Policies and Procedures of Moore Media Records of School of Broadcast and Cinematic Arts atCentral Michigan University
I. The Purposes of Moore Media Records are to:
A. Provide experience in Record Label Management/music production
B. Offer more options for student activities which reflect various career interests related to the recording industry and music production.
C. Promote activities of the Broadcast and Cinematic Arts Department, of the College of Communication and Fine Arts and of CMU in ways unique and inherent to the electronic media.
II. Moore Media Records Organizational Responsibilities are to:
A. Hold weekly meetings for discussion, presentations and guidance in the activities and responsibilities of the organization.
B. Monitor personnel, work flow, structure and function to ensure positive presentation of the organization’s activities.
III. BCA Department Responsibilities are to:
A. Provide faculty advisor(s) to Moore Media Records.
B. Provide hardware and software necessary to fulfilling the organization’s objectives.
C. Oversee and approve records and expenses.
IV. Moore Media Records Organization
A. Central Michigan University is governed in descending order by the Board of Trustees, President, Provost, Dean of the College of Communication and Fine Arts and the Chairperson of the Department of Broadcast and Cinematic Arts who authorizes overall organization policy, operating function, and financial activity.
B. The General Manager of Moore Media Records is the Chairperson of the Department of Broadcast and Cinematic Arts and is responsible for all activities of the organization.
C. The BCA Department “Label Advisor” is appointed by the Chairperson of the Department of Broadcast and Cinematic Arts and is the primary advisor to Moore Media Records. That person is responsible to the department for the management and activities of Moore Media Records.
D. Moore Media Records is primarily a BCA-funded record label, music production laboratory, co-curricular to course offerings of the Department. For this reason, the General Manager and/or Label Advisor may set both hardware and software use/access for staff of Moore Media Records.
E. The Executive Staff of Moore Media Records consists of students appointed to the following positions by the Department of Broadcast and Cinematic Arts:
• Label President/Producer
• Business Affairs/Accounting Manager
• A&R Manager
• Marketing/Promotions Manager
• Artist Relations Manager
• Production Manager
• Art Director
1. The structure of the Executive Staff of Moore Media Records embraces the department concept of management. It is highly functional in nature. The members of the Executive Staff are equal in voting stature.
2. The Chairperson of the Executive Staff is the Label President/Producer. In the Label President/Producer’s absence, the Artist Relations Manager assumes leadership.
3. The Executive Staff sets both immediate and long-range goals for Moore Media Records and works to assure that goals are achieved. In doing this, among other activities, the Executive Staff makes major decisions on a long-range basis, coordinates organizational activities, and reviews and evaluates the progress of personnel. The Executive Staff also approves appointment to any supervisory staff positions in the organization.
4. The Procedure for appointment to Executive Staff involves the incumbent Executive Staff, the BCA Label Advisor and the faculty/staff of the Department of Broadcast and Cinematic Arts.
a. Executive Staff positions are normally selected near the end of the Spring Term for the following regular academic year. Vacancies may occur from time-to-time by resignation or other causes.
b. When a position is to be filled on the Executive Staff, notice of that pending or current vacancy is posted on the Department and other appropriate bulletin boards. Any student who wishes to be considered may apply for the position(s) so posted by completing the Executive Staff Application Form and submitting it to the BCA Label Advisor along with any other supporting documents on or before the submission deadline posted on the vacancy notice.
c. At the next meeting for the Staff, interview times will be established for each applicant for each vacancy posted. All candidates for a position will be interviewed, after which the Executive Staff will deliberate and recommend the name of the most acceptable candidate to the Label Advisor by secret ballot. The Label Advisor reviews the Executive Staff recommendation(s), attaches his/her own recommendation(s) and forwards both sets of recommendations to the Department of Broadcast and Cinematic Arts.
d. The BCA Department, after deliberation, makes the final decision on appointment of the person to fill each vacancy.
e. The Executive Staff, the Label Advisor, and the Department all have the option of voting to reopen any position for which a suitable applicant has not been determined. In such case, the notice of reopening of the position vacancy is posted and the above procedure is repeated. Persons who originally applied for a position that has been reopened may reapply for that position.
V. Duties and Responsibilities
A. All student Executive Staff personnel are responsible for fulfilling the following roles:
1. Conduct ongoing performance evaluations of all persons working within their departments, including a written evaluation of each individual to be submitted to the Label Advisor at the end of the semester for inclusion in that individual’s personnel file.
2. Monitor BCA web activities, especially those pertaining most directly to their departments, for the purpose of continually improving the Department’s presentation(s) and operations as well as the public image of the organization in any situation.
3. Attend all Executive Staff meetings and general staff meetings, prepared for the deliberations that will take place at those meetings.
4. Monitor and control all budgetary activities within their own departments.
5. Continually work with all personnel within their departments in a manner that furthers each one’s electronic media education and assures well-trained applicants for Executive Staff positions in future semesters.
6. Become skilled in the operation of software programs and equipment used in the operations of the organization.
7. Strive to improve their own professional demeanor and performance to be able to present the best possible role model for those in their respective departments.
B. In addition to the general responsibilities listed above, Executive Staff personnel have specific duties as outlined below:
1. Label President
a. The Label President supervises the activities of the organization by guiding the departments in setting and accomplishing goals. He or she is responsible for all additional duties delegated to him/her by the Label Advisor or General Manager concerning any aspect of the operations of the organization.
b. The Label President chairs all Executive Staff and general staff meetings, coordinates all aspects of the functions of Moore Media Records and is responsible for recording and appropriate dissemination of minutes of those meetings.
c. He/she is a liaison between the BCA Department and the organization’s personnel. When possible, the Label President, along with other department heads, should represent Moore Media Records at all organizational functions. More specifically, the Label President may integrate with other divisions of the label, such as acting as head producer or working extensively with A&R.
2. Business Affairs/Accounting Manager
a. The Business/ Accounting Manager of Moore Media Records has three primary responsibilities:
i. To keep track of artist contracts and label expenses;
ii. To seek, on a continuing basis, new and repeat funding to support Moore Music Activities through business, professional, and personal grants, sales or donations to the organization and the Department of Broadcast and Cinematic Arts; and
iii. To authorize budgets for the departments within the label in accordance with the guidelines established by the Executive Staff, oversee all activities within each of the various budgets, and guide the department heads of Moore Media Records in adequate preparation and appropriate use of the budgets allotted to their departments.
b. In accomplishing these, the Business Affairs/Accounting Manager works directly with the Label Advisor and any other person assigned by the BCA Department to oversee accounts in order to assure full compliance with university guidelines and requirements for such activities. It is his/her responsibility to assure that all personnel on the Business staff are fully trained in all procedures required by the university and the BCA Department, to train, coach and critique all staff members involved in grants activities in the best procedures for approaching constituencies in order to secure grants, and to coordinate all activities in this area.
3. A&R Manager
a. The A&R Manager is in charge of coordinating and organizing the A&R Department of Moore Media Records.
b. General duties include finding new musical talent and making agreements to record and/or promote a particular band or album.
c. A&R Manager should be up to date on the local music scene and be aware of live events. May involve delegating members of the A&R Department to attend live appearances, open mics, etc. in order to judge the potential bands/clients.
4. Marketing/Promotions Manager
a. The Marketing/Promotions Manager is responsible for creating exposure for the bands MMR wishes to promote and getting the music to the public.
b. The Marketing/Promotions Manager is responsible for coordinating the Marketing/Promotions Staff activities. This may include flyer promotion for live appearances, album advertisements, or getting exposure through radio airplay.
5. Artist Relations Manager
a. Artist Relations Manager is responsible for keeping signed artists informed and satisfied with our involvement in their career.
b. The Artist Relations Manager delegates the Artist Relation staff member to monitor potential and signed artists.
6. Production Manager
a. The Production Manager is responsible for overseeing the recording process.
b. The Production Manager is responsible for maintaining an adequate production staff.
7. Art Director
a. The Art Director is responsible for overseeing the artistic development of MMR and its’ artists, maintaining a consistent image for both.
b. The Art Director will also act as a liaison between M2D2 and MMR, planning and developing web sites for signed artists.
c. The Art Director should maintain an artistic staff, making sure that staff members are up to date with relevant software used in artistic development.
d. The Art Director is also responsible for screening the content of material used on MMR supported websites and any related BCA outlets.
C. Business Affairs Department Operation
1. General duties include searching for businesses willing to donate to the organization through grants and sales. Applicable businesses may include record stores, music stores, as well as any other music related business that is deemed fit by those involved with Moore Media Records.
2. Developing budgets for each branch of the record label.
3. Maintaining a close record of label expenses and artist contracts.
D. A&R Department Operation
1. Members of the A&R Department must attend all A&R meetings.
a. You must inform A&R head if you are unable to attend.
b. Contact the A&R head if no longer interested in staff position.
2. Members of the A&R Department must attend concerts or performances you are scheduled to attend.
a. Take notes of artist’s strengths and weaknesses.
b. Complete the appropriate concert review sheet.
c. Obtain a demo from the performer or discuss how to obtain a recording for selection purposes.
d. Talk with the artist and inform them of MMR and our goals.
e. Obtain artist contact information.
f. Follow through with all contacts you make and keep the artist informed.
3. If performance is at an establishment that serves alcohol, assigned A&R member must be 21 or over.
a. Remember to remain professional; you are representing MMR as well as CMU and the BCA Department.
b. Alcohol impairs your senses, Therefore you should not drink alcohol while performing Moore Media Record duties.
E. Marketing/Promotion Department Operation
1. Staff members must help generate ideas for promoting Moore Media Records (i.e. flyers, website design, or radio and television spots, etc.)
2. Staff members will be delegated specific duties by Marketing/Promotions Director(s) to promote bands through flyers, website design, radio and television spots, etc.
3. Staff must help promote events for bands, MMR Meetings, and MMR events.
4. Promotions staff is responsible for maintaining a consistent image for a specific band or artist. This could encompass the specific look of flyers, CD artwork, or website design for an artist we are promoting.
5. Staff members are always open and encouraged to suggest new ideas for MMR promotion.
F. Artist Relations Department Operation
1. Each staff member will be assigned to a band to manage or co-manage. When assigned to a band, each member has the following responsibilities:
a. The FIRST task is to contact the artist and obtain information needed to complete the artist data form.
b. You are to determine whether to contact the artist on a weekly or biweekly basis, whichever may be better for the artist. There should not be a period of time longer than 2 weeks in which the artist is not contacted by phone or email with an update.
c. You are to present new information (regarding either the artist or MMR) provided by Moore Media Records or MMR E-staff to the artist immediately.
d. The artist needs to be provided with all new updates, changes or news regarding MMR and their own progress or requirements.
e. You are to keep record of the artist’s practice schedule and performances. You should try to attend all of the artist’s performances, so you can evaluate the artist’s performance, image, etc. and provide suggestions or encouragement to the artist.
f. You should be present for the artist’s recording with MMR.
2. Each staff members role in Artist Relations:
a. As a staff member and artist manager, you will be required to present yourself in a professional manner since you are representing MMR and the BCA Department.
b. Be respectful of the artist; yet be sure they are also meeting their own requirements for MMR (practicing, staying in contact, etc.).
c. If at a public performance, typical “bar behavior” will not be acceptable. You should have a good time, but monitor behavior since, even though you’re at a public show, you are still representing Moore Media Records.
d. Respond to phone calls and emails as efficiently as possible.
e. You are to make sure the artist is pleased with the services provided for them through MMR. If a problem occurs, you are to contact the Artist Relations head immediately for direction on how to solve the problem.
3. Artist Relation Meetings
a. As a staff, we will determine a time when we can meet on a regular basis to keep one another informed about MMR and the progress of the artist. Other than staying informed, this is a chance to share ideas and ask for help if needed.
b. These will be mandatory meetings.
4. Three Strike Rule
a. In order to keep the artists pleased with their services, staff members have to keep up with their responsibilities. Not doing so will result in receiving a strike. After obtaining three strikes, you will be removed from the staff. Strikes can be obtained for the following reasons:
i. Not completing the Artist Data Form.
ii. Failing to contact the artist on a weekly/biweekly basis, if not more often.
iii. Failing to provide the artist with new information regarding MMR.
iv. Failing to show at a performance or recording when the artist and E-staff have been informed that you were to be there.
v. Failing to attend a mandatory staff meeting without providing an excuse prior to the meeting.
G. Production Department Operation
1. The production staff is entrusted with the task of capturing the best possible recording from a giving band in a given instance. For this reason the production staff should be well versed in the operation of Equipment in Moore 184 (the Control Room) and Moore 182 or “Studio A.”
2. Recording Producer
a. This individual will be the driving force behind a project. The producer is in charge of coordinating and overseeing the recording and mixing/final mixing of a session or project.
b. The Producer will coordinate the reserving of the audio lab control room (Moore 182) and Studio A. The producer will schedule the Production Engineer and all necessary Production Assistants. The Producer will also schedule the Artist. This could be through direct contact with the Artist, or more likely through the Artist Management Department.
c. The Producer will mediate all recording and mixing sessions. This is not to say that the Producer will have exclusive creative control. The recording process should bring many minds with many different thoughts and views together to create a product that is aurally pleasing to as many individuals as possible. Yet, it is important that the creative process does not get bogged down. Therefore, the Producer will ultimately have to make a decision for the good of the project.
d. The Producer will also help to communicate ideas between the Artists, Artists Management, and the Production Staff. For this reason the Producer must be well versed in audio production.
e. Producers have the responsibility of listening to the Production Engineer and seeing that any problems or potential problems with the recording are taken care of.
3. Production Engineer
a. This individual must have successfully completed BCA 421 with a C or better.
b. The Production Engineer should be able to achieve clean, undistorted levels of instruments/voices/sounds being recorded.
i. The Production Engineer should be able to foresee and solve minor problems if necessary. It is the Production Engineers duty to inform the Producer of any potential problems with a recording. (i.e. bad levels, distorted signal, bad mic placement, unnatural sounds, proximity effect, standing waves, etc…)
ii. It is not beyond the scope of the Production Engineer to suggest appropriate solutions to a problem. In fact a good Production Engineer’s ear is probably the most valuable resource in the studio. Yet, it is the Production Engineer who must use discretion when making suggestions.
c. All production suggestions should be voiced to the Producer before being brought to the Artists attention. In fact the Production Engineer and the Artist should have to communicate very rarely with all necessary directions being given through the Producer.
4. Production Assistants
a. Production Assistants are a vital part of the production process. These individuals will help the Production Engineer and Producer. This position is open to anyone.
b. The Production Assistant will help the Engineer with the process of micing, patching and pinning the studio. The Production Assistant should be willing to help in whatever ways are necessary.
H. Art Department Operation
1. The artistic staff is responsible for creating and maintaining a consistent image for a specific band or artist. This could encompass the specific look of flyers, CD artwork, or website design for an artist promoted by MMR.
2. Staff members will be delegated specific duties by the art director to promote bands through web design, poster and flyer design, and CD cover creation for MMR artists.
3. Staff members under this department are encouraged to use creativity to the best of their ability in creating effective eye catching posters/flyers, CD covers and intriguing websites. Attendance is necessary at Art Department meetings for brainstorming purposes and discussion of image development.
4. Staff members should come up with draft sketches for any projects initiated, which will then be presented during Art Department meetings.
5. Staff members should be well versed in at least some of media design programs, or at least possess the capacity to learn said programs. These include Flash Macromedia, In Design, Adobe Photoshop, Quark X-press or anything else that is applicable. This department will also be working closely with M2D2 who will help out with content advisory. If one needs help with any of the programs, M2D2 reps for MMR will be available.
6. Staff members are always open and encouraged to suggest new ideas for any of the listed task above.
7. When working on a website, CD cover or poster:
a. In the case of uncertainties with pictures or contents, the staff can consult the art director or the rest of the executive board on the matter.
b. Design drafts should be made and referred to the art director before finishing the product as the workings has to be cleared with the rest of the executive board and the applicable band.
c. Any finished design has to be approved by the entire executive board before going into production or advertisement.
VI. BCA/M2D2 Web Guidelines
A. The following guidelines apply to any MMR supported website in conjunction with M2D2 and the BCA Department.
1. Neither student web pages nor any other web sites constructed outside of the BCA Department supervised setting will be linked to or associated with the BCA Department site. All web sites representing the BCA Department will be hosted on the University web server and be part of the BCA Department Internet domain (bca.cmich.edu).
2. When other BCA co-curricular programs develop web pages for the BCA Department website:
a. All links are subject to the approval of the BCA Department web-master.
b. For situations where BCA co-curricular programs has an outside web page available, a web address for the page will be placed on the BCA web page posting area. The outside page will not be hyperlinked.
c. If a web link to an external page is established the following disclaimer must be included: “A link to an external site does not in any way constitute the endorsement of its content by the BCA Department or Central Michigan University.”
3. A BCA co-curricular advisor who has reviewed the content of an external web page will place his or her “Webmaster” or “Web Advisor” address on that approved page.
4. Images of BCA students may be used on the department’s web site as long as the student has not specifically requested that their image not be used on the BCA website. Photographs should always be confined to BCA activities and facilities.
5. In case of a disagreement regarding web page content between M2D2 content managers and other BCA Department content providers, the M2D2 webmaster will appoint a review panel of three faculty members to provide advice on the following topics:
a. Relevancy and appropriateness of posting content.
b. Size/space requirements of the proposed material.
c. Other issues regarding a proposed posting.
6. Parties who are dissatisfied with the final decision of the M2D2 Webmaster’s review panel may appeal to the BCA Department chair who will then make a final ruling.
7. When creating MMR or BCA supported websites, refer to Central Michigan University’s Web Style Guide for development guidelines. http://www.cmich.edu/styleguide/resources.htm
VII. Regulations for involvement with Moore Media Records
A. All students applying for and/or holding Executive Staff positions must have and maintain a minimum overall GPA of 2.50.
1. Student Executive Staff personnel will volunteer, or will register for Practicum credit (BCA 329), for services rendered in those positions.
2. Executive Staff personnel may earn up to two (2) credits per semester.
3. It is the responsibility of the Label Advisor to determine the number of hours to be earned by Executive Staff personnel and to act on requests for Practicum registration.
B. Regular staff members will volunteer, or will do Practicum work.
1. Students wanting to register for Practicum credit (BCA 329) must have a minimum overall GPA of 2.25.
2. It is the responsibility of the Label Advisor, with the advice of the Executive Staff, to oversee workloads for all Moore Media Records personnel, including whether such workloads may be counted toward Practicum credit (BCA 329).
3. Any University student who wishes to volunteer his/her services with Moore Media Records for the purpose of gaining experience in the field and/or as an a vocational interest may do so.
a. The nature of his/her service is governed by the student’s own interest and aptitude, and will be utilized as determined by the appropriate Executive Staff member and the Label President.
b. Each such student will abide by organization and BCA Department policies.
VIII. Conduct and Responsibilities of Personnel
A. Moore Media Records will adhere to and be governed by all regulations set forth in this document and the University’s “Policy and Procedures Relating to Students Rights and Responsibilities.”
B. Staff members may be suspended or dismissed from all duties and office for:
1. Unexcused failure to fulfill assigned duties.
2. Removal (by physical, electronic, or other means), without permission, of any University-owned property, including software. (CMU Police will be contacted in the case of all apparent thefts. Disciplinary action will be taken either through the Office of Student Life or criminal prosecution.)
3. Inappropriate conduct, while representing the organization, which would be detrimental to the image of the organization, the BCA Department or the University.
4. Any specific action, which results in censure by unanimous vote of the Executive Council.
5. Possession or use of alcoholic beverages, illegal drugs, dangerous chemicals, firearms or explosives, as well as found being impaired by alcoholic beverages or illegal drugs.
6. Failure to attend mandatory meetings called by the Label President or by any other Executive Staff member for his/her specific department.
a. Absences should be cleared in advance.
b. Unexcused absence from a mandatory meeting may result in suspension from activities in the specific department involved for a period of two (2) weeks.
c. Repeated unexcused absences from mandatory meetings will result in dismissal from Moore Media Records.
C. In each case of violation of Moore Media Records policies and procedures, some of which are listed above, the Executive Staff will determine if the incident is severe enough for suspension or dismissal and will inform the involved staff member(s) of its decision.
1. All suspended or dismissed staff members will be notified in writing, and a copy of that notice shall be placed in the student’s personnel file.
2. Appeals of the Executive Staff decision for suspension or dismissal may be presented in writing to the Label Advisor within ten (10) days of the decision by the person suspended or dismissed.
3. The Label Advisor will review all facts and assertions presented both to the Executive Staff at the time of its deliberation as well as in support of the appeal and will pass his/her recommendations on to the General Manager within five working days.
4. The General Manager will make a final decision on the appeal.
IX. Dissolution
A. In the event this organization should be dissolved, all funds, hardware, software, and other materials will revert to the Broadcast and Cinematic Arts Department of Central Michigan University.
X. Modifications to this Document
A. Proposed changes to this document initiated within Moore Media Records will be recommended by the Executive Council to the Department Chair of the Broadcast and Cinematic Arts Department for consideration. Upon approval, they become part of the policies of Moore Media Records. |
