4. School of Music Facilities

All School of Music buildings are unlocked from 7:30am – 5:30pm. For concerts and performances outside of normal hours, the performance building is unlocked 1 hour prior to the listed start and closes 1.5 hours after the listed start of the performance. 

All faculty and staff have 365/24/7 unlock swipe access to School of Music facilities via their Baylor ID.

Office assignments are determined in consultation with the responsible division director, budget officer, facilities manager, and appropriate deans as offices become available. Factors to be considered include the needs of potential occupants, upcoming needs in other areas of the School, and university-level space planning information. 

Faculty moving offices should expect the following:

1. The budget office and facilities manager will work with affected faculty to develop and submit move packets for central university services that include:
   • Movement of furniture and boxes
   • Release of surplus furniture
   • Deep cleaning of carpet and other surfaces as needed
   • Movement of computers and technology by IT staff, including reconfiguration of printers and devices
   • Changing of nameplates, keys, etc.
   • Anyone moving offices must be present at the time of move to facilitate IT access and answer any questions during the move process. Baylor Facilities will send a calendar invite detailing the expected move time.
2. At the time an office becomes vacant, it will be assessed by the facilities manager for necessary repairs to paint, surfaces, and building systems prior to new occupancy. 
   • Most offices only require touch-up of existing paint and deep cleaning of flooring.
   • Unless a department chooses to make funding available, repainting to a new color and/or carpet replacement will only be done in cases of significant damage to existing finishes.  All paint colors used in any offices must comply with the university paint standard, found at: Microsoft Word - PAINT STANDARDS_Updated_06.28.22
   • Walls are to be completely painted to the campus standard of “Incredible White” (SW 7028)  other patterns or colors require approval of Assistant Dean for Operations and funding through the budget office and are evaluated once a quote is received.
3. For office furnishings, unless a specific budget request is submitted during the normal budget process prior to a move or other funding is identified, it is expected that individuals will retain all current office furniture.
   • Replacement furniture can also be sourced from the University’s Surplus Warehouse.  Contact your department admin for more information.
   • University policy does not allow for campus moving and hauling services to pick up or deliver personal furniture items to off-campus locations.

The School of Music is currently in a multi-year effort to upgrade and expand our inventory of performance and rehearsal equipment, including musician chairs, student practice chairs, and music stands. Current inventory of these resources is divided based on need and consists of known quantities in each location. As a rule, removal of such resources from their designated locations is by approval only.

• When chairs and stands are needed in non-SOM venues, please notify the facilities manager prior to removal of equipment from facilities.
• Return all equipment moved within SOM venues to its original location if borrowed for a particular event.
• Contact the facilities manager for questions regarding available special equipment and performance technology.

With storage space limited across School of Music facilities, regular efforts will be made to review storage spaces and remove excess equipment and furnishings. Surplus furniture in one building may be needed in another or can be sent to the University Surplus Warehouse. Outdated electronics can be arranged to be picked up as e-waste for proper disposal.  Contact the facilities manager for help processing unused furniture and equipment.

Work orders should be directed to Facilities Manager using Music_Facilities@baylor.edu. Please include:

• Building and room number (e.i. Roxy Grove 107)
• Details of the concern, including pictures.

General Schedule

• Pianos in teaching studios, classrooms, and practice rooms are generally tuned/serviced before the start of each regular session (August/September and January/February). 
• Pianos in offices or labs are generally tuned/serviced on a rotating, bi-annual schedule throughout the remaining months.
• Pianos in other spaces are generally tuned/serviced at least once a year

Reporting Issues and Requesting Other Service

During regular tuning/service times, technicians also note any additional service needs. However, we rely on users to report any malfunctions or issues they encounter between scheduled services.

Report piano issues using the Piano Service Request Form, accessible directly or by scanning the QR code located on or near the piano.

Requesting Piano Service for an Event
To request piano tuning or service for an event, email piano technicians at Piano_Tech@baylor.edu. Include the building and room number (i.e. MMB 275) or location, the date of the event, and any relevant details about the piano’s intended use.

Please notify technicians of your piano needs at least one to two weeks before your event. This allows sufficient time for scheduling and preparation. Organizers must inform technicians directly; do not assume they know about your piano needs just because your event is scheduled.

Performance Piano Usage
Please remind your students to follow the guidelines outlined in the student handbook for performance piano use in concert venues. To preserve these instruments, use should be limited to scheduled rehearsals and performances only.

After any concert or recital, it is the shared responsibility of the student and teacher to:

• Lock and cover the piano
• Return the piano to its proper stowing place
• Lock the room, where applicable

Prior approval from a technician is required before using non-traditional/extended techniques on any piano. You must review the Extended Piano Use Protocol, and be aware that requests to use shared performance pianos for this purpose may be denied due to the risk of instrument damage.

• All events, recitals, rehearsals, and other activities are scheduled via the Astra calendar.Guest Recital, Guest Masterclass, Recording/Rehearsal, Faculty Recital, and meetings can be requested through the School of Music Event and Room Request Form, and are entered into Astra by the Scheduling Manager upon approval. 
• Guests events require written authorization for the following: Livestream, Audio Recording, Video Recording, and Still photography
  • It is the responsibility of the organizer to obtain this authorization and provide it to the Assistant Dean For Operations no later than two weeks before the event. Please note, if multiple artists participate in the event, all must provide written consent to the above. 
  • If your guest is paid, please be prepared to enter specific revenue and expense detail in the for and expect follow up from administration. 
• Student Recitals are requested thorough the Student Recital Scheduling Form, and are entered into Astra by the Scheduling Manager upon approval. Scheduling of these recitals opens on the 3^rd Tuesday of each semester. For complete guidelines refer to the Undergraduate/Graduate student handbooks
• Requests for changes to concerts, recitals, or events outside the usual grace period must be presented to the scheduling manager, and approved through Assistant Dean for Operations.

A/V needs such as projection and playback are requested through the scheduling forms. 

General guidelines to remember when scheduling events:

• Avoid holidays recognized by Baylor University.
• Avoid Finals Week and Dead Day.
• Avoid major university events including commencements, football games, Homecoming, etc. These events greatly impact parking and road access, campus services, building access, and the availability of support personnel.
• Scheduling against major SoM events is prohibited.  Scheduling against other events is discouraged but not prohibited, please avoid this when possible.
• Schedule faculty and guest programs to take place no later than the first Friday of April, for the current academic year. The last few weeks of the spring term are reserved for student degree recitals.

Policies for scheduling rehearsals, masterclasses and similar events:

• Requests are due by noon on Fridays for the following week.
• Students cannot make reservations more than 7 days in advance.
• Limited to 9 hours total per week.  
• Over 9 hours per week or 3 consecutive hours (per day), requires approval from Asistant Dean for Operations
• Jones Concert Hall is limited to organ and percussion students, all others require special approval from Assistant Dean for Operations.

While School of Music faculty are allowed to schedule rooms for events outside of School-sponsored and/or instructional activities, in addition to the risk management requirements listed above, certain types of personal events may require reimbursement to the School for support labor and housekeeping charges if needed. Email Music_Halls@baylor.edu

Students, faculty, and staff are encouraged to consult the Astra calendar whenever they intend to use School of Music spaces. General orientation to Astra calendar tutorial can be found here.

The first time you use the Astra calendar you will need to configure it to display music facilities. Once this is done and properly saved, it will load automatically from your account login. 

Scheduling Policies

The schedule as reflected in Astra is the definitive scheduling document for the School of Music. No exceptions or agreements will be considered valid unless they are entered via scheduling procedures.

Submitting Your Request

1. All requests are due 72 hours in advance.
2. No more than 3 consecutive hours per day may be requested. Any bookings beyond 3 consecutive hours or more than 9 hours per week (by the same individual) require consultation with and approval from Scheduling Manager.
3. For events with guest artists/speakers, appropriate guest information is required to complete the event approval process, including details of any payment arrangements. 
4. No more than 6 events are permitted to be scheduled on campus in one day. 
5. Events without formal request are not guaranteed space, marketing, or staff support.
6. If you need to cancel an official event, notify the Scheduling Manager no less than one week in advance. If you no longer need a room you requested for other purposes, notify the Scheduling Manager ASAP.

Guidelines and Availability

1. Jones Concert Hall is only available with permission from Operations Management. The percussion and organ studios have a standing exception to this rule.
2. Spaces may not be reserved on Baylor University holidays or scheduled against major University events (ex. Commencement, Diadeloso, Homecoming, Sing).
3. Scheduling against signature School of Music events is prohibited. Scheduling against other events is considered depending on the conflict.
4. Faculty and guest programs may not take place April 1 through Commencement.
5. Standard Performance Times:
    Monday through Friday
    • 5:30 p.m. – undergraduate recitals, chamber and departmental concerts
    • 7:30 p.m. – ensemble concerts; faculty, guest, and graduate recitals; undergraduate recitals if space allows
    Saturday
    • 11:00 a.m. & 3:30 p.m. – any student recital
    • 5:30 p.m. faculty, guest, and any student recital
    • 7:30 p.m. – faculty, guest, and graduate recitals; undergraduate recitals if space allows
    Sundays
    • 3:00 p.m. – ensemble concerts
    • 1:30 p.m., 3:30 p.m. & 5:30 p.m. – any faculty/student recital; chamber and departmental concerts