Mentors

  1. Each Participating School will submit the name of one or two Mentors, each of whom will be a high school teacher or administrator currently employed, full-time or part-time, at the Participating School, unless:
    1. If no other volunteers can be found, the Advisor of the Participating School may designate the following person(s) as a Mentor.
      1. A high school teacher or administrator who is retired, or teaching at a school other than the Advisor's own Participating School.
      2. A currently employed theater professional who has an affiliation with the Participating School, and who is capable of leading Discussions and editing Reviews.
    2. The Program Director will authorize such other person to be a Mentor, upon a determination that the person will:
      1. Be capable of leading Discussions, editing Reviews, in a manner comparable to what a teacher can do.
      2. Be reachable by email, and will respond in a timely manner to email.
      3. Submit to a security screening and background check equal to that of teachers within the Region's school systems.
    3. If a Participating School does not fulfill its Mentor obligations, the Steering Committee may apply sanctions, including removal the school from the Program.
  2. Before serving as Mentor at a Cappies Show, each new Mentor will attend a training session.
  3. A Mentor will:
    1. Read the Mentor binder.
    2. Learn how to log in to C.I.S., and become familiar with C.I.S. procedures.
    3. Inform C.I.S. about any changes of phone number or email address.
    4. Check emails at least twice weekly, and respond to emailed inquiries from Program Officials in a timely manner.
    5. Learn how to spot-check reviews for plagiarism or internet copying.
    6. Abide by all Cappies Rules and C.I.S. Procedures.
  4. After the Critics Schedule is prepared, the Program Director will prepare a Mentors Schedule.
    1. At any time prior to when the Program Director announces the Mentors Schedule, by email to the Program Director, a Mentor may request preferred dates and Cappies Shows.
    2. By confidential email to the Program Director, an advisor may request that a particular Mentor not be assigned to the Cappies Show at an advisor's Performing School, stating the reasons, whereupon the Program Director will honor such a request, and will preserve the confidentiality of such request.
    3. The Program Director will attempt (but is not required) to:
      1. Assign a Mentor to his/her requested Cappies Shows.
      2. Split each Mentor's Assignments between Discussion Mentor and Editor Mentor.
    4. If a Participating School has two Mentors, one of the two Mentors will inform the Program Director which Mentor will attend which Cappies Show.
  5. The Program Director will schedule two Mentors for each Cappies Show.
    1. One Mentor will be designated as Discussion Mentor.
    2. One Mentor will be designated as Editor Mentor.
    3. At the option of the Mentors or the Program Director, the Discussion Mentor may also be designated as Editor Mentors.
    4. The Program Director may allow an additional Mentor to volunteer to attend, receive a complimentary ticket for, assist with, and be present in the Cappies Room for any Cappies Show which already has two assigned Mentors.
    5. The Program Director will make an effort (but is not required) to add an additional Mentor for any Cappies Show whose attendance is expected to exceed 50 Critics.
  6. The Program Director may name Regional Team Mentors, who:
    1. Are not affiliated with any Participating School.
    2. Will meet the same eligibility criteria as other Mentors
    3. Will receive Mentor Training and the Mentor binder.
    4. May be used to replace or supplement other Mentors, at the discretion of the Program Director.
  7. A Mentor may decline an assigned Cappies Show.
    1. The Mentor may decline:
      1. For any reason, with 3 weeks notice given by email to the Program Director.
      2. For illness or personal emergency, at any time prior to the Mentor's scheduled arrival time, by promptly emailing and telephoning the Program Director.
    2. When declining, the Mentor will provide alternative Mentor dates during the current Program Year.
    3. When a Mentor declines, the Program Director, or designee will:
      1. Find a replacement Mentor, which may include a Member of the Steering Committee, and
      2. Schedule an alternative date for the declining Mentor, during the current Program Year.
    4. If a Participating School's Mentor(s) end the Program Year having mentored fewer than the required number of Cappies Shows, the Mentor's Participating School will provide one more mentor date than the number normally required for the following Program Year.
  8. If a Mentor is absent from an assigned show, or if the Mentor declines too late for a replacement to be found:
    1. The Mentor who is present will serve as both Discussion Mentor and Editor Mentor.
    2. In selecting reviews for Participating Media, the Mentor who is present may consult with any Member of the Steering Committee who may be present, but not with any other person (including the Mentor who was absent).
  9. Mentors will prepare for each Cappies Show they are mentoring.
    1. The Discussion Mentor will do basic research, to the extent necessary to lead a brief Discussion with the Critics about the background (of the original show, story, and creative team) of the Cappies Show.
    2. The Editor Mentor will print out and bring to the Cappies Show:
      1. The final pre-show Attendance List, which the Editor Mentor will receive from C.I.S. by email two days before the Show.
      2. A complete copy of the Rules.
      3. A blank Post-Show Evaluation Form (for a Play or Musical, as appropriate).
    3. At a Cappies Show, on their own initiative, for any reason, the Mentors may switch between Discussion and Editor Mentor assignments, or share those roles.
  10. At a Cappies Show, both Mentors will:
    1. Arrive 45 minutes before curtain.
    2. Exchange home phone numbers and emails with the other Mentor.
    3. Attend the entire performance.
    4. Sit with Critics, to ensure that Critics:
      1. Do not reveal their opinions of the Cappies Show while in the theater, except as normal members of the audience might do.
      2. Exit the theater promptly, at intermission, and after final bows (prior to any post-show activities), enable Critics to exit the theater promptly.
      3. Show good decorum, and represent the Cappies well, at all times.
    5. Remain generally present during the pre-show, intermission, and post-show Discussions and evaluations.
    6. Ensure that Critics follow all Rules, maintain professional decorum, and represent the Cappies well.
    7. Ensure that one Mentor remains at the Performing School until the all Critics have left the premises.
  11. At a Cappies Show, the Editor Mentor will:
    1. Ensure that the Performing School is providing:
      1. A Cappies Room, with clear signs directing Critics there.
      2. A microphone and simple sound system in the Cappies Room (if 20 or more Critics are on the final attendance list).
      3. Complimentary tickets in a cordoned-off, preferred location (in most theaters: center section, rows five through seven), with instructions to auditorium ushers to reseat any persons who sit in that location before the Mentors and Critics are seated.
      4. Complimentary refreshments.
      5. Show programs.
      6. A completed Cappies Show Eligibility Form.
      7. An usher, to ensure privacy of the Cappies Room and to assist with any questions that may need to be answered.
      8. An intermission of not less than 15 minutes, unless the script specifically provides for no intermission.
      9. Notice to the Mentors and Critics to take their seats before the show is started or resumed after intermission, with a promise that the show will not be started or resumed until all Mentors and Critics are seated.
      10. A method (by public announcement, if necessary) for excusing the Mentors and Critics from any pre-show, post-intermission, or post-show ceremonies and recognitions longer than one minute.
    2. Take attendance.
      1. The Editor Mentor will match names of students who are present with names of Critics on the final pre-show Attendance List.
      2. If a student who claims to be a Critic is not on the pre-show Attendance List, the Mentor will allow that student to serve as a Critic, in which case the Mentor will
          1. Confirm the Critic's identification by photo ID.
          2. Write down the Critic's name and school.
          3. If another Critic will vouch that the person not on the Attendance List is a Critic, write down that other person's name and school.
          4. Enter the Critic's name on the C.I.S. attendance page, following the Cappies Show.
      3. If the Editor Mentor learns that a person who has claimed to be a Critic is not a Critic, the Editor Mentor will notify the Program Director, giving the name of that person and of any Critic who may have vouched for that person.
    3. Confirm the privacy and security of the Cappies Room by:
      1. Ensuring that no friends or family of Critics are in the Cappies Room at any time.
      2. Ensuring that no Parent Boosters or other persons from the Performing School are in the Cappies Room during any of the Discussions or Evaluations.
      3. Inquiring about the security of the Cappies Room while the Mentors and Critics will be in the theater, and advising Critics whether it is safe to leave valuables there.
    4. Greet and express appreciation to Parent Boosters, or anyone else from the Performing School who is assisting with refreshments, and allow them in the Cappies Room only:
      1. Before curtain (including during the pre-show Discussion).
      2. During intermission, to assist with refreshments, except they must leave the Cappies Room before Discussions start and may be allowed to enter after the Post-Show Evaluation Forms are collected by the mentors.
    5. Invite the Show Director (or designee) to enter the Cappies Room to describe any aspect of the Cappies Show before curtain, or to answer any Critics' questions during the intermission and post-show Discussions.
    6. Confirm that all Critics:
      1. Have been checked in on the Attendance List.
      2. Have Critics' Choices and Post-Show Evaluation Forms.
      3. Know the Review Deadline for the Cappies Show.
    7. Determine, during intermission, whether any Critic has arrived after curtain, and, if so, whether that Critic should be allowed to review and evaluate the show.
    8. Excuse Critics, following the post-show Discussion, after:
      1. Collecting all Post-Show Evaluation Forms as Critics leave, following the post-show Discussions.
      2. Asking all Critics to discard any personal trash, and providing any other help that may be required to clean up the Cappies Room.
    9. Deliver any personal items left behind to someone from the Performing School.
    10. Ensure that one Mentor remains at the Performing School until all Critics have left the premises.
  12. At a Cappies Show, the Discussion Mentor will:
    1. Start Discussions promptly.
      1. Pre-show Discussions will start promptly, 20 minutes before curtain.
      2. Intermission and post-show Discussions will start promptly, 2 minutes after the Critics enter the Cappies Room.
    2. Lead Discussions about the Cappies Show, that will not be less than:
      1. Ten minutes before curtain.
        1. The Discussion Mentor will advise the Critics of the Candidates' names, and any other relevant information on the Cappies Show Eligibility Form.
        2. The Discussion Mentor will briefly provide the Critics with a background of the play or musical being performed.
        3. The Discussion Mentor will remind the Critics of the Rules on decorum.
      2. Ten minutes during intermission.
      3. Ten minutes after final bows, not including the selection of Critics' Choices.
    3. Lead Discussions in a lively manner, by:
      1. Keeping order and focus.
        1. The Mentor will assert authority over the Discussion, in the manner of a teacher in a classroom.
        2. The Mentor will use a microphone and simple sound system (which is requested of Performing Schools for Cappies Shows for which the final Attendance List has 20 or more Critics).
        3. The Mentor will require Critics to raise their hands to request to be called upon, and to stand when making statements during a Discussion.
        4. The Mentor will require Critics not to have any side conversations during a Discussion.
      2. Requiring Critics to be respectful of one another's opinions.
        1. The Discussion Mentor will elicit brief comments from as large as possible a number of Critics.
        2. The Discussion Mentor will encourage Critics with contrasting points of view to speak out.
        3. The Discussion Mentor will take firm action to prevent any Critics from dominating a Discussion, "showing off" their knowledge of theater in an intimidating manner, or belittling any other Critics who may disagree with them.
      3. Guiding the Discussion in a fair, balanced, and constructive direction.
        1. The Discussion Mentor will allow critical comments, as long as they are stated fairly, reasonably, and constructively.
        2. If a Discussion begins to take an overall negative tone, the Discussion Mentor will steer it back in a more constructive or balanced direction.
        3. If any Critic makes a comment that is grossly unfair or unreasonably harsh, the Discussion Mentor will correct that Critic and remind all Critics that comments of that kind may not be made.
        4. A Discussion Mentor may raise issues, ask questions, provide expertise, and request contrasting points of view, and (if necessary) steer the Discussion in a more constructive direction, but may not attempt to shape or alter Critics' opinions.
    4. Make a reasonable effort to conclude post-show Discussions approximately 45 minutes after final bows and in no event allow post-show Discussions to extend more than 60 minutes after final bows.
    5. Assist the Editor Mentor in being alert to the presence in the Cappies Room of anyone who is not a Critic on the Roster, including friends or family members of Critics.
    6. Instruct Critics to turn off beepers, cell phones, and pagers before entering the theater.
    7. Remind Critics:
      1. Not to Discuss the Cappies Show outside the Cappies Room.
      2. Not to reveal their opinions of the Cappies Show, by comment or gesture, while in the theater, except in the manner of normal applause, laughter, and end-of-show ovations.
      3. Not to reveal their Critics' Choices or Post-Show Evaluations of the Cappies Show at any time to any person.
    8. Oversee the selection of Critics' Choices, by taking suggestions, conducting any votes that may be required, and reading aloud the correct spelling of every student name selected.
    9. Decide any question of Award eligibility, after consulting with Lead Critics who are present during a Discussion.
    10. Ensure that the post-show Discussion is done as briskly as reasonably possible, with the goal of enabling Critics to depart for home not later than 45 minutes after final bows.
  13. In case of serious misbehavior by any Critic, the Mentor may:
    1. Reprimand a Critic.
    2. Request a Critic's name and school name.
    3. Advise the Program Director, by an immediate email report, after which the Program Director and the Advisor at the Critic's Participating School will determine whether any disciplinary action is warranted.
    4. Order a Critic to leave the Cappies Room, and/or Performing School, in case of disruptive misbehavior of a sort that would require substantial disciplinary action in a school setting.
  14. Following a Cappies Show:
    1. The Editor Mentor will:
      1. Immediately email the Program Director in case of:
        1. Critic misbehavior.
        2. Any failure of the Performing School to provide anything required under the Rules.
        3. Any question about Award eligibility.
      2. Enter attendance and Critics' Choice data on C.I.S., not later than 24 hours after the Cappies Show.
      3. Mail or deliver the Post-Show Evaluation Forms to the Program Director, not later than 3 days after the Cappies show.
    2. Both Mentors will select Reviews for the media.
  15. If either Mentor is absent from the Cappies Show, and if no other Mentor or Program official is present, the attending Mentor will perform both the Editor and Discussion Mentor functions, and will report the absence to the Program Director immediately after the Cappies Show
  16. A Mentor may be relieved or replaced at any time, for any reason, by the Advisor of the Participating School, or by a two-thirds vote of the Steering Committee.
  17. If a Participating School's Mentor violates the Rules in any consequential way, the Steering Committee may impose sanctions on the Participating School, including:
    1. Removal of the Mentor from the Roster, with the condition that a new Mentor be named within 7 days.
    2. Disqualification of the Participating School's Cappies Show(s) from eligibility for the Play and/or Musical Awards, or from all Awards.
    3. Removal of the Participating School from the Program, in the current or subsequent year.
    4. Setting an explicit condition that any further actions of this kind will lead to any of the above sanctions.
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