Wind Ensembles Billboard

Attendance Policies

PHILOSOPHY
Membership in the California Youth Symphony is both a privilege and a responsibility. As one of the finest youth orchestra programs in the nation, CYS maintains its standing through the commitment and dedication of its musicians. The CYS organization is based on the fundamental principle that, as with any other high-level endeavor, dedication and teamwork are a given - professional responsibility is critical to musical excellence. Consistent participation of each individual at weekly rehearsals results in successful performances. The attendance guidelines outlined here define each player’s individual responsibility in ensuring the collaborative success of the group. The policy protects the musical integrity of the orchestras, as well as the individual efforts and investments of each player involved. The policies below apply to all CYS program members unless otherwise noted.

Please review the calendar information to ensure there are no conflicts with family events and extra curricular activities. In the event you recognize a potential conflict with any of the important dates of the season or see you might exceed the absence policy limit, please contact your program director immediately.

CHECK-IN & ARRIVAL
Upon arrival, all students must check in using their personal yellow attendance ID card at all commitments listed on the Season Calendar. Failure to do so will result in an absence. All members must be warming up at least 15 minutes before rehearsal or sound check is scheduled to begin. The downbeat of the rehearsal is given at the time noted on the schedule. Students will be considered late if they are not in their seats when tuning begins. One late arrival/early departure is equivalent to 1/3 of an absence. Remember to allow extra time for any potential travel delays (i.e. parking, traffic, train delays, and city-wide special events). CYS will do its best to inform students and parents via email of upcoming events in and around the city that may create additional travel delays.

ABSENCE DEFINITIONS
A limited number of absences are allotted as described under ABSENCE LIMITS for all CYS students in any CYS program. Allotted absences may be used for the following reasons: school band/orchestra concerts, mandatory school event, audition/festival/conference, college audition, family religious event, significant illness/injury, or death in the family or similar family emergency.

Late Arrivals: Students will be recorded as tardy if they are not in their seats when tuning begins. Please submit an Absence Form if you plan to arrive late for any reason. For any day-of emergencies please contact the Orchestra Manager directly.

Early Departures: Students must submit an Absence Form in advance if they need to leave a rehearsal or any scheduled CYS event early due to a school band or orchestra commitment or important family matter. Early departure for any other reason may not permissible, unless discussed with the Orchestra Manager.

Three late arrivals and/or early departures accrued during a concert cycle will equal one absence.

Mandatory Rehearsals & Concerts for ALL groups: All DRESS REHEARSALS, SOUND CHECKS, and CONCERTS are mandatory for all CYS programs. Students are not permitted to miss these events. An absence from a mandatory event may result in being placed on probation at the discretion of the Artistic Staff. The ONLY acceptable excuses for such an absence that will not automatically result in disciplinary action at the discretion of the Artistic Staff: a death in the family, a severe illness/injury accompanied by a doctor’s note, or a school band/orchestra concert accompanied by proper reporting of the absence and proof of school music participation (i.e. concert program with roster).

ABSENCE LIMITS - ALL PROGRAMS

Number of Accrued Absences Penalty

1-4

No penalty – unless a mandatory event is missed

5

Student is placed on Probation - Decision made at Discretion of Ensemble Director and/or Music Director **

** The ONLY acceptable excuses for a fifth absence that will not automatically dismiss a student from the CYS program are: a death in the family or a severe illness/injury accompanied by a doctor’s note, or school band/orchestra concert accompanied by proper reporting of the absence and proof of school music participation (i.e. concert program with roster).

REPORTING AN ABSENCE/LATE ARRIVAL/EARLY DEPARTURE
Students are required to submit an Absence Form to report any scheduled absences, late arrivals, or early departures, at least 2 weeks in advance. A complete Absence Form must give a detailed reason for the absence. Absence Forms are online and be found on this billboard page or from your weekly newsletter. You must submit an Absence Form on-line in all cases. Direct communication with the Orchestra Manager & Conductor for concerts and dress rehearsal absences is required in addition to submitting the Absence Form.

In case of a last minute emergency, students/parents should leave a voicemail message with or send an email to the Orchestra Manager, the Conductor, and their program's Attendance Coordinator, explaining your circumstance on the day of the absence. In such cases, an Absence Form must still be submitted immediately following the absence. Absences from dress rehearsals and/or concerts for sickness must be accompanied by a doctor’s note.

It is the responsibility of the students and their parents/guardians to report long-planned absences such as scheduled school band/orchestra concerts, mandatory school event, audition/festival/conference, college auditions, vacations, or family religious events. Absence Forms must be submitted as soon as the students and parents become aware of such conflicts.

PROBATIONARY PROCEDURES
PROBATIONARY STATUS: Per the CYS program’s specific excused absence limit, students will be placed on probation if too many absences have been accrued. Students may also be placed on probationary status at the discretion of the Conductor for any of the following reasons:

  • Missing a mandatory CYS event such as a concert or dress rehearsal, or required concert attendance
  • Routine late arrivals or early departures
  • Lack of preparation at rehearsals or seating auditions
  • Disruptive/disrespectful behaviors towards the fellow musicians, conductor, or any CYS staff and volunteer

EXCESSIVE ABSENCES/MISSING MANDATORY EVENTS/LATENESS OR EARLY DEPARTURES: Students placed on Probationary Status will be required to complete the remainder of the season without any further excessive absences, absences from mandatory CYS events, or routine lateness or early departures in order for Probationary Status to be lifted. At the discretion of the Artistic Staff, the student may also be required to perform a Probationary Jury or re-audition for CYS for the next season.

LACK OF PREPARATION: Probationary Status caused by lack of preparation will require performing a successful Probationary Jury prior to participating in any concerts and for Probationary Status to be lifted. At the discretion of the Artistic Staff, the student may also be required to re-audition for CYS for the next season.

BEHAVIORAL PROBLEMS: Disciplinary actions for individuals placed on Probationary Status due to behavioral problems may include suspension from CYSO programs for the remainder of the year; ineligibility to re-audition for CYS the following year; or, in extreme cases, expulsion from CYS. Probationary Status resulting from behavioral problems will require a re-audition and approval from the Artistic Staff before being allowed to return to CYS the following year.

PROBATIONARY JURY: Probationary Status caused by lack of preparation or excessive absences may require performing a successful Probationary Jury prior to participating in any concerts either in person or via video. Whether or not the Probationary Jury is performance in person or sent in via video is up to the discretion of the conductor. Students who fail to perform a successful Probationary Jury will remain on Probationary Status and given a period of time to improve their performance. Prior to participating in a concert, all students remaining on Probationary Status will be required to perform a second Probationary Jury. In case of poor performance at the second Probationary Jury, CYS reserves the right to require a student to re-audition for their spot in CYS for the next season, if they are not a senior, or may dismiss any student from the concert and/or from CYS programs.

SUBSTITUTE FEES: You may be charged for the cost of a substitute replacement musician, if necessary. CYS will hire the substitute.

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