CSOYO ATTENDANCE POLICY
UPDATED for the 2020-2021 Season
INTRODUCTION: Membership in the CSOYO comes with the exciting opportunity to learn and perform amazing works of music with a community of dedicated peers and professional leaders, as well as the responsibility to honor your commitment to yourself, your musical colleagues, and the institution of the CSOYO. As in any group activity, each individual is an important part of each rehearsal experience, and your presence is vital both to your musical progress and to the musical progress of those around you. By accepting your seat in the CSOYO, we expect that you have decided to make the CSOYO a priority in your musical life. Each member may have a different reason for wanting to be a member of the CSOYO, but the one thing we all have in common is the CHOICE we have made to be here, and we will collectively honor that choice by maintaining high standards and striving for excellence.
ATTENDANCE: Each musician is expected to attend all rehearsals and concerts, to arrive 15 minutes early, and to remain throughout all rehearsals and concerts. Perfect attendance is the recommended goal for each CSOYO member!
Members should bring a pencil to every rehearsal. String players should also be prepared with extra strings as needed.
TARDY POLICY: It is the responsibility of each member to be on time and to be prepared with instrument, music, and any accessories for all rehearsals. With shortened rehearsal times this season, every minute together is valuable. A member will be considered tardy for up to 15 minutes past the scheduled rehearsal start time. After that time, the member will be considered absent. When a member has been tardy three times, he/she will be credited with an absence. Leaving rehearsal early (up to half of rehearsal time) is also counted as a tardy.
MISSING INSTRUMENTS: In the event of a missing instrument, the member is still expected to attend rehearsal. Any member with a missing instrument who does not attend rehearsal will be credited with an absence.
CHECK IN: Musicians should check in at the attendance table for each rehearsal and concert. Failure to check in will result in being marked absent automatically.
CONCERT CYCLES: Each concert performed by the CSOYO is prepared in a cycle of rehearsals and each rehearsal is critical in preparing musicians for their upcoming concert. Absence, lateness, or early departure detracts from the learning environment, disrupts the students’ learning process, and impacts the performance level of the entire ensemble. The rehearsal cycles for each concert are listed on the calendar for each orchestra. There are 2 concert cycles in the 2020-2021 season – the Fall Concert and the Spring Concert.
ABSENCES: An absence will not be considered excused or unexcused, but simply as an absence.
ALLOWED ABSENCES: Musicians are allowed NO MORE THAN 2 absences during the Fall Concert Cycle and 2 absences during the Spring concert cycle. This includes ANY ABSENCE, such as illness, COVID-19 quarantine, school or other music activities, fall or spring breaks, family vacations, homework and tests, college visits, transportation problems, sports events, religious holidays, school trips, etc.
If a musician misses more than the allowed number of absences in a concert cycle, they will be asked to submit a playing test via Flipgrid one week prior to the concert, and their Conductor will decide if they are prepared to play on the concert. ***CLARIFICATION: Any member who misses more than 2 rehearsals will put their membership in jeopardy. An appeal must be submitted (see below) in order to maintain membership. The appeal is subject to approval. The playing test may be granted in response to an appeal, particularly in COVID-19 situations.
Members who exceed the maximum allowed absences during a concert cycle and are not allowed to play on the concert are still required to attend the Venue rehearsal and the concert so that no further absences are accrued. Members should check in backstage at the attendance table when the orchestra is called, and then sit in the audience for the full duration of the rehearsal and the concert. Members who miss the venue rehearsal or a concert may be dismissed from the CSOYO and not permitted to audition in the future.
LAST MONDAY REHEARSALS: Musicians are STRONGLY encouraged to attend the last Monday rehearsal prior to a concert. Musicians who are absent may be reassigned parts/moved within the section at the discretion of the conductors.
VENUE REHEARSALS: All SUNDAY VENUE REHEARSALS are MANDATORY. Please mark your calendars NOW:
Sunday, December 6, 2020
Sunday, May 2, 2021
Musicians who miss a venue rehearsal may not be allowed to play on the concert and may be dismissed from the CSOYO with forfeiture of the complete amount of tuition. In the event of extenuating or unplanned emergency circumstances, the conductors will have final word on whether the member may perform the concert and maintain membership.
CONCERTS: Concerts are MANDATORY. Any musician who misses a concert will be dismissed from the CSOYO with forfeiture of the complete amount of tuition and will not be allowed to audition for the CSOYO for the following season.
ILLNESS: The CSOYO is sympathetic to our members who become ill and are not able to report to rehearsal. To stop the spread of illness, please do not attend if you are coughing, sneezing, contagious or vomiting. However, while unplanned, absences caused by illness are still counted as an absence. The CSOYO encourages members not to use absences for other non-emergency reasons just because they haven’t been used, but to save allowed absences for unplanned circumstances such as illness.
As long as pandemic conditions are present in the community, the CSOYO will work with members who must miss rehearsal due to COVID-19 illness or quarantine. Please do not attend rehearsal if you are sick, have a positive test for COVID-19, or have been exposed to someone who has tested positive. The CSOYO Manager should be notified immediately of any COVID-19 related exposure, and your identify will be kept anonymous. Please see our COVID-19 Safety policy for further information.
Musicians with extenuating circumstances (serious illness, sanctioned school trip) that would cause an absence that may jeopardize the musician’s CSOYO membership per the Attendance Policy are encouraged to speak directly with the CSOYO Manager as soon as possible for assistance, and to utilize the Appeals process as warranted.
APPEALS: In the event of an emergency situation (illness, death in the family) or extenuating circumstances that would prevent attendance at a mandatory venue rehearsal or concert, or create an absence that exceeds the maximum allowed, an appeal may be made regarding the absence. A letter signed by a parent or guardian with an explanation, along with secondary documentation in the form of a doctor’s letter, school letter or other supporting legal document must be presented to the CSOYO manager as soon as possible if an appeal is requested, and the appeal is subject to approval. Appeals will be reviewed by the conductors and the manager, and all decisions will be final. All absences in a concert cycle may be reviewed in addition to the last one that caused the attendance issue.
NOTIFICATION: Absences must be reported by emailing (preferred) the CSOYO at firstname.lastname@example.org or calling the voicemail (423-267-9011) before 4:00 p.m. on scheduled rehearsal days. If an emergency arises after 4:00 p.m. which will cause the member to miss rehearsal, email or call as soon as possible. Notification of any absence for a venue rehearsal, concert, or event must be made no later than 8 hours before the scheduled rehearsal/performance. If an emergency arises after that time, email or call as soon as feasible. Please do not assume that notifying the conductor is sufficient. While contacting the conductor is also encouraged and courteous, attendance records are kept by the CSOYO Manager.
While we will be monitoring attendance records, it is the responsibility of the member and parent to also keep track of how many absences have been accumulated. If there is any uncertainty about the number of absences accumulated, please verify with the Manager.