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: 8:45–11:15 AM

• String Orchestra: 11:45 AM–1:45 PM

• Wind Orchestra: 12:00–2:00 PM

• Chamber Ensembles TBD
  

Musicianship Classes

Music theory instruction is included within the rehearsal times for Wind and String Orchestras. For Philharmonic, Repertory, and Symphony Orchestras, Musicianship is offered as an optional class outside of rehearsal time. 

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 6:00 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.

Chamber Ensembles provide students with a collaborative small-group performance experience, and feature flexible instrumentation and repertoire selected to match the abilities and interests of each group. Ensemble members may also be considered to fill an orchestra position if an opening becomes available during the season.

Chamber Ensembles meet weekly on Saturdays, and perform prior to MYS concerts as well as in the community. Students receive regular coaching from a professional instructor and also participate in guided student-led rehearsals.

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 instrument supplies for (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

MYS issues 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 the 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 meet with their conductor. 

Reliable Attendance

Attendance at all MYS rehearsals, final rehearsals, soundchecks, and concerts is a baseline expectation of all members. 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 whether continuing in MYS is appropriate. Attendance and the frequency of absences may play a role in the evaluation of seating, including the awarding of principal positions, up to and including the possible recommendation of an extended leave of absence.

Reporting Absences

All rehearsal absences (including illness and emergency), early departures, and late arrivals should be reported using the online Absence Form. Absences can be reported as soon as known. 

Exceeding Two Absences

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 playing for your conductor outside of rehearsal or submitting a video recording demonstrating all  MYS concert music.  The ensemble conductor will decide whether continuing for the trimester is in the best interest of the ensemble.

If more than two absences are anticipated, it is best to notify MYS before the trimester begins, or as soon as the conflict is known. 

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 in person. 

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. 

Dates for final 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 (password: mys2627).

Final rehearsals, sound checks, and concerts are required for trimester participation. If you have a conflict with any of the dates listed below, please contact Melissa Morey (mmorey@mnyouthsymphonies.org).

Final Rehearsal Details

Final rehearsals, sound checks, and concerts are required for trimester participation.

Final rehearsals are at regular rehearsal times and location (Macalester College). 

Final Rehearsal Dates

• Fall Concert: Saturday, November 14, 2026

• Winter Concert: Saturday, February 13, 2027

• Spring Concert: Saturday, April 24, 2027

Concert Day Sound Check Schedule

Sound checks are closed to the public and families. Sound check rehearsals will take place in the morning prior to concerts.

Concert Details

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

Concert Dates

• Fall Concert: Sunday, November 15, 2026, 2:00 PM - Benson Great Hall

• Winter Concert: Sunday, February 14, 2027, 2:00 PM - Orchestra Hall

• Spring Concert: Sunday, April 25, 2026, 4:00 PM - Orchestra 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.

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.

Need-based Financial Assistance is available so no qualifying student is turned away for financial reasons.. Financial assistance requests can be submitted when enrolling by completing a Financial Assistance Request form.

Annual Auditions

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.

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. Current students interested in auditioning mid-year will require approval from MYS staff to schedule an audition; to request approval, submit an audition interest form.

Seating

Seating and rotation within each orchestra is at the discretion of the ensemble conductor. Attendance and the frequency of absences may play a role in the evaluation of seating, including the awarding of principal positions. Students chosen for principal positions may be notified prior to the start of the trimester and asked to affirm that they can meet the attendance expectations for that trimester (especially final rehearsal, sound check, and concert).

Participation in MYS is subject to the expectations below.

Expectations

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 that MYS participants 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.