Program Director

  1. A Program Director will:
    1. Administer the Program and direct all operations, including:
      1. Outreach, orientation, and applications.
      2. Rosters and Schedules.
      3. Training.
      4. Cappies Shows.
      5. Reviews.
      6. Awards Voting.
      7. Gala or Ceremony.
      8. Media campaigns.
    2. Keep the Steering Committee fully informed of all Program operations.
    3. Be knowledgeable about all Cappies Rules, including C.I.S. Procedures and Awards Voting.
    4. Propose schedules to the Steering Committee for the following:
      1. On-Line School Applications (initial and midyear).
      2. First and last allowable dates for Cappies Shows.
      3. Awards Voting.
      4. Ceremony or Gala.
    5. Set schedules for the following:
      1. Lead Critics Meetings.
      2. Critics Training.
      3. Mentors Training.
  2. The Program Director will use Cappies Information Services (C.I.S.) to administer the day-to-day operations of the Program, and will:
    1. Use C.I.S. to:
      1. Submit the Program's Charter Application.
      2. Collect School Applications.
      3. Set and update Rosters of Participating Schools
      4. Set and update the Schedule for Cappies Shows, Mentors, and Critics.
      5. Confirm Assignments, and expected attendance, of Mentors and Critics at upcoming Cappies Shows.
      6. Manage Review writing, selection, editing, and submission.
      7. Oversee Critics' attendance and Review-writing data.
      8. Insert Critics' Choices to create Awards Ballots.
      9. Prepare for Awards Voting.
      10. Determine Critics Awards.
    2. Assist Steering Committee Members, Advisors, Mentors, and Critics in their use of C.I.S., which will include:
      1. Providing assistance to the Webmaster, as required, in distributing user names and passwords.
      2. Training Steering Committee Members, Advisors, Mentors, and Critics in C.I.S. Procedures.
      3. Assisting anyone who may have difficulty logging into C.I.S.
      4. Informing anyone whose use of C.I.S. may be affected by updates or revisions of C.I.S. Procedures.
    3. Not use C.I.S. to:
      1. Send emails that bear no relevance or relationship whatsoever to the Cappies, including:
          1. Audition notices for any event other than a Cappies Show or other event hosted or sponsored by the Cappies.
          2. Notices of any performances that are not Cappies Shows.
          3. Fund-raising for any organization other than the Cappies.
      2. Provide C.I.S. data to anyone other than a Cappies official or other person authorized by the Steering Committee.
    4. Submit and maintain current data on C.I.S., as required by the Rules.
    5. Oversee the Advisor, Show Director, Mentor, Booster, and Critic C.I.S. pages, as may be necessary to manage the day-to-day operations of the Program.
        1. Keep and use a master password, to access these pages.
        2. Maintain the confidentiality of this master password.
  3. In the event C.I.S. is not functioning, the Program Director and Web Coordinator will carry out contingency plans, as advised by the Director or their designee.
    1. When C.I.S. is not functioning for two consecutive scheduled notices of Assignment, the Web Coordinator will distribute one such notice, by email, to assigned Mentors and Critics, and to the Show Director and Booster of the Performing School.
    2. When C.I.S. is not functioning, for any reason:
      1. Critics will email Reviews to critic.XXX@cappies.com ("XXX" is the three-letter code for the Regional Program), whereupon those Reviews will be received by both Mentors and the Program Director.
      2. Mentors will email Reviews, when edited, to mentor.XXX@cappies.com ("XXX" is the three-letter code for the Regional Program).
      3. When emailing Reviews to these bins, Critics and Mentors will write and edit Reviews in the text of email, Critics will include their names and school names beneath their Reviews, and Mentors will indicate which reviews (and in what rank order) Reviews are selected for the media.
    3. If the internet is not functioning, the Program Director will consult with the Director to arrange for an emergency procedure to receive and edit Reviews.
    4. If C.I.S. and/or the internet is not functioning immediately prior to Awards Voting, during Awards Voting, or during the Audit and Certification process following Awards Voting, for any reason, the Director and Webmaster will assist the Program Director in:
      1. Postponing the Awards Voting until C.I.S. is again functional, or:
      2. Preparing and managing a paper Ballot voting process, with votes inputted into C.I.S. as soon as it is again functional.
  4. The Program Director will use the Program Pages on the www.cappies.com Web Site to provide public information about the Program.
    1. The Program Director will print out backup files, from C.I.S., of the full database for each school.
    2. The Program Director will prepare and maintain Web Pages for:
      1. Participating Schools, each of which will have one Page, which will include the address(es), date(s) and curtain time(s) of any Cappies Show(s) at that Participating School.
      2. Selected Reviews of Cappies Shows.
      3. Media coverage and photographs of Cappies Shows, Awards Galas or Ceremony, or other Program events.
      4. News about upcoming Program events.
    3. The Program Director will preserve the confidentiality of phone numbers and emails within the C.I.S. database.
    4. The Program Director will not allow any commercial messages to be displayed on the Web Site, apart from links to organizations that have provided funding or other sponsorship to the Program.
  2. The Program Director will monitor:
    1. Critics' performance, including:
      1. Attendance at Cappies Shows.
      2. Behavior at Cappies Shows.
      3. Acceptability of Reviews.
      4. Participation in Awards Voting.
    2. 2. Compliance with the Rules at Cappies Shows, by the Performing School, Mentors, and Critics.
    3. 3. The post-show Review submission and editing process, by:
      1. Receiving selected and edited Reviews from the Editor Mentor, on the Sunday evening following a Cappies Show.
      2. Reviewing and, as necessary, re-ranking Reviews to conform with reasonable expectations of what the Media can publish, editing Reviews selected for the Media, and (for Rule violations) all Reviews.
      3. Submitting selected reviews to the media, on a timely basis.
      4. Submitting all reviews, or all reviews except those submitted to the most prestigious media, to the Performing School, not later than Tuesday night of the week following the Cappies Show, 
      5. Posting reviews selected for the media on the web site.
    4. Critics' Choices, by confirming their timely and accurate entry on C.I.S., and making any corrections that may be necessary to bring them into conformance with the Rules.
    5. Post-Show Evaluations, by collecting and retaining them, in a confidential file, until Awards Voting.
  3. The Program Director will make a major effort to inform area media about the Program, and to invite them to become Participating Media, with materials provided by the Director.
    1. Participating Media may include:
      1. Local daily and weekly newspapers.
      2. Student newspapers, which the Participating School will identify in its School Application, unless the Steering Committee makes this requirement optional.
      3. Broadcast media.
      4. Internet media.
      5. Any other media identified by the Director.
    2. The Program Director will request area media to become Participating Media by publishing and/or broadcasting:
      1. Reviews of Cappies Shows written by Critics, selected by Mentors, and forwarded by the Program Director (or designee).
      2. Pre-season high school theater sections (fall and spring).
      3. Notices of upcoming Cappies Shows.
      4. Initial results of Awards Voting, about Nominees.
      5. Coverage of Gala, including Awards winners.
    3. Participating Media will be authorized, and requested, to:
      1. Edit any Review, without consent of the Critic.
      2. Refuse to publish or broadcast any Review, for any reason.
      3. Include a byline, with the name of the student Critic and his/her School.
      4. Identify the Review as part of the Cappies program.
      5. Provide feedback, to the Media Coordinator, about the quality of Reviews.
      6. Assist in Critic Training.
      7. Present an award at the Gala or Ceremony.
    4. The Program Director will assist in the development of new media by:
      1. Maintaining a current local media kit.
      2. Keeping the Director informed about the extent of media publication of Reviews.
      3. Mailing one original clipping of all major Program media coverage, including the first published Reviews, to the National Media Director.
      4. Including links to media coverage on the Program web page.
  4. The Program Director will take whatever other actions may be necessary to maintain the proper functioning, open communications, media access, and integrity of the Program.
  5. The Program Director, or a designated representative, will attend the annual Program Directors' meeting.
  6. The Program Director may enlist other persons to assist with any aspects of these tasks, including a:
    1. Web Coordinator.
    2. Booster Coordinator.
    3. Lead Critics Coordinator.
    4. Gala Directors and Assistants.
    5. Members of the Steering Committee to assist in the final screening and submission of Reviews.
  7. Maintain an archive of annual events and data which include:
    1. Number of schools participating.
    2. Number of critics participating.
    3. Number of reviews written.
    4. Number of reviews published.
    5. Major media coverage and/or events.
    6. Steering Committee meeting minutes.
    7. Insurance policy.
    8. All application, student participation, and security background check information.
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