Area Coordinator General Information
Welcome to the Cali School of Music’s Area Coordinators Page, where you will find an extensive and comprehensive repository of essential information about the schedule and procedural guidelines for the upcoming academic year.
Teaching Assignments
July 28, 2025 – First day for Fall 2025 Adjunct assignments can be entered in Workday
August 13, 2025 – New adjunct documents received and I-9 completed (Paula)
August 20, 2025 – Fall 2025 Adjunct assignments due for first Pay Period (Paula, Letitia and Michelle)
December 16, 2025 – First day for Spring 2026 Adjunct assignments in Workday
January 3, 2026 – New Adjunct documents received and I-9 completed (Paula)
January 2, 2026 – Spring 2026 Adjunct assignments due for first Pay Period (Paula, Letitia and Michelle)
Scheduling and Registration
August 1, 2025 – Recital Booking opens for Fall 2025 Semester (Taylor)
August 20-21, 2025 – Freshman Orientation
August 26-28, 2025 – Student Auditions for Large Ensembles and Area Placement Auditions
September 8, 2025 – Final day for Fall 2023 Registration (Letitia)
Early October – Academic scheduling for Summer 2026 session begins (Taylor)
Mid-October – Schedule Fall Juries (Taylor)
Mid-October – Studio and Ensemble Rosters due for Spring (Letitia)
October/November – Registration for Spring (Letitia)
November 15, 2025 – Recital booking in Leshowitz closes for Fall 2025 (Taylor)
December 1, 2025 – Recital Booking opens for Spring 2026 Semester (Taylor)
December/January – Academic scheduling for Fall/Winter 2026 begins (Taylor)
January 26, 2026 – Final day for Spring 2024 Registration (Letitia)
Late February – Scheduling for Spring Juries (Taylor)
March/April – Registration for the following Fall (Letitia)
April 15, 2026 – Recital booking in Leshowitz closes for Spring 2026 (Taylor)
June/July – Academic scheduling for Spring 2027 begins (Taylor)
Auditions
Please add these dates to your calendar today. It is mandatory that all Area Coordinators are present and fully available in person for these audition dates. Please see the Auditions Timeline page (last page) for a detailed schedule of audition deadlines.
November 7th, 2025 (Friday)
Virtual Only – Zoom Interviews Only
2:00pm-5:00pm
Preferred date for SP26 start – all applicants welcome
Registration Deadline – Oct 20th, 2025 (for students)
February 7th, 2026 (Saturday)
Live & Virtual
10:00am-6:00pm
All applicants
Registration Deadline – Jan 18th, 2026 (for students)
February 14th, 2026 (Saturday)
Live & Virtual
10:00am-6:00pm
All applicants
Registration Deadline – Jan 26th, 2026 (for students)
March 28th, 2026 (Saturday)
Live & Virtual
10:00am-6:00pm
All applicants
Registration Deadline – Mar 8th, 2026 (for students)
Find information about 2025-26 audition dates at
https://www.montclair.edu/john-j-cali-school-of-music/apply/
Auditions Timeline
August 1, 2025 – official applications for the FA26/SP26 AY go live. No new updates or changes to the application and/or audition information after this date.
**Please see the previously listed audition dates for student registration deadlines, audition types, and duration of each audition event. Coordinators are required to attend all audition dates, or designate a substitute faculty member/ current Cali adjunct to make admission decisions on their behalf. Faculty/adjunct personal schedules will not be taken into account for audition scheduling.
General Audition Information Timeline for Faculty
2-3 weeks prior to each date – audition registration closes for applicants. Full event roster shared with all coordinators.
2 weeks prior to each date – final draft audition/interview schedule sent to all coordinators
1-2 weeks prior to each date – applicants receive their assigned audition time
Coordinators are expected to share all schedules & audition related information to other faculty/adjuncts within their assigned coordinated area.
Budget
February School Meeting (February 2, 2026) – Area Coordinator Budget Worksheets created and shared (Stephanie)
February – Meetings to review (Stephanie)
February 27, 2026 – Draft Area Coordinator Budgets Due (Stephanie)
Ongoing – Review budget vs actuals for Area (Stephanie, Paula)
All of the Cali School’s courses and events are hosted on Google Calendar. You can access the system by heading to calendar.google.com and logging in with your MSU credentials when prompted. For further information about how to use the Cali School’s Google Calendar, please read through the Cali Google Calendar Guide Please note that some of the images in the Guide may be slightly different than what you see due to recent Google Calendar software updates.
If you have any questions or concerns about the Google Calendar system, please reach out to the Scheduling Administrator Taylor Goodson (goodsont@montclair.edu).
If changes are needed for your area’s courses, please send them to the Scheduling Administrator Taylor Goodson (goodsont@montclair.edu).
The area coordinator is responsible for monitoring the enrollment of their program, ensuring sufficient class sections are available for those in need. Coordination with the staff is crucial to establish additional sections when feasible, considering space constraints, or to remove sections when necessary.
Rules and Regulations
- Academic recital registration and scheduling is available for students enrolled in the following degree programs: BMus, MA, MM, Performer’s Certificate, and Artist Diploma.
- Recitals must not exceed 90 minutes in length, inclusive of one 10-minute intermission.
- You will have 30 minutes for a sound check starting one hour before your recital. The house will be opened 30 minutes prior to your scheduled recital start time.
- Recitals must always start on time unless there is a need for production to hold. No exceptions.
- No encores permitted. House lights will come up at the conclusion of your final piece.
- No food, drink, or receptions are permitted in Chapin Hall.
- No cancellations are permitted unless there is written emergency approval by the Cali School Director Shea Scruggs.
- Recitals canceled without approval will only be rescheduled in G55, 201, or Westminster 110.
- No recitals are permitted to be scheduled during the following conflicts:
- The Crawford Memorial Concert in December
- Against area/instrument-related large ensemble events (e.g., no voice recitals during a University Singers/MSU Chorale concert)
- All recital production requirements are subject to the Production Manager’s approval.
- Recital grades and registration:
- In order to schedule your recital, you must be registered for the relevant recital course (MUPR 295, 395, 485, 495, or 695).
- Recital grades are given by your private instructor and submitted by the instructor of record Taylor Goodson. If you have a problem with your recital grade, be sure to discuss it with your private instructor or your academic advisor.
- Incomplete recitals:
- If you registered for a recital but were unable to complete it, you will receive a grade of “IN” (incomplete). Incomplete recitals must be completed by February 15 for Fall recitals or June 30 for Spring recitals. The “IN” grade will be updated upon the conclusion of the recital. Incomplete recitals that are not completed by the February 15/June 30 deadline will receive a letter grade of “F” automatically. Recitals that are completed beyond the February 15/June 30 deadline will only be scheduled in G55/201/Westminster 110. The “F” grade will be updated upon the conclusion of the recital.
Recital Performance Spaces
Academic recitals are held in Chapin Hall on the Montclair Campus (Leshowitz Recital Hall, room G55, and room 201) and in Westminster Hall (room 110) on the Bloomfield Campus. Details about each of these spaces can be found below.
Leshowitz Recital Hall
- Events in the Recital Hall are staffed by Production Office personnel.
- Archival audio recording happens for all Leshowitz Recital Hall events. Contact Andy Dickerson for more information.
- Events in Leshowitz Recital Hall may be streamed and video recorded by the Cali School. Due to the nature of the reliance on technology and university networking infrastructure, video recording and streaming is not guaranteed, but every effort will be made to reliably capture, stream, and archive performances that are staffed in Leshowitz Recital Hall.
- There is no green room provided for events in the Recital Hall. Belongings of performer(s) can remain backstage but must be removed at the conclusion of the performance. The Cali School is not responsible for any items left behind after the conclusion of the performance.
- Receptions and food/beverage are not permitted in any of the Montclair Campus locations (Leshowitz, G55, or 201).
G55 and 201
- Events in G55 and 201 are not staffed by the Production Office.
- Room setup and restore is the responsibility of the performer for both G55 and 201.
- Audio/video recording arrangements for G55 and 201 are the responsibility of the performer(s).
- There is no green room provided for events in G55 or 201.
- Receptions and food/beverage are not permitted in any of the Montclair Campus locations (Leshowitz, G55, or 201).
Westminster 110
- Events in Westminster 110 are not staffed by the Production Office.
- Room setup and restore is the responsibility of the performer for Westminster 110.
- Audio/video recording arrangements for Westminster 110 are the responsibility of the performer(s).
- All recitals in Westminster 110 include an adjacent green room, Westminster 103, where performers can leave their belongings at their own risk.
- All chairs and stands are stored in the closet labeled 113 within room 110. Any chairs and stands used must be returned to this closet at the conclusion of your event.
Recital Scheduling
In order to book the Recital Hall, your recital must be scheduled at least one month in advance while scheduling for G55, 201, or Westminster 110 can occur anytime before the performance date. Recital scheduling for the Fall semester opens on August 1st, about one month before the semester begins. Recital scheduling for the Spring semester opens on December 1, about six weeks before the semester begins. Recital Hall scheduling for the Fall semester closes on November 15 while Spring semester recital scheduling closes on April 15. All recitals scheduled after November 15/April 15 will be scheduled for G55, 201, or Westminster 110 only as scheduling for the Leshowitz Recital Hall is fully closed on those dates.
In order to successfully schedule and finalize your recital date, you must complete the following:
- Meet with your advisor to determine how many recitals (if any) are required to complete your degree.
- Register for your recital. You must be registered for your recital before proceeding with recital scheduling.
- Find three dates* that you, your accompanist, and your instructor have available for your recital.
- Meet with Taylor Goodson in person to schedule your recital. Office hours are posted on his office door, Chapin 129. If you are not at school during the available hours, send an email to goodsont@montclair.edu to schedule an alternative time.
- Once a date has been confirmed with Taylor, you will receive a blue recital scheduling form. This will begin a two-week countdown to your deadline. If this scheduling process is not completed within two-weeks of receiving your blue form, your date will be erased from the calendar and released for other use.
- Your private instructor must sign the top section of the recital form.
- Bring your signed form to our Production Manager, Andy Dickerson, to discuss your anticipated program and any production needs. If approved, Andy will receive your blue form and reconfirm your recital with you, your instructor, accompanist, the area coordinator, and the scheduling office via email. Your recital is now scheduled and fully confirmed.
- If at any time during this process you foresee any problems meeting your deadline, contact Andy and Taylor via email. If you do not meet your deadline and have not communicated beforehand, you will forfeit the use of the Recital Hall and your date will be released. All recital communications must happen via official Montclair State University email accounts only.
- One scheduled two-hour dress rehearsal is permitted per recital.** Dress rehearsal time is not guaranteed and is subject to the availability of your performance space. Speak to Taylor to schedule your dress rehearsal after your recital is confirmed.
*Available recital times:
- Tuesday – Friday: 5 & 8pm; Saturdays: 2, 5 & 8pm; Sundays: 11am, 2pm, 5pm, & 8pm
- No recitals will be scheduled on Mondays or during University holiday weekends.
**Additional rehearsals for recitals that rely on large ensembles:
- Two additional two-hour rehearsal times may be booked for the following academic recitals that rely on large ensembles: Jazz, Composition, and Graduate Conducting. These rehearsals may only be scheduled on Saturdays and Sundays in the following spaces: G01, G02, G33, 230, 330, and 430. Rehearsal time is not guaranteed and is subject to room availability. The Scheduling Office will do everything possible to ensure scheduled rehearsals can occur as planned, but the need for flexibility is necessary for extreme circumstances. As much notice as possible will be given if a rehearsal needs to be moved or rescheduled.
Area Coordinators at the Cali School of Music are permitted to host Studio Recitals, performances for their area that take place during the semester. Studio Recitals are held in the Leshowitz Recital Hall, room G55, room 201, and Westminster 110. Please refer to the “Recital Performance Spaces” section of the Recital Policy for further details about these spaces. Studio Recital scheduling for all spaces for the upcoming academic year opens on August 1st, about one month before the beginning of the Fall semester. Studio Recital scheduling for the Fall semester closes on November 15 while Spring semester Studio Recital scheduling closes on April 15.
Studio Recital Scheduling
Please be aware of the following additional regulations:
- Area Coordinators are permitted one Studio Recital performance in the Leshowitz Recital Hall per semester. All additional performances will be scheduled in either G55, 201, or Westminster 110.
- Studio Recitals in G55, 201, and Westminster 110 are unstaffed. It is up to the Area Coordinator to secure room access, oversee event setup, and return the space to its proper arrangement at the conclusion of the event.
- Studio Recitals must not exceed 90 minutes in length, inclusive of one 10-minute intermission.
- Studio Recitals will have 30 minutes for a sound check starting one hour before the recital. The house will be opened 30 minutes prior to your scheduled recital start time.
- Recitals must always start on time unless there is a need for production to hold.
- No encores permitted. House lights will come up at the conclusion of the final piece.
- Available Studio Recital times:
- Tuesday – Friday: 5 & 8pm; Saturdays: 2, 5 & 8pm; Sundays: 11am, 2pm, 5pm, & 8pm
- No recitals will be scheduled on Mondays or during University holiday weekends.
- No recitals are permitted to be scheduled during the following conflicts:
- The Crawford Memorial Concert in December
- Against area/instrument-related large ensemble events (e.g., no voice recitals during a University Singers/MSU Chorale concert)
If you would like to book a Studio Recital, Area Coordinators can contact the Cali School’s Scheduling Administrator Taylor Goodson by email (goodsont@montclair.edu), by phone (extension 3215), or in person (Chapin 129).
Masterclass Scheduling
Area Coordinators at the Cali School of Music are permitted to host masterclasses for their area that take place during the semester. Masterclasses are held in the Leshowitz Recital Hall, room G55, room 201, and Westminster 110. All masterclasses are unstaffed – no Production Office staff will be provided for these events. It is up to the Area Coordinator to secure room access, oversee event setup, and return the space to its proper arrangement at the conclusion of the event. Masterclass scheduling for all spaces for the upcoming academic year opens on August 1st, about one month before the beginning of the Fall semester. While masterclass scheduling does not have a formal closing date during the semester, masterclasses are not to be scheduled during any of the following:
- Juries & final examinations
- Against area/instrument-related large ensemble events (e.g., no voice masterclasses during a University Singers/MSU Chorale rehearsal or concert)
In order to book a masterclass, Area Coordinators must utilize the following procedure:
- Ensure availability for your desired masterclass date.
- The Cali School Google Calendar that is shared with you will show you what dates and times are available. However, you must confirm with the Scheduling Administrator Taylor Goodson that your desired date and time is indeed available before proceeding.
- Once you have a date and time, you must then fill out the “Guest Artist/Speaker and Faculty Additional Assignment Form.” To access this document, contact the Financial Secretary Paula Chmiel.
- Once this document has been completed, the masterclass will be added to the Cali School’s production documents. Promotional materials will only be created after this point. Please contact the Marketing & Outreach Manager Heather Kern for further details.
Recital Program Guidelines – Student Recitals
All recital programs must be created using ProBuilder, the Cali School’s official online program tool.
QR Code Deadline:
Programs must be completed and submitted at least 7 days before your recital so they can be linked to the QR code posted at your venue (Leshowitz Hall, 201, G55, or Westminster 110).
Printed Programs:
Printed copies will not be provided. If you want printed programs for your audience, you must print and bring them yourself.
Please also inform your recital worker that programs (if printed) should be handed out at the door.
IMPORTANT:
Once your program has been submitted in ProBuilder, do not create a duplicate.
If you need to make changes, email Heather Kern at kernh@montclair.edu to request that your original program be reopened.
How to Build Your Program:
- Log in at ProBuilder using your full Montclair email and password: chromatic
- Draft your program and send to your studio professor for approval
- Once approved, click “Send to Print” (this will connect it to the QR code — no actual printing will occur)
Guidelines:
- Students: No bios, dedications, or acknowledgments
- Vocalists: May include translations and program notes
- Instrumentalists: Include repertoire, soloist, and accompanist info
Need Help? Contact Heather Kern at kernh@montclair.edu or 973-655-7263
Faculty Large Ensemble Programs: (Wind Symphony, Symphony Orchestra, Symphonic Band, University Singers/Chorale performances in Kasser, Jazz Ensemble) Please deliver all copy, including rosters, via email to Heather Kern at kernh@montclair.edu two full weeks prior to the event. Please expect to approve a draft one week before the event.
Kaleidoscope and Crawford Concert Programs: Please deliver all copy, including rosters, via email to Heather Kern at kernh@montclair.edu three full weeks prior to the event. Please expect to approve a draft two weeks before the event.
All Studio Recitals, Cali Midweek Recitals, Masterclasses, and Cali Immersive Residency events must be entered in our online program software, ProBuilder, by the event coordinator.
Important: In line with the University’s sustainability goals, we no longer print physical programs. Instead, attendees will access programs via QR codes at the event.
To ensure your program is available via QR code, it must be finalized in ProBuilder at least one week before your recital.
Need help? Visit the Cali School ProBuilder instructions Or email Heather Kern at kernh@montclair.edu
Providing information for Promotion of Events: Please provide information for your events no later than one month prior to your event for effective and thorough promotion. Information will be collected on this google form: https://bit.ly/Marketing-25-26
Events will be promoted via:
- Campus wide announcement on University Calendar: https://www.montclair.edu/calendar/
- Printed flier (posted in the Cali Bldg and for large events around campus)
- Digital flier (emailed to coordinator to post on their social media and email to interested parties and potential Cali Students
- Digital flat screen slide posted in Cali building lobby
- Announcement in monthly newsletter
- Digital community postings in at least 2 of the following: TapInto.com, northjersey.com, Patch.com, Baristanet.com, montclairgirl.com
- Cali Social Media post: definitely posted on our Facebook and Instagram story, if space allows a full post will be on our social media timeline.
Immersive Visits (a.k.a Shadow Days)
An Immersive Visit (a.k.a. Shadow Day) provides a prospective student the opportunity to come to the Cali School, tour the facilities, meet faculty, staff and students, experience classes, ensembles, and, depending on area, possibly have a trial lesson. It is an integral part of the school’s recruitment efforts
To arrange an Immersive Visit please do one of the following:
Send the prospective student the Request an Immersive Visit form link. This link can also be found on the main Cali School web page and the Visit the School page. You may want to consider putting the form link in your recruitment communication. Once the form is completed Marla Meissner (meissnerm@montclair.edu) will contact the student and communicate/coordinate as needed with the appropriate area coordinator, faculty, staff and students to establish the visit day itinerary. The Request an Immersive Visit form will begin accepting visit requests on September 15 for the upcoming academic year.
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Provide Marla Meissner (meissnerm@montclair.edu) with the prospective student’s email or do an email introduction.
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The Area Coordinator or faculty member communicates directly with the prospective student and communicates/coordinates as needed with Cali faculty, staff and students to establish the visit day itinerary.