Creating a New Large Ensemble Report Form

Things To Know Before Starting

This form is to be completed immediately following the event by the Event Organizer. This is not the state registration form for individual schools. Entries on this form indicate music groups that have participated in a state qualifying event.

Multiple Leagues at Your Event?

If multiple OSAA leagues (not OMEA Districts) are using your event as their league contest, please fill out a separate form for each league and include the groups from the schools within that league on the respective forms. For example, three OSAA leagues combine to preform at one large event. The event organizer should submit three separate Large Ensemble Report Forms.

Step 1

In the first step of creating a new Large Ensemble Report form, you will need to provide information about yourself as the Event Organizer. If there are any questions about the form you submit, the OSAA office may contact you via the information you provide. Only the OSAA staff will have access to your contact information.

Form Fields


Note: If you refresh the page during Stage 1 or Stage 2, your information will be lost and you will have to start over from scratch.

When you are finished with Step 1, click the "Next" button. If there are any form errors, you will be alerted and the relevant form field will be highlighted. If you want to start over, click the "Reset/Clear" button to start over form from scratch.

Step 2

For Step 2, you'll need to provide information about the event or festival. It is important to provide accurate information. If you are unsure about an option, refer to the list of form fields below.

Form Fields


When you are finished with Step 2, click the "Create Form" button. If there are any form errors, you will be alerted and the relevant form field will be highlighted. If you want to start over, click the "Reset/Clear" button to start over form from scratch.

Once you have completed steps 1 and 2, you will receive an e-mail notification indicating that your form was successfully created. You can refer to that e-mail in the future to return to your form. You will then be automatically redirected to the newly created form for further data entry. activity, array('CHO'))) { $number_required = 3; } elseif (Helpers::strEqual($form->activity, array('BND', 'ORC'))) { $number_required = 2; } else { $number_required = 'ERROR'; } ?>

Your Form Was Successfully Created

Please Read This Information Before Completing Your Form

If you are the activity)); ?> director for a group and you are NOT an event organizer, then you have created this form by mistake. You're looking for the Application to Participate in the Music State Championships.

Auto-Save: Changes are automatically saved after a field's value is confirmed (i.e. clicking outside of a text box or tabbing to another field.) If you refresh the page, you're saved information will be retained.

Auto-Refresh: Some fields will trigger the form to reload. This is to allow the form to be checked for certain criteria (i.e. checking if the event is a state qualifying event) and then the page will be refreshed.

Action Items: Fields or actions requiring your attention are indicated with a blue arrow. Don't forget to fill out these important fields or check out these objects.

Auto-Logic: This form will automatically determine if a group is an automatic qualifier or qualified for the tape pool based on the form's input.

More Help: For additional information, click the Help button for full details and instructions. If you need assistance, contact OSAA Support at (503) 682-6722 x228 or email .

Next Steps

event_type, array('OSAA League', 'OMEA District'))): ?> You will need to select the event_type; ?> that this event was associated with.

You will need to list certified activity)); ?> adjudicators in order for this event to count as a state qualifying event. Certified adjudicators are already stored in the database and name suggestions will appear as you type in a judge's name. Only the scores from certified judges will count towards a group's qualifications.

You will need to add groups that participated in your event. There should be more than one group on this form. For each group, you will need to specify the school, performance time, judges' scores, and whether or not the group met the required selection criteria.

Qualifiers

Please refer to the OSAA Music Handbook for qualifying criteria. Ensembles attempting to qualify for the OSAA activity); ?> State Championships must have obtained the requirements listed in the handbook to be qualified automatically or for inclusion into the tape pool. Note that only the actual performances are to be timed. Do not include time between movements or selections in the total time.
Got it, let's get started
activity, array('CHO'))) { $number_required = 3; } elseif (Helpers::strEqual($form->activity, array('BND', 'ORC'))) { $number_required = 2; } else { $number_required = 'ERROR'; } ?>

About This Form

Form Behavior & Helpful Hints

Auto-Save: Changes are automatically saved after a field's value is confirmed (i.e. clicking outside of a text box or tabbing to another field.) If you refresh the page, you're saved information will be retained.

Auto-Refresh: Some fields will trigger the form to reload. This is to allow the form to be checked for certain criteria (i.e. checking if the event is a state qualifying event) and then the page will be refreshed.

Action Items: Fields or actions requiring your attention are indicated with a blue arrow. Don't forget to fill out these important fields or check out these objects.

Auto-Logic: This form will automatically determine if a group is an automatic qualifier or qualified for the tape pool based on the form's input.

More Help: If you need assistance, contact OSAA Support at (503) 682-6722 x228 or email . It may be useful to reference FORM ID # id; ?>.

Next Steps

event_type, array('OSAA League', 'OMEA District')) and is_null($form->league)): ?> You will need to select the event_type; ?> that this event was associated with.

data->pass_state_qualifying_event and !$form->data->override_state_qualifying_event): ?>) You will need to list certified activity)); ?> adjudicators in order for this event to count as a state qualifying event. Certified adjudicators are already stored in the database and name suggestions will appear as you type in a judge's name. Only the scores from certified judges will count towards a group's qualifications.

data->groups) < 1): ?> You will need to add groups that participated in your event. For each group, you will need to specify the school, performance time, judges' scores, and whether or not the group met the required selection criteria.

When you are ready, you can submit the form by clicking the "Submit" button at the bottom of the form.

Qualifiers

In addition to satisfying the established rating standards listed in the OSAA Music Handbook, ensembles attempting to qualify for the OSAA activity); ?> State Championships must perform at least one selection from the current required music list for the division in which the group is entered.

The group must also meet the relevant time requirements. Only the actual performances are to be timed. Do not include time between movements or selections in the total time.

When you add a group, it will be listed in a table under the "Gorups & Results" section. Information on the group's performance will be included in the table. The form will also so the calculated total score of all adjudicators and the sight-reading judge, if any. The form also calculates the group's placement compared to other groups as well as the qualifications.

Checking Qualifications

In the table of groups and results, the qualification column will display an icon and a the qualification for that group (Automatic, Tape Pool, or None.) Clicking the icon or text will open a window showing the form's auto-logic checks. These auto-logic checks are essentially flags that the form uses to determine qualifications. For specifics regarding group qualifications, refer to the OSAA Music Handbook.

For space, the checks are short phrases used to represent a component towards qualification as an automatic qualifier or tape pool qualifier. The checks are described in more detail below. Checks can have one of three values: PASS, FAIL, or SKIP. Skipped checks are those that have been manually over-ridden either by form logic or by an OSAA Staff user.

Auto-Logic Checks

Logic Is Broken / A Group Should Be Qualified

If you suspect that a group really should be qualified, but the form does not show it as such, the first thing you should do is check the group's qualification. Read the previous section regarding "Checking Qualifications" and see if there is an auto-logic check that might explain why the group is not qualified.

Some exceptions need to be made to a group's qualification variables. You can contact the OSAA office and request that a group's auto-logic checks be over-ridden. Only OSAA Staff users can manually over-ride a qualification component.

Submitting This Form

Ensure All Information Is Provided

Before you submit this form, it is very important to ensure all of the required information was provided. Did you complete all of the action items? Did you list all of the groups and their scores that participated at your event?

Print Your Form

When you are finished with the form and ready to submit, it is highly recommended to print a version of the form. Click the "Print" button to view a printable version of the page. You can view and print the form even after the form is submitted.

Once Submitted, the Form Cannot Be Edited

However, once you submit the form, it can no longer be edited by you. OSAA Staff users have access to editing forms after submission. After you submit the form, you can still view the information and print it off. All editing will be disabled.

An e-mail with confirmation will be sent to you and copied to the respective OSAA Staff. The e-mail will contain a link to re-visit and print off the form for future reference.

Music Registration Help

About this Form

Automatic qualifiers for state and tape pool qualifiers must submit an electronic form which indicates the school's wish to participate in the state music competition for their respective division: Concert Band, Concert Choir, String Orchestra, or Full Orchestra.

Schools may apply for participation in more than one division, but only one per division. No school may apply for more than one concert choir, one concert band, one string orchestra, and one full orchestra to participate in the state championships.

Who Can Apply

Schools must have participated in a state qualifying contest and either qualified automatically or have been qualified for inclusion in the tape pool. The contest director is responsible for submitting a large ensemble report. Only schools that have been included on a large ensemble report and qualified for state will be allowed to register.

How to Apply

Click the "Apply" button under the desired division to start the registration process. You must be logged in with an OSAA website account in order to register.

If the button appears grayed out, or if you click a button and it does nothing, this means that the registration form for that division is past its deadline. In this case, the form is closed and its button will be disabled and appear grayed out. If the form is past the deadline, you will be unable to access your online registration form. No late submissions shall be accepted per OSAA Music Handbook. Only authenticated and authorized individuals can access the form. Users must be logged in before proceeding with the online application process. If you are not logged in, you cannot access the online form and the "Apply" buttons appear disabled / grayed out.

How to Login

Log in to the OSAA website using your account e-mail and password: Login Page.

First Time Logging In

Only authorized individuals are allowed to apply for participation. Users must have an OSAA website account and the account must be associated with one or more schools. Setting up an account only takes a few seconds. You will need:
All users must have a unique e-mail address which will be used in combination with your personal password to log you into your account. To secure your account, you will need to choose a password. Passwords must be 8-16 characters and can include letters, numbers, or special characters.

Your school's key code is a 4 character code that your school administrator has access to (i.e. Principal, Athletic Director, Activities Director, or AD Secretary.) The school key code is used to link your account to your school and identify your account as authorized to access features relating to the linked activity program.

Linking to a School

During the account registration process, there is a section called "Link to a School." This section is used to attach your new user account to a specific school. If you have your school key code (available from a school administrator,) follow these steps. If you do not have a code, you can skip this part of the registration process by checking the corresponding check-box. You can enter a key code at a later time, but you will be unable to continue with the music application process until you attach yourself to a school.

Steps to link to a school:
  1. Select your school from the drop-down list.
  2. Select your role as Head Coach.
    (Yes, head coach, even though your title may be different, your role is termed this way to grant the appropriate account privileges.)
  3. Select your activity from the drop-down list.
  4. Type in your school's key code.

If you are in charge of multiple activities, for example you are the Choir Director and the Band Director for your school, you can pick one initial activity/role combination (Choir/Head Coach) when you first create your account. You can then add other combinations once your account is created (Band/Head Coach.)

Register for a new account: Account Registration.

For additional instructions on creating a new OSAA website account, please refer to the General Help Page.

Application Status

List of Submitted Applications & Status by School

The bottom of the page contains a table with school registrations and their group's status. Each row is a separate school and division application that has been started by the school.

Filter by Division

You can choose to only display applications within certain divisions by checking or un-checking the respective check-box at the top of the table labeled "Include Division."

Additional Materials

The five columns grouped under the "Additional Materials Received" heading are all possible additional materials that must be received by the OSAA in order for a group's registration to be complete.

Deadline for Additional Materials:


The columns for each item will have one of the three possible icons below:
The four columns refer to the following items:

Registration Status

The "Status" column will show one of the three following icons:

Tape Pool Qualifiers

Please note that if your group qualified for state by inclusion in the tape pool, then your group is not automatically going to be participating in the state competition. Your performance recording will be reviewed with other tape pool qualifiers. After this review, your group will either be selected to compete in the state competition or not and your group's director will be notified.

Registration Help

Instructions

  1. Select your school from the drop-down list.
  2. Click the "Next" button to continue.
  3. You can go back to the main music application page by clicking the "Back" button.

Online Form Due Date:


This online application form closes . Late entry forms will not be accepted. Support materials must be received by .

List of Schools

The list of schools in the drop-down list are created from all automatic and tape pool qualifying groups that have been included on a large ensemble report. This listing is filtered further to only list schools that your OSAA website account is linked to.

If the list is empty and/or you do not see your school listed, then there could be multiple reasons for this:

About This Form

Form Behavior & Helpful Hints

Changes are automatically saved after a field's value is confirmed (i.e. clicking outside of a text box or tabbing to another field.) If you refresh the page, you're saved information will be retained.

Required fields are indicated with a red asterisk (* ).

Enter names in "First Last" format, i.e. "John Smith." Director contact information is for use by the OSAA office only and will not be publicized.

If you need assistance, contact OSAA Support at (503) 682-6722 x228 or email . It may be useful to reference FORM ID # id; ?>.

Deadlines

Online Form Due: category])); ?>

Additional Materials Due:

Form Fields

Qualification Status

This top section lists your group's qualification for state and the state qualifying event(s) that your group attended.

Registration Status

This informational section will show your group's overall state registration status:

Additional Materials

There are up to five items that must be submitted to the OSAA office for your group's registration for state to be considered complete. These items must be received by the OSAA by the listed deadline, regardless of postmark. These items include, but may not all apply: */ ?>

Registration Form
This online registration form is to be completed and submitted by each school. All required fields must be filled in and the form must be submitted. A confirmation e-mail is sent whenever an online registration form is submitted. The form can be updated after it has been submitted.

You only have to submit this form once. After you submit this form, you can access it again and make any changes up until the deadline without having to re-submit the form. If you do re-submit the form, it will just send another confirmation e-mail with the form's values to date.

This online form must be submitted electronically by the deadline of category])); ?>.

Adjudicator Scores
You must deliver your adjudicator score sheets that came from the state qualifying event in which your group was qualified for state (automatically or inclusion in the tape pool.)

These scores can be faxed, e-mailed, posted by mail, or hand delivered. The scores must be received by the OSAA by , regardless of postmark.

Class Roster
You must deliver an alphabetized class roster of your group's participants.

Your roster can be faxed, e-mailed, posted by mail, or hand delivered and it must be received by the OSAA by , regardless of postmark.

Sheet Music
If your group is a Band or Orchestra group that qualified for state by inclusion in the tape pool, you will need to deliver one original copy of the conductor's musical score/sheet music. This must be an original as photo copies will not be accepted because of copyright issues.

Your sheet music can be posted by mail or hand delivered and it must be received by the OSAA by , regardless of postmark.

Recording
If your group qualified for state by inclusion in the tape pool, you will need to upload a digital recording of your group's performance from the state qualifying event in which your group was qualified for the tape pool. Choirs must upload a digital video file, Bands and Orchestras must upload a digital audio file.

NOTE: Physical media (CD/DVD) recordings will not be accepted by the OSAA. Recordings will only be accepted in digital format via the OSAA Dropbox.
Your recording can be posted by mail or hand delivered and it must be received by the OSAA by , regardless of postmark. */ ?>

Uploading recording files to the OSAA Dropbox

  1. Acquire a digital recording of your group's performance at the state qualifying event. The event organizer is responsible for recording your performance and providing you a copy. You may have to convert a CD/DVD to an appropriate digital file that can be uploaded.

    Most file types can be accepted. Audio file extensions include: .mp3, .wav., .wma, and others. Video file extensions include: .mp4, .mpeg, .mov, ., .wmv, and others.

  2. Use your school's name as the title of your digital file (i.e. "Beadrock High School.mp3"). You must name your file appropriately. Otherwise, the OSAA will not know which recording belongs to which school. Do not add anything else, just the name of your school.

  3. Go to the OSAA Dropbox link. A link is provided on your registration form.

  4. In the Dropbox webpage, confirm that you are uploading a file for the correct tape pool. The name of the tape pool is listed near the top in large black letters beginning with the school year.

  5. Choose the file to upload from your computer. If you have an existing Dropbox account, you can also choose to upload a file from your Dropbox account if you are logged in.

  6. Provide your first and last name as well as your e-mail address. If you have an existing Dropbox account and are logged in, this information will be pre-filled in for you.

  7. Click the blue "Upload" button.

    Your file will begin uploading. It may take a while to process.

  8. You will see a confirmation page and receive an e-mail once your file is successfully uploaded.

  9. OSAA staff will note that you have uploaded a file on your registration form after it is confirmed that your file was uploaded successfully.

Instructions
  1. Changes are automatically saved after a field's value is confirmed (i.e. clicking outside of a text box or tabbing to another field.) If you refresh the page, you're saved information will be retained.
  2. When you are ready, click the "Submit" button to turn in this form with the entries provided.
  3. You can go back to the main music application page by clicking the "Back" button.

Note: This online application as well as any required recordings or other support materials must be received by the OSAA by . Late entry forms or support materials will not be accepted.

For questions, click the "Help" button for full details and instructions. If you need assistance, you can contact name; ?> at phone; ?> or by e-mail to email); ?>.

You can submit this form multiple times, if needed, prior to the deadline of . Only the most recent submission will be used for registration. */ ?>