Musician Handbook
 2010-11 Concert Season

Introduction – The mission of the Chippewa Valley Youth Symphony Orchestra is to provide a unique opportunity for area youth to develop and showcase their artistry in the symphonic tradition and to enhance their lives and the cultural environment of the communities they live in.

The Youth Symphony Orchestra is a full orchestra comprised of young musicians in 7th-12th grade that demonstrate an ability to perform at an advanced level. Students will enjoy the enrichment and challenge of performing with other serious and dedicated musicians. Participation is based on musical ability as well as the specific needs of the orchestra for the season. Students in 7th grade- 12th grade who play an orchestral instrument may audition.

Attendance
It is the belief of the Music Director and the Board of Directors that the opportunity to participate in the Chippewa Valley Youth Symphony Orchestra program (CVYS) requires a serious commitment on the part of its musicians and their families.

Concerts - The students work hard to prepare for the concerts scheduled. To ensure the highest quality performances, participation in the concerts/bus tour and benefit concert are mandatory for all students.

Rehearsals – There are a limited number of rehearsals scheduled prior to concerts so it is critical that students attend all rehearsals. We do understand that school music events come first, however, they do count as an absence. With limited rehearsals before each concert, more than one absence is not acceptable.  If attendance is an issue, participation in the upcoming concert will be at the conductor’s discretion.

All absences need to be submitted electronically through the website: www.cvyouthsymphony.org, go to Forms, go to Forms and select "Report and Absence form." This needs to be sent in one week prior to the absence or as soon as absence is known. Family emergency – Absence must be submitted per the website before the rehearsal if possible.

Any member missing the Dress Rehearsal (the last full rehearsal prior to each concert), may not be allowed to participate in the concert; please notify the Director ahead of time to discuss.

If you are unable to play your instrument for any reason, you are still expected to attend rehearsal, take notes and stay “in tune” with what is going on in your section.

Being Prompt - Please arrive by 5:40pm, be seated and warmed up ready to go at 5:50pm. Members are asked to use the absence form on the website if they know they will be tardy or have to leave early. (under Forms, Absence)

Sign In sheet -Section leaders will be taking attendance at each rehearsal. Tardiness is disruptive to the rehearsal.  

Registration Process:
On September 7, each musician is required to have a parent or guardian present, to review season information, sign up for volunteer commitment and pay fees.  Musician registration is complete when all of these criteria are met.

The Youth Symphony is a family affair!
BRING YOUR CALENDAR ON SEPT. 7 AND JANUARY 25.  

Volunteer Expectations - Each family is asked to commit in some way to donate time or talent. See the attached sheet of volunteer opportunities.  The registration process will require this step to be complete before your student is fully registered.

The Youth Symphony is a volunteer run organization with a very part time coordinator and student interns who assist in the office.

Semester Program Fees – We estimate the cost per student per semester to be $250. Musician fees help to defray those costs but do not cover all operational expenses. These fees directly support the music staff salaries, music rental/purchase, concert expenses and more.  Program fees are due on September 7 for first semester and January 25, for 2nd semester.  Families can pay by semester or for a full year.  Program fees are nonrefundable.  

Program fees for Fall, 2010 and Spring, 2011 are $100/semesterper musician.  Make checks out to: CVYS

Financial Assistance
Financial assistance for students who qualify for free and reduced lunch is available through the CVYS office.  Students receiving financial assistance are required to participate as volunteers on the concert committee. Student financial assistance information will be kept confidential.

Music Staff
Staff for the 2010-2011 Concert Season
Music Director – Dr. Peter Haberman
Assistant Director – Christine Bauman 
Strings Coordinator- Christine Bauman

Section Leaders
Violin – Allison Ostrander
Viola – Christine Bauman
Low Strings – Leah Sparks
Woodwinds – Bret Van Nuland
Brass – Jason Marshall
Percussion- Mary Claxton

Other Music Ensembles forming in 2010-2011
Chamber music provides an opportunity for our students to grow as individual musicians in a different way than the full orchestra and will be part of our upcoming season.  Chamber ensembles will be featured at concerts, and will have the opportunity to play in many public situations on behalf of the CVYS.  If you are interested in participating in a chamber ensemble, please contact the director.

Communication - The Music Director and the Board are committed to timely and regular communication with the musicians and parents.

With the primary source of communication being through email and the CVYS website, each musician and parent are asked to bookmark the CVYS page to keep up to date on announcements and to keep your email current with the CVYS office staff.    The organization also has a FACEBOOK site.

• Website - It is: www.cvyouthsymphony.org.  Students can download forms or submit absence and audition information via the website.
• Email - We will utilize email as the primary means of communication to reach you directly. We request a parent email upon registration. It is the responsibility of the parent/student to check your email on a regular basis and to inform CVYS of any change in email. We will use the parent email as the primary contact. Student emails will be included if provided.
• Announcements and handouts – There may be announcements made or things handed out at rehearsals. Students, it is your responsibility to share that information with your parent.
• Last Minute Information – If there are last minute changes related to a practice or concert, we will send out an email.  
• Bad Weather Cancellations – Bad weather is always a possibility. The best way to stay informed of cancellations will be through the website. Our policy: if the Eau Claire School District cancels school, the youth symphony will also be cancelled. If where you live has very bad weather and you can’t make a rehearsal, please send us an email so we don’t’ worry if you aren’t at rehearsal. THANKS!
• Contact Info: The Chippewa Valley Youth Symphony can be reached by phone at: (715)955-4085. Please leave a message and someone will return your call. 

Music Policy - Each CVYS musician will be assigned a music folder with concert music in it. Every player is responsible for his/her own folder and the music issued. Any lost or damaged music will need to be replaced and the cost will be charged to the student’s family. It is the musician’s responsibility to be sure that all the music is returned. Please use ONLY PENCIL to write on your pieces. No pens, highlighters or markers are to be used! Non-musical marking of music is unacceptable.

A musician not performing in the concert is expected to return their music and folder before the concert performance. If a musician discontinues with the youth symphony, music must be returned within 10 days of notice. CVYS does not assume responsibility for any personal items left in music folders. If a member loses any or all of their music, CVYS will charge replacement costs. A musician who has failed to return music or pay replacement costs will not be permitted to participate in orchestra activities until he/she has arranged for replacement of the music.

If you need to borrow additional music during a rehearsal, you need to ask the section leader for those copies and then return them at the end of the practice session.

What to Bring to Rehearsals –
Your instrument with all its proper accessories (mutes, reeds, rock stops, etc.) Remember to bring your instrument home on Friday from school!

• The music folder and music you have been given and a #2 pencil with an eraser.
• All string players should have an extra set of strings in their instrument case.
• All woodwind players should have extra reeds in their cases.
• Come to the rehearsals musically prepared. Know your music.

Use of Rehearsal Facilities:

- No FOOD, GUM or DRINKS are allowed in the rehearsal or sectional rooms at any time.
 - All members need to pick up trash and be sure to leave the room in good order.
- You are responsible for keeping your instrument or other belongings safe during a rehearsal. CVYS is not responsible for damage or theft of your instrument or other belongings. Please do not leave instruments unattended or lying on chairs where they can be knocked off or damaged.

Conduct:

• You are asked to be in your chair, warmed up, tuned and ready for the first downbeat at starting time.
• When the conductor stops for a correction, cease playing immediately and pay attention to what is being said.
• Give your full attention to the conductor. No talking or disruptive behavior while the conductor is on the stand. Social conversation should be limited to the break and after rehearsal.
• Parents, families, music teachers and friends are welcome to visit any of the rehearsals. However, we would ask you to sit quietly and observe.

ALCOHOL AND DRUGS ARE PROHIBITED BY CVYS AND WILL RESULT IN IMMEDIATE DISMISSAL. ALL MEMBERS ARE EXPECTED TO REMAIN WITHIN THE BUILDING GROUNDS DURING REHEARSALS AND BREAKS.

Performances - There will be four concerts and a school tour via bus during the 2010-2011 concert season.  There will be a Dress Rehearsal practice scheduled before each concert. All students are expected to attend both dress rehearsal and concert.

Concert Dress
Boys - black pants, white shirt, tie
Girls - black skirt/dress/pants, white shirt/blouse

CVYS Shirts - Youth Symphony musicians are expected to purchase a CVYS Shirt.  These shirts are worn for Pops Concerts, school tour, etc. Please wear the Shirt with dark pants. No Jeans.

Auditions - All students will be asked to audition once per year, as this gives the Music Director and section coaches an understanding of each student’s level of play. The Music Director and the Board would like to offer this enrichment opportunity to all interested students, but to create a full and balanced orchestra there are limited numbers of musicians in each section. The Music Director's placement decisions are final.

If a student does not make it in the CVYS one season, they are encouraged to continue to develop their skill and musicianship and consider auditioning for another season. The Chippewa Valley Youth Symphony accepts applicants based on their musical ability, without regard to sex, race, religion, disability or national origin.

School Participation Policy - CVYS is fully committed to supporting the arts in our schools. School music programs contribute greatly to the success of this enrichment experience. The Youth Symphony should never be used as a replacement for participation in a school music program. All members of the CVYS are required to participate in their school orchestra or band when these programs are offered.  If for any reason you are unable to participate, you must inform the CVYS music director in writing.

Partners in the community
The University of Wisconsin-Eau Claire is a strong community partner and provides in-kind rehearsal and concert space for our use. In addition to use of space, university music students will be working closely with students through sectionals and in cooperation with UW-Eau Claire faculty as they integrate the youth symphony experience into their curriculum.

Other community partners include the Chippewa Valley Symphony and the Eau Claire Chamber Orchestra. Both of these organizations and the musicians involved, are supportive of our young musicians and work with Dr. Haberman to explore performance opportunities and continue to develop a strong, collaborative relationship that nurtures and inspires our youth.

All CVYS musicians are asked to read this handbook and abide by all its policies. Parents or guardians are asked to ensure their child reads and understands the expectations of the organization.