Fourth District Talent Hunt Guidelines 2021

Lamar T. Cole – 4th District Representative 4th District Talent Hunt Committee

Brother Mark C. Shaw – Chairman - Mu Iota - [email protected] Alpha Alpha Alpha Morgantown, WV Brother Quinton Sweat Beta Iota - [email protected] Chi Alpha Charleston, WV Brother Drew Goodall Delta Alpha - [email protected] Brother Terrance Tilford Eta Nu Nu - [email protected] Brother Monty Pender Kappa Tau - [email protected] Brother Gregory Fowler Mu Chi - jfowler001@aol.com Brother Stephen Jones Mu Iota - [email protected] Psi Beta Beta Huntington, WV Psi Omicron Youngstown, OH Xi Alpha Institute, WV Brother Ross Davis El Xi Chi – [email protected] Xi Iota Iota Sidney, OH Xi Tau Maumee, OH Brother Kelvin Asberry Zeta Kapp Kappa - [email protected] Zeta Omega Cleveland, OH

The following guidelines include the information you need in order to have your chapter represented in the 80th Fourth District Conference Virtual Talent Hunt Competition via Zoom, scheduled for Friday, April 23, 2021 or Saturday April 24, 2021 (The actual date will be published when announced).

The following attachments are provided for your use:  Writable PDF International Talent Hunt Contestant Application  Writable PDF Parental Release and Consent Form  4th District Chapter Talent Hunt Chairman Information Form (Complete & return via e-mail ASAP!)  Talent Hunt Adjudicator Forms (PDF Format & Word Format)  International Talent Hunt Guidelines Revised December 1, 2020 (PDF Format)

Please read the entire International Talent Hunt Guidelines & this packet carefully, as there are important format changes including Procedures for conducting a Virtual Talent Hunt, etc. https://oppf.org/talent-hunt/

(Press ctrl key & click hyperlink above to follow link to IHQ Website to the Talent Hunt Web Page)

Or (1) log on to oppf.org (2) click on Programs Tab (3) click on Mandated Programs Tab (4) Click on Talent Hunt Program (5) click on here to visit website (The International Talent Hunt Guidelines, Talent Hunt Contestant Application (PDF), Talent Hunt Release and Consent Form (PDF), and Adjudicators Talent Forms (PDF & docx) are all located on the Talent Hunt Website.

Chapter Eligibility Requirements:

Each Chapter wishing to enter contestants for the 80th Fourth District Conference Talent Hunt Competition must:

 Have their College Endowment Fund and Insurance assessments (and any other outstanding debts) paid in order to enter contestants.  Have a registered delegate to the conference.  Your chapter must have a local competition in order to enter a contestant at the district level. Talent Hunt competition, including competitions with more than one chapter participating, may send only one performing applicant to the District Competition. (Note: In competitions with more than one chapter participating, the winning contestant will represent all chapters, which were involved.)  Ensure that all required materials for their winning contestants are complete, (The overall winners name, performance video, passport information (if applicable), Writable PDF International Talent Hunt Contestant Application, Writable PDF Parental Release and Consent Form, student biography with photo, and Talent Hunt Participation Financial Summary Report)

 All required materials listed above are to be submitted to the Fourth District Talent Hunt chairman (see submission instructions on pages 5-8 of this document) in a timely manner. THE DEADLINE IS April 1, 2021! Send ALL materials electronically!  Use the forms approved by the International Talent Hunt Committee. This includes the adjudication forms.  Bear all costs associated with the production of their local Virtual Talent Hunt Competitions (data storage drive (if applicable) and prize money, certificates, medallions (if applicable). The Fourth District Talent Hunt Committee (and conference planning committee where appropriate) will bear the costs of the production of the Fourth District Virtual Talent Hunt Competition, as well as the monetary awards, trophies and medallions.  Send the name, address, telephone number, and email address for their Talent Hunt chairman, and date, place and time of their local Talent Hunt Competitions to the Fourth District Chairman ASAP!

Contestant Eligibility Requirements:

Students wishing to be contestants in the 80th Fourth District Conference Talent Hunt Competition must:

 Be in high school, grades 9 – 12. No students in grade 8 or below are eligible even if they attend a high school that has those grades! Age is not a factor!  Participate as soloists. No group performances are allowed! One accompanist is allowed for each vocal or instrumental performance. Vocalists and instrumentalists may use pre-recorded music on CD. However, pre- recorded music may not contain any lead or background vocals or lead instruments!!  All contestants must enter to compete in only one of the following categories: Music: Vocal, instrumental or piano (classical; semi-classical, gospel and jazz); Interpretive Movement to Music (ballet, modern dance and tap) – no krumpin’, poppin’ or hip-hop; Speech (poetry, orations, monologues, etc.) and Visual Art (painting, drawing, sculpture, and photography). No contestant may be adjudicated in more than one category!

 Submit required materials by established deadline.  Memorize their performances and refrain from using profanity or vulgar language or derogatory words, etc.!  All equipment and supplies must be provided by the contestants for Virtual Talent Hunt.  Submit at least 3 – 5 pieces to be adjudicated if entering the Visual Arts category. It is suggested that each piece be labeled with the artist’s name, title of piece, medium used for the piece, and date the piece was constructed.  Dress appropriately: Females – dress/gown and Males – dark suits with shirt and tie. NO JEANS OR SNEAKERS! Contestants in the dance or dramatic interpretation categories may dress according to their presentations.  All contestants must adhere to the performance time limits. All performers will have a maximum of 6 minutes. Contestants will be penalized if they exceed the time limits.

Required Materials due electronically by April 1, 2021, to 4th District Talent Hunt Chairman: via Box Shared Cloud Drive Email Address: [email protected] ; Telephone: 614-531-7748  Writable PDF International Talent Hunt Contestant Application for each contestant.  Writable PDF Parent Release and Consent Form  Performance Video  4” x 6” photograph of each entry (high resolution bust shot photo 300 dpi or higher) - No cell phone, I-pad or scanned photos  Biography of no more than 100 words for each entry  Passport information (if Applicable). The first-place contestant in the 4th District Virtual Talent Hunt should be prepared to travel to the 2021 Moses C. Norman Leadership Conference in Nassau, Bahamas in July. Due to the COVID-19 pandemic this is To Be Determined based on the Grand Basileus’ decision on whether there will be an in-person Leadership Conference or a Virtual Leadership Conference. The 4th District has budgeted for passports for the first-place contestant and a chaperone.  Talent Hunt Participation Financial Summary (Appendix G in International Talent Hunt Guidelines)

(The shared cloud drive of choice is up to each particular Chapter’s Talent Hunt Committee for use for their Chapter Talent Hunt Program).

Shared Cloud Drive options include but not limited too are: Amazon Drive, Box, Citriz ShareFile, Dropbox, Google Drive, Hightail, MediaFire, Microsoft OneDrive, or SurgarSync.

The 4th District Talent Hunt Program will use Box Shared Cloud Drive. A Talent Hunt folder will be sent to each Chapter Talent Hunt Committee Chairman to upload the required materials listed above by the stated deadline. See Instructions below:

Accepting a Box Folder Invitation (External Users)

1. Once invited to collaborate by Mark C. Shaw, you will receive an email asking you to accept an invite to collaborate. If you have not received this email, please check your spam/junk folder or reach out to the 4th District Talent Hunt Chairman to ensure the invite has been sent.

The title of the Collaborated Folder will be your chapter’s Talent Hunt for example

Mu Iota Talent Hunt

2. Once you accept the invite, you will be taken to a page to sign up for an account. If you already have a personal Box account, you can login with it by clicking the link towards the bottom of the page that states “Log in here”.

• The “Log in here” link will take you to a page where you can login using your Box account if you already have one.

3. You will then be given the opportunity to personalize your Box experience. This can be skipped by clicking on the “Skip this and go straight to Box” link.

4. Next, you will be quickly introduced to the Box interface. This can also be skipped by pressing on the “X” in the upper right-hand corner.

5. You will now have access to any folders that have been shared with you. You will also have access to any files or folders within the shared folder(s).

Upload to Box With the File Browser 1. Click the Upload button in the upper-right corner. 2. Select Files or Folders, depending on what you'd like to upload. ... 3. Select the file(s) or folder you'd like to upload. 4. You can select multiple files for upload by holding the Command or Control key (Mac or Windows, respectively) while selecting files. Drag and Drop Files into Box

You can drag files from your desktop to the files page in Box. Your files will be uploaded and will appear in the folder where you dropped them.

Note:

How do I share files on Box? Using Box to Send a Message 1. Navigate to the file you wish to share and click Share. 2. Click the Send option in the blue box that appears below the file. 3. A pop-up window will appear, prompting you to enter the email address(es) of the individual(s) you want to send the file to. 8

Appendix H Air Travel ID Requirements

Domestic Air Travel (United States of America):

1. According to the Transportation Security Administration's (TSA) guidelines, a child under age 18 only must show her boarding pass to board a domestic flight; no additional ID is required. However, each airline has its own policy on identification requirements for youth. Check with the airline before your flight. a. To verify a child’s age, airlines may require you to present a copy of the child’s birth certificate at check-in. 2. All travelers, 18 and older, flying on a domestic flight must present a photo ID issued at the state or federal level, such as a state driver's license that meets Real ID requirements, military ID or the United States passport. In addition to these commonly used forms of identification, passport cards, trusted traveler cards (such as the NEXUS, SENTRI and FAST cards issued by the Department of Homeland Security), border-crossing cards, Native American tribal ID cards, airline or airport photo ID cards issued in compliance with TSA regulations and transportation worker ID credentials also are acceptable forms of identification. 3. The name on the airline ticket must match the name on the photo ID presented at the TSA airport checkpoint. a. Travelers who have had a name change since purchasing an airline ticket and do not have a valid photo ID that matches the name listed on the ticket must bring proof of the name change, such as a marriage certificate or a documentation of a court- ordered name change, to the airport along with photo identification. 4. International visitors and American residents who do not hold United States citizenship are still required to present a government-issued photo ID to TSA agents at the airport. a. A passport issued by a foreign government is an acceptable form of identification for all visitors to the U.S. Foreign citizens who have a form of photo ID issued by the U.S. government, such as a permanent resident card, may present their American ID in lieu of a passport.

International Air Travel:

1. To fly to another country, including Canada and Mexico, American citizens must have a valid passport. a. A passport must be valid for more than six months after you are scheduled to return. Several countries will not accept passports set to expire in less than six months. i. Consider renewing if you have less than 6 months before expiration left on your passport 2. Avoid trouble by applying for your passport well in advance of your trip, as it can take weeks or even months to procure one. 3. All youth, even babies, require their own passport to travel overseas via air and cannot do so using the passport of a parent or guardian. a. To apply for a passport for a child under 16, both parents must accompany the minor to an application center. If one parent cannot do so, he/she will need to send a notarized statement of consent. b. Single parents will need to provide evidence of their legal status, like a sole custody agreement.

Appendix I

Procedures for conducting a Virtual Talent Hunt at the Chapter, State, District and International Levels

SUMMARY

1. Students at the chapter level will submit a pre-recorded video for auditioning to the host chapter. 2. The chapter determines which students compete in the local/chapter program. 3. Once videos are collected, the local chapter Talent Hunt Committee will compile and conduct the adjudication process per the guidelines. 4. Virtual Adjudication: The adjudicators should be convened using a virtual platform of the committee’s choosing to review the selected videos and determine the winners. This should be done prior to the virtual talent hunt program. 5. Virtual Talent Hunt Program (alternative to an in-person program): The actual virtual talent hunt program viewing for the public may be conducted using a virtual platform in a webinar format only. A master of ceremonies will introduce the category of performance and play the different pre-recorded performances. After all video performances have been completed, the predetermined winners should be announced, and the program concluded. 6. This process should be repeated at the state and district levels. However, at the international level, the performances will not be adjudicated and will be for demonstration purposes only.

METHODS AND PROCEDURES

1. All chapters, states, and districts are requested to establish processes and procedures to incorporate virtual methods in their programs to ensure the program can be completed per mandated requirements. The chairmen must submit all mandated documents in accordance with the guidelines. 2. All chapters, states and districts must establish a method to receive and store videos in .mp4 (native android video format) or .mov (native iPhone video format) via a shared cloud drive (Amazon Drive, Box, Citriz ShareFile, Dropbox, Google Drive, Hightail, MediaFire, Microsoft OneDrive, or SurgarSync), as video submission files may be too large to send via email. 11

3. Video Submission Requirements: • The contestants must submit their videos in .mp4 or .mov format only and contain the contestant’s name. (e.g. mikesmith.mov) • The videos cannot contain any special effects to enhance their performance. • The contestants must provide a quick introduction (No longer than 15 seconds; see example in Helpful Hints below) prior to their performances. • The background area should have sufficient lighting and appropriate scenery.

• The performance must be memorized and conducted in 6 minutes or less. • Appropriate dress in accordance with the guidelines is required. • Videos do not need to be professionally recorded. • Videos made with iPhones or other digital devices are acceptable provided the audio and video are clear and in the proper format.

4. Upon completion of the adjudication process at the chapter and state (if applicable) levels, the Talent Hunt chairmen will forward to the District Talent Hunt Chairman by no later than the stated deadline, via the District Talent Hunt shared cloud drive the following:

• The over-all winner’s name • Performance video • Passport information (if applicable) • Contestant application • Parental release and consent form • Student biography with photo • The district Committee Activity Report

5. Upon completion of the adjudication process at the district level, the District Talent Hunt chairmen will forward the following to the International Talent Hunt Committee Chairman within one week following the district Talent Hunt program:

• The over-all winner’s name • Performance video • Passport information (if applicable) • Contestant application • Parental release and consent form 12

• Student biography with photo • The district Committee Activity Report • The district winner’s performance introduction script

6. The International Talent Hunt Committee Chairman will appoint a subcommittee to establish a shared cloud drive (Google, Dropbox, etc.) at the International Talent Hunt Demonstration level to receive the videos and documentation from the district chairmen. The shared cloud drive will serve as an archiving tool to house the digital history and performances. 7. District Talent Hunt Chairmen or their designees will have uploading and viewing rights to the shared cloud drive. The International Talent Hunt Committee Chairman will appoint committee member(s) to compile all videos into one submission for publishing, distribution, and storage via the shared cloud drive.

HELPFUL HINTS

1. Videos do not need to be professionally recorded. 2. Videos should not be edited, and the audio/video quality should be clear. 3. Videos made with iPhones or other digital devices are acceptable provided the audio and video are clear and in the appropriate format. 4. It is highly recommended that the video resolution be at least 1080p (1920 X 1080). 5. Review your video before you submit your performance. Have a friend, family member, teacher, or instructor watch it and critique. 6. Introduction should include: Greeting, Name, Age, Grade, School (City/State), Category of performance and composer (If applicable). Example: Hella, my name is Charles Young, I am 17 years old and a senior at Central High School in Cleveland, Ohio. I will be performing in the dramatic interpretation category: “Invictus”, by William Ernest Henley 7. The host of the “Virtual Talent Hunt” should be using a “high speed” internet connection to host and play the performances. 8. Judges should avoid adjudicating performances on cellular connected devices, if possible. 9. Contestants should be sure if recording on a cellular device, that they place their phone in “do not disturb” mode to avoid interruptions.

FAQS

Q. Can I record my performance using my smart phone? A. Yes, you can use any modern smart phone (Android or IOS).

Q. Can the video be stopped or rewound for the judges? A. No, the video must be played from start to finish (once) without pausing or stopping.

Summary of International Talent Hunt Guidelines & Considerations for a High Quality Talent Hunt Production

The International Talent Hunt Program (ITHP) is the second oldest mandated program of our fraternity. It is one of the most public events that we conduct throughout our fraternity and a significant part of the “brand” of Omega. Below is a summary of the key points of our ITHP guidelines and suggestions for conducting a well-executed production that reflects the best Omega has to offer.

Summary:

Ω Eligible students must be in grades 9-12 and may compete year after year even if the student won in a previous year. Ω Categories of solo performances (no groups) – Classical Instrumental/Vocal; Semiclassical Instrumental/Vocal (no rapping!); Dance (no hip hop, poppin’ or krumpin’); Dramatic Interpretation; & Visual Arts (3-5 pieces); All performances must be memorized and not exceed the time limit of 4-6 minutes depending on category; penalties will be assessed. Only one accompanist and pre-recorded music must not contain background vocal or lead instruments! Ω The official ITHP application must be used throughout the process, so that the required information and consents are obtained. Available online at IHQ website. Ω Chapters may have joint talent hunt productions; however, only one performing artist and one visual artist may be entered into the district competitions. Each district may send only one winner to the district competition. Ω Performance venues must be secured for your event and a grand/baby grand piano must be available. Ω Judges must represent the eligible categories and must use the ITHP adjudication forms (available online at IHQ website). Do not allow judges to base their decisions on the previous winning status of a contestant! Ties must be resolved by throwing out the high/low scores and/or reconvening of the adjudication panel. Brothers must not serve as judges nor have any input in the decision making process! Ω Chapters are responsible for ALL expenses related to sending their contestants to their state/district competitions. Districts are responsible for ALL expenses related to sending their contestants to the International Talent Hunt Demonstration (ITHD), which is not a competition like the chapter, state, and district talent hunts.

Considerations/Requirements/Suggestions for a successful production:

Ω Start planning your Talent Hunt at least 6 month in advance depending on the circumstances where you are located. Each aspect of the event must be planned and have a deadline. (SEE ENCLOSED TALENT HUNT CHECKLIST.) While there are suggested deadline dates, you know your communities and circumstances better than anyone. District and international deadlines are not negotiable. Communication in a timely manner is critical to the success of your event! Ω Be sure you have a working committee of 5 – 7 people and that each person has responsibility for 1-2 aspects of the entire process.

Ω Select and confirm a date for your Talent Hunt. Immediately secure a performance venue that 15

is available on your selected date. You may have to secure a venue first in order to determine date. BE COGNIZANT OF OTHER ARTS PROGRAMS, ETC. SUCH AS SATs/ACTs, ACT-SO, MAJOR SCHOOL PRODUCTIONS, ETC. Ω Create a list of specifications of what the requirements are that you need at the venue – number of tables, seating arrangements for contestants and judges, site for post-Talent Hunt reception, number and kinds of microphones, easels/tables/location for visual artists, etc. Ω How about a guest MC like a radio/TV personality or other important person in your community? Even consider the mayor or county executive or other prominent figures in your community. Ω Submit Special Events Checklist at least 45 days before the date of your event. Ω Prepare your application for distribution through schools, social media, email, churches, community centers, cultural arts centers, dance studios, creative and performing arts schools, Greek organizations, social clubs, etc. Be sure that the fraternity shield is on the application (USE THE OFFICIAL APPLICATION AND OTHER FORMS ON IHQ WEBSITE!) Consider getting your application distributed at least 60 days before the event. Do you keep a database or folder of previous contestants, so that you can send the eligible contestants an application each year they are eligible? Ω Consider an orientation meeting/audition to review what contestants may be performing and the appropriateness of the material. Ω Advertise everywhere and to everyone as appropriate. Be sure that you indicate that your chapter is “an unincorporated entity of Omega Psi Phi Fraternity, Inc.” Ω Secure sponsors to defray your costs. Consider involving a 501(c)(3) organization in sponsoring your event, so that you can take advantage of those benefits. Often grocery store chains have foundations that support a variety of 501(c)(3) organizations and would be a great sponsor for the post-Talent Hunt reception. You may also want to secure sponsors for program printing, medals/trophies, cash awards, venue expenses, etc. Ω Start soliciting for volunteer judges as soon as you have a confirmed date and place. Remember, others have calendars that they must consider. Even though you have volunteer judges, please be sure to select a small token of appreciation. Actually, many of these people will have more certificates and trophies than you can imagine. Try $25 VISA gift cards – they work everywhere! Ω Use approved adjudication forms available on IHQ website. Ω All chapter winners must have their information to their district Talent Hunt chairman 30 days or more before the district program. Don’t delay! Use the right forms and you will already have 90% of what you need to submit to district chairman. Ω District Chairmen must submit their winners’ information by May 30 to the International Talent Hunt Chairman. Again, Don’t delay! Use the right forms and you will already have 90% of what you need to submit to the international chairman. Ω Develop a script to include your introductions of key community/political dignitaries, key fraternity officers, judges, etc. This will help with not forgetting any key pieces on “game day”!

Talent Hunt Checklist

Items Target Assigned Completion Summary/Remarks Dates To Date Planning/Committee Meetings Scheduled Publicity/Promotion Student Applications Available (IHQ Website) Students Awards/Grants/ Scholarships Funding Request Auditions Mailings Adjudicators Identified Adjudicators Honorarium Certificates/Medallions Ordered/ Printed Plaques Programs Printing Adjudication Forms Finalized Photography/ Video Recording Musical Accompanist Piano/ A/V Rental Rental of facility (Auditorium) Reception/ Catering Decoration (Flowers, Banner, etc.) District/ State Travel/Housing Committee District/ State Travel/Housing Student District/ State Travel/Housing Chaperone Conclave/LC Travel/Housing Committee Conclave/LC Travel/Housing Student Conclave/LC Travel/Housing Chaperone Submit Registration Package to next level 14 days after event