Season Policies and Procedures

Transcription

1 Season Policies and Procedures *Please note policies and procedures are subject to change* Page 1

2 Table of Contents *Ctrl Click to follow links to sections* Program Information 3 Regular Member Benefits 3 Associate Member Benefits 4 Member Contact Information 4 Civic ID/Access Card 4 Civic Scholars 4 String Principal Auditions 5 Principal Player Responsibilities 5 Seating Assignments 6 Auxiliary Instruments 6 Concert Cycles and Lengths of Services 6 Tuning 6 Concert Dress Code 6 Guests at Civic Rehearsals 7 Recordings of Concert Performances 7 Tickets to Civic Orchestra Concerts 7 Complimentary Tickets to CSO Concerts 7 Student Tickets 7 Single Ticket Discounts 7 Subscription Discounts 8 Concert Attendance and Ticket Privileges 8 Ventra Card Program 8 Tesori Restaurant Discount 8 Discount Parking 8 Personnel Policies and Procedures 9 Attendance 9 Late/Tardy Policy 9 Illness 9 Personal Days and Concert Cycle Releases 10 Leave of Absence 10 Voluntary Membership Termination 11 Associate Member Policies 11 Attendance Policy for Associate Members 11 Orchestra Protocol 11 Disciplinary Action 12 Probationary Status 12 Membership Termination 12 Use of Civic Orchestra s Name 13 Orchestra Hall Stage Rules and Guidelines 13 Non-Discrimination 13 Drugs and Alcohol 13 Harassment 14 First Aid 14 Civic Library Information 15 Room Reservation Policy 16 Stipend Information 17 Visa Information for Non-U.S. Citizens 18 Page 2

3 Program Information Introduction Founded in 1919 as the training orchestra of the Chicago Symphony Orchestra, the Civic Orchestra of Chicago benefits from a musical alliance that is the only one of its kind among major American orchestras. A signature initiative of the Negaunee Music Institute at the Chicago Symphony Orchestra, the Civic Orchestra provides promising career-bound musicians a unique access to the musical resources of the Chicago Symphony Orchestra and hands-on training experiences with the musicians of the CSO and distinguished guest conductors including CSO Music Director Riccardo Muti. Under the guidance of Principal Conductor Cliff Colnot and CSO Judson and Joyce Green Creative Consultant Yo-Yo Ma, the Civic Orchestra musicians develop as exceptional orchestral players and engaged citizen musicians, cultivating their ability to succeed in the rapidly evolving world of music in the 21st century. The Civic Orchestra s activities are designed to train its members to be innovative, collaborative, and flexible musicians who can ably navigate today s complex professional landscape. The Civic musicians engage in comprehensive orchestral training, perform extraordinary concerts, and participate in adventurous projects that develop artistic confidence, expand musicianship, and learn to perform at the height of their ability as citizen musicians. The Civic Orchestra training includes many opportunities to participate in various educational programs of the Negaunee Music Institute at the Chicago Symphony Orchestra for further professional development. The importance of the Civic Orchestra s role in the general community is underscored by its commitment to present concerts of the highest quality at no charge to the public. In addition to the critically acclaimed live concerts at Symphony Center, Civic Orchestra performances can be heard locally on WFMT (98.7 FM) and by nearly three million listeners in nationally syndicated radio broadcasts on more than ninety broadcast outlets in twenty-five states, which are made possible through a generous gift from the Elizabeth F. Cheney Foundation. Civic Orchestra musicians go on to engage with many of the most prestigious professional institutions around the world, including the Chicago Symphony Orchestra. More than 15 percent of the current members of the Chicago Symphony Orchestra are Civic alumni. Hundreds of additional Civic alumni are currently active leaders in the field of music. Regular Member Benefits Regular Member positions are offered on a season-by-season basis for up to two consecutive seasons. Regular Members are required to commit to all scheduled rehearsals and concerts outlined in the Season Schedule. Regular Members will receive a stipend of $7,300 for the season, paid through CSO payroll on a semimonthly basis, contingent upon participation and completion of all required activities. The stipend is intended to assist members with some of their living expenses during their training in the Civic Orchestra. Additional stipend support is provided to members who hold principal string positions in the orchestra, and those who are selected for chamber ensemble programs. In addition to scheduled sectionals with CSO coaches, Regular Members will also opportunities to participate in master classes, mock auditions, side-by-side rehearsals with CSO musicians as well as attend and observe CSO rehearsals open only to Civic members. Additional musical instruction with the Principal Conductor is also possible upon request of the Civic musician. Special workshops and master classes with guest artists will be available as opportunities arise. Regular Members also receive complimentary tickets to select CSO concerts and other performances at Symphony Center. Tickets to all Civic Orchestra season concerts are also provided on a complimentary basis at the request of the members. Spaces at Symphony Center are available for Regular Members for individual practice and Civic chamber rehearsals. All Regular Members are required to adhere to the Symphony Center Room Reservation Policies. Page 3

4 Associate Member Benefits Associate members receive one-year terms, and are contacted to perform with the Civic Orchestra on an asneeded basis. When opportunities arise, Associate Members will be asked to participate in concert cycles in their entirety. The Civic Orchestra does not generally engage Associate Members for single rehearsals. If and when a Regular Member leaves a position at any time during the season, an Associate Member may be called upon to fill the vacant position. It is therefore important for Associate Members to keep the Civic Orchestra and Training Programs office notified of any contact information changes. In almost all cases the Associate Members are first-call extra/substitute players; however, the administrative staff and Principal Conductor reserve the right to hire former Civic members or outside players if necessary. The amount of stipend provided for performance with Civic Orchestra as an Associate Member will vary based on the type of concert cycle. The Civic Orchestra does not provide reimbursement for travel or accommodation expenses. Associate Members will receive invitations to attend special workshops and/or master classes as opportunities arise, and are also eligible to receive complimentary tickets to select CSO concerts and other performances at Symphony Center. Complimentary tickets to all Civic Orchestra season concerts are also provided at the request of the members. With advance notice to the administrative staff, Associate Members are welcome to observe Civic Orchestra rehearsals throughout the season. Member Contact Information All Civic members must keep their contact information up-to-date with the Civic Orchestra office. To update contact information, please fill out the Contact Information Change form, which is available at Accurate and complete contact information allows the Civic office to keep all members informed of pertinent information. The Civic office relies on each member to check his or her regularly, as most of the rehearsal and concert updates are shared electronically. Civic ID/Access Card Each Regular Member will be given an ID card which also serves as access card to various rehearsal spaces at Symphony Center. At the beginning of the season all Regular Members must have their photo taken for this ID card. Regular Members must carry their ID cards at all times while participating in Civic Orchestra or CSOA related activities. Security will ask to see the card to go to rehearsal spaces. The card can also be used for discounts at tesori restaurant and Symphony Store; to acquire student rate tickets to concerts in Symphony Center; and to visit the Rosenthal Archives. Civic Scholars Many Civic musicians will be chosen as Scholars, recognized by a sponsor s name who underwrites the musicians annual stipend. Sponsors may request certain criteria (e.g. preferred instrument section) that determines who is selected. This program has a long history and has proven to be a valuable part of the Civic experience, both a practical one that pays for each regular member s participation in Civic and also a meaningful personal connection that can last for many years if efforts are made to develop this important relationship. There are several important activities during the year that are mandatory for Civic Scholars: An annual dinner held in early fall for initial meeting or to reconnect with the sponsors. This is a good time to exchange contact information. At this event, photos are often taken of sponsors and their scholars. A formal handwritten thank you note project organized by CSO staff. A post-concert reception for sponsors and their musicians, following a Civic concert in the spring. Musicians who are selected as Civic Scholars are expected to: Always demonstrate a thankful attitude toward the sponsor. This helps maintain the sponsor s positive Page 4

5 connection to Civic and will help ensure support for future Civic musicians. To develop a professional and appropriate personal relationship with the sponsor. Sponsors have varying amounts of time and interest, but Civic musicians efforts go a long way. This includes keeping them in touch about musical and career activities, including other non-civic performances. (e.g. once a month with any updates; contacting them a few days before each Civic concert, etc.) Many sponsors participate in the program because they take great satisfaction in helping young musicians develop their careers. They want to hear their Civic musicians stories and dreams. Donors have been known to host their Civic musicians at CSO and other Chicago-area music performances. To help preserve this long-standing donor/musician program, Civic musicians are expected to respect certain boundaries. Any discussions regarding Civic stipend or personal finances should occur directly with Civic staff and never with the donors. Civic musicians must not create a conflict of interest by asking their donors for additional support or to fund non-civic projects. String Principal Auditions At the beginning of each season, the Civic Orchestra holds auditions for string principal positions. Musicians who are designated as Concertmaster or Principal serve in the position for one season only. All 1 st year or 2 nd year Regular Member string players are eligible to apply. A current principal may audition again if desired, however, a second term is not guaranteed. There is an additional stipend of $2,300 per season per position, as well as added responsibilities and perfect attendance requirement. String principal players are not permitted to take absences for any reason other than personal or family emergencies. String principal players may be allowed to take concert cycle releases for extraordinary professional development opportunities, pending approval by the Civic staff and Principal Conductor. If two players are selected as co-principals, the principal player stipend and responsibilities will be divided appropriately. Principal Player Responsibilities Strings: Principal players represent their sections, communicate directly with the conductor during rehearsals about musical issues, and generally work to facilitate communication and smooth operation within the section. Musicians who are assigned to principal positions in any given work are expected to advise the Civic Coordinator of any additional instruments needed for the assigned repertoire and to ensure that those instruments are present for all rehearsals and concerts. String principals will be required to meet with one another in advance of music distribution to work out bowings for the repertoire. String principals may also be required to meet and rehearse with the Principal Conductor before the first orchestra rehearsal. String principal players are expected to continuously coordinate with one another in regards to bowings and other musical considerations; ensure that all bowings are clearly marked in parts; and ensure that all bowings are final before the dress rehearsal, except for changes requested by the conductor. Wind, Brass and Percussion: Wind, Brass and Percussion assignments are made on a rotational basis determined by the CSO coaches. Percussion part assignments are made by the principal percussion designated by the CSO coach for each concert cycle. Please note all Regular Members are required to play auxiliary instruments as rotation assignments are made. Page 5

6 Seating Assignments The CSO coaches determine the seating in consultation with the principal conductor and director of the Civic Orchestra. All seating assignments are made on a rotational basis, except for designated string principals and first stand players. Percussion part assignments are made by the principal percussion designated by the CSO coach for each concert cycle. Auxiliary Instruments The Civic Orchestra owns various auxiliary wind instruments for use by its members for Civic related services. Musicians assigned to auxiliary parts who need to borrow the required instrument should contact the Civic Coordinator. The Civic Orchestra will consider requests to borrow Civic s auxiliary instruments for professional auditions on a limited individual case-by-case basis, given that the instrument usage does not impose a potential conflict with Civic Orchestra services. The eligibility to borrow the auxiliary instruments will be limited to current Regular Members who directly belong in the particular section to which auxiliary instrument is related. Civic musicians may not borrow Civic s auxiliary instruments for non-civic related performance opportunities. Concert Cycles and Length of Services A concert cycle refers to all full orchestra concerts and events that pertain to a given program. A concert cycle may consist of a combination of the following: One (1) sectional, one (1) split rehearsal, up to two (2) full rehearsals with Civic principal conductor, three (3) full rehearsals with guest conductor, one (1) dress rehearsal/sound check, and concert(s). A short cycle is generally comprised of three (3) full rehearsals with guest conductor, one (1) dress rehearsal/sound check, and concert(s). Split rehearsals and full rehearsals are three (3) hours in duration with one twenty (20) minute break. The twenty (20) minute break may be split into two ten (10) minute breaks at the discretion of the conductor. Dress rehearsals are generally one (1) hour in length and take place on the day of the performance. Sectionals with CSO coaches are two (2) hours long with one ten (10) minute break. Tuning The Civic Orchestra tunes to A=440. At rehearsals and concerts, four A s are given for each section in the following order: 1. Woodwind, 2. Brass/Percussion, 3. Double Bass, 4. All Strings. Musicians should tune carefully, quietly and swiftly with their own section and not while another section is tuning. Concert Dress Code Professional, modest, clean and pressed attire is expected of all members, including good personal hygiene without cologne or perfume. Musicians not meeting the dress code requirements are subject to disciplinary action. Evening Concert Attire: WOMEN All black formal attire. Solid black long dress; or black blouse (long or ¾ length sleeves) with long black slacks or long skirt no higher than two inches above ankle and slit below knee. Black closed-toe dress shoes with black hosiery. Solid black suit with black dress shirt is also acceptable. Deep necklines, dance- or exercise-style clothing, black denim, black t-shirts or sweaters are not acceptable. MEN Black tuxedo jacket and pants (no tails); clean and pressed white tuxedo shirt, black bow tie, black calflength socks and black dress shoes (polished). Matinee Concert Attire: Page 6

7 WOMEN Same as Evening Concert Attire. MEN Dark suit (navy or black; no light gray), clean and pressed white dress shirt, long tie (colors welcome), black calf-length socks and black dress shoes (polished). Guests at Civic Rehearsals Unless otherwise noted, all Civic rehearsals are closed to the public. Civic musicians who wish to bring guests to observe a Civic rehearsal must notify the Civic Coordinator in advance. Arriving at a rehearsal with unexpected guests is strongly discouraged. Recording of Concert Performances Full orchestra Civic concerts held at Symphony Center are recorded. An will be sent out when recordings are available for download through a secure website for Civic members. Civic musicians are not permitted to record Civic rehearsals and/or concerts. Tickets to Civic Orchestra Concerts Each Civic member may receive complimentary tickets upon request to Civic performances, excluding special events. Members may request Civic concert tickets directly from the Civic Orchestra Coordinator. For performances at other venues, ticket availability will be determined by seating capacity. Complimentary Tickets to CSO and other Symphony Center Concerts Members of the Civic Orchestra (both regular and associate) frequently receive complimentary tickets to select performances at Symphony Center. When tickets are available, members of the Civic Orchestra will receive a link to a form request from the Civic Coordinator. Civic members should then fill out the request form to reserve one (1) for each performance. Please note tickets are limited for each concert and are available on a first come, first serve basis, and Civic members will be notified when tickets are no longer available. Unless another deadline is designated, reservations must be made by 12:00pm the day before the concert, and by 12:00pm on Friday for all weekend performances. Tickets will either be handed out during Civic rehearsals if the members requesting the tickets are present, or will be held at will-call. Tickets may be picked up within one (1) to two (2) hours before the performance starts, and no later than 30 minutes prior to the start of the performance. Complimentary tickets are for the use of Civic musicians only. Those who do not use reserved tickets will receive a warning letter at the first occurrence. After the 2nd occurrence the complimentary ticket privilege will be denied to that Civic member. Student Tickets With Civic ID cards, regular members of the Civic Orchestra can take advantage of special pricing for many Symphony Center events that are available to students. Student tickets can be purchased online through the CSO s ticketing system, and day-of-concert tickets can be purchased in person at the box office. Additionally, certain concert series are available at a discounted subscription rate. Comprehensive information and instructions are available at When purchasing or picking up student tickets, Civic musicians must present their Civic ID cards. Single Ticket Discounts Civic regular members also have the option to purchase single tickets at a 25% discount to CSO, SCP, and Special concerts. The purchase of 25% discounted single tickets should be done through the ticketing office, at the Box Office window, or by calling To gain access to the ticketing office, go to the Adams Street security desk and request that the security guard call the ticketing office so that a ticketing representative can assist you. If tickets are purchased at the Box Office window they must be made no later than 1 hour prior to performance. If tickets are purchased over the phone, Civic members must present their Civic IDs when picking up the tickets at Page 7

8 the Box Office window. If tickets are purchased at the Box Office, members must present their Civic IDs when purchasing tickets. Civic members themselves must use one ticket per concert in each ticket order. Subscription Discounts Civic members will receive a 50% discount when purchasing most subscriptions. The following series are not available for 50% off: Beyond the Score Sunday Matinees, Family Matinee Series, CSO at the Movies, ClassicEncounter, and Create Your Own Series. Additionally, the 50% off discount does not apply to short series. Note that the Beyond the Score Friday Evening Series is available for 50% off. Exchanges will be honored at the 50% discounted price. Civic members may exchange out of and between blackout dates, but may not exchange into a blackout date from a non-blackout date. However, Civic members who wish to add on single tickets to their series will receive the regular subscriber-preferred add-on prices. The purchase of 50% discounted subscriptions should be done by calling or by visiting the Ticketing Office. To gain access to the Ticketing Office, go to the Adams Street security desk and request that the security guard call the Ticketing Office so that a Ticketing representative can assist you. Discounted subscription purchases are not available at the Box Office window. Each member must present his or her own ID when purchasing a subscription and the use of multiple ID s is not allowed. Concert Attendance and Ticket Privileges When attending concerts at Symphony Center as audience members, Civic musicians are expected to dress and behave appropriately. Those who misuse, abuse, or make improper use of the complimentary or discounted ticket benefits, or inappropriate and unprofessional behavior by Civic members and/or their guests at a concert event may result in loss of ticket privileges and are subject to disciplinary action at the discretion of the Director of Civic Orchestra and Training Programs. Chicago Transit Ventra Card Program If you wish to participate in the Chicago Transit Ventra Card Program, you may have one of the following amounts deducted from one paycheck monthly on a pre-tax basis to be added to a Ventra card: $30, $35, $50, $70, and $100 (30-day pass). Ventra cards are available approximately one month after you apply, and the monthly Ventra order is placed by the 20 th of each month. Funds will become available on Ventra cards by the 1 st of the following month. Ventra orders are set up to be re-occurring each month. If you would like to stop participation or change the fund amount, you will need to submit a new form. In addition, pre-tax deductions may be taken for Metra Mass Transit. Please see the musician resource web site at to download this form. Tesori Restaurant Discount Tesori restaurant has generously offered a 15% discount to the CSO, Chorus, Civic, and staff members, under the following conditions: Good for parties of up to 4 people with all being from the CSO family. Spouses and children are considered CSO family if accompanied by CSO member, but guests of CSO members are not eligible for the discount. CSO Identification must be presented to the server in advance. This initiates a member s discount for that meal. Not valid pre-performance or Friday matinee. Seating is based on availability, and there is no guarantee of a table without a reservation. Not valid with tax exempt status or any house charge. Not valid with any promotion of fixed price event. Gratuities should be calculated based on the original price and not the discounted amount Discount Parking Civic musicians can purchase discounted parking by calling and request to purchase a parking card. Please indicate that you are a member of the Civic Orchestra. You can obtain a parking card by purchasing a minimum of three parks. Please allow about a two-week processing time before the first use. If you have previously purchased a parking card, your current card will be reloaded with your purchase amount. Please allow at least 72 hours after payment before first use. Page 8

9 The discount rate at Grant Park South is $12.50 per park, or at 350 E. Monroe, $9 per park. These discount rates are good for a maximum of 8 hrs. If a single park is longer than 8hrs, another unit of park will be removed from your card. Personnel Procedures and Policies Civic musicians are expected to demonstrate musical excellence, commitment, discipline, and respectful disposition whenever engaged in services and events associated with the Civic Orchestra and the Chicago Symphony Orchestra Association. Professional musicianship by all members ensures that the orchestra performs and functions at the highest level. Each musician is subject to ongoing review by the Civic Orchestra staff and artistic leadership throughout the season. As part of ongoing review, the Principal Conductor, CSO coaches and Director of Civic Orchestra reserve the right to require a progress audition of any individual or instrument sections outside of regularly scheduled Civic services, and also make changes to musician assignments if deemed necessary. The Civic Orchestra administration reserves the right to make exceptions under circumstances which they deem appropriate. Attendance Attendance at rehearsals and concerts is mandatory, unless otherwise noted. Prompt arrival at activities is required of all members. It is the Civic Orchestra s professional expectation is that members will arrive 30 minutes prior to the start of each rehearsal. For performances, musicians are expected to be in the hall at least 30 minutes prior to the concert start time. Musicians should be on stage warming up, unless specifically instructed to remain off stage. Members are required to be in their seats and warmed up at a minimum of five (5) minutes prior to the scheduled start of all rehearsals and performances. Those who do not meet this requirement will receive one (1) late mark per incident. Musicians are also expected to return to their seat promptly at the end of each rehearsal break. Those who cause a disruption to the rehearsal continuation due to lateness are subject to receive one (1) late mark per incident. Late Arrival Policy Unexpected late arrival due to personal reasons (e.g. school commitments, gigs, traffic/commute delays) or late arrival after the conclusion of a rehearsal break is excused for up to two (2) occurrences without penalty. Third occurrence of such tardy will result in a written warning and probation for the remainder of the season. Fourth occurrence will result in termination from the orchestra at the discretion of the Director of Civic Orchestra. Illness In case of unexpected illness, the orchestra staff must be notified as soon as possible and at the latest by two (2) hours before the scheduled activity. Such absence will be excused with proper notice to Civic staff as well as a follow-up doctor s note. Failure to notify orchestra staff before 2 hours prior to the schedule activity may result in a penalty mark at the discretion of the Director of the Civic Orchestra. Musicians are responsible for having the music at every service, even in the event of an absence arrangements must be made by the absentee musician to deliver the parts to the rehearsal location. The Civic Library will not be responsible for providing extra part(s). Personal Days and Cycle Releases Page 9

10 The Civic Orchestra understands and expects that members will occasionally need to be absent, arrive late or depart early from a Civic activity or be released from a concert cycle due to professional auditions or other activities to enhance their professional development. Members may submit a personal day request or cycle release request for the following reasons: Professional auditions for contract positions with ICSOM, ROPA and/or local orchestras. Invitation to play with the Chicago Symphony Orchestra (including Members of ) or participation in similarly prestigious professional opportunities. Service with a ROPA or local professional orchestra where the member holds a contracted position. A substitute opportunity is not considered a contracted position. Important family commitments or emergencies. Personal Days: Members are permitted to use up to two (2) personal days per season to be used during regular cycles. Personal Day Requests for absence, late arrival/early departure must be made in writing by submitting a Personal Day Request Form no later than twenty-one (21) days prior to the first rehearsal of the Cycle. Members may not take a personal day from the following events: The last four (4) rehearsals (inclusive of dress rehearsals) preceding a concert for a regular cycle Any activity with guest conductors/artists Any short cycle (includes Yo-Yo Ma Residencies, Hallowed Haunts, Community Concerts, Open Rehearsals with Muti, and other masterclasses and workshops that are short cycles). If a conflict falls on any of these dates, members will need to request to be released from the entire concert cycle which requires a 21-day notice (please see below). No exceptions will be made to this policy. The Personal Day/Cycle Release Request Form is available at Submitting a request does not guarantee permission to be absent and all requests must be approved by the Director of Civic Orchestra and Principal Conductor. Concert Cycle Release: Members are permitted to be released from up to four (4) concert cycles per season (including Hallowed Haunts, Yo-Yo Ma Residencies, Open Rehearsals with guest conductors, Community Concert, and other special events) with approval by the Director of Civic Orchestra and Principal Conductor. If a schedule conflict falls on any of the last four (4) rehearsals preceding a concert or for any activity with guest conductors/artists, or any short cycle, members will be released from the entire concert cycle. All requests for a Cycle Release must be made in writing by submitting a Personal Day/Cycle Release Request Form to the orchestra staff as soon as possible, and no later than twenty-one (21) days before the first rehearsal (or sectional, whichever comes first in the calendar). When released from a cycle, members incur a stipend deduction of $620 for regular concert cycles and $400, $350 or $250 for short cycles. Any cycle release beyond four (4) cycles will result in membership termination. Leave of Absence At the discretion of the Civic Orchestra administration and Principal Conductor, a Regular Member may be granted a non-paid leave of absence for a period of one to four months from the Civic Orchestra for the following reasons: full-time performance opportunity with a major symphony orchestra; serious illness; or other significant changes in situation. Please contact the Civic Orchestra Coordinator to request a leave of absence. Requests for leave of absence will be considered on a case-by-case basis. Taking such leave will not extend the musician s membership beyond the second season in the Civic Orchestra. For second year members wishing to take a leave of absence through the end of the season, your request will follow the protocol and guidelines of a Voluntary Termination. A second year member who decides to take leave Page 10

11 until the end of the season must notify the Civic staff of their date of departure no later than one month prior to the desired date. Please see below for policies and guidelines. Voluntary Membership Termination Civic members who decide to resign from the Civic Orchestra are expected to give maximum possible notice that they intend to do so. A member who decides not to return for the 2 nd season is expected to inform the Civic staff by March 25 of the current season. The Civic membership, when voluntarily terminated, must end at the completion of a concert cycle or on a date mutually agreed upon by the musician and the Civic Orchestra administration. A final, (pro-rated if necessary) paycheck will be issued for the period up until the date of termination after the departing musician has returned the Civic ID/Key card and any other property of the Chicago Symphony Orchestra Association. Voluntary terminations will be noted in Civic musician s files for employment records. Associate Member Policies Associate members of the Civic Orchestra are contacted on an as-need basis. Compensation for each concert cycle is a per-service basis as stated in hiring invitation. Associate Members who accept the Civic invitation must reserve all services requested in their initial contact letter, no exceptions will be made. Any added or changed dates and times will be communicated immediately upon notice. The amount of stipend offered to Associate Members will vary based on the length of concert cycles. Associate members who perform with the Civic Orchestra will receive $620, $400, $350 or $250 depending on the length of the concert cycle. The Civic Orchestra does not provide reimbursement for travel or accommodation expenses. International Associate Members will need to provide proof of eligibility to work in the United States for the duration of the services agreed upon. Musicians will need to fill out all necessary paperwork for the CSOA files in order to be compensated. Pending approved paperwork, Associate Members are normally paid two to three weeks after the services are completed. Attendance Policy for Associate Members Attendance is mandatory for all rehearsals, dress rehearsals and concerts during which Associate Members are hired, and which are stated in the initial contact letter/ . Associate Members must be available for all dates stated for the cycle and agree to this in writing, no exceptions for other outside commitments or engagements will be made. Associate Members are expected to arrive 30 minutes prior to the start of rehearsals, and are required to be in their seats and warmed up at a minimum of five (5) minutes prior to the scheduled start of all rehearsals and performances. If an associate member becomes ill or has an unexpected emergency and needs to be late to or miss a rehearsal, Civic Orchestra staff must be notified immediately via or phone call. An unexpected absence, or failure to adhere to this policy may result in a deduction of pay of $80 per missed service, and/or release for the remainder of the concert cycle at the discretion of the Principal Conductor, Guest Conductor and Civic Orchestra Administration. Orchestra Protocol The Civic Orchestra expects its musicians to demonstrate professional musicianship and respectful decorum whenever engaged in a Civic rehearsal, performance or event to help ensure that the orchestra performs and functions at the highest level. This list is not intended to be comprehensive. Civic musicians are expected and required to properly prepare (i.e. practiced their parts adequately and have the required instruments and equipment in good working condition) for all Civic rehearsals, including sectionals with CSO musicians and chamber rehearsals. For optimum preparation, Civic musicians are expected to pick up their parts at minimum 5-7 days in advance of the first rehearsal (or sectional, whichever comes first) of a given program. Page 11

12 Chewing gum during a rehearsal or a performance is not allowed. Use of phones, ipods, and/or any other similar electronic devices during any Civic service is strictly prohibited. All such devices must be stored out of sight and switched off or silenced at all times during rehearsals. Musicians expecting an important emergency phone call must notify the Civic staff member on duty prior to the rehearsal start. Musicians should refrain from unnecessary chatting during rehearsals or performances. For all Civic services and events, musicians are expected to practice good personal hygiene, including not wearing strong cologne or perfume, as well as appropriate attire that is respectful to oneself and others. Civic musicians are expected to exercise their sound judgment in orchestral etiquette with respect to building a highly professional environment and developing amicable relationships with their colleagues. Disciplinary Action Failure to maintain an acceptable standard of performance, preparation, attendance, or professional conduct may result in disciplinary actions. Disciplinary actions will generally constitute a written warning at first violation, resulting in probationary status. A second occurrence will result in termination of membership at the discretion of the Director of Civic Orchestra. Severe misconduct may immediately result in termination without prior warning. Disciplinary actions may also constitute loss of certain member benefits, loss of partial or whole stipend, and retraction of 2 nd year membership. Potential causes of disciplinary actions include, but not limited to: Violation of attendance policies. Inability to meet the musical standards of the Civic Orchestra as determined by the Principal Conductor, CSO coach, and Director of Civic Orchestra. Disorderly or unprofessional conduct during Civic activities that causes disruption. Insubordination or disrespectful conduct toward the principal conductor, guest conductors/artists or orchestra staff. Failure to comply with required concert dress code, library policies and procedures, room reservation policies and complimentary ticket procedures. Unauthorized use of the Civic Orchestra s name in any advertising or promotional materials for activities unrelated to the Civic Orchestra of Chicago or Chicago Symphony Orchestra Association. Refusal to participate in required activities. Fabrication of illness, injury or any other reason to take time off from the Civic Orchestra to avoid rehearsing, performing or other required activities. Intentional abuse or misuse of any policies and procedures of the Civic Orchestra. Theft, vandalism or willful destruction of Chicago Symphony Orchestra Association property. Sexual harassment of any kind. Conviction of a felony while a member of the Civic Orchestra. Probationary Status When a Civic member is placed on probation, the probationary status remains in effect for the entire season, or as determined by Civic Orchestra administration and principal conductor. Once on probation, a repeat offense or lack of improvement as required by the Civic Orchestra administration and principal conductor may result in membership termination. Please note probationary status may also result in other consequences such as ineligibility to audition for a Principal Strings position or a Civic Engagement Ensembles position at the discretion of the Civic Orchestra administration and principal conductor. Membership Termination If a Civic member is recommended for dismissal from the orchestra, a review process will be conducted by the Director of Civic Orchestra and Training Programs, Principal Conductor, Director of Human Resources and Vice Page 12

13 President of the Negaunee Music Institute. The Civic member in consideration may be asked to meet with the above personnel as needed. The final decision regarding a member termination will be made by the Director of Civic Orchestra and Training Programs after conferring with the aforementioned personnel. Dismissal from the Civic Orchestra precludes the member from any future participation in the Civic Orchestra and related activities. When a dismissal date is determined, the departing musician must return the Civic ID/Key card and any other property of the Chicago Symphony Orchestra Association to the Civic office before a final paycheck can be issued for the period up until the date of termination. Use of Civic Orchestra s Name Civic members may indicate within the context of their bio or résumé that he or she is a member or alumnus of the Civic Orchestra of Chicago. Beyond that, the designation the Civic Orchestra, the Civic Orchestra of Chicago, Members of the Civic Orchestra of Chicago, or any similar designation may not be used by any Civic Orchestra members, former members, or outside organizations unless in direct connection with an event under the auspices of the Civic Orchestra or the Chicago Symphony Orchestra Association. Civic members who participate in freelance activities outside of the Civic Orchestra do so on an individual basis, not as representatives of the Civic Orchestra, and may not use the Civic Orchestra s name in any advertising or promotional materials. Unauthorized use of the Civic Orchestra s name may result in disciplinary action. Orchestra Hall Stage Rules and Guidelines When rehearsing or performing on Orchestra Hall stage, Civic musicians should never move any stage equipment, including chairs and music stands. Always contact a stagehand to request a move or change. The stage crew will only accommodate special chair requests if there is a considerable physical necessity. Members who foresee a special chair need must inform the stage crew one hour prior to the start of a service on stage. No refreshments are to be brought on stage at Orchestra Hall. When performing on Orchestra Hall stage, instrument cases, backpacks, books, cell phones, keys or any other personal items may not be kept on stage with the players. They must remain in the backstage instrument storage areas. Woodwind, brass and percussion players may not take cases on stage during concerts unless they specifically contain equipment necessary for the performance (e.g., reed equipment). This policy applies to any performance stage in and outside of Symphony Center. Items of value may be left in the locker rooms of Orchestra Hall during concerts. Users must provide their own padlocks to secure valuables in these lockers. During rehearsals, valuables should be kept with the player. When leaving the stage, orchestra members should be respectful of the stage crew and remove any miscellaneous items or debris (i.e. pencils, earplugs, earplug or cough drop wrappers, tissues, etc.) from the stage. Non-Discrimination The Civic Orchestra of Chicago does not tolerate any discrimination against any applicant for membership in the orchestra or against any member on the basis of race, color, creed, religion, sex, sexual preference, age, or national origin of the applicant or member. Drugs and Alcohol The Civic Orchestra enforces the following drug-free and alcohol-free policy as outlined by the Chicago Symphony Orchestra Association ( CSO ): The CSO recognizes the importance of maintaining a safe, efficient, and healthful work environment for its employees (including Civic Orchestra members). Being under the influence of any drug and/or alcoholic beverage on the job poses serious risks to the employee's and others' health and safety. Page 13

14 The CSO prohibits any use, sale, purchase, transfer, or possession of any illegal or non-prescribed drug by its employees while on duty or performing CSO business. In addition, it strictly prohibits employees from being under the influence of alcohol and/or any drug while on duty or performing CSO business, including driving CSO-owned or leased vehicles. Legally prescribed or over-the-counter medications are only excluded from this rule and permitted to the extent that the use of such medication does not adversely affect the employee's work ability, job performance, or the safety of the individual or others. Any employee found to be either in possession, control, or is under the influence of alcohol and/or any drug in CSO controlled areas, on CSO-owned property, or while on duty, may have action taken against him or her, up to and including law enforcement intervention and immediate employment termination. The CSO encourages all employees who feel they may have a substance abuse problem to seek professional help. The Director of Human Resources is available to make confidential inquiries in securing information on the availability of resources for substance abuse counseling and rehabilitation. Harassment The CSOA, to which the Civic Orchestra of Chicago belongs, is committed to maintaining a workplace that is free from intimidation, coercion and harassment, including sexual harassment. Accordingly, the CSOA takes charges of harassment very seriously. Outlined below are definitions of harassment, the procedures to be followed by anyone experiencing, witnessing, or learning of harassment in the workplace, and the steps the CSOA will take in response to the filing of any harassment complaints. Two types of harassment are covered by this policy. The first type, Quid Pro Quo Sexual Harassment, is defined as: unwelcome sexual advances, requests for sexual favors, or other sexual conduct when submission to that conduct is an explicit or implicit condition of employment or when submission to or rejection of the conduct is used as the basis of membership decision or the granting or denial of any benefit of membership or career development. The second type of harassment, Hostile Environment Harassment, is defined as: creating an intimidating, hostile or offensive working environment by unwelcome verbal, visual, or physical conduct of a sexual, racial, ethnic, or religious nature or by unwelcoming references to a person's sexual conduct, racial or ethnic background, religious beliefs, physical characteristics, sexual orientation, disability, and any other attributes that are not work-related. Procedures for Reporting Harassment Any member who feels he or she is being subjected to harassment or who witnesses or learns of any harassment should report the matter immediately to the Director of Civic Orchestra and Training Programs, Director of Human Resources, or Vice President for Institute for Learning, Access and Training. Handling of Harassment Complaints All complaints of harassment shall be promptly and fully investigated. The complaint and all records of the investigation shall remain as confidential as possible. There shall be no retaliation of any kind against any member who complains about harassment. Harassment is a serious offense, and any member who is determined to have harassed another member (or have retaliated against another member who filed a complaint of harassment) shall be subject to appropriate disciplinary action, up to and including membership termination. First Aid First Aid kits are maintained in the following locations in Orchestra Hall: (1) Orchestra Personnel Office (2) Lower Level Hallway by Stage Right Stairs (3) Main Floor Coat Check Room (4) Loading Dock Security Station. A physician or other medical professional is present during most public performances. Both the House Manager and/or Assistant House Manager and Box Office Manager know the physician's seat location; the House Manager, Assistant House Manager, Box Office Manager, and Chief Usher can dispatch an usher to get the physician, if necessary. The House Manager's and Assistant House Manager's post is in the inside lobby on the main floor near Page 14

15 the Box Office entrance during most public performances. If medical attention is needed during a concert, notify a Civic staff member or the Stage Manager and the house physician will be escorted to the victim. If a medical professional is not present at the concert or, medical attention is needed during a rehearsal or other service, the Civic staff member will reach the Fire Department paramedics by dialing 911. Be prepared to explain the symptoms of the victim to assist the paramedics in assessing the situation. Security will be notified and asked to meet the paramedics when they arrive to Orchestra Hall. Cardiopulmonary resuscitation, or CPR, is practiced by the House Manager, the Assistant House Manager, and various concert duty personnel. If an orchestra member is injured at Orchestra Hall, a Civic staff member must be notified to make sure that the appropriate reports are filed regardless of the severity of the injury. Civic Library Information Library Hours The Civic Librarian, or a Civic Library Assistant, will be present at all Civic services. The library will be open one hour before and during rehearsals, thirty minutes before sectionals, and one hour before and during concerts (including intermissions). The library will not be open after rehearsals, sectionals, or concerts. Please call or the Librarian to make arrangements to meet at the library at times when there is no orchestra service scheduled. Open library hours will be posted on a regular basis; however, it is still highly recommended that you contact the librarian in advance to make arrangements to visit the library. Please note that only the Civic Librarian, and/or the Civic staff are authorized to distribute music. Music Distribution The Civic Library strives to make music available at least two (2) weeks before the first scheduled rehearsal (or sectional, whichever comes first) of any concert cycle. The exact date of availability will depend on many factors and may fall later than two weeks ahead of the first service of the cycle. Civic musicians will receive an notice from the Civic Coordinator alerting them to concert cycle details, including rotations and library hours for music pick-up. For optimum preparation, musicians are expected to pick up their parts at minimum 5-7 days in advance of the first rehearsal (or sectional, whichever comes first) of a given program. Study scores will be available for musician use during rehearsals and sectionals. PDF copies of all scores will be available for all concert cycles and may be obtained by contacting the Civic Librarian via . PDF copies of parts will not be made on a regular basis and will be created only at the Civic Librarian s discretion. Musicians may take any or all music from their stands, but they may not take their stand folder. For non-string folders, all original parts are provided. For string folders, two parts are provided: a practice copy and an original. The outside player is responsible for the original. It is the responsibility of the players to check the rotation for each cycle and take the appropriate part. String Principals will be required to meet with one another in advance of music distribution to work out bowings for the repertoire. The designated Principal Percussion will be responsible for visiting the library before the music distribution to designate part assignments for the section. In addition, all principals are expected to notify the Librarian if any extra parts or related needs are required for the section concerning the given concert cycle. Musicians are responsible for having the music at every service, even in the event of an absence arrangements must be made by the absentee musician to deliver the parts to the rehearsal location. The Civic Library will not be responsible for providing extra part(s). Page 15