1. ARTISTIC DIRECTOR POSITION
The Artistic Director (AD) works in partnership with the Managing Director (MD) of the CYT Affiliate. The AD is responsible for building an effective internal team, casting a vision for the affiliate program, and ensuring that vision is executed. The AD is the face of the affiliate, representing CYT to families, the community, donors, and CYT Inc.
Board of Directors
Give Direction To:
Backed Up By:
Managing Director, Area Coordinator
Oversees the daily operations of affiliate, and ensures the quality and integrity of CYT productions, classes, and special events.
Selecting a Season:
The AD must take a number of elements into account when selecting a season to ensure financial responsibility: appeal, enrollment, and cost. In doing so, the affiliate will draw a wide variety of students to the organization and provide a diverse and interesting season.
The shows need to draw an audience, but should also appeal to a wide range of students. It is important to think about the variety of roles in shows: are their strong roles for a variety of ages, genders, and types?
Enrollment fluctuates per season. If fall is your largest session, select a fall show that includes a large number of lead roles and that will attract a large number of students. Likewise, for the smallest session, think about producing a smaller show, or at least a lower cost show. The small session might be a time to do a Russell House show, rather than an MTI production.
It is not financially responsible to produce three Les Miserables over a season. One show out of a season needs to be significantly cheaper to produce. Remember, cost comes not only from royalties, but also from costumes, sets, props, etc.
Selecting camps has everything to do with appeal. Select camps that will attract students. Period. (Link to Camp section on Nexus)
Master Grids are spreadsheets where all the information regarding shows, classes, camps & programs will be kept. From the Master Grids, you can use the data to create all documents relating to CYT Operations. The AD/MD is responsible for filling out the Master Grid Classes
& Master Grid Shows
As co-head of the staff, the AD must aim to help his/her staff members do their jobs well. This means that the AD needs to communicate the expectation of each position, and understand unique strengths and weaknesses of his/her staff members.
The Managing Director (MD) is the co-director along with the Artistic Director (AD) of the CYT Affiliate. The Managing Director provides the staff with a clear financial picture for the company, so the AD should provide MD with the support and tools s/he needs to successfully complete the job. This includes open communication and keeping the staff mindful of budgetary constraints.
The Area Coordinators act as a liaison between the AD and families. While the AD sets the vision, the Area Coordinators execute it through communicating daily schedules, running the day-to-day tasks of classes and rehearsals, and providing materials for teachers and for the artistic team.
The AD is responsible for the overall success of the affiliate’s artistic teams. CYT Directors, Musical Directors, and Choreographers play a fundamental role in training and guiding the students. It is therefore of vital importance that the AD keeps a careful eye on his/her artistic team to maintain a quality program. This includes, but is not limited to, overseeing the interviewing, hiring, and training of Artistic Team members in conjunction with the AC.
CYT Teachers have the extremely important role of training and guiding the students with weekly interaction, so it is important that the AD is involved in overseeing the teaching staff. Depending on staff availability, the Class AC may be included in the process of interviewing, hiring, training, and supervising the CYT Teachers (link to teacher’s manual & sample teacher’s meeting agenda). In the early years of the Affiliate, the Ac should stop by every classroom each week, providing feedback (both positive and constructive) throughout the session.
In order to develop and strengthen the organization, annual staff performance reviews should be implemented. Be sure your staff knows what aspects of their job they are doing well, but also give them an area you would like to see them improve upon. Criticism should always be constructive.
The AD’s role is to handle conflict and work to ensure that staff can move through the conflict to a place of understanding. In the midst of conflict, the AD should try to display Christ-like leadership, and listening to various opinions before deciding on a course of action. Although the AD makes the ultimate call on conflicts that arise, s/he should work to be sure that staff feels valued and supported as the decision is made.
3. RELATIONSHIP TO BOARD OF DIRECTORS
The AD is in a unique position within CYT because s/he both reports to the board and is (sometimes) a voting member of the board.
The AD attends all board meetings as a representative of the staff (along with the MD). The board relies on the AD to clearly and concisely communicate the current status of the company as well as any challenges or successes the affiliate has experienced.
The AD can be a voting member of the board. If this is the case, the AD is put in a unique position of having to balance the desires of the staff and personal goals for the affiliate, against financial realities and fiscal responsibilities for the organization.
4. RELATIONSHIP TO FAMILIES & STUDENTS
Involvement and Expectation:
Creating relationships with the individuals that participate in CYT is priority one. As the face of the affiliate, families look to the AD for guidance and direction. The AD is expected to make an effort to get to know the students and their families, and display Christ-like characteristics in all dealings.
Managing Multiple areas - Relationships with Area Coordinators
Once an affiliate expands to include multiple areas, the ADs role changes slightly. The AD will not be able to attend every class session and every rehearsal, so the AD must rely on his/her ACs to effectively run the areas. Weekly or bi-weekly meetings will all the ACs will be beneficial for all, and will give ADs a chance to hear about the various areas and their strengths or struggles.
When an affiliate has more than one area, it is likely that a bit of competition will arise between them. It is important that the director regularly conveys that the areas are like fingers on the same hand. One way an AD can help combat the fear of “area favoritism” is to rotate where s/he teaches and directs each session. Additionally, the AD needs to attend each production and, when possible, each showcase.
MyCYTSoftware will allow you to manage all of your CYT financial transactions online. It will also allow you to manage your website content, class rosters, ticket assignments, donors and much more.
Please go to your Affiliate’s website and log-in with your Username & Password provided to you by CYT Corporate Services. There are video tutorials to guide you through the administrative process.