6. Facilities, Services, and Procurements

1. Facilities

   The Music Department occupies two buildings. One is the Music Hall (MH and also referred to as “Old Music Hall”) which contains our two classrooms -- 103 & 107 -- the DAA's office in 108, the Music Resource Center (MRC) in 110, the PAC office in 104, the Listening Room Curator’s office 109, as well as faculty offices, teaching studios and practice rooms. The other is the Music and Drama Center (MDRC), which contains the Concert Hall, teaching studios/ensemble rooms, practice rooms, the Instrumental Music Library (LL04), and a large rehearsal room (LL05). In addition, the choral ensembles occupy several rooms in the lower level of the Chapel, including the Choral Library.

   If you need access to a building and it is locked, call Security at ext. 4444.

   6.1.1 Facilities in the Music Hall

   The Music Resource Center (MRC) is located on the main floor of the Music Hall, Room 110. This room is the main study area for students enrolled in music courses. It houses study scores, piano perfor­mance scores, and recordings. Listening stations with CD and tape players are available. Reserve shelves for course materials are located in the rear portion of the room. Faculty teaching applied music are welcome to place items on reserve for listening by their students.

   The Music Resource Center contains seven A/V computer workstations for listening to and/or viewing materials in our media collections. In addition, each is equipped with a MIDI keyboard, music notation software (Encore and Sibelius), music sequencing software (Digital Performer) and sound editing capability (Amadeus II). Priority for use of these machines is given to students currently enrolled in theory and composition courses, as well as students currently enrolled in other music courses.

   The MRC's hours are Monday through Thursday 8:30 am-5:00 pm and 6:30-midnight. Friday 8:30 am-5:00 pm, Saturday 1:00-5:00 pm, Sunday noon-5:00 pm and 6:30-midnight. A schedule of student attendant hours is posted outside the MRC by the end of the first week of the term.

   The collection in the MRC is not intended to be comprehensive, but rather func­tions as a support for our curriculum. If there are items you would like added, please send a request to the MRC curator (see below).

   The PAC office is also on the main floor of the Music Hall. In this office you may arrange for student recitals (working with the PAC), sign up for rehearsal times in the Concert Hall, and so forth. In addition, there is a computer workstation in this office which is available for adjunct faculty use.

   6.1.2 Facilities in the Music and Drama Center

   The Instrument Library (I-Libe) occupies room LL04 in the MDRC. It houses all the music for the instrumental ensembles and all wind chamber music (string chamber music is kept in Professor Valdivia’s office). The I-Libe is open several hours each day so that students may check out chamber music and purchase various supplies (reeds, oil, etc.). The I-Libe also has a computer workstation and printer for adjunct faculty use.

   The I-Libe hours are normally 9-11:00 a.m. and 3:00-5:00 p.m. Monday through Friday, Saturday morning and Sunday afternoon. A schedule of student attendant hours is posted outside the I-Libe, usually by the end of the first week of the term.

   In the I-Libe and in individual studios, storage cabinets may be provided for adjunct faculty use. Any faculty wishing to have access to these cabinets may request a key from the DAA.

   6.1.3 Other Facilities

   The Lawrence McKinley Gould Library houses the main collection of books on music, music periodicals, sets of complete works, facsimile editions, and the rest of Carleton’s general collec­tion. One may search the Gould Library catalog from the Carleton web page.

   Sayles-Hill Campus Center, across the Bald Spot from Music Hall, serves as the student center. It houses the Carleton bookstore, a snack bar, and campus post office facilities. UPS and first class mail facili­ties are located in the lower level of Leighton. The Sayles-Hill Great Space (adjacent to the snack bar), as well as Severance Great Hall (in the adjoining building) are often used as performance venues, especially by student groups.

   Carleton has a number of recreational facilities that are open to faculty members and their families, including two pools (at Cowling and the West Gym), and our new Recreation Center which boasts an indoor track, indoor tennis courts, and extensive workout facilities. Access to these facilities requires a Carleton ID. Call Residential Life, ext. 5465, for an appointment to get your Carleton picture ID. Recreation Facilities schedules are published each term, and are also available from the Physical Education and Recreation (“PEAR”) office.

2. Services

   6.2.1 Copying and Duplicating Services
   
   
   

   The Department copy machine is currently housed on the main floor of Music Hall. Use of the machine requires a One Card. Each faculty member should get a One Card (see the DAA if you need more information). Personal copies should be charged to your One Card or you can reimburse 10 cents per copy to the DAA.
   
   

   Students should be encouraged to purchase music and discouraged from copying music. In most cases, it is illegal to copy music that is currently in print. Moreover, it is both in our interest as musicians and Music Department policy to encourage the purchase of music. Many online sources of music are readily available, and in addition, a representative from Schmitt Music stops weekly in the DAA's office and can receive and drop off orders. Information on how students should order from Schmitt Music is posted on bulletin boards in the Music Hall and in the Music & Drama Center. This information is also located in the Appendices. Please encourage your students to look at this information. Students should not ask the DAA to order music for them, nor should they expect the Department to cover the cost of their orders.
   
   

   Under no circumstances are students to make copies of music for applied lessons and charge the cost to the Department or to the teacher, nor should faculty make copies of music for their students.
   
   

   For non-music/non-copyrighted copying, please keep the following in mind. No more than 10 copies of a single page should be made using the Department copier. If you have to make more than 10 copies of an item (such as lesson policy guidelines, technical exercises you have developed, etc.), you must make use of Carleton’s Central Services for duplicating. It's much less expensive and the turn-around is excellent. Plan ahead, send your order over and 98% of the time, you will have it back the next day. See the DAA if you need guidance in completing a Central Services order form.
   
   

   6.2.2 Computer Services
   
   
   

   It is College policy that part-time faculty are not provided with computer support, and therefore we cannot provide individual studios with computers, printers, and so forth. The Department recog­nizes, however, that computer access is highly desirable for all of our applied lesson teachers. It is often the most reliable and efficient way for adjunct faculty to contact students, communicate with the Department Chair, DAA, etc., as well as provide teaching support (such as online vendors for music, supplies, etc.). As noted above, computers for adjunct faculty use are located in MH 104 and in MDRC LL04.
   
   
   

   In addition, there are other computer labs on campus which may provide adjuncts with computer/ WWW access, as well as scanning and video editing, CD burning, and so forth. Contact the Department’s ITS (Information Technology Services) liaison for more information regarding these facilities.
   

   All adjunct faculty are entitled to a Carleton computer account for e-mail and internet access, though many adjuncts may prefer to use their own ISP. Dialup to Carleton is available, however it is limited to local access from Northfield (i.e., access from the Cities will entail a long distance toll charge); please consult with our ITS liaison for information on phone numbers and other technical information (modem settings, PPP protocols, etc.).
   
   
   

   6.2.3 Custodial and Maintenance Requests
   

   The Department Chair has a list of the services provided by custodians. If you have a concern regarding custodial services for your area, please put your concern in writing to the DAA.
   
   
   

   If your teaching studio requires repair (broken fixtures, etc.), or if you have need of additional equipment (chairs, tables, music stands, etc.), please contact the Department Chair or DAA, and the appropriate maintenance/facilities service request will be made. Adjunct faculty who would like to request major equipment additions or other changes to their teaching space should consult with the Department Chair (see also the remarks on budgets and procurement below).
   
   

   6.2.4 Keys
   
   
   

   Adjunct faculty who require keys, either for room access or for storage facilities should see the DAA to arrange authorization from the Carleton facilities office. Students registered for applied music programs who need access to practice rooms may request keys from the DAA. Students request­ing lockers in the MDRC may request keys from the Instrumental Library attendant. Please note that if a student is not registered for applied music, they will be denied access to keys. Also, it is the responsibility of the faculty member to inform the DAA should a student with access to studio space drop the course. The DAA would then notify the Facilities Office to recall the key(s) from the student. Likewise, if a student adds a course which requires a key, it is the responsibility of the faculty member to inform the DAA so a key can be ordered for that student. If faculty wish a non-registered student to have keys to certain space, the student must have a signed request from the faculty member. Faculty who need access to space in the Music Hall or the Music & Drama Center may request keys from the DAA. Faculty must return keys at the end of the term or aca­demic year if they will not be using the same space the following term/year.
   
   
   

   6.2.5 Mail Service
   
   
   

   Mailboxes are provided for faculty in the Music Hall and the MDRC; your mailbox will be located in the building which houses your primary teaching studio. All mail is delivered to the Music Hall (usually twice a day) and then relayed to the MDRC. There is an "Outgoing Mail" box in both the Music Hall and the MDRC. Please contact the DAA if you are not receiving incoming mail or if the outgoing mail is not being picked up.
   
   

   6.2.6 Telephone and Voice Mail
   
   
   

   Most adjunct faculty studios in the MDRC do not have phones. However, most adjunct faculty do have an individual voice mail extension which can be accessed from any campus phone or from a home phone. Voice Mail Tips and Information can be found in the Appendices section of this Guidebook. If you have questions regarding your voice mail extension, or if you would like per­sonal training regarding your voice mail, please contact the DAA.
   
   

   A long distance authorization code may be issued for those faculty requesting one. Each month, the Department will receive a printout of all long distance calls, and the faculty member must pay all personal long distance calls made from the College. Any official College business long distance calls made from your home will be reimbursed to you by submitting your phone bill to the DAA.
   
   

   6.2.7 Vehicle Registration
   
   

   Parking is a perennial problem on the Carleton Campus, and thus it is important that the Security Services Office maintain an up-to-date list of vehicles authorized to park on campus. Faculty and staff are required to register their motor vehicles on a biannual basis and display a valid parking permit each time their vehicle is parked on campus. Cars parked on campus without valid permits may be towed at the owner's expense and/or the owner may be fined. Registration forms and vehicle hangtags are available from the Security Services office in Sayles-Hill. For more informa­tion, contact the Security Services Office, ext. 4443.
   
   

3. Library Purchases

   Through its regular operating budget, the Music Department has funds available to support our adjunct faculty through the purchase of library materials, recordings, music (for our music libraries), and so forth. In addition, other support services are available, such as the instrument repair and so forth.

   6.3.2 Office Supplies

   As noted above, there are two music library collections on campus, our “teaching collection” in the MLR and our main collection in the Gould Library. Requests for the purchase of books or bound scores for the Gould Library can be sent in at any time to the Department Chair. Please include the title and composer or author; publisher information and ISBN numbers are also helpful. Requests for music (e.g., a set of piano etudes), CDs or study scores (e.g., Dover scores, miniature scores, etc.) for the MLR should be made to the MLR curator.

   Please note that we have a growing collection of CDs, and it is our normal policy not to purchase recordings of works already in our collection unless the addition would give us a special perform­ance perspective (e.g., historically-important performances, use of authentic instruments or revised editions, etc.).

   6.3.2 Office Supplies

   Regular office supplies (pens, pencils, post-it notes, paper, etc.) may be obtained from the DAA. We keep many supplies in stock and other supplies may be obtained through the bookstore on a Department charge; for authorization numbers please see the DAA.

   6.3.3 Music Purchases

   Purchase of music for chamber ensembles should be made on a Purchasing Requisition Worksheet (requires Adobe Acrobat Reader). All music to be purchased must be itemized as called for on the requisi­tion. A requisition reading, for example, "30 pieces of music" will not be processed. The com­pleted requisition form should be submitted to the Department Chair for processing. See the end of this section for a sample form and also a sample of a completed form.

   And before submitting a requisition for chamber music, check the Instrumental Music Library FIRST(!).

   Information on how students should order from Schmitt Music is posted on bulletin boards in the Music Hall and in the Music & Drama Center and can also be found here (requires Microsoft Word). Please encourage your students to look at this information. Students should not ask the DAA to order music for them, nor should they expect the Department to cover the cost of their orders.

   6.3.4 Musical Instrument Repairs

   Repairs for College-owned instruments are handled by various faculty members. Repairs to key­board instruments and all tuning arrangements are handled by Professor Melville, except for organ repairs and tuning which are handled by Professor Archbold. Any requests for keyboard repairs or tuning should be made to them (be advised, however, that all music Department keyboard instruments are on a tuning and maintenance schedule).

   Professor Rodman or Professor Valdivia handles repairs to orchestral and band instruments owned by the Department. If you have a question about where an inquiry regarding repair should be directed, consult with the Department Chair.

   Repairs to students' personal instruments can be handled by the representative from Schmitt Music (requires Microsoft Word). Instruments should be brought to the DAA; please consult with the DAA as to when the Schmitt representative visits campus. Repaired instruments are normally returned the following week.

   6.3.5 Student Entertainment Fund

   Each term, the Office of the Dean of Students provides faculty with a Student Entertainment Fund to encourage off-campus interactions between faculty and students. This fund is available to help faculty members defray such costs of entertaining students. Forms to request reimbursement are sent via campus mail each term; any questions regarding the use of this fund should be directed to the Dean of Students’ office. See Appendices section for sample form.

   6.3.6 Small Budget Requests

   Budget requests/expenditures that are less than fifty (50) dollars and that are not covered in the above categories may be handled through a departmental petty cash reimbursement. All reim­bursements require receipts. Modest expenditures that are more than fifty (50) dollars require a College check order. All such requests require the approval of the Department Chair. Once such requests have been approved, the DAA will assist the adjunct faculty member in using the College requisition, check request, or petty cash reimbursement.

   A copy of the College Check Order form is included here (requires Adobe Acrobat Reader).

   6.3.7 Larger Budget Requests

   Any major expenditures must be handled through the College’s annual budgeting process. As our fiscal year runs from July 1st through June 30th, major expenditures that are requested during one academic year are (save in cases of emergencies, such as thefts) not realized until the following academic year. There is, therefore, very little “wiggle room” in the current Department budget for large or even moderate expenditures.

   If you would like to request any large item(s) for your studio, or other departmental purchase (such as an instrument) as part of our annual budget process, please speak with the Department Chair. He or she may then ask that you prepare a written request which would include specific informa­tion (model numbers, vendors, and prices) as well as a justification for this expenditure. Such requests would then be evaluated along with all the other requests when preparing the Depart­ment's final yearly budget request. As these requests are prepared over our December break and in the initial weeks of winter term, please send your written requests to the Department Chair by December 1st.