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Choral Librarian job description

COMPILATION-music librarian job descriptions.
Thanks for all the input!

Tony, Here's a copy of my Choral Librarian Manual. It's
worked well for us.

Division of Music
Emporia State University
Choral Librarian Manual
Dr. Terry Barham
Director of Choral Activities


The Choral Librarian position is vital to the functioning
of the various choirs in the Division of Music. The
Choral Librarian handles all aspects of music coming into
and leaving the Choral Library for use by ESU choruses.
Supplies Any supplies you need should be procured in the
Music Office from Gwen Lorenz, the secretary. In your
desk, you should have the following items: automatic
numbering machine, ESU Choirs rubber stamp, pens/pencils,
New Music forms for listing all new music by composer,
title, file number, number of copies, etc., choir number
roster forms, and a complete list of all music in Choral
Library. Codes For Choirs Use the following abbreviations
for choral registration forms and envelopes when you
stuff music: AC = A Cappella Choir; TC = Treble Clef; CC
= ESU Community Chorus; Singers = ESU Singers New Music
Bought During The Year When new music comes in (mostly in
August before school begins), log it into our files.
First, separate the music into the various titles. Give
any invoices to Dr. Barham. On the New Music form, write
the file number, title, composer/arranger (last name then
first name), publisher, number of copies of each title,
and the condition of the music. Next, number the music in
the upper left hand corner if possible, e.g., 1-48. This
number is the individual singer's copy number. Stamp each
piece with the ESU CHOIRS rubber stamp. Then, starting
with the last piece of numbered music, stamp each piece
with the automatic numbering machine in the upper right
hand corner--the Choral Library file number. To store
music in the metal file cabinets, use manila envelopes to
keep the music together. Take a manila envelope and cut
off the flap that normally seals the envelope. Turn the
folder so that the open end is on your right. In the
upper right hand corner of the manila envelope, write, in
pen, the Choral Library file number. On the left side or
in the center of the envelope, print the title,
composer/arranger, publisher, and number of copies of
music stored in the envelope. Put the music in the
envelope and file it in the metal cabinets in numerical
order. Adding New Copies Of Music To Music Already In
Choral Library Find the old copies of the music in the
choral library. The new copies should use the same file
number as the old unless there is a different edition.
Compare the names of the editor/arranger to determine
compatibility. The old copies will already be numbered in
consecutive order (but check to see if any old copies are
missing one or two numbers). If a number is missing, be
sure that one of your new copies fills in that gap. All
other procedures should be followed as noted in the "New
Music..." section above. Getting Music Ready For Choir
Rehearsals Each ensemble director will give you a list of
the music that he/she wants and how many copies of each
for the envelopes to be distributed to singers. Once you
have that list, you can get started. Most of the time,
the directors will give you the file number and the title
of each piece. If for some reason they do not do that,
you can find it on the computer in Dr. Barham's office.
The process starts with your pulling the desired music
and the proper number of copies. At the beginning of the
Fall Semester, you will need to number the envelopes and
the white Choral Registration forms for each folder. The
same number is to be used for the Choral Registration
form, the envelope holding the music, and each piece
within one envelope. Place the music and Choral
Registration form inside an envelope and keep the
envelopes in numerical order. Each director will either
pick up the music, or you may need to take the music
envelopes to them. If you are in that choir, you will
probably pass out the envelopes. The white Choral
Registration forms are to be filled out and sent within
the first week to Dr. Barham's office for entry on the
appropriate database. When Music Is Turned In When music
is turned in, sort by title into piles. Check off each
piece turned in on the master music form for that choir.
Then place the music in numerical order and file the
music where it belongs numerically. As you do this,
repair copies as needed. If the music seems to be in bad
condition, talk with the director--leave a note. This
check-off process is important because it assures
continued use of the music in later years thus saving
money. Music Turned In Which Didn't Originate In Our
Library Always check title and composer of any "stray"
music turned in to see if it is already filed in the
Choral Library. If the same title exists, always check
for the possibility that the composer, arranger or editor
is different. You can look on the most recent shelf list
of all music titles in our library (in the desk) or check
on Dr. Barham's computer (PC-File database). If we do not
have the music in the Choral Library, then place the copy
in the reference music section--the file cabinet closest
to the door leading into the rehearsal room. If there are
five or more copies of a piece, then go through the
complete procedure for assigning a new file number,
listing the piece on the "New Music" form along with the
number of copies, condition, composer/arranger, etc. (See
New Music Bought During... above) File by title, either
SATB, SSA, etc. If, over a period of time, you discover
that we have collected five copies of the same work in
the reference section, be sure to log it into the Choral
Library and put the copies in the appropriate new place
in a labeled envelope (See above). Students, Townspeople,
and Non-ESU Choir Directors Who Wish To Borrow Music Each
person wishing to borrow any music (even if only one
copy) must fill out the Check-Out Music form and get Dr.
Barham's signature before you, the Choral Librarian, can
give them the music copies. Keep the Check-Out Music
forms in the desk together. At the end of each semester,
check to see who has not returned borrowed music. Talk to
them if you know them or have their phone number. Remind
them about returning the music by the date promised. If
they still fail to return the music, at the semester's
end, give the sheet to Dr. Barham so that he can have a
student's name encumbered by ESU. The student won't be
able to enroll the next semester. Dr. Barham will contact
others who are not a part of ESU. General Clean-Up
Keeping up with the general filing and renumbering of
music as it comes in during the semester makes for less
time-crunch problems at the end of each semester when all
music from Treble Clef, A Cappella Choir, and ESU Singers
comes in and has to be counted, checked in and refiled.
The custodial staff takes care of the trash.
Miscellaneous The wooden cabinets by the desk contain
hats, black concert folders (for use by Community Chorus
and Treble Clef), extra envelopes, and Choral
Registration forms. There is also an assortment of
supplies to repair the aging music storage boxes. It is
very helpful for the Choral Librarian who follows you
(whenever you "retire") to spend time with you seeing how
you do your job. Evaluation Of Your Work And The
Re-Hiring Process Each semester, Dr. Barham will evaluate
your work as Choral Librarian. Your reliability,
attitude, ability to handle the job and attention to the
details described in this manual will be the basis for
the evaluation. A recommendation for re-hiring or
dismissal will be forwarded to the Chair of the Division
of Music, Dr. Miller. You may request a meeting with Dr.
Barham at any time if you have questions about your
performance as Choral Librarian. In the first week of the
semester, you will be asked to sign an agreement
indicating that you have read and agree with the duties
noted in this Choral Librarian Manual. If you fail to
follow any of the policies or duties set forth in this
manual, you will be given a first warning to rectify the
situation. If you are still unable to carry out the
duties as specified, you may be dismissed from your job.
A replacement person may be hired. A sample copy of the
Student Employee Evaluation form will be provided to you
before you begin work so that you can see how you will be
evaluated. Teamwork Thank you for agreeing to abide by
the policies and for carrying out the duties outlined in
this manual. ESU choirs cannot function without music and
folders put together expertly and in a timely fashion. I
look forward to our working together to serve the best
interests of the Division of Music and each of its choral
ensembles. (first written, September, 1994) Dr. Terry
Barham Director of Choral Activities P. S. A special
thank you is due Kelly Cavinaw, our current Choral
Librarian, who wrote the major portion of this manual
Terry Barham, Ph.D. Editor, Common Times SW ACDA Director
of Choral Activities Emporia State University Emporia, KS
66801 barhamte(a) 316-341-5436 (ph) 316-341-5681

I'm not real sure what you are looking for so I will just
tell you what I do. I order a lot of the music and keep
record of it in a note book so that I make sure that we
get it, I number and catalog all of the music. ( enter
music into computer) I make sure that all the choir
members have music for rehearsals and Sunday mornings so
that all will go smoothly. I collect the music after it
is used and file it away. I assign each choir member a
number and folder, I clean out the choir slots a couple
of times a year to make sure that I get all of the music
back, and I keep a record of missing music I handle a lot
of the miscellaneous things such as collecting money for
listing tapes or (rehearsal tapes) I have Video tapes of
our Christmas, Gospel etc. available for sign out, and
keep track of those. I make sure that the Conductor ( You
) has music and service orders on Sunday mornings, and
music for Thursday night rehearsal. I handle the Sign out
sheets from the Choir people who have signed out. I make
sure that there is an updated roster posted so Choir
people can see there assigned number and who their
Shepherd is. I make sure that new members of the choir
feel welcome by writing them a note. I tell them who
their shepherd is, what there assigned number is, and I
make sure that they have music and folders. My newest
project is cataloging CDs and tapes into the computer in
the Resource room. I do many other things that Im not
sure most Librarians would do so I will not list them
all. Thanks for asking for my input!

- putting music in folders and making sure there are
enough copies for each singer
- taking music out of folders and filing it back into
the library
- keeping up with the library itself (or establishing
a working directory)by inserting new pieces into the
library and the master list
- Create a list of pieces by (one each) composer,
title, voicing, library number, and maybe type
Hope this helps!
Brenda Wilber

Here's an outline of my duties as Librarian for the
Sacramento Master Singers: Music Librarian
1. Store and catalog SMS music
2. Order new music a. locate/identify publisher if not
already known b. maintain billing records for SMS
Treasurer c. pass invoices to SMS Treasurer as necessary
and/or get check from SMS Treasurer and pay invoices
3. Make copies of music not currently in print a. obtain
permission to copy music not currently in print b.
locate/identify copyright owner if not already known
4. Number and mark SMS ownership on all copies
5. Prepare packets of new music for singers a. distribute
other music not included in original packet b. keep
record of music distribution c. maintain history of music
distribution (so that singers can get their original copy
of repeated music)
6. Collect and refile music after each concert a. track
down missing pieces
7. Manage Performance License Agreements with ASCAP, BMI,
etc. a. Prepare quarterly reports of programs b. Pay
royalties (get check from SMS Treasurer) CD Rights
Management 1. Obtain and maintain records of each piece
on each CD a. Title b. Composer/arranger c. Publisher
name & address d. Copyright owner name & address (if
different from publisher) e. duration of recording 2.
Process license agreements with Harry Fox Agency (good
for about 90% of pieces) 3. Process license agreements
with those publishers and copyright owners not
represented by Harry Fox Agency 4. Maintain records of
royalties due each licensor a. maintain history of number
of CD's and tapes produced and dates b. maintain history
of royalties paid and dates 5. Pay royalties a. get
checks from SMS Treasurer b. submit reports and checks to
Harry Fox Agency c. send checks and cover letters to
those publishers and copyright owners not represented by
Harry Fox Agency Hope this helps. - John M. Crowell
Sacramento Mastersingers Music Librarian

1. Receive and log in new music
2. Stamp music, including director and accompanist
3. Place in folders if necessary or in storage boxes for
later use
4. Place one copy (marked file) in numerical file box
5. Keep folders current for all choirs

Ours does much more including upkeep of choir robes and
clearing out of
folders after Sunday services. She's a jewel!
Jack Horner
FUMC, Montgomery, AL

I inherited two of the most wonderful librarians with my
current job four years ago. Here are the things they do
for the six performing groups we have:
check in all orders and confirm correct copies
stamp, number and 3-hole punch all music
prepare storage boxes by putting on labels (I order all
music, enter all it into the computer inventory, print
out the labels, assign an accession number and make index
cards which they file
4) repair music
5) alert me to needs for back orders
6) do searches for anthems which refer to particular
scriptures (using our computer data base)
7) call members who have checked out music to remind them
to return it
8) take attendance
9) work with person in charge of robes to be sure
adequate materials available (we're growing and often
pray everyone doesn't show up on the same Sunday!)
10) purge inactive materials and present to me for
decision as to whether to trash, sell or give away.
11) keep a record of all bulletins and special programs
12) maintain two file cabinets full of records on
equipment and purchases
13) go with me to reading workshops and make
14) Put on labels on anthems which have been donated to
the choir in honor or memory of someone
15) write thank you notes to donors to our special music
fund (I do too)
16) fill cubbies and music folders with music 6 weeks
ahead of performing date, clean out and remove old
material and refile back in the library.

They do all this for 159 folders, 6 groups, from an
active library of over 2500 titles. Volunteer hours per
week - about 10 normally, more during heavy performing
seasons. They are so dedicated! I am quite frightened to
think what will happen when they realize they're both
over 70 and should slow down! Cindy Pribble Minister of
Music River Hills Community Church Lake Wylie, SC

I am the choral librarian at my university so here's a
brief description
of my duties.

-Correctly cataloguing all music in the library and new
music as it comes in
-we are in the process of recounting how many we have
of each of over
5,000 titles at the moment so recommend keeping up on
this task
-Developing or continuing a system to keep track of who
has what music
-we use a double number system one for our records
and one is the box
number of the student (so as to prevent music from being
stolen to avoid
-Distributing music to choir members via box system, etc.
-Collecting music from choir members via boxes by the
stage door
-Asses the usability of old or damaged music as well as
the need to replace it
-Develope a filing system that works
-by composer works best although we also have call
-Keep track of music loaned to other schools or
-create a contract with in and out dates that must be
signed by librarian
-Help students in classes locate pieces that suit the
needs of their
-this requires knowledge of exactly what's in your
-Recruit people to help!
-this is a big time requirement - the bigger the
choir, the more time it takes!
A personal tip would be to write down everything! Have a
three ring binder
with blank paper and the lists of who has what number
music in as well as a
copy of your library's inventory. Print out e-mails from
the director and
write down everything they ask you to do...and don't
throw it away until
everything having to do with that piece of music is done
-Stacey L. Campbell

Saw your request so thought I'd chime in with my
responsibilities as music
librarian of a 60-voice community choir.

I am responsible for:
* ordering music selected by the director
* locating copies to borrow when possible (calling around
to various schools,
colleges, etc.) including picking it up from loaning
* numbering all copies of music
* putting music in packets prior to first rehearsal of
concert season
* handing out music on the night of first rehearsal
* keeping track of each member's music number; assigning
new numbers to new
members; keeping a list of same
* keeping and updating a database of all music we own
* collecting music when concert is over; filing it in
labled boxes in file
* returning borrowed music

We are moving towards requiring all members to purchase
their music
beginning next season, because getting it all back,
filed, and stored is a
problem. Once that is in effect, I will no longer be
responsible for
collecting music, but I will have to collect MONEY and
keep track of who
has and hasn't paid.

I think that's it. Hope it's helpful.
Bonnie Dodge
Tony Bernard, Music Director
Dallas First United Methodist Church
141 East Memorial Drive
Dallas, GA 30132