Personnel Procedures and Policies Core values of the Civic Orchestra include musical excellence, commitment, discipline, respectful attitude and professional decorum. The Civic Orchestra expects its musicians to demonstrate professional musicianship whenever engaged in a Civic rehearsal, performance or event to help ensure 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/Tardy 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 of the situation 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. Personal Days and Cycle Releases 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 Day: 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 seven (7) days prior to the requested rehearsal. 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, Reading Session with Dutoit, and the AuCoin/Bates workshop). The Personal Day/Cycle Release Request Form is available at www.cso.org/civicmusician. 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. Members may take up to two (2) personal days per season. If a conflict falls on any of these dates, members will need to request to be released from the entire concert cycle (please see below). No exceptions will be made to this policy. 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 $600 for regular concert cycles and $400, $340 or $240 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 until the end of the season must notify the Civic staff of their date of departure no later than one month prior to 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 perservice 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. 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/email. 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 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 email 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. Chewing gum during a rehearsal or a performance is not allowed. Use of cell phones, smart 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. 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 President of the Institute for Learning, Access and Training. 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. 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 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.