STUDENT HANDBOOK

CALENDAR

MYS rehearsal and performance dates are published on the Calendar page of the MYS website. A detailed calendar for current members and their families can be found by logging in to the Musician Portal.

SCHOOL PARTICIPATION

MYS strongly encourages all students to participate in their school music programs. Please be mindful of scheduling conflicts between MYS and school commitments. As always, plan ahead! 

COLLEGE ENTRANCE EXAMS, VISITS, AND AUDITIONS

Plan now to coordinate ACT, SAT, and college visits to anticipate conflicts with MYS rehearsals. 

REHEARSAL SCHEDULE

• Repertory Orchestra: 8:15–11:30 AM

• Symphony Orchestra: 8:30–11:45 AM

• Philharmonic Orchestra: 8:45–11:30 AM

• String Orchestra: 11:00 AM–1:15 PM

• Wind Orchestra: 11:00 AM–1:15 PM

MUSIC THEORY

Music theory instruction is included within the rehearsal times for Wind and String Orchestras. For Philharmonic, Repertory, and Symphony Orchestras, theory instruction is offered as an optional class outside of rehearsal time, with sign-ups available at the beginning of each trimester.

REGULAR REHEARSAL LOCATION

Macalester College

Janet Wallace Fine Arts Center

130 Macalester Street

St. Paul, MN 55105

Parking: West Lot 2 (next to Mairs Concert Hall), entering from St. Clair Avenue

ARRIVAL

MYS staff arrive at rehearsal sites no later than 30 minutes before rehearsals begin. Students who check in late will be recorded as tardy. Conductors or MYS staff may follow up with students who are regularly tardy to better understand the cause of the tardiness and determine an appropriate resolution.

DEPARTURE

MYS staff depart the rehearsal site 30 minutes after rehearsals end. Arrange transportation so that students leave promptly following rehearsal.

INCLEMENT WEATHER POLICY

If there is a threat of inclement weather on the day of a rehearsal or performance, please monitor the MYS website and check email for updates. A decision to delay/cancel a rehearsal or performance is made by 7:00 AM the day of, and will be communicated to all MYS families by email. MYS is unable to make up canceled events, so cancellations only occur in extreme conditions. Families should use their best discretion about traveling in inclement weather.

REQUIREMENTS

• Music stand

  - bring to every rehearsal (even if location has stands) 

  - label all parts of the stand with the student’s name

• Pencil with a non-abrasive eraser

  - librarians can provide a pencil upon request

• Additional supplies for your instrument (strings, reeds, slide grease, etc.)

  - families are asked to replace any supplies obtained from MYS

INSTRUMENT LOANS

Students may be assigned to auxiliary instruments, subject to the needs of the ensemble. MYS has a limited number of instruments available to loan: E-flat clarinet, A clarinet, bass clarinet, English horn, and contrabassoon. A refundable deposit is required to check out the instrument. Reeds are not provided.

RESPONSIBILITIES

Orchestra librarians issue each student a folder at the beginning of the season and sheet music at the beginning of each trimester. Students are responsible for bringing their folder and music to each rehearsal and performance. Students should notify their librarian if they are missing any music. MYS may bill families for the replacement of lost or damaged music or folders.

GUIDELINES

• Store and transport MYS music in the folder provided.

• Mark music lightly using pencil only.

• Clear the folder of personal items before returning it.

• Return music and folder when and where directed.

• Return folder and music in the same condition in which it was received.

To make the most of our time together in an ensemble, MYS members are expected to prepare music in advance of every rehearsal. Dedicating practice time each day specifically to MYS music works wonders for the advancement of each student and the entire ensemble. Students are encouraged to bring MYS music to their private instructors. Rehearsal time is not used for individuals to learn their parts. Musicians who do not adequately prepare for rehearsal may be asked to discuss their at-home preparation with their conductor to find an appropriate solution.

RELIABLE ATTENDANCE

Reliable attendance is critical to our ensembles. The high level of musicianship required by MYS orchestras makes attendance a key factor in providing a complete, productive, and worthwhile musical experience. If a student is regularly absent, consistently leaves early, or is tardy, MYS may follow up to better understand the situation and determine an appropriate resolution.

REPORTING ABSENCES

All absences, early departures, and late arrivals should be reported using the online Absence Form. If an absence is known in advance, please submit an absence form at least one week prior; this assists with rehearsal planning.

EXCEEDING TWO ABSENCES

The nature of an orchestral ensemble is such that musical progress depends on as many musicians as possible being present at each rehearsal. Students who miss more than two rehearsals in a trimester will require written approval from their conductor to continue participating for the trimester; the approval process may include attending a "part check" meeting with their conductor to demonstrate preparedness of concert repertoire. It is best to notify MYS and request approval before the trimester begins, or as soon as the conflict is known. The ensemble conductor will decide whether continuing for the trimester is in the best interest of the ensemble.

PARTIAL SEASON PARTICIPATION

Students have the option to enroll in MYS for the full season or for one or two trimesters. Please make this choice thoughtfully. The MYS community thrives when its enrollment projections are accurate, allowing conductors to choose appropriate music for their ensembles. 

WITHDRAWING FROM MYS

Students who withdraw from MYS during the season are responsible for notifying MYS administration in writing and returning their music and music folder. 

Students who withdraw after a trimester begins are responsible for paying tuition for that trimester. Tuition may be prorated upon request for students who withdraw prior to halfway through the trimester. Readmission is at the discretion of MYS, and the expectation is that the student returns into the same ensemble in which they were placed at their last audition (i.e. no new audition is necessary).

Dates for dress rehearsals, sound checks, and concerts can always be found on the Calendar page of the MYS website. 

Event details for current members and their families can be found by logging in to the Musician Portal.

ABSENCES FROM DRESS REHEARSALS

Students who need to miss a dress rehearsal (Saturday of concert weekend) must obtain written approval from their conductor to continue participating for the trimester. It is best to notify MYS and request approval before the trimester begins, or as soon as the conflict is known. The ensemble conductor will decide whether continuing for the trimester is in the best interest of the ensemble.

ABSENCES FROM SOUND CHECKS

Contact Melissa Morey directly if you have a conflict with your sound check time (Sunday of concert weekend). Advance notice is required in order to miss part or all of a sound check;  concert participation is permitted with written staff approval.

CONCERT DAY SOUND CHECK SCHEDULE

• Symphony Orchestra: 9:15–10:10 AM

• Repertory Orchestra: 10:05–11:00 AM

• Philharmonic Orchestra: 10:55–11:50 AM (lunch provided)

• Wind Orchestra: 11:45 AM–12:40 PM

• String Orchestra: 12:35–1:30 PM

ABSENCES FROM CONCERTS

Students who think they may miss a concert should contact MYS as soon as possible. Participation during a trimester in which you cannot play the concert is usually not permitted.

CONCERT DETAILS

Details for each concert are emailed no later than three weeks prior to the performance, including dress rehearsal, sound check, and concert logistics, which may differ from previous performances. 

CONCERT DATES

• Fall Concert: Sunday, November 3, 2024, 2:00 PM - Orchestra Hall

• Winter Concert: Sunday, February 9, 2025, 2:00 PM - Orchestra Hall

• Spring Concert: Sunday, April 27, 2025, 2:00 PM - Benson Great Hall

DRESS CODE

• Black top that covers the elbows and black bottoms that cover the knees, or black dress that covers the elbows and knees. 

• Black socks or tights that cover the leg area between the bottoms and the shoes. 

• Black dress shoes with closed toes and black soles. 

• Optional: Black jacket, black necktie, modest jewelry.

Email is the primary form of communication between MYS staff and families. Weekly email announcements contain important information about rehearsals, events, and upcoming opportunities. Contact the office to update email preferences.

PAYMENT OPTIONS

Need-based financial assistance is available in the form of tuition work credit and scholarships. No qualifying student is turned away for financial reasons.

There are three payment options for tuition:

• Full season tuition: full-season participation, paid once.

• Full season installments: full-season participation, paid by trimester.

• Partial tuition: partial-season participation, paid by trimester.

A 10% household discount is granted to each additional child from the same household and is applied to the lower tuition rate upon enrollment.

REFERRAL BONUS

Our referral rebate program rewards returning MYS students for referring new students who successfully audition and enroll in MYS.

• The referring student will receive a $25 rebate for each trimester during the first season in which the new student whom they referred is enrolled and pays tuition for MYS.

• The new student must list the referring student on their audition form when registering in order to qualify for the rebate.

• The referral rebates will be issued as cash or check each trimester.

• The referral rebate will only be issued to students during the trimesters in which they are enrolled in MYS.

• The referral rebate does not apply to students from the same household, who instead receive a household discount.

All students audition or re-audition in the summer before the start of the new season.

MYS instructors take students’ placement in ensembles very seriously. Through the audition process, instructors use various metrics to measure the current level of ability and room for growth in every student. Placement in ensembles is made with the students’ best interests in mind, so that each student faces appropriate challenges while being given room to improve and grow as a musician. Requirements for auditions can be found on the Auditions page of the MYS website.

Prior participation in an ensemble does not guarantee placement. Auditions are closed to the public, family members, and teachers.

MID-YEAR AUDITIONS

For students entering MYS mid-year, auditions are approximately one month prior to the start of each of the 2nd and 3rd trimesters. Requirements for these auditions are the same as they are for pre-season auditions and placement is based on the same considerations.

Ensemble conductors take into account instrumentation needs of their ensembles, which may affect whether positions are available for particular instruments in their ensemble. Please inquire with your conductor or contact MYS about the capacity of an ensemble for your instrument.

For current members of MYS who wish to audition for the next level orchestra/ensemble, the expectation is that students will spend at least two consecutive trimesters in the ensemble in which they were placed after their most recent audition.

SEATING

Seating and rotation within each orchestra is at the discretion of the ensemble conductor.

Participation in MYS is subject to the observance of the organization’s rules and procedures.

GENERAL RULES

1. Behave respectfully and politely to all musicians, conductors, coaches, staff, parents, parent volunteers, and others associated with MYS.

2. Give the conductor your full attention. Be courteous by not talking during rehearsal.

3. Only use phones/devices appropriately while in rehearsals/performances. MYS staff may ask you to put your device away if used inappropriately.

4. Refrain from bringing food or drink (except water) into MYS rehearsal spaces. Damage caused to your instrument, another student’s instrument, or MYS property from drinks or food will be the responsibility of the individual. Water bottles are permitted and encouraged.

5. Families are responsible for any intentional or negligent damage to MYS equipment or music.

6. “Roughhousing” or physical behavior can be dangerous and is not allowed.

Please always remember we are guests in our rehearsal and performance spaces. Be mindful of your surroundings and your behavior.

CORRECTIVE ACTION

In the unlikely event that a student is not meeting behavior expectations, MYS may take corrective action. The nature of the action will be determined at the sole discretion of MYS on a case-by-case basis, taking into account factors such as the severity and nature of the conduct, the impact of the conduct, and the student’s history.

Corrective actions include:

1. Being dismissed from rehearsal(s) and/or performance(s)

2. Being dismissed from MYS

DISMISSAL

Behaviors that will result in immediate dismissal from MYS include, but are not limited to:

1. Possession of any weapon or dangerous object being used as a weapon.

2. Physical or verbal assaults, fighting or unruly behavior, or any act or language that shows threat to harm or endangers the safety of others.

3. Any threat to damage, destroy, or steal property belonging to MYS or at any MYS location.

4. Possession or consumption of alcoholic beverages, tobacco, or illicit drugs.

5. Discriminatory behavior or language based on race, ethnicity, religion, religious affiliation, gender, gender expression/identity, sexual orientation, disability, etc.

6. Bullying of any kind.

Procedures for dismissal from MYS:

1. The student will be removed from the MYS function.

2. MYS staff will call the student’s parent/guardian and ask them to pick up the student.

3. The student will not be allowed to return to the MYS program and tuition will not be refunded.

EQUAL OPPORTUNITY & HARASSMENT POLICY

MYS admits qualifying students of any race, color, religion, disability, nationality, sexual orientation, or ethnicity to all the programs and activities made available to its students.

MYS does not unlawfully discriminate on the basis of race, color, religion, disability, nationality, sexual orientation, or ethnicity in administration of its educational policies, admission policies, scholarship programs, or other programs it administers. MYS is committed to maintaining a positive learning and working environment free of harassment or discrimination of any kind. MYS will not tolerate harassment by or towards its students, conductors, staff, or any other individuals associated with the organization.

MYS considers harassment to be any verbal or physical conduct that creates an intimidating or hostile environment based on race, color, religion, disability, nationality, sexual orientation, ethnicity, or status as a veteran. Examples of such harassment include but are not limited to: racial or ethnic jokes or slurs; abuse or insults regarding sexual orientation; sexist remarks or jokes; imbalance of attention based on gender or race; and assault.

MYS will respond promptly to complaints of harassment and, where MYS determines that harassment has occurred, will impose any necessary corrective action. In the case of students, corrective action may include being asked to leave the program. In the case of MYS staff, corrective action may include disciplinary action, including termination.

COMPLAINTS

If any individuals associated with MYS believe they are the victim of any type of harassment, they should as soon as possible: inform the harasser(s) of their unease/disapproval with the behavior (if possible); and report the incident(s) to the Executive Director, Artistic Director, or Chair of the Board of Directors of MYS.

INVESTIGATION

Any member of the MYS staff who receives a complaint of harassment must immediately report the complaint to the Executive Director, Artistic Director, or Chair of the Board of Directors of MYS for investigation. MYS shall promptly investigate all allegations of harassment and take appropriate corrective action where warranted.

To the extent possible, MYS will maintain the confidentiality of all information related to the complaint and investigation. A complete investigation will include a private interview with the person who reported the incident, any witnesses, and the alleged harasser. MYS will use its best efforts to complete any harassment investigation within one week of receiving any complaint. MYS will not tolerate retaliation against anyone for complaining of harassment or cooperating in any investigation of harassment.