2015 - 2016 Season
Policies and Procedures
*Please note policies and procedures are subject to change*
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Table of Contents
*Ctrl Click to follow links to sections*
Program Information
Regular Member Benefits
Associate Member Benefits
Member Contact Information
Civic ID/Access Card
Civic Scholars
String Principal Auditions
Principal Player Responsibilities
Seating Assignments
Auxiliary Instruments
Concert Cycles and Lengths of Services
Tuning
Concert Dress Code
Guests at Civic Rehearsals
Recordings of Concert Performances
Tickets to Civic Orchestra Concerts
Complimentary Tickets to CSO Concerts
Student Tickets
Single Ticket Discounts
Subscription Discounts
Concert Attendance and Ticket Privileges
Ventra Card Program
Tesori Restaurant Discount
Discount Parking
Personnel Policies and Procedures
Attendance
Late/Tardy Policy
Illness
Personal Days and Concert Cycle Releases
Leave of Absence
Voluntary Membership Termination
Associate Member Policies
Attendance Policy for Associate Members
Orchestra Protocol
Disciplinary Action
Probationary Status
Membership Termination
Use of Civic Orchestra’s Name
Orchestra Hall Stage Rules and Guidelines
Non-Discrimination
Drugs and Alcohol
Harassment
First Aid
Civic Library Information
Room Reservation Policy
Stipend Information
Visa Information for Non-U.S. Citizens
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Program Information
Introduction
Founded in 1919 as the training orchestra of the Chicago Symphony Orchestra, the Civic Orchestra of Chicago
benefits from a musical alliance that is the only one of its kind among major American orchestras.
A signature initiative of the Negaunee Music Institute at the Chicago Symphony Orchestra, the Civic Orchestra
provides promising career-bound musicians a unique access to the musical resources of the Chicago Symphony
Orchestra and hands-on training experiences with the musicians of the CSO and distinguished guest conductors
including CSO Music Director Riccardo Muti. Under the guidance of Principal Conductor Cliff Colnot and CSO
Judson and Joyce Green Creative Consultant Yo-Yo Ma, the Civic Orchestra musicians develop as exceptional
orchestral players and engaged citizen musicians, cultivating their ability to succeed in the rapidly evolving world of
music in the 21st century.
The Civic Orchestra’s activities are designed to train its members to be innovative, collaborative, and flexible
musicians who can ably navigate today’s complex professional landscape. The Civic musicians engage in
comprehensive orchestral training, perform extraordinary concerts, and participate in adventurous projects that
develop artistic confidence, expand musicianship, and learn to perform at the height of their ability as citizen
musicians. The Civic Orchestra training includes many opportunities to participate in various educational programs
of the Negaunee Music Institute at the Chicago Symphony Orchestra for further professional development.
The importance of the Civic Orchestra’s role in the general community is underscored by its commitment to
present concerts of the highest quality at no charge to the public. In addition to the critically acclaimed live
concerts at Symphony Center, Civic Orchestra performances can be heard locally on WFMT (98.7 FM) and by
nearly three million listeners in nationally syndicated radio broadcasts on more than ninety broadcast outlets in
twenty-five states, which are made possible through a generous gift from the Elizabeth F. Cheney
Foundation.
Civic Orchestra musicians go on to engage with many of the most prestigious professional institutions around the
world, including the Chicago Symphony Orchestra. More than 15 percent of the current members of the Chicago
Symphony Orchestra are Civic alumni. Hundreds of additional Civic alumni are currently active leaders in the field
of music.
Regular Member Benefits
Regular Member positions are offered on a season-by-season basis for up to two consecutive seasons. Regular
Members are required to commit to all scheduled rehearsals and concerts outlined in the Season Schedule.
Regular Members will receive a stipend of $7,300 for the 2015-2016 season, paid through CSO payroll on a semimonthly basis, contingent upon participation and completion of all required activities. The stipend is intended to
assist members with some of their living expenses during their training in the Civic Orchestra. Additional stipend
support is provided to members who hold principal string positions in the orchestra, and those who are selected
for chamber ensemble programs.
In addition to scheduled sectionals with CSO coaches, Regular Members will also opportunities to participate in
master classes, mock auditions, side-by-side rehearsals with CSO musicians as well as attend and observe CSO
rehearsals open only to Civic members. Additional musical instruction with the Principal Conductor is also possible
upon request of the Civic musician. Special workshops and master classes with guest artists will be available as
opportunities arise.
Regular Members also receive complimentary tickets to select CSO concerts and other performances at Symphony
Center. Tickets to all Civic Orchestra season concerts are also provided on a complimentary basis at the request of
the members.
Spaces at Symphony Center are available for Regular Members for individual practice and Civic chamber
rehearsals. All Regular Members are required to adhere to the Symphony Center Room Reservation Policies.
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Associate Member Benefits
Associate members receive one-year terms, and are contacted to perform with the Civic Orchestra on an asneeded basis. When opportunities arise, Associate Members will be asked to participate in concert cycles in their
entirety. The Civic Orchestra does not generally engage Associate Members for single rehearsals. If and when a
Regular Member leaves a position at any time during the season, an Associate Member may be called upon to fill
the vacant position. It is therefore important for Associate Members to keep the Civic Orchestra and Training
Programs office notified of any contact information changes.
In almost all cases the Associate Members are first-call extra/substitute players; however, the administrative staff
and Principal Conductor reserve the right to hire former Civic members or outside players if necessary. The amount
of stipend provided for performance with Civic Orchestra as an Associate Member will vary based on the type of
concert cycle. The Civic Orchestra does not provide reimbursement for travel or accommodation expenses.
Associate Members will receive invitations to attend special workshops and/or master classes as opportunities
arise, and are also eligible to receive complimentary tickets to select CSO concerts and other performances at
Symphony Center. Complimentary tickets to all Civic Orchestra season concerts are also provided at the request of
the members. With advance notice to the administrative staff, Associate Members are welcome to observe Civic
Orchestra rehearsals throughout the season.
Member Contact Information
All Civic members must keep their contact information up-to-date with the Civic Orchestra office. To update
contact information, please fill out the Contact Information Change form, which is available at
www.cso.org/civicmusician. Accurate and complete contact information allows the Civic office to keep all
members informed of pertinent information. The Civic office relies on each member to check his or her email
regularly, as most of the rehearsal and concert updates are shared electronically.
Civic ID/Access Card
Each Regular Member will be given an ID card which also serves as access card to various rehearsal spaces at
Symphony Center. At the beginning of the season all Regular Members must have their photo taken for this ID
card. Regular Members must carry their ID cards at all times while participating in Civic Orchestra or CSOA related
activities. Security will ask to see the card to go to rehearsal spaces. The card can also be used for discounts at
tesori restaurant and Symphony Store; to acquire student rate tickets to concerts in Symphony Center; and to visit
the Rosenthal Archives.
Civic Scholars
Many Civic musicians will be chosen as Scholars, recognized by a sponsor’s name who underwrites the musicians’
annual stipend. Sponsors may request certain criteria (e.g. preferred instrument section) that determines who is
selected. This program has a long history and has proven to be a valuable part of the Civic experience, both a
practical one that pays for each regular member’s participation in Civic and also a meaningful personal connection
that can last for many years if efforts are made to develop this important relationship.
There are several important activities during the year that are mandatory for Civic Scholars:
 An annual dinner held in early fall for initial meeting or to reconnect with the sponsors. This is a good time to
exchange contact information. At this event, photos are often taken of sponsors and their scholars.
 A formal handwritten thank you note project organized by CSO staff.
 A post-concert reception for sponsors and their musicians, following a Civic concert in the spring.
Musicians who are selected as Civic Scholars are expected to:
 Always demonstrate a “thankful” attitude toward the sponsor. This helps maintain the sponsor’s positive
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connection to Civic and will help ensure support for future Civic musicians.
 To develop a professional and appropriate personal relationship with the sponsor. Sponsors have varying
amounts of time and interest, but Civic musicians’ efforts go a long way. This includes keeping them in touch
about musical and career activities, including other non-Civic performances. (e.g. once a month e-mail with
any updates; contacting them a few days before each Civic concert, etc.)
 Many sponsors participate in the program because they take great satisfaction in helping young musicians
develop their careers. They want to hear their Civic musicians’ stories and dreams. Donors have been known
to host their Civic musicians at CSO and other Chicago-area music performances.
To help preserve this long-standing donor/musician program, Civic musicians are expected to respect certain
boundaries. Any discussions regarding Civic stipend or personal finances should occur directly with Civic staff and
never with the donors. Civic musicians must not create a conflict of interest by asking their donors for additional
support or to fund non-Civic projects.
String Principal Auditions
At the beginning of each season, the Civic Orchestra holds auditions for string principal positions. Musicians who
are designated as Concertmaster or Principal serve in the position for one season only. All 1 year or 2 year
Regular Member string players are eligible to apply. A current principal may audition again if desired, however, a
second term is not guaranteed.
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There is an additional stipend of $2,300 per season per position, as well as added responsibilities and perfect
attendance requirement. String principal players are not permitted to take absences for any reason other than
personal or family emergencies. String principal players may be allowed to take concert cycle releases for
extraordinary professional development opportunities, pending approval by the Civic staff and Principal
Conductor. If two players are selected as co-principals, the principal player stipend and responsibilities will be
divided appropriately.
Principal Player Responsibilities
Strings:
Principal players represent their sections, communicate directly with the conductor during rehearsals about
musical issues, and generally work to facilitate communication and smooth operation within the section. Musicians
who are assigned to principal positions in any given work are expected to advise the Civic Coordinator of any
additional instruments needed for the assigned repertoire and to ensure that those instruments are present for all
rehearsals and concerts.
String principals will be required to meet with one another in advance of music distribution to work out bowings
for the repertoire. String principals may also be required to meet and rehearse with the Principal Conductor
before the first orchestra rehearsal. String principal players are expected to continuously coordinate with one
another in regards to bowings and other musical considerations; ensure that all bowings are clearly marked in
parts; and ensure that all bowings are final before the dress rehearsal, except for changes requested by the
conductor.
Wind, Brass and Percussion:
Wind, Brass and Percussion assignments are made on a rotational basis determined by the CSO coaches.
Percussion part assignments are made by the principal percussion designated by the CSO coach for each concert
cycle. Please note all Regular Members are required to play auxiliary instruments as rotation assignments are
made.
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Seating Assignments
The CSO coaches determine the seating in consultation with the principal conductor and director of the Civic
Orchestra. All seating assignments are made on a rotational basis, except for designated string principals and first
stand players. Percussion part assignments are made by the principal percussion designated by the CSO coach for
each concert cycle.
Auxiliary Instruments
The Civic Orchestra owns various auxiliary wind instruments for use by its members for Civic related services.
Musicians assigned to auxiliary parts who need to borrow the required instrument should contact the Civic
Coordinator. The Civic Orchestra will consider requests to borrow Civic’s auxiliary instruments for professional
auditions on a limited individual case-by-case basis, given that the instrument usage does not impose a potential
conflict with Civic Orchestra services. The eligibility to borrow the auxiliary instruments will be limited to current
Regular Members who directly belong in the particular section to which auxiliary instrument is related. Civic
musicians may not borrow Civic’s auxiliary instruments for non-Civic related performance opportunities.
Concert Cycles and Length of Services
A concert cycle refers to all full orchestra concerts and events that pertain to a given program. A concert cycle may
consist of a combination of the following: One (1) sectional, one (1) split rehearsal, up to two (2) full rehearsals
with Civic principal conductor, three (3) full rehearsals with guest conductor, one (1) dress rehearsal/sound check,
and concert(s). A short cycle is generally comprised of three (3) full rehearsals with guest conductor, one (1) dress
rehearsal/sound check, and concert(s).
Split rehearsals and full rehearsals are three (3) hours in duration with one twenty (20) minute break. The twenty
(20) minute break may be split into two ten (10) minute breaks at the discretion of the conductor. Dress rehearsals
are generally one (1) hour in length and take place on the day of the performance. Sectionals with CSO coaches
are two (2) hours long with one ten (10) minute break.
Tuning
The Civic Orchestra tunes to A=440. At rehearsals and concerts, four A’s are given for each section in the following
order: 1. Woodwind, 2. Brass/Percussion, 3. Double Bass, 4. All Strings. Musicians should tune carefully, quietly and
swiftly with their own section and not while another section is tuning.
Concert Dress Code
Professional, modest, clean and pressed attire is expected of all members, including good personal hygiene
without cologne or perfume. Musicians not meeting the dress code requirements are subject to disciplinary action.
Evening Concert Attire:
WOMEN – All black formal attire. Solid black long dress; or black blouse (long or ¾ length sleeves) with long black
slacks or long skirt no higher than two inches above ankle and slit below knee. Black closed-toe dress shoes with
black hosiery. Solid black suit with black dress shirt is also acceptable. Deep necklines, dance- or exercise-style
clothing, black denim, black t-shirts or sweaters are not acceptable.
MEN – Black tuxedo jacket and pants (no tails); clean and pressed white tuxedo shirt, black bow tie, black calflength socks and black dress shoes (polished).
Matinee Concert Attire:
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WOMEN – Same as Evening Concert Attire.
MEN – Dark suit (navy or black; no light gray), clean and pressed white dress shirt, long tie (colors welcome), black
calf-length socks and black dress shoes (polished).
Guests at Civic Rehearsals
Unless otherwise noted, all Civic rehearsals are closed to the public. Civic musicians who wish to bring guests to
observe a Civic rehearsal must notify the Civic Coordinator in advance. Arriving at a rehearsal with unexpected
guests is strongly discouraged.
Recording of Concert Performances
Full orchestra Civic concerts held at Symphony Center are recorded. An email will be sent out when recordings are
available for download through a secure website for Civic members.
Civic musicians are not permitted to record Civic rehearsals and/or concerts.
Tickets to Civic Orchestra Concerts
Each Civic member may receive complimentary tickets upon request to Civic performances, excluding special
events. Members may request Civic concert tickets directly from the Civic Orchestra Coordinator. For
performances at other venues, ticket availability will be determined by seating capacity.
Complimentary Tickets to CSO and other Symphony Center Concerts
Members of the Civic Orchestra (both regular and associate) frequently receive complimentary tickets to select
performances at Symphony Center. When tickets are available, members of the Civic Orchestra will receive a link
to a form request from the Civic Coordinator. Civic members should then fill out the request form to reserve one
(1) for each performance. Please note tickets are limited for each concert and are available on a first come, first
serve basis, and Civic members will be notified when tickets are no longer available. Unless another deadline is
designated, reservations must be made by 12:00pm the day before the concert, and by 12:00pm on Friday for all
weekend performances. Tickets will either be handed out during Civic rehearsals if the members requesting the
tickets are present, or will be held at will-call. Tickets may be picked up within one (1) to two (2) hours before the
performance starts, and no later than 30 minutes prior to the start of the performance. Complimentary tickets are
for the use of Civic musicians only. Those who do not use reserved tickets will receive a warning letter at the first
occurrence. After the 2nd occurrence the complimentary ticket privilege will be denied to that Civic member.
Student Tickets
With Civic ID cards, regular members of the Civic Orchestra can take advantage of special pricing for many
Symphony Center events that are available to students. Student tickets can be purchased online through the CSO’s
ticketing system, and day-of-concert tickets can be purchased in person at the box office. Additionally, certain
concert series are available at a discounted subscription rate. Comprehensive information and instructions are
available at http://cso.org/students. When purchasing or picking up student tickets, Civic musicians must present
their Civic ID cards.
Single Ticket Discounts
Civic regular members also have the option to purchase single tickets at a 25% discount to CSO, SCP, and Special
concerts. The purchase of 25% discounted single tickets should be done through the ticketing office, at the Box
Office window, or by calling 312-294-3000. To gain access to the ticketing office, go to the Adams Street security
desk and request that the security guard call the ticketing office so that a ticketing representative can assist you. If
tickets are purchased at the Box Office window they must be made no later than 1 hour prior to performance. If
tickets are purchased over the phone, Civic members must present their Civic IDs when picking up the tickets at
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the Box Office window. If tickets are purchased at the Box Office, members must present their Civic IDs when
purchasing tickets. Civic members themselves must use one ticket per concert in each ticket order.
Subscription Discounts
Civic members will receive a 50% discount when purchasing most subscriptions. The following series are not
available for 50% off: Beyond the Score Sunday Matinees, Family Matinee Series, CSO at the Movies,
ClassicEncounter, and Create Your Own Series. Additionally, the 50% off discount does not apply to short series.
Note that the Beyond the Score Friday Evening Series is available for 50% off. Exchanges will be honored at the
50% discounted price. Civic members may exchange out of and between blackout dates, but may not exchange
into a blackout date from a non-blackout date. However, Civic members who wish to add on single tickets to their
series will receive the regular subscriber-preferred add-on prices. The purchase of 50% discounted subscriptions
should be done by calling 312-294-3000 or by visiting the Ticketing Office. To gain access to the Ticketing Office, go
to the Adams Street security desk and request that the security guard call the Ticketing Office so that a Ticketing
representative can assist you. Discounted subscription purchases are not available at the Box Office window. Each
member must present his or her own ID when purchasing a subscription and the use of multiple ID’s is not allowed.
Concert Attendance and Ticket Privileges
When attending concerts at Symphony Center as audience members, Civic musicians are expected to dress and
behave appropriately. Those who misuse, abuse, or make improper use of the complimentary or discounted ticket
benefits, or inappropriate and unprofessional behavior by Civic members and/or their guests at a concert event
may result in loss of ticket privileges and are subject to disciplinary action at the discretion of the Director of Civic
Orchestra and Training Programs.
Chicago Transit Ventra Card Program
If you wish to participate in the Chicago Transit Ventra Card Program, you may have one of the following amounts
deducted from one paycheck monthly on a pre-tax basis to be added to a Ventra card: $30, $35, $50, $70, and
$100 (30-day pass). Ventra cards are available approximately one month after you apply, and the monthly Ventra
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order is placed by the 20 of each month. Funds will become available on Ventra cards by the 1 of the following
month. Ventra orders are set up to be re-occurring each month. If you would like to stop participation or change
the fund amount, you will need to submit a new form. In addition, pre-tax deductions may be taken for Metra
Mass Transit. Please see the musician resource web site at www.cso.org/civicmusician to download this form.
Tesori Restaurant Discount
Tesori restaurant has generously offered a 15% discount to the CSO, Chorus, Civic, and staff members, under the
following conditions:
 Good for parties of up to 4 people with all being from the CSO family.
 Spouses and children are considered CSO family if accompanied by CSO member, but guests of CSO members are
not eligible for the discount.
 CSO Identification must be presented to the server in advance. This initiates a member’s discount for that meal.
 Not valid pre-performance or Friday matinee.
 Seating is based on availability, and there is no guarantee of a table without a reservation.
 Not valid with tax exempt status or any house charge.
 Not valid with any promotion of fixed price event.
 Gratuities should be calculated based on the original price and not the discounted amount
Discount Parking
Civic musicians can purchase discounted parking by calling 312-294-3000 and request to purchase a parking card.
Please indicate that you are a member of the Civic Orchestra. You can obtain a parking card by purchasing a
minimum of three parks. Please allow about a two-week processing time before the first use. If you have
previously purchased a parking card, your current card will be reloaded with your purchase amount. Please allow
at least 72 hours after payment before first use.
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The discount rate at Grant Park South is $12.50 per park, or at 350 E. Monroe, $9 per park. These discount rates
are good for a maximum of 8 hrs. If a single park is longer than 8hrs, another unit of park will be removed from
your card.
Personnel Procedures and Policies
Civic musicians are expected to demonstrate musical excellence, commitment, discipline, and respectful
disposition whenever engaged in services and events associated with the Civic Orchestra and the Chicago
Symphony Orchestra Association. Professional musicianship by all members ensures that the orchestra performs
and functions at the highest level. Each musician is subject to ongoing review by the Civic Orchestra staff and
artistic leadership throughout the season.
As part of ongoing review, the Principal Conductor, CSO coaches and Director of Civic Orchestra reserve the right
to require a progress audition of any individual or instrument sections outside of regularly scheduled Civic services,
and also make changes to musician assignments if deemed necessary.
The Civic Orchestra administration reserves the right to make exceptions under circumstances which they deem
appropriate.
Attendance
Attendance at rehearsals and concerts is mandatory, unless otherwise noted. Prompt arrival at activities is
required of all members. It is the Civic Orchestra’s professional expectation is that members will arrive 30 minutes
prior to the start of each rehearsal. For performances, musicians are expected to be in the hall at least 30 minutes
prior to the concert start time. Musicians should be on stage warming up, unless specifically instructed to remain
off stage. Members are required to be in their seats and warmed up at a minimum of five (5) minutes prior to the
scheduled start of all rehearsals and performances. Those who do not meet this requirement will receive one (1)
late mark per incident.
Musicians are also expected to return to their seat promptly at the end of each rehearsal break. Those who cause a
disruption to the rehearsal continuation due to lateness are subject to receive one (1) late mark per incident.
Late Arrival Policy
Unexpected late arrival due to personal reasons (e.g. school commitments, gigs, traffic/commute delays) or late
arrival after the conclusion of a rehearsal break is excused for up to two (2) occurrences without penalty. Third
occurrence of such tardy will result in a written warning and probation for the remainder of the season. Fourth
occurrence will result in termination from the orchestra at the discretion of the Director of Civic Orchestra.
Illness
In case of unexpected illness, the orchestra staff must be notified as soon as possible and at the latest by two (2)
hours before the scheduled activity. Such absence will be excused with proper notice to Civic staff as well as a
follow-up doctor’s note. Failure to notify orchestra staff before 2 hours prior to the schedule activity may result in
a penalty mark at the discretion of the Director of the Civic Orchestra.
Musicians are responsible for having the music at every service, even in the event of an absence – arrangements
must be made by the absentee musician to deliver the parts to the rehearsal location. The Civic Library will not be
responsible for providing extra part(s).
Personal Days and Cycle Releases
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The Civic Orchestra understands and expects that members will occasionally need to be absent, arrive late or
depart early from a Civic activity or be released from a concert cycle due to professional auditions or other
activities to enhance their professional development. Members may submit a personal day request or cycle release
request for the following reasons:
 Professional auditions for contract positions with ICSOM, ROPA and/or local orchestras.
 Invitation to play with the Chicago Symphony Orchestra (including “Members of”) or participation in similarly
prestigious professional opportunities.
 Service with a ROPA or local professional orchestra where the member holds a contracted position. A substitute
opportunity is not considered a contracted position.
 Important family commitments or emergencies.
Personal Days:
Members are permitted to use up to two (2) personal days per season to be used during regular cycles. Personal
Day Requests for absence, late arrival/early departure must be made in writing by submitting a Personal Day
Request Form no later than twenty-one (21) days prior to the first rehearsal of the Cycle.
Members may not take a personal day from the following events:
 The last four (4) rehearsals (inclusive of dress rehearsals) preceding a concert for a regular cycle
 Any activity with guest conductors/artists
 Any short cycle (includes Yo-Yo Ma Residencies, Hallowed Haunts, Community Concerts, Open Rehearsals with
Muti, and other masterclasses and workshops that are short cycles).
If a conflict falls on any of these dates, members will need to request to be released from the entire concert cycle
which requires a 21-day notice (please see below). No exceptions will be made to this policy.
The Personal Day/Cycle Release Request Form is available at www.cso.org/civicmusician. Submitting a request
does not guarantee permission to be absent and all requests must be approved by the Director of Civic Orchestra
and Principal Conductor.
Concert Cycle Release:
Members are permitted to be released from up to four (4) concert cycles per season (including Hallowed Haunts,
Yo-Yo Ma Residencies, Open Rehearsals with guest conductors, Community Concert, and other special events) with
approval by the Director of Civic Orchestra and Principal Conductor. If a schedule conflict falls on any of the last
four (4) rehearsals preceding a concert or for any activity with guest conductors/artists, or any short cycle,
members will be released from the entire concert cycle.
All requests for a Cycle Release must be made in writing by submitting a Personal Day/Cycle Release Request
Form to the orchestra staff as soon as possible, and no later than twenty-one (21) days before the first rehearsal
(or sectional, whichever comes first in the calendar). When released from a cycle, members incur a stipend
deduction of $620 for regular concert cycles and $400, $350 or $250 for short cycles. Any cycle release beyond
four (4) cycles will result in membership termination.
Leave of Absence
At the discretion of the Civic Orchestra administration and Principal Conductor, a Regular Member may be granted
a non-paid leave of absence for a period of one to four months from the Civic Orchestra for the following reasons:
full-time performance opportunity with a major symphony orchestra; serious illness; or other significant changes in
situation. Please contact the Civic Orchestra Coordinator to request a leave of absence. Requests for leave of
absence will be considered on a case-by-case basis. Taking such leave will not extend the musician’s membership
beyond the second season in the Civic Orchestra.
For second year members wishing to take a leave of absence through the end of the season, your request will
follow the protocol and guidelines of a Voluntary Termination. A second year member who decides to take leave
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until the end of the season must notify the Civic staff of their date of departure no later than one month prior to
the desired date. Please see below for policies and guidelines.
Voluntary Membership Termination
Civic members who decide to resign from the Civic Orchestra are expected to give maximum possible notice that
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they intend to do so. A member who decides not to return for the 2 season is expected to inform the Civic staff
by March 25 of the current season. The Civic membership, when voluntarily terminated, must end at the
completion of a concert cycle or on a date mutually agreed upon by the musician and the Civic Orchestra
administration. A final, (pro-rated if necessary) paycheck will be issued for the period up until the date of
termination after the departing musician has returned the Civic ID/Key card and any other property of the Chicago
Symphony Orchestra Association. Voluntary terminations will be noted in Civic musician’s files for employment
records.
Associate Member Policies
Associate members of the Civic Orchestra are contacted on an as-need basis. Compensation for each concert cycle
is a per-service basis as stated in hiring invitation. Associate Members who accept the Civic invitation must reserve
all services requested in their initial contact letter, no exceptions will be made. Any added or changed dates and
times will be communicated immediately upon notice.
The amount of stipend offered to Associate Members will vary based on the length of concert cycles. Associate
members who perform with the Civic Orchestra will receive $620, $400, $350 or $250 depending on the length of
the concert cycle. The Civic Orchestra does not provide reimbursement for travel or accommodation expenses.
International Associate Members will need to provide proof of eligibility to work in the United States for the
duration of the services agreed upon. Musicians will need to fill out all necessary paperwork for the CSOA files in
order to be compensated. Pending approved paperwork, Associate Members are normally paid two to three weeks
after the services are completed.
Attendance Policy for Associate Members
Attendance is mandatory for all rehearsals, dress rehearsals and concerts during which Associate Members are
hired, and which are stated in the initial contact letter/email. Associate Members must be available for all dates
stated for the cycle and agree to this in writing, no exceptions for other outside commitments or engagements will
be made.
Associate Members are expected to arrive 30 minutes prior to the start of rehearsals, and are required to be in
their seats and warmed up at a minimum of five (5) minutes prior to the scheduled start of all rehearsals and
performances. If an associate member becomes ill or has an unexpected emergency and needs to be late to or
miss a rehearsal, Civic Orchestra staff must be notified immediately via email or phone call.
An unexpected absence, or failure to adhere to this policy may result in a deduction of pay of $80 per missed
service, and/or release for the remainder of the concert cycle at the discretion of the Principal Conductor, Guest
Conductor and Civic Orchestra Administration.
Orchestra Protocol
The Civic Orchestra expects its musicians to demonstrate professional musicianship and respectful decorum
whenever engaged in a Civic rehearsal, performance or event to help ensure that the orchestra performs and
functions at the highest level. This list is not intended to be comprehensive.
 Civic musicians are expected and required to properly prepare (i.e. practiced their parts adequately and have the
required instruments and equipment in good working condition) for all Civic rehearsals, including sectionals
with CSO musicians and chamber rehearsals.
 For optimum preparation, Civic musicians are expected to pick up their parts at minimum 5-7 days in advance of
the first rehearsal (or sectional, whichever comes first) of a given program.
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 Chewing gum during a rehearsal or a performance is not allowed.
 Use of phones, iPods, and/or any other similar electronic devices during any Civic service is strictly prohibited. All
such devices must be stored out of sight and switched off or silenced at all times during rehearsals. Musicians
expecting an important emergency phone call must notify the Civic staff member on duty prior to the
rehearsal start.
 Musicians should refrain from unnecessary chatting during rehearsals or performances.
 For all Civic services and events, musicians are expected to practice good personal hygiene, including not wearing
strong cologne or perfume, as well as appropriate attire that is respectful to oneself and others.
 Civic musicians are expected to exercise their sound judgment in orchestral etiquette with respect to building a
highly professional environment and developing amicable relationships with their colleagues.
Disciplinary Action
Failure to maintain an acceptable standard of performance, preparation, attendance, or professional conduct may
result in disciplinary actions. Disciplinary actions will generally constitute a written warning at first violation,
resulting in probationary status. A second occurrence will result in termination of membership at the discretion of
the Director of Civic Orchestra. Severe misconduct may immediately result in termination without prior warning.
Disciplinary actions may also constitute loss of certain member benefits, loss of partial or whole stipend, and
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retraction of 2 year membership. Potential causes of disciplinary actions include, but not limited to:
 Violation of attendance policies.
 Inability to meet the musical standards of the Civic Orchestra as determined by the Principal Conductor, CSO
coach, and Director of Civic Orchestra.
 Disorderly or unprofessional conduct during Civic activities that causes disruption.
 Insubordination or disrespectful conduct toward the principal conductor, guest conductors/artists or orchestra
staff.
 Failure to comply with required concert dress code, library policies and procedures, room reservation policies
and complimentary ticket procedures.
 Unauthorized use of the Civic Orchestra’s name in any advertising or promotional materials for activities
unrelated to the Civic Orchestra of Chicago or Chicago Symphony Orchestra Association.
 Refusal to participate in required activities.
 Fabrication of illness, injury or any other reason to take time off from the Civic Orchestra to avoid rehearsing,
performing or other required activities.
 Intentional abuse or misuse of any policies and procedures of the Civic Orchestra.
 Theft, vandalism or willful destruction of Chicago Symphony Orchestra Association property.
 Sexual harassment of any kind.
 Conviction of a felony while a member of the Civic Orchestra.
Probationary Status
When a Civic member is placed on probation, the probationary status remains in effect for the entire season, or as
determined by Civic Orchestra administration and principal conductor. Once on probation, a repeat offense or lack
of improvement as required by the Civic Orchestra administration and principal conductor may result in
membership termination. Please note probationary status may also result in other consequences such as
ineligibility to audition for a Principal Strings position or a Civic Engagement Ensembles position at the discretion of
the Civic Orchestra administration and principal conductor.
Membership Termination
If a Civic member is recommended for dismissal from the orchestra, a review process will be conducted by the
Director of Civic Orchestra and Training Programs, Principal Conductor, Director of Human Resources and Vice
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President of the Negaunee Music Institute. The Civic member in consideration may be asked to meet with the
above personnel as needed. The final decision regarding a member termination will be made by the Director of
Civic Orchestra and Training Programs after conferring with the aforementioned personnel. Dismissal from the
Civic Orchestra precludes the member from any future participation in the Civic Orchestra and related activities.
When a dismissal date is determined, the departing musician must return the Civic ID/Key card and any other
property of the Chicago Symphony Orchestra Association to the Civic office before a final paycheck can be issued
for the period up until the date of termination.
Use of Civic Orchestra’s Name
Civic members may indicate within the context of their bio or résumé that he or she is a member or alumnus of the
Civic Orchestra of Chicago. Beyond that, the designation “the Civic Orchestra”, “the Civic Orchestra of Chicago”,
“Members of the Civic Orchestra of Chicago”, or any similar designation may not be used by any Civic Orchestra
members, former members, or outside organizations unless in direct connection with an event under the auspices
of the Civic Orchestra or the Chicago Symphony Orchestra Association.
Civic members who participate in freelance activities outside of the Civic Orchestra do so on an individual basis,
not as representatives of the Civic Orchestra, and may not use the Civic Orchestra’s name in any advertising or
promotional materials. Unauthorized use of the Civic Orchestra’s name may result in disciplinary action.
Orchestra Hall Stage Rules and Guidelines
When rehearsing or performing on Orchestra Hall stage, Civic musicians should never move any stage equipment,
including chairs and music stands. Always contact a stagehand to request a move or change. The stage crew will
only accommodate special chair requests if there is a considerable physical necessity. Members who foresee a
special chair need must inform the stage crew one hour prior to the start of a service on stage.
No refreshments are to be brought on stage at Orchestra Hall.
When performing on Orchestra Hall stage, instrument cases, backpacks, books, cell phones, keys or any other
personal items may not be kept on stage with the players. They must remain in the backstage instrument storage
areas. Woodwind, brass and percussion players may not take cases on stage during concerts unless they
specifically contain equipment necessary for the performance (e.g., reed equipment). This policy applies to any
performance stage in and outside of Symphony Center.
Items of value may be left in the locker rooms of Orchestra Hall during concerts. Users must provide their own
padlocks to secure valuables in these lockers.
During rehearsals, valuables should be kept with the player.
When leaving the stage, orchestra members should be respectful of the stage crew and remove any miscellaneous
items or debris (i.e. pencils, earplugs, earplug or cough drop wrappers, tissues, etc.) from the stage.
Non-Discrimination
The Civic Orchestra of Chicago does not tolerate any discrimination against any applicant for membership in the
orchestra or against any member on the basis of race, color, creed, religion, sex, sexual preference, age, or
national origin of the applicant or member.
Drugs and Alcohol
The Civic Orchestra enforces the following drug-free and alcohol-free policy as outlined by the Chicago Symphony
Orchestra Association (“CSO”):
The CSO recognizes the importance of maintaining a safe, efficient, and healthful work environment for its
employees (including Civic Orchestra members). Being under the influence of any drug and/or alcoholic beverage
on the job poses serious risks to the employee's and others' health and safety.
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The CSO prohibits any use, sale, purchase, transfer, or possession of any illegal or non-prescribed drug by its
employees while on duty or performing CSO business. In addition, it strictly prohibits employees from being under
the influence of alcohol and/or any drug while on duty or performing CSO business, including driving CSO-owned
or leased vehicles. Legally prescribed or over-the-counter medications are only excluded from this rule and
permitted to the extent that the use of such medication does not adversely affect the employee's work ability, job
performance, or the safety of the individual or others.
Any employee found to be either in possession, control, or is under the influence of alcohol and/or any drug in CSO
controlled areas, on CSO-owned property, or while on duty, may have action taken against him or her, up to and
including law enforcement intervention and immediate employment termination.
The CSO encourages all employees who feel they may have a substance abuse problem to seek professional help.
The Director of Human Resources is available to make confidential inquiries in securing information on the
availability of resources for substance abuse counseling and rehabilitation.
Harassment
The CSOA, to which the Civic Orchestra of Chicago belongs, is committed to maintaining a workplace that is free
from intimidation, coercion and harassment, including sexual harassment. Accordingly, the CSOA takes charges of
harassment very seriously. Outlined below are definitions of harassment, the procedures to be followed by
anyone experiencing, witnessing, or learning of harassment in the workplace, and the steps the CSOA will take in
response to the filing of any harassment complaints.
Two types of harassment are covered by this policy. The first type, Quid Pro Quo Sexual Harassment, is defined as:
unwelcome sexual advances, requests for sexual favors, or other sexual conduct when submission to that conduct
is an explicit or implicit condition of employment or when submission to or rejection of the conduct is used as the
basis of membership decision or the granting or denial of any benefit of membership or career development. The
second type of harassment, Hostile Environment Harassment, is defined as: creating an intimidating, hostile or
offensive working environment by unwelcome verbal, visual, or physical conduct of a sexual, racial, ethnic, or
religious nature or by unwelcoming references to a person's sexual conduct, racial or ethnic background, religious
beliefs, physical characteristics, sexual orientation, disability, and any other attributes that are not work-related.
Procedures for Reporting Harassment
Any member who feels he or she is being subjected to harassment or who witnesses or learns of any harassment
should report the matter immediately to the Director of Civic Orchestra and Training Programs, Director of Human
Resources, or Vice President for Institute for Learning, Access and Training.
Handling of Harassment Complaints
All complaints of harassment shall be promptly and fully investigated. The complaint and all records of the
investigation shall remain as confidential as possible. There shall be no retaliation of any kind against any member
who complains about harassment.
Harassment is a serious offense, and any member who is determined to have harassed another member (or have
retaliated against another member who filed a complaint of harassment) shall be subject to appropriate
disciplinary action, up to and including membership termination.
First Aid
First Aid kits are maintained in the following locations in Orchestra Hall: (1) Orchestra Personnel Office (2) Lower
Level Hallway by Stage Right Stairs (3) Main Floor Coat Check Room (4) Loading Dock Security Station. A physician
or other medical professional is present during most public performances. Both the House Manager and/or
Assistant House Manager and Box Office Manager know the physician's seat location; the House Manager,
Assistant House Manager, Box Office Manager, and Chief Usher can dispatch an usher to get the physician, if
necessary. The House Manager's and Assistant House Manager's post is in the inside lobby on the main floor near
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the Box Office entrance during most public performances.
If medical attention is needed during a concert, notify a Civic staff member or the Stage Manager and the house
physician will be escorted to the victim. If a medical professional is not present at the concert or, medical
attention is needed during a rehearsal or other service, the Civic staff member will reach the Fire Department
paramedics by dialing 911. Be prepared to explain the symptoms of the victim to assist the paramedics in
assessing the situation. Security will be notified and asked to meet the paramedics when they arrive to Orchestra
Hall.
Cardiopulmonary resuscitation, or CPR, is practiced by the House Manager, the Assistant House Manager, and
various concert duty personnel.
If an orchestra member is injured at Orchestra Hall, a Civic staff member must be notified to make sure that the
appropriate reports are filed regardless of the severity of the injury.
Civic Library Information
Library Hours
The Civic Librarian, or a Civic Library Assistant, will be present at all Civic services. The library will be open one
hour before and during rehearsals, thirty minutes before sectionals, and one hour before and during concerts
(including intermissions). The library will not be open after rehearsals, sectionals, or concerts. Please call or email
the Librarian to make arrangements to meet at the library at times when there is no orchestra service scheduled.
Open library hours will be posted on a regular basis; however, it is still highly recommended that you contact the
librarian in advance to make arrangements to visit the library. Please note that only the Civic Librarian, and/or the
Civic staff are authorized to distribute music.
Music Distribution
The Civic Library strives to make music available at least two (2) weeks before the first scheduled rehearsal (or
sectional, whichever comes first) of any concert cycle. The exact date of availability will depend on many factors
and may fall later than two weeks ahead of the first service of the cycle. Civic musicians will receive an email notice
from the Civic Coordinator alerting them to concert cycle details, including rotations and library hours for music
pick-up. For optimum preparation, musicians are expected to pick up their parts at minimum 5-7 days in advance
of the first rehearsal (or sectional, whichever comes first) of a given program.
Study scores will be available for musician use during rehearsals and sectionals. PDF copies of all scores will be
available for all concert cycles and may be obtained by contacting the Civic Librarian via email. PDF copies of parts
will not be made on a regular basis and will be created only at the Civic Librarian’s discretion.
Musicians may take any or all music from their stands, but they may not take their stand folder. For non-string
folders, all original parts are provided. For string folders, two parts are provided: a practice copy and an original.
The outside player is responsible for the original. It is the responsibility of the players to check the rotation for
each cycle and take the appropriate part.
String Principals will be required to meet with one another in advance of music distribution to work out bowings
for the repertoire. The designated Principal Percussion will be responsible for visiting the library before the music
distribution to designate part assignments for the section. In addition, all principals are expected to notify the
Librarian if any extra parts or related needs are required for the section concerning the given concert cycle.
Musicians are responsible for having the music at every service, even in the event of an absence – arrangements
must be made by the absentee musician to deliver the parts to the rehearsal location. The Civic Library will not be
responsible for providing extra part(s).
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Marking Music
All markings are to be made only with a soft lead pencil (preferably 1B or softer). Colored pencils are to be
avoided if possible, and any ink markings are strictly prohibited. Musicians are responsible for ensuring that their
parts are not damaged or defaced in any way other than standard music marking. All unnecessary markings in the
parts should be erased before returning to the library.
If and when a Civic musician chooses to use parts other than the originals provided by the Civic Library, the
musician is responsible for making sure that the part is the correct edition and that it includes all of the
appropriate markings (i.e. rehearsal numbers, bowings, cuts, etc.).
General
Folders are not to be removed from the rehearsal/performance premises. If desired, the Librarian will supply
envelopes to protect the music. At the end of any service (rehearsal or performance), including between double
rehearsals, folders are to be closed on the music stand with all parts inside. At the end of a concert cycle, all parts
for the given program are to be left in the folder on the music stand at the end of the concert. Fines anywhere
from $5-$50 will be charged in addition to the full replacement value for any part not returned immediately
following the final performance of a concert cycle.
Role of the Civic Library
The Civic Library is a performance library. Civic musicians may make use of this resource to study parts and scores
that otherwise might not be available to them. However, please bear in mind that the Civic Library can only offer
use of its equipment (i.e., computer and copy machine) on a case-by-case basis. Use of any library equipment must
be arranged with the Civic Librarian ahead of time and will be permitted only at the Civic Librarian’s discretion.
Room Reservation Policy
Spaces at Symphony Center may be reserved by regular members of the Civic Orchestra, members of the Chicago
Symphony Orchestra, the Chicago Symphony Chorus, and the staff of the CSO and Symphony Center. These spaces are
also available for rental by outside individuals and/or organizations.
Spaces available for reservation at Symphony Center (in order of size, largest to smallest):
Buntrock Hall (7 ft grand piano)
Grainger Ballroom (7 ft grand piano)
Green Room (5’8” grand piano)
Rehearsal Rooms F and C (5’2” pianos in each)
Rehearsal Room H
Rehearsal Rooms A, B, D, & E (upright piano)
Making Your Room Request
1. You must email the Civic Coordinator to make your reservation. Please include the names of all people using the
room. They must be on the list for Security or they will not be admitted into Symphony Center.
2. Your request must be received no later than five business days prior to your requested time.
3. No same-day requests will be accommodated under any circumstances.
4. When making a reservation, please indicate the date, start and end times, and room you will need. If you are
reserving for a chamber rehearsal, please include the names of all those who will be participating.
5. Civic musicians may reserve a room for up to 3 hours of rehearsal time a day. Please do not take extended
breaks (lunch, for example) and return to the room. Make your reservation according to when you will actually
be practicing.
6. Your room request will be sent to the Operations Department of the CSO. Once your request is received and
processed, you will be contacted with your reservation confirmation.
7. Space usage for non-Civic related ensemble rehearsals or private teaching is strictly prohibited.
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8. Neither the Civic nor the CSO are responsible for any lost or stolen items left in a rehearsal room, locker(s),
restrooms, performance spaces (including community concert locations) or other space in Symphony Center.
Room Restrictions
1. All rehearsal spaces at Symphony Center are reserved for CSO member use exclusively surrounding CSO
services (two hours prior, during and 2 hours afterwards) and on Saturday afternoons from noon to
4:00pm. During this time, only CSO members may book rooms for rehearsals. Rooms are NOT available
during this time to members of the Chorus, Civic Orchestra, or CSO staff for individual practice or
rehearsals.
2. RRD, E and F are reserved for CSO warm-up two (2) hours prior to, during, and two (2) hours following
CSO and MO (Members Of) services. During this time, these rooms cannot be reserved, but are available
on a first-come, first-served basis to CSO members ONLY. No reservations will be accepted for these
rooms during these times. Should it be discovered that these rooms are being used for something other
than CSO musician warm-up/individual practice, Security has the right to instruct the occupant(s) to
vacate the room.
NOTE: Security has the right to interrupt any unofficial rehearsal and/or practice session and ask the participants
to vacate the rehearsal space.
Stipend Information
Civic musicians receive their stipend through CSO Payroll. Regular Members will receive $7,300 for the 2015-2016
season, contingent upon successful participation and completion of all required Civic Orchestra activities. Designated
principal string players will receive additional $2,300 each. Checks will be distributed on a semi-monthly basis (19
installments), with the first check being distributed on September 30, 2015. Checks will be distributed by the Civic
staff during rehearsal periods. If checks are distributed during a non-rehearsal period, they will be mailed. Direct
Deposit is strongly encouraged and available to all orchestra members. The paperwork for Direct Deposit is
available at www.cso.org/civicmusician. Please note, this may take up to four weeks to be in effect and you will
receive regular checks until Direct Deposit goes into effect.
Please note:
University Fellowship stipends will be sent directly to the universities, to be applied toward tuition. Concert cycle
releases will result in stipend deduction of $620, $400, $350 or $250 depending on the length of the concert cycle.
Civic musicians who are Scholarship Fellows at Northwestern, DePaul, and Roosevelt CCPA are also subject
2015-2016 Scheduled Pay Dates:
September 30, 2015
October 30, 2015
November 30, 2015
December 31, 2015
January 29, 2016
February 29, 2016
March 31, 2016
April 29, 2016
May 31, 2016
June 30, 2016
October 15, 2015
November 13, 2015
December 15, 2015
January 15, 2016
February 15, 2016
March 15, 2016
April 15, 2016
May 13, 2016
June 15, 2016
The amount of stipend offered to Associate Members will vary based on the length of concert cycles. Associate
members who perform with the Civic Orchestra will receive $620, $400, $350 or $250 depending on the length of
the concert cycle. The Civic Orchestra does not provide reimbursement for travel or accommodation expenses.
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International Associate Members must provide proof of eligibility to work in the United States in order to receive
the stipend.
New Hire Paperwork is available to all musicians on the musician resource website at www.cso.org/civicmusician.
You cannot participate in Civic services until all paperwork has been completed. In accordance with Federal law,
you must be active on CSO payroll before the start of services or you will not be allowed to participate; this may
result in a loss of pay, and/or status.
Visa Information for Non-U.S. Citizens
Civic Orchestra members who are not U.S. citizens must have a valid visa or immigration status and appropriate
employment authorization in order to participate in the Civic Orchestra of Chicago program and receive the Civic
stipend. Non-U.S. Citizen members must submit copies of one of the following eligibility verification to the Civic
office when completing New Hire Paperwork and upon renewal of the work authorization:
1. F-1 student visa and Curricular Practical Training (CPT) authorization.
2. Optional Practical Training (OPT)
3. H-3 visa (sponsored by the Civic Orchestra)
4. Permanent Residency (Green Card)
5. Other visa categories with Employment Authorization Document (EAD)
F-1 Visa: This visa is given to international students by universities and other educational entities. If you are a fulltime student at a local university, you qualify for an F-1 visa. The university you will be attending will apply for this
visa on your behalf. Contact the International Studies Office at your university for more information. During the
student’s stay in the United States, s/he may apply for Curricular Practical Training (CPT) employment while s/he is
enrolled and after the completion of their studies (see below). Any type of work authorization must be approved by
the particular school in which the student is enrolled. If the international student’s financial situation dictates that
s/he must work part-time while enrolled in school in order to support him/herself, the university can assist that
student in obtaining a work permit. If you believe that you might be eligible for a work permit, talk to the
International Studies Office at the university you are attending.
Curricular Practical Training (CPT): International students (F-1 visa holders) must secure permission from their
university for curricular practical training (CPT) in order to be on CSO Payroll or to work for any other institution.
CPT is defined as alternate work/study, internship, cooperative education, or any other type of required internship
or practicum that is offered by sponsoring employers through cooperative agreements with the university.
Part time curricular practical training is employment for 20 hours or less per week while the student is
simultaneously enrolled in classes. Full-time curricular practical training is employment for more than 20 hours per
week, regardless of whether the student is enrolled full-time or part-time in classes. The Civic Orchestra is a parttime program.
To apply for curricular practical training, you must contact the International Studies Office at the university in
which you will be enrolled during the season. A support letter from Civic verifying your membership (sometimes
called a Perspective Employer Letter) is available from the Civic office upon request.
Once the university indicates on your I-20 form (page four) that you are approved for CPT (in the language stated
below), you can be employed by the Chicago Symphony Orchestra Association (of which Civic is a part) to be
placed on CSO Payroll.
Part-time Curricular Practical Training Authorized from date-date
Chicago Symphony Orchestra Association
Signature of Authorized University Official
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NOTE: A copy of the I-20 form (pages 3 & 4) with the above language must be submitted with your passport and
visa in order to be placed on CSO Payroll.
Optional Practical Training (OPT): If you are graduating from an American university but do not plan to be enrolled
in school while participating in the Civic program, you are eligible for Post-Completion Optional Practical Training
(Practicing Training). Talk to the International Studies Office at the university from which you are graduating for
more information. Only the university can help you apply. Students have a certain amount of practical training
available to them that can be used during university enrollment (as CPT) and/or after graduation (as OPT). Students
who receive one year or more of full-time Curricular Practical Training are ineligible for post-completion optional
practical training. Part-time CPT does not figure in determining eligibility for post-completion optional practical
training.
NOTE: If you have used up your practical training allowance and will not be enrolled in school during the Civic
season, you must either apply for an H-3 visa through the Civic Orchestra or obtain another type of visa status with
employment authorization. You cannot petition for an H-3 visa until you have used up your practical training
allowance. If your practical training allowance will not cover the entire Civic season (September-May), contact the
Civic office about applying for an H-3 visa.
H-3 Visa: The H-3 visa is defined as being available to someone “having a residence in a foreign country which he
has no intention of abandoning… who is coming to the United States as a trainee.” It is a temporary visa available
to foreign nationals to pursue training with a company or organization in the United States. This is an employersponsored visa and is generally approved for a maximum of 2 years. The Civic Orchestra, as the sponsor, applies for
this visa on the foreign national’s behalf.
Members petitioning for an H-3 visa will be responsible for paying the government filing fees and all legal expenses
incurred during the application process. Payments can me made directly to the Civic Orchestra via a check/money
order OR via a stipend deduction. Associate members of the Civic Orchestra are not eligible to apply for H-3.
NOTE: H-3 visa recipients can only receive payments from the sponsoring organization (CSO/Civic) – you will not be
able to work for any other institution or employer. The Civic Orchestra will NOT accept payments on your behalf
from other institutions.
H-3 petitioners will need to provide the Civic Orchestra with the following in order for the Civic to file the petition:
 Résumé or curriculum vitae
 Official transcripts from the university(ies) the petitioner has attended in the United States. A copy of the
diploma is also helpful. If the petitioner has not attended an American school, we will need documentation of
the petitioner’s academic history from the schools the petitioner has attended elsewhere, including
verification of graduation date(s).
 Copy of current passport
 Copy of both current and expired visa(s) and/or work permits
 Copy of I-94, if the petitioner has one (expired or current)
The application process for an H-3 visa generally takes 3 months, but could take longer. If you need to apply for an
H-3 visa, you must contact the Civic Orchestra as soon as possible.
For additional information, please visit the U.S. Citizenship and Immigration Services website at www.uscis.gov or
call the National Visa Center (603-334-0700), or Visa Services (202-663-1225).
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