a greater workload for Travel Accounting.
  • If you have a Performance Agreement for an independent contractor, please include their travel on the Performance Agreement. Non-employees normally aren't reimbursed with a T&E. The exception is if we are only paying travel expenses. Please provide the whole Itinerary
  • When printing expense report, please use "landscape setting." If it won't print correctly, please send via email to Charese.



The University rarely cancels classes because of inclement weather. The public radio station of Grand Valley State University, WGVU at 88.5 FM, will announce all the cancellations and delays. Also, the web page at will keep cancellations posted.

During evening classes, there may be occasions when you feel it necessary to let your class go early. Use your best judgement in those situations. The two types of severe weather that have been encountered at this university are heavy snow and tornado warnings.



The website ( contains many forms commonly used by faculty. Should you find a need for information and/of forms that are not currently available, please let Joann Szyniszewski know. Each faculty member should review areas of the website that pertain to them, particularly their own biography, audition information for their applied instrument and ensemble details, if applicable.
In addition, if you have an event for which you would like a registration form posted on the site, you will need to submit that information to Institutional Marketing two months before you would like the form posted as it can take some time to get the form back from them. Other information, including the event website, can be sent along closer to the date that you would like the information to go "live" on the website.

If you would like a studio or area website, please contact the office. The university provides resources and server space for you to design and host a website.



  • Department of Music and Dance

1300 Performing Arts Center
1 Campus Drive Allendale, MI 49401


  • College of Liberal Arts and Sciences - CLAS

Dean's Office
B-4-232 Mackinac Hall 1 Campus Drive Allendale, MI 49401 616-331-2495

Page last modified September 25, 2017