The Herb Alpert School of Music at CalArts

Music Student Handbook

The Mentor / Mentee Relationship

When entering the Herb Alpert School of Music, students are assigned a Mentor, usually from their major program. Students may request a change of Mentor at any time if their program or needs change. Each student will work closely with their Mentor, establishing a mutual relationship of trust, encouragement and respect. Mentors work with both academic and artistic components of a student’s work.

Lesson Requests and Registration Procedures

During the In-Person Class Sign-Up portion of Orientation Week, students should discuss their private lesson requests with their faculty Mentor and other appropriate faculty. After their Mentor signs their Course Request form, all music students must visit the Music Office (B322) to provide contact and other pertinent information, and to request ALL LESSONS (non-major and major). All lesson requests can be considered only after students visit the Music Office and officially request them. Students must do this prior to proceeding to the final registration stations. Students will not be officially registered for lessons during class sign-up, but should keep track of lesson units when determining overall course loads. Approval of the Dean and Provost is required for course loads, inclusive of requested lessons, that exceed the Institute’s 20-unit limit.

Lesson requests will be evaluated after all requests have been received. The Dean, based on faculty availability and individual student needs, will grant lesson approval. Lists of approved lessons will be posted outside of the Music Office by the end of the add/drop period and will be registered officially by the Music School staff. After lesson requests are approved, students should see the lesson instructor or program coordinator to schedule specific times and places. The Music Office should be consulted if there are any questions.

Student Reviews

Every student has a minimum of two reviews in order to assess academic progress. These reviews are conducted with the student by one of the Deans and the student’s Mentor. During these reviews, the student’s course history is examined, progress is assessed, problems are discussed and changes to the curriculum are considered. Mentors and Deans officially approve any changes to the curriculum at this time. Requests for year level adjustment is considered at this time.

The School of Music office schedules reviews, which are held in the Conference Room (B322). When a review is scheduled, the student receives an email notification sent to their CalArts email address. Students should subsequently be sure to check the updated review schedule posted outside the Music Office since last-minute changes are sometimes necessary. Due to the large number of reviews held and the tight schedule, students are excused from class or rehearsal in order to attend. Students should inform their instructors ahead of time that they will be attending a review. Students are encouraged to set up a meeting with their Mentor shortly before the review to go over their progress and identify any problem areas.

ON-TIME ATTENDANCE AT REVIEWS IS MANDATORY. STUDENTS WHO FAIL TO ATTEND THEIR REVIEWS FORFEIT ANY INPUT INTO DECISIONS REGARDING THEIR ACADEMIC STATUS.

In the cases of unique circumstances, needs, or requirements, some students may also have Provisional or Special Reviews. Such reviews may consider changes in the student’s program or status, the addition or waiver of program requirements, additional work or time needed for graduation, academic sanctions, or other topics.

Certain programs also conduct their own periodic reviews, primarily of an artistic nature. Students will be notified when such reviews are scheduled.

Performance Ensembles and Auditions

For Performance majors, participation in appropriate ensemble programs is required. Some ensembles require an audition for placement or acceptance. Please watch the bulletin boards for information regarding these auditions.

Mid-Residence and Graduation Recitals

Many programs require students to give recitals. Priority scheduling is given to students who are required to give degree recitals. Graduation recitals are awarded first priority, with Mid-Residence recitals following. Mid-residence recital programs are shared between two students. Students requesting a recital date who are enrolled in degree programs that do not have a recital requirement will be given dates only if there is room on the School of Music calendar.

All recital planning (scheduling, recording, sound reinforcement, lighting, stage support, etc.) is processed by the Production Manager for the School of Music. He may be reached in Room B211 (located over the Graphics Lab), or at phone extension 2116.

Every September, detailed information related to recital scheduling will be posted on the Production Bulletin Board (next to ROD). Recitals must be scheduled during the appointed times as the majority of available concert dates for the entire academic year are allocated immediately. If a student fails to meet the Production Manager’s deadline requirements, it may not be possible to schedule a recital. In this case, students may sometimes schedule an off-hours recital and will be responsible for arranging their own technical support. Students should see the Production Manager or the Music Office if there are any questions.

Students are required to produce their own program for their individual recitals and all recitals must have a printed program. The office staff will print your program if needed. If you would like their assistance with this, a completed program must be presented via email (as a PDF file) to the Music Office secretary at least three days prior to your recital. Your program must be approved by your mentor and be ready to print when it is sent to the Music Office. We will print a “draft” of your program for your final approval and at that time you may choose your paper, and make any necessary changes. If you plan on printing the program yourself, the Music Office still needs to approve it and you will need to provide us with five (5) copies for our records.

Some program areas require a pre-recital jury and/or faculty approval of program notes. Recital programs will not be produced if required juries have not taken place and program notes have not been approved.

All students required to give a Graduation Recital must turn in a Graduation Recital Completion Form to the Music Office to receive credit for their completed recital and jury. This form is available in the Music Office. Please note that Jazz and World students are not required to have a jury but are still required to turn in the Graduation Recital Completion Form.

Graduation Jury

In the Performer-Composer Program and in most Performance Programs (other than world music programs), graduating undergraduate students and non-DMA graduate students are required to undergo a Graduation Jury Examination.

Graduation juries must be scheduled a minimum of four weeks before the recital. Students are expected to organize this jury; this consists of contacting faculty and finding an available time and space. Students may contact the Music Office for assistance with phone numbers and schedules. The Jury Committee normally consists of three faculty members, including the student’s Mentor and/or private instructor, one faculty member of the student’s choice, the program coordinator, and, whenever possible, a representative from the Dean’s office.

The first part of the Jury Exam is performance-oriented. Student instrumentalists must perform approximately 30 minutes of music, chosen by the Jury Committee members from a list of at least five works, some of which must be included in the Graduation Recital program. Singers must prepare the complete program for the jury and all works must be memorized.

In addition, students may be asked to:

perform etudes
perform orchestral excerpts
sight-read
discuss the works programmed on the recital

Following the performance section of the Jury Exam, the Jury Committee will conduct a discussion and evaluation of the presentation, based on its technical and artistic qualities. The discussion also may involve theory, analysis and general aspects of history and performance practices. If the Jury Exam is not satisfactory, the student will have the opportunity for a second examination. This exam must be passed before the student will be approved to give their recital and graduate.

Graduate performance majors are required to submit substantial, original, well-researched program notes on the works being performed. For Voice majors, these must be submitted two weeks prior to the Graduation Jury.

Class and Rehearsal Attendance Policy

All Music School classes and activities start promptly at 10 minutes past the hour unless otherwise stated. All students are expected to observe professional-level standards regarding commitments to ensembles, classes, performances, meetings and production work. Ensembles and classes rely on the full and punctual participation of all students.

Instructors will establish appropriate attendance policies, which may include not allowing latecomers to enter the class. More than three unexcused absences from any class or rehearsal may result in the student receiving a grade of “NX” (no credit, due to insufficient attendance). Poor attendance may result in having to retake courses, being placed on Academic Warning, may adversely affect the continuance of scholarships and other financial aid, and may result in dismissal from the Institute.

All classes and rehearsals specified in the curriculum take precedence over outside activities. Outside professional engagements or other employment do not constitute excused absences. If such opportunities arise, students should discuss options with their Mentor.

Interim

Interim is a special mandatory academic session held during the first two weeks of the spring semester. The School of Music, along with other Schools within the Institute, offer students the opportunity to engage in immersive and intensive experiences that normally would not be possible during the regular academic schedule. Participation in Interim is required for all students. Please be aware that there is only one week of instruction after Interim before the add/drop date.

Use and Care of Keyboards

To maintain the School of Music’s pianos in the best possible condition, please follow these procedures:

When leaving a practice room, please completely close the piano, turn off the lights and make sure the room’s door is locked.
Keyboard instruments may not be moved without permission and assistance from the Piano Technician. Whenever a piano is used that has a cover, the cover must be folded and placed on a table or draped over some chairs; it should not be placed on the floor. Be sure to cover the piano when finished.
Students who need a piano, harpsichord or organ for a performance should inform the Production Manager no less than one week in advance.
The Piano Technician approves after hours access to locks on keyboards; students should see him during business hours at least three days in advance to arrange this
Problems with keyboards should be reported to the Piano Technician immediately. Please leave a note in his box in the Music Office, or a voice mail at ext. 2543.
Please do not unplug humidity control systems for any reason.

VIOLATION OF THESE RULES RESULTING IN DAMAGE TO KEYBOARDS MAY RESULT IN DISCIPLINARY ACTION OR POSSIBLE DISMISSAL FROM THE INSTITUTE.

Practice Rooms

General practice rooms are available to all music students, while others are designated for majors with special needs (e.g., percussion, piano, double reeds, bass, etc.). Music students may request keys to practice rooms and should see the music office staff for details. A $15.00 refundable deposit per key is required. Lost keys will incur a $100.00 fee, as well as an additional $15.00 refundable deposit. Note that you will not be refunded the original $15.00 deposit for the lost key.

Practice rooms are available 24 hours / 7 days a week while school is in session by currently enrolled students only. Rooms are in peak demand from noon to midnight, but relatively free at other times. They are available on a first-come, first-served basis, and may not be “saved” (e.g. by leaving personal belongings, etc.). Students who do not need a piano should try to select a room without one. Pianos are not to be moved in, out, or around the inside of practice rooms. To maximize usability, any room unused for more than 10 minutes becomes available to any waiting student. Practice rooms may not be used to give private outside lessons. There is no smoking, burning incense, use of flame, eating, or drinking permitted in the rooms at any time. Students are liable for any damage caused to a practice room.

The practice rooms are available for use by current students during the summer except during the 4 weeks of CSSSA when they are unavailable from 7 AM until 10 PM.

Designated practice rooms must be cleared out at the end of each school year by the date given by the Music School. Personal items, such as drum kits may not be stored in the practice rooms over the summer. Items left in the practice rooms will be kept for 30 days, after which they will be disposed of if not claimed.

Classroom Checkout

Classrooms, Roy O. Disney Music Hall (ROD), and The Wild Beast may be available during night hours for rehearsals. Students should see the Music School Office regarding access. The classrooms and performance halls should be left orderly and free of trash for classes the next morning. Any problems with keys, access, pianos, lights, trash, etc., should be reported to the Music Office.

Please note that there is NO SUMMER ACCESS to any classroom, piano studio, Roy O. Disney Music Hall, or The Wild Beast.

Computer Music / Experimental Media Studios

Studio access is obtained by taking courses that teach the use of specific studio facilities. Priority access is given to students currently enrolled in studio courses; those who have successfully completed such courses may request continuing access. Faculty teaching studio courses, in consultation with the Director of the Computer Music/Experimental Media Studios, make final determinations regarding individual access. Studios are open twenty-four hours a day while school is in session.

Roy O. Disney Music Hall & The Wild Beast

Anyone wishing to use Roy O. Disney Music Hall (ROD) or The Wild Beast for something other than scheduled classes and recitals must get permission from the Music Office. They are both kept locked when not in use.

Smoking, food or drink are not allowed in ROD or The Wild Beast, except for water in an enclosed container. After using these performance spaces, they must be put back in order for the next performance or class. A diagram outlining the room set-up for ROD is posted in the rear foyer of ROD. Students who do not return the room to this set-up may be denied future access.

Keys

Keys are issued to students through the Facilities Office. Work orders for the issuance of keys can be obtained through the Music Office. Once approved, the student will go to the Cashier’s window in the Accounting Office and pay a $15.00 refundable deposit per key. Bring the yellow receipt back to the Music Office and then a work order will be processed. After 3 working days, the student may pick up their key from Facilities using their yellow receipt and CalArts I.D. card. Upon returning the key to the Facilities Office, the student is given a petty cash voucher that can be redeemed in the Accounting Office. The $15.00 deposit will be forfeited if the student fails to return the key. There will also be a $100.00 lost key charge. If the key needs to be replaced, it will cost another $15.00 for a new one to be ordered.

Keys that are borrowed from the Music Office must be returned on the same day they are checked out. The Music Office closes by 4:00 p.m. each day. If keys are not returned in a timely manner, the student will incur a $100.00 lost key charge and lose the privledge to check out such keys from the Music Office.

Summer Access

The school is closed to students during the summer months. General practice rooms are available for use by returning students during the summer, except during the 4 weeks of CSSSA when they are unavailable from 7 AM until 10 PM.

Receptions

Any reception held in conjunction with an approved event requires the completion of a Reception Scheduling Request Form a minimum of 7 days before the reception. These forms are available at the Institute Coordinator’s Office. After clearing the time and location with the Institute Coordinator, obtain all necessary signatures and return this form to the Institute Coordinator.

All hosts of receptions must pay a $20.00 facility fee. This can be paid at the Cashier window during normal operating hours. Upon payment, staple your receipt to the Reception Scheduling Request form and submit it to the Institute Coordinator (Room D101).

Students of legal drinking age, 21 years or older, may choose to serve alcohol at their receptions with clearance from the Activities Coordinator in Student Affairs in Room A207 (approved on the Reception Scheduling Request Form). There are limits to the amount and type of alcohol that may be served and the type of alcohol and intended amount must be included on the Reception Scheduling Request. At least one case of water is required for all receptions.

Student Affairs provides a maximum of 2 hours free bartending time. Any additional time must be paid prior to the event at a rate of $12 per hour per bartender. Only an approved bartender can serve alcohol on campus. The bartender may serve alcohol only during the hours stated on the Reception Scheduling Request. The alcohol should not be left unattended. If a source of alcohol is left unattended or if underage guests are being served, Campus Safety/Security will close the bar. The remaining alcohol can be reclaimed the next day. If the bartender does not arrive at the scheduled time, contact Campus Safety/Security to get in touch with the Activities Coordinator or another bartender.

All set-up and tear down are the host’s responsibility, not the bartender’s. Empty bottles and cans should be taken to the recycling bins placed around the school or on the loading dock. Additional procedures are described in the Host Agreement form that is signed by those hosting receptions with alcohol.

Lockers

Lockers are designated for currently enrolled music students only; all others may not retain a locker (this includes graduating students and those who are on a leave of absence). All lockers are located on the second floor and are available in several sizes: small (size “D”) through extra-large (size “A”). Students with large instruments have priority for large lockers.

Lockers must be registered at all times and may be registered at any time during the school year. Students may register a locker by choosing an empty locker appropriate to their needs and bringing its number to the Music Office after they have placed their lock on it. Students must provide their own locks. Lockers must be completely cleaned out at the end of each school year. No student will be allowed to retain a locker over the summer. Items left in the lockers will be disposed of after the designated date given by the School. The School reserves the right to cut the lock of an unregistered locker at any time; in this case, contents will be discarded.

Musical Instrument Loans

The Herb Alpert School of Music has a variety of instruments that may be checked out by enrolled students only. Alumni may not check out instruments. Program coordinators must approve instrument checkout. Students checking out school-owned instruments must sign a statement of liability, indicate a date for returning the instrument, and pay a $50.00 non-refundable insurance fee. In the case of an instrument being checked out for a required performance, the insurance fee may be waved when approved by faculty. In this instance, the instrument must be turned in promptly by the due date, or the borrower will be charged the $50.00 insurance fee.

Instruments may not be checked out under any circumstances during the summer break. The instrument may not be transported outside the geographic area of Southern California. Under no circumstances will the instrument be shipped by common carrier (truck, airplane, boat, etc.). Students should see the Music Secretary for details.

Music Stands

All performance students must carry and use their own folding music stand. Music School stands are available only for designated large ensemble rehearsals and performances and can be moved from storage only with approval from the Production Manager.

E-mail Accounts

All enrolled music students will have a CalArts email account assigned to them by the Network Services (located in the Library). Students are required to maintain this official email address as it is the main form of communication between students and the School of Music. It is used to inform students of meetings, happenings, appointments, reviews, etc. The Library has numerous computer terminals for sending and receiving email, and will train students in their use. Students are welcome to have additional email accounts, but must check their CalArts email account regularly.

Daily Announcements

The School of Music Operations Manager will send out a daily announcement to all students and faculty each morning by 9:00 AM via their CalArts email. It will include important information on what is happening in the school that day including cancelled classes, faculty that are out, concerts, student events, visiting artists, Master classes, or any other pertinent information. If you would like to include something in the daily announcement, it must be submitted to the Operation Manager electronically before 8:30 a.m. the day it is to be posted.

Bulletin Boards

Several bulletin boards are located on the third floor, in the hallway outside of the Music Office, and also by teaching studios in other locations. Each program area has its own bulletin board as well as boards dedicated to Messages from the Dean, the Music Office, Production, Chamber Music, Gigs, Teaching Opportunities, etc. These boards should be checked daily for important announcements and rehearsal schedules.

Student and Faculty Mailboxes

Student Institute mailboxes are located in Facilities Management, next to the mailroom on the first floor. Students should check these boxes regularly for official CalArts and outside mail.

Additional music student mailboxes, labeled “A–Z” according to last name, are located next to room B320; students may use these boxes to correspond with each other. These boxes should be checked daily. Graduate Assistants have individual mailboxes on the bottom rows.

Students may leave correspondence for faculty in the Music Office during regular business hours.

Photocopying

Students may make photocopies for a small fee in the Library. The Music Office copy machine has coded-access for faculty, staff, and designated graduate assistants only, and may not be used for student copying.

Student Property Insurance Coverage

Student-owned personal property directly related to their discipline is covered under CalArts’ loss-damage policy in the academic buildings only. Insurance regulations require a $2,500 deductible with $30,000 maximum coverage per individual. NO coverage is provided for student personal property in the residence halls. Students should check their individual or family’s insurance policy to see if personal property and off-campus living spaces are covered. If not, such coverage can usually be added for a small fee, or students may take out a “renter’s policy.”

ROD Video Archive

The Herb Alpert School of Music at CalArts has been webcasting concerts from the Roy O’ Disney Concert Hall for many years. Access to our video archive is available here.

Financial Aid

Financial aid is not automatically renewed. You must reapply for financial aid each year.

All applicants must submit the FAFSA (Free Application for Federal Student Aid/Renewal Free Application for Federal Student Aid). This application must be completed by the parents of all dependent applicants. Independent applicants must complete the FAFSA themselves. There is no institutional financial aid application. International students must follow a different application procedure. Please check with the Financial Aid Office for more information.

If additional information is requested by the Financial Aid Office, you must comply in order to complete your financial aid file. Students with incomplete files cannot be considered for financial aid or School of Music scholarship funds.

For more information, please refer to the CalArts financial aid webpages.

The Herb Alpert School of Music Scholarship Funds

All School of Music scholarship funds are awarded through the Financial Aid process. In order to be considered for a School of Music scholarship, a student must have a complete financial aid application. Scholarship awards are based on financial need (as determined by the FAFSA application), merit (by recommendation of faculty in each program), and on participation in their program.

Scholarship awards are coordinated by Associate Dean, Julie Feves. For more information, contact Julie Feves at jfeves@calarts.edu or 661.222.2781.

The Institute has a practice of renewing scholarship awards for students in good academic and artistic standing. However, students who are late with their financial aid applications may miss out on scholarship funds and campus based funds. For the best possible financial aid award, complete your application on time.

Emergency Loans

Small emergency loans are available on a limited basis from the Office of Student Affairs (A207).

Work Study

Many work-study jobs are available throughout the Institute for eligible students. The Financial Aid Office, as part of a financial aid award package, determines work-study eligibility. Students may apply for jobs on- and off-campus. Jobs that are available are posted on the CalArts website. You may also inquire in the Music Office. Students may not work a job until they have been hired and have turned in the necessary paperwork to the Financial Aid Office.

TIME SHEETS ARE TURNED IN EVERY SECOND THURSDAY BY NOON unless otherwise stated. They may not be held, and must be turned in regularly. Time sheets will not be accepted more than two weeks past the dates worked. At the end of the year, late time sheets will not be accepted. It is the student’s responsibility to record hours worked on the online time sheet at http://kronos.calarts.edu/, print it, have it signed by the proper supervisor, and then turn it into the Music Office. Missing information on a timesheet may result in you not getting paid.

Work-study hours may not exceed 25 hours per week, or eight hours per day. Students must take a half hour meal break after 6 hours of work, and it should be shown on the timesheet.

Each work-study student is allotted a set amount of money and once these funds have been depleted, the student should no longer be working. The Financial Aid Office will notify the school office and the student that eligibility status has been met. Students should contact the Institute Work-Study Coordinator in the Financial Aid Office if they have any questions. School of Music Secretary coordinates the School of Music work-study program.

Graduate Assistantships

A limited number of Graduate Assistantships (GAs) are available in the School of Music. Assistantships are available in both teaching and technical areas. Interested students should contact the Operations Manager. Graduate Assistantships in the Core Curriculum are assigned to graduate students primarily on the basis of their performance the Music Theory & Musicianship Skills Placement Examinations.

Outside Employment

Outside employment of any kind does not constitute an excused absence from School of Music classes, Institute classes, or the completion of any required assignment. Participation in outside employment must be discussed with your Mentor and arranged so that it does not interrupt required class work or ensembles.

Last edited by rwannamaker on Apr 07, 2012

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