South Arkansas Symphony Orchestra
Of the South Arkansas Symphony Society, Inc.
Orchestra Policies and Procedures
(As amended June 2007)
The South Arkansas Symphony Orchestra [“SASO”] is a professional contract orchestra organized
to provide cultural, entertaining, educational and musical experiences to residents of the area.
These orchestra policies and procedures are designed as a guide to create consistent and reasonable
working conditions to foster the highest possible artistic standards of performance.
These Orchestra Policies and Procedures [“Policies”] are the administrative policies and
procedures for the SASO as it relates to the orchestra members. The Executive Committee reserves
and retains exclusively all the normal and inherent rights and functions of Management, including
the right to change the Policies. These rights and functions include, but are not limited to the right
at all times to the hiring and termination of the Musicians on a contract basis. SASO will give notice
to the Orchestra Committee and afford it an opportunity to be heard prior to changing the Policies.
I. Hiring Process
A. Request for Availability [“RA”].
At the discretion of the SASO, the SASO will issue each Musician an RA at the end of each season
for services for the following season. The RA will include an updated orchestra calendar detailing the
services needed for the following season for the Musician. The information on the orchestra calendar
shall not be binding on the Symphony. Any calendar changes required after the end of the season
shall be distributed as soon as possible.
If the Musician wants to be considered by the SASO for the next Season, the Musician shall sign and
return the RA to the SASO office, indicating the services for which the Musician is available by the
date indicated in the RA.
B. Current Address
Each Musician shall notify and continue to notify the Symphony Office of any change in address, email address and phone number as soon as possible throughout the year. It is especially important for
the Symphony to have on file the summer address of each Musician in order to issue updates to the
season calendar should any changes occur after the regular season is completed.
C. Leave of Absence
Generally, during the Season, a leave of absence for up to one (1) season may be requested in writing,
and if granted, the musician will be able to return to his/her position in the same capacity as he/she
departed provided they have maintained their level of skill. A request for leave of absence must be
submitted in writing to the Music Director and Executive Director.
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II. Rehearsals/ Performances
A. Services (Services is herein defined as: Rehearsals, subscription concerts and other concerts)
All services for the SASO presented by the Orchestra will be paid according to the pay scale provided
in these Policies.
Except where noted, rehearsals are scheduled on the Thursday evening, Friday afternoon and/or
Friday evening, and Saturday morning preceding each subscription concert. Usually, the SASO holds
a minimum of four (4) rehearsals for winds, brass, and percussion and four (4) rehearsals for strings
for each subscription concert. However, additional or fewer rehearsals may be scheduled at the sole
and absolute discretion of the conductor and/or the SASO Board of Directors. Each Musician will be
provided notice of alterations, reductions, or additions to the rehearsal schedule for a particular
concert or performance as soon as is reasonably practicable. Legal and religious holidays will be
avoided whenever possible in scheduling rehearsal, including evenings before such holidays.
To the extent possible, fourteen (14) days’ advance notice will be given in writing to all members of
the orchestra regarding changes to the rehearsal schedule provided in each member’s contract, though
the orchestra management will make every effort to avoid such changes.
B. Overtime
The Conductor will notify the Orchestra Personnel Manager of possible overtime after the first
rehearsal. The Orchestra Personnel Manager will notify the musicians. Final notification by the
conductor must take place before intermission of the service in question.
C. Attendance
Each Musician agrees to be present at and participate in the concerts covered hereby, and all
rehearsals for such concerts.

Rehearsals Each Musician acknowledges and agrees that attendance at all rehearsals for a
particular concert is a prerequisite to the Musician’s being entitled to be present at and
participate in the concert and/or performance. Musicians shall not be entitled to payment for
any rehearsal (or to travel reimbursements or benefits associated therewith) at which the
Musician is not present or in which the Musician does not participate, whether or not such
non-presence or non-participation is due to a valid excuse, and the Musician may, with the
permission of the Music Director and the Executive Director, be excluded from presence or
participation in the concert or performance for which the rehearsal is held.

Concerts Unless excused by the Music Director or the Executive Director for reasons of
health or other valid excuse, Musicians shall not be entitled to payment for any concert (or to
travel reimbursements or benefits associated therewith) at which the Musician is not present
or in which the Musician does not participate, whether or not such non-presence or nonparticipation is due to a valid excuse.

Valid Excuse Only illness or an unforeseeable circumstance beyond the control of the
Musician will be considered a valid excuse for failure to attend or to participate in a rehearsal,
concert, or performance. Except where the giving of notice by the Musician is prevented by
emergency acceptable to the Music Director or the Executive Director, no failure to attend or
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to participate in a rehearsal, concert, or performance shall be considered as having been due
to a valid excuse unless the SASO Office or conductor is notified as soon as possible of the
need for a substitute Musician, and, in any event, reasonably in advance of the start of the
rehearsal schedule of the concert. Musicians may not engage a substitute Musician. Requests
for emergency excuses to the Executive Director may be made FOR EMERGENCY USE
ONLY to the following telephone number: 870.918-2355.
D. Lateness
Musicians will give as much advance notice as is possible to the SASO Office for all lateness. In
order for lateness to be considered excused a minimum of one-day notice must be given. Excused
lateness is for illness, and job-related functions. In the case of emergencies the one-day notification is
waived.
All performers shall be considered late if they are not in their seats, ready to tune and play, five (5)
minutes prior to the announced start time of any rehearsal or performance. All players’
announcements will take place in the 5-minute period before rehearsal start time. In addition, all
performers shall be considered late if they are not on the premises where the concert will take place
fifteen (15) minutes prior to the announced start time of any concert.
If the lateness is unexcused the penalty shall be at a minimum, non-payment for the prorated portion
of the service missed, divided into fifteen (15) minute increments, and may include termination.
Excessive lateness will be cause for discipline or termination.
E. Music
If available and fully prepared, music will be distributed at the final performance of the previous
concert. If it is not ready, SASO Librarian will mail it in a timely manner to all musicians.
All Musicians are expected as a part of their artistic responsibilities to come to every rehearsal with
all music fully prepared. After the final performance of a set, all music is to be left on each Musicians
music stand.
If music is lost, damaged or destroyed, the Musician should contact the librarian immediately. The
Musician is responsible for any missing or damaged music and will be charged the full replacement
cost.
F. Attire
The dress code for all Symphony concerts on stage at the Texas A&M University – South Arkansas
Performing Arts Center shall be subject to the approval of the Music Director. Please neither
Colognes NOR Perfumes in consideration of those with sensitivity to allergies.

Women: Dresses must be 100% black. Blouses or dresses must have long sleeves. The
hemline for dresses must reach the ankle. Black shoes are required and all accessories will be
minimal and understated. Women may wear a long sleeve 100% black blouse and full dress
black pants in lieu of a dress.

Men: 100% Black Tuxedo must be worn with black tie and cummerbund or vest. Black dress
shoes, black socks and long sleeve dress white shirt are required.
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Dress for any special performances shall be announced. Problems adhering to dress code could result
in not being allowed to perform the concert.
G. Backstage Policies
Smoking is prohibited inside all areas of the Texas A&M University - South Arkansas
Performing Arts Center. Smoking is permitted outside the building. We ask anyone on stage to
please be considerate of all others who may have “scent sensitivities” in regards to smoke or
perfumes/colognes.
In order to prevent the Musicians on-stage from being disturbed or distracted, those Musicians not
involved with the composition being performed shall exercise extreme caution in the immediate
offstage areas. While in these areas complete silence must be observed at all times. Musicians may
use the Green Room for quiet conversation.
H. Taping
All concerts presented by the South Arkansas Symphony Orchestra may be recorded for the following
usages:

Symphony Archival Purposes / Grant tape requests

The Music Director and guest artist must approve all recordings before released for all public
consumption.
The Symphony reserves the right to audio and/or audio visually record and/or broadcast all rehearsals
and concerts for non-commercial purposes for no additional compensation to the Musicians.
I. String Section Seating
String Section Seating: The Music Director has discretion of seating arrangements for the string
section excluding Principal & Assistant Principal positions.
III. Pay Scale
A. Pay
All orchestra members will be paid on a per service basis for rehearsals and will only be paid for the
services for which they are contracted and perform as described in the rehearsal schedule attached.
They will be paid a separate fee for concerts.
All overtime will be paid in one (1) 30 minute increment and 15 minute increments thereafter, prorated at 1 ½ times the pay scale, based on an hourly rate. The need for overtime, if required, will be
determined in advance by the Music Director, and approved by the Executive Director before being
implemented.
Orchestra members will not be docked pay for rehearsals/performances missed because of changes in
scheduling announced less than fourteen (14) days in advance of such changes.
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Subscription concerts of the South Arkansas Symphony Orchestra will be paid according to the pay
scale below.
Principal $60 per rehearsal / $85 per concert
Section $55 per rehearsal / $80 per concert
Members deemed Principals are: first chair players in each string section, first chair players in each
wind and brass section, first chair harp, tympani, and piano/keyboard players. All others are deemed
Section Players.
Musicians will be paid by check the evening of the performance. Each musician will leave their music
on their music stand at the conclusion of the performance.
The orchestra management reserves the right to deduct from any member’s paycheck any money
owed for lost or unreturned music (after seven days).
No orchestra member is authorized to make any charges for goods or services to the S.A. Symphony.
B. Doubling fee
Players who are required to double (play two or more different instruments) as required by the music
played will receive an additional $20.00 fee per concert. For the purpose of this section, the following
combinations shall not be considered as doubling:
Piano and Celeste
A and B-flat Clarinets
B-flat and C Trumpets
Those Musicians agreeing to “double” for a performance must notify SASO Bookkeeper at SASO
office the Monday of rehearsal and performance that they will be doing “doubling” services.
C. Cartage
When a Musician is required to transport one of the instruments listed below, the SASO shall pay the
following cartage fee:
Double Bass
Drum Set
Harp
Instrument with amplifier
Tuba
Violoncello
Contrabasson
$20
$20
$20
$15
$20
$15
$15
Cartage fees shall apply only to those instruments listed above.
F. Comp Tickets
Complimentary tickets will be provided for Musicians based on availability from the SASO Office.
When the house is known not to be sold-out, the Symphony will make complimentary tickets
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available to members of the Orchestra (2 per person) for those who desire them on a first come-first
served basis. When the house is known to be sold-out, complimentary tickets should not be expected.
G. Out-Of-Town Members Additional Remuneration
A Per Diem payment will be made to any member living more than forty (40) miles but less than one
hundred (100) miles from the Texas A&M University - South Arkansas Performing Arts Center in the
sum of $10.00 (ten dollars) on a one-service day, and $20.00 (twenty dollars) on a two-service day.
Any member living more than one hundred (100) miles from the Texas A&M University - South
Arkansas Performing Arts Center will receive a Per Diem payment of $20.00 (twenty dollars),
irrespective of the number of services each day.
One round trip travel allowance in the amount $.265 per mile will be paid to all members who live
more than forty (40) miles from the Texas A&M University - South Arkansas Performing Arts Center
for one set of services (Thursday through Saturday rehearsals and Saturday Evening Concert /
Thursday through Sunday rehearsals and Sunday Matinee). The maximum mileage for which
payment will be authorized is five-hundred (500) miles round trip.
H. Accommodations
Accommodations for members living more than one hundred (100) miles from Texas A&M
University - South Arkansas Performing Arts Center will be given the option of lodging in private
homes with private rooms and baths. Availability is limited and on a first come, first serve basis or
hotel accommodations on a shared basis only (double rooms). Any member requiring a single room
will be personally liable for ½ the room rate, and the Symphony bears no responsibility for any cost
over and above the basic room rate and related taxes. Any Musician desiring to stay at a hotel other
than the one contracted and assigned to the Musician by the Symphony will be personally responsible
for the entire cost of the accommodations. The Symphony reserves the right to change room
assignments. Anyone changing assignments without having written approval from SASO Office
Manager to hand to the hotel personnel at check-in will be responsible for ½ of the room charge. Each
Musician is solely responsible for all hotel charges in excess of the room charge at checkout.
Changing of room assignments will no longer be allowed the day of check-in. SASO will strictly
enforce the 5 working days prior to each concert notification of any/all changes in room request from
Musicians. Please note the hotel rates given to SASO Musicians is a special rate for the Musicians
ONLY. If a Musician wishes to bring family/friends, that Musician must contact the hotel directly
before arrival to discuss a room rate for the additional family/friends members. No Pets will be
allowed.
IV. Orchestra Committee
A. Function of the Orchestra Committee
Members of the orchestra will annually elect an Orchestra Committee, which will serve as a sounding
board for problems with the orchestra membership, as a grievance committee representing the
orchestra members, and as an advisory and consulting body for the orchestra management. This
committee will meet on a regular basis with management, and will present any problems for action
first to the Executive Director, and if not resolved, to the Executive Committee of the South Arkansas
Symphony Society, Inc. The Orchestra Committee may send one member to each meeting of the
Executive Committee as an ex officio member.
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B. Election Process
Orchestra Committee members will be elected at the end of the second full orchestra rehearsal of the
first concert in each season. Each Committee member will serve a one (1) year term, with a maximum
of five (5) consecutive terms of service.
Each year the current Orchestra Committee will appoint a Nominating Committee of three (3)
members, with the sole responsibility of nominating qualified candidates to stand for election to the
Orchestra Committee for the new season. These nominations will be presented to the orchestra
members at the start of the rehearsal, as specified above, for consideration in the voting procedure.
Prior to voting, nominations will be accepted from the floor at large, for equal consideration in the
voting procedures.
The Orchestra Committee will consist of five (5) members who reside within a fifty (50) mile radius
of central South Arkansas, and two (2) members residing more than fifty (50) miles from central
South Arkansas, all Committee members to be elected at large from contracted members of the
orchestra.
The Chairman of the Orchestra Committee will be the elected local member who receives the highest
number of votes.
V. Unsatisfactory Musician Performance
A. If at any time, in the Music Director's sole discretion, the Music Director determines that a
musician's performance in rehearsal or concert is unsatisfactory:
1. The Music Director shall warn the musician concerning the unsatisfactory performance and
place a written memorandum in the musician's file. If at the end of the next immediate
concert (or a longer period as determined by the Music Director), the Music Director
determines that adequate improvement was not made, the musician may be immediately
dismissed from the Orchestra and the musician's contract terminated without pay for the
remainder of the season. In such event the musician will be given the opportunity to audition
when the Orchestra next holds official auditions for the vacancy.
2. A Musician may be terminated immediately for cause (“Cause” is herein defined as, but not
limited to: interrupting rehearsals, drunkenness, lewd conduct,) in the event the Music
Director in his/her sole discretion, determines that such immediate dismissal is warranted
under the circumstances.
B. At the end of the season, the Music Director may determine that a Musician will not be offered a
contract for the next Season.
VI. Auditions
The Symphony will hold auditions for the following purposes:


to fill vacant positions;
to re-audition as provided in these Guidelines.
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A. Audition Procedures

Any and all vacancies will be announced no later than forty-five (45) days prior to the
audition date. Public notice of all auditions will be placed in at least one local newspaper and
a copy sent to Local Union 644.

idual desiring to audition must submit a letter on intent and resume to the SASO
Office, Attention Music Director prior to the audition application deadline.

audition. If the application is withdrawn within ten (10) days prior to the scheduled audition,
or if the applicant does not show up at their scheduled time, the SASO will retain the deposit.
Otherwise, the deposit will be refunded to the applicant upon completion of the audition.

SASO Music Librarian will make audition materials, including music, available to all
applicants upon receipt of their application materials and deposit.

SASO office will send the receipt of audition application materials, date, time, and
location of the audition within five (5) days of the application deadline.

replacement is required, a player may be employed on a substitute basis until a permanent
replacement is selected through the audition process. In such cases, the Music Director will
consult with the principal of the section involved, but will have sole discretion to temporarily
appoint a substitute.

mittee composed of the Music Director, and a minimum of
four (4) orchestra members.


ll be
comprised of any four (4) principals (Flute, Oboe, Clarinet, Bassoon, Horn, Trumpet,
Trombone, Tuba, Harp, Tympani) including a fifth principal representing the instrument
being auditioned, should that principal not already be a member of the Committee.

other principal players as listed above.

per concert wage prorated in hourly increments. If the auditions are held on a day when the
orchestra is not rehearsing, an additional Per Diem/Mileage payment shall be paid.


Preliminary auditions will be conducted behind a screen (blind audition) with candidate
lettered and grouped by instrument.

Final Auditions will be conducted with no screen and may include ensemble playing.
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
persons residing within 50 miles of El Dorado, AR.

are about to vacate. Nor shall any person auditioning for a position be present for other
candidates’ auditions.
B. Voting Procedures

The number of votes of the Music Director will be equal to the number of votes of the other
Audition Committee members present. Simple majority will win the audition.

discussions are private and confidential.

SASO Office will formalize all audition decisions in writing within fourteen (14) days
of the audition date.

VII. Policy Against Discrimination and Sexual Harassment
A. Policy
The South Arkansas Symphony Orchestra continues to be committed to providing a work
environment that is free from all forms of prohibited discrimination, including sexual harassment. The
SASO’s policy is that it does not discriminate against any employee with respect to the hiring or
discharge of any individual or otherwise discriminate against any individual with respect to his or her
compensation, terms, conditions, or privileges of employment because of such individual’s race,
color, religion, sex, national origin or age.
In keeping with this policy, sexual harassment in any manner or form is expressly prohibited and will
not be tolerated. All reported or suspected occurrences of sexual harassment will be promptly and
thoroughly investigated in the strictest confidence. Where sexual harassment is determined to have
occurred, the South Arkansas Symphony Orchestra will take appropriate disciplinary actions,
including, but not limited to, termination.
B. Coverage of Policy
The South Arkansas Symphony Orchestra policy against sexual harassment applies to all employees
and applicants for employment.
C. Definition
“Sexual harassment” is defined as unwelcome sexual advances, requests for sexual favors, and other
verbal or physical conduct of a sexual nature where:
submission to such conduct is made either explicitly or implicitly a term or condition of
employment;
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submission to or rejection of the conduct is used as the basis for an employment decision
affecting an individual (for example: demotion, promotion, performance appraisal, compensation,
etc.); or
such conduct or speech has the purpose or effect of unreasonably interfering with an individual’s
work performance or creating an intimidating, hostile, or offensive work environment.
D. Examples of Prohibited Conduct
The South Arkansas Symphony Orchestra considers the following conduct to represent some of the
types of actions, which may violate this sexual harassment policy. Specifically, sexual harassment
may include, but is not limited to, the following types of unwelcome conduct:

pinching, grabbing, patting, and propositioning;

making either explicit or implied job threats or promises in return for submission to sexual
favors;

making inappropriate sex-oriented comments on appearance, including dress or physical
features;

telling embarrassing sex-oriented stories;

displaying sexually explicit or pornographic material, no matter how it is displayed (for
example: any sexually or suggestive pictures, cartoons, photographs, etc.); or

physical assaults of a sexual nature.
E. What you should do if you believe you are sexually harassed
Any person who feels that he or she has been or is being sexually harassed should first tell or
otherwise inform, if feasible, the offending individual that the conduct is unwelcome and must stop. If
this course of action is not feasible, or if it is not successful, the person should immediately report
such incidents to the attention of either: (1) the President (2) the Executive Director; or (3) a member
of the Executive Committee. An individual should choose the person with whom he or she is most
comfortable in discussing the details of the incident or conduct. Any questions about this policy or
potential sexual harassment should also be addressed to persons listed above. An individual who
makes a complaint of sexual harassment shall not be penalized or retaliated against in any way for
making the complaint. Any individual who retaliates in any way against a person making a complaint
of sexual harassment will be subject to disciplinary action, including, but not limited to, termination.
F. Investigation of sexual harassment complaints
Once a complaint of sexual harassment is received, a prompt and thorough investigation will be
initiated. The investigation will potentially include confidential interviews with all involved
individuals, including the alleged harasser and any individuals who are aware of the facts or incidents
alleged to have occurred. In investigating whether the alleged conduct violates this policy, the totality
of the circumstances, the nature of the conduct complained of, and the context in which it occurred
will be considered. If it is determined that an individual has engaged in sexual harassment, in
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violation of this policy, then such individual will be subject to appropriate disciplinary actions,
including, but not limited to, termination.
G. Duties of Personnel
All individuals at the South Arkansas Symphony are responsible to help maintain a workplace free of
sexual harassment. Anyone at the South Arkansas Symphony may file a sexual harassment complaint
regarding incidents experienced personally or incidents observed in the workplace. Do not assume
that the South Arkansas Symphony is aware of a problem. It is each individual’s responsibility to
bring the complaints to the Symphony, so that we can help resolve them. The Symphony strives to
maintain a lawful, pleasant work environment where all individuals are able to effectively perform
their work without interference of any type.
VIII. Drug Abuse Policy
Statement of Purpose and Scope
The South Arkansas Symphony Orchestra recognizes that alcohol and drug abuse in the workplace has
become a major concern. We believe that by reducing drug and alcohol abuse, we will improve the safety,
health and productivity of employees. The object of our drug abuse policy is to provide a safe and healthy
workplace for all employees, prevent accidents, and comply with Rule 169 of the Texas Workers’
Compensation Commission. The use, possession, sale, transfer, purchase or being under the influence of
drugs by employees at any time at any Symphony venue, or while on Symphony business, is prohibited.
The illegal use of any drug is prohibited. Employees must not report for duty or be at any Symphony
venue or business under the influence of, or have in their possession any illegal drug.
A. Definition of Drug
For the purposes of this policy, the term “drug” includes alcoholic beverages as well as inhalants,
illegal drugs, and improper use of prescription drugs.
B. Consequences of Violating the Drug Abuse Policy
Violation of this drug abuse policy will result in one of the following forms of corrective action:
immediate discharge; suspension, disciplinary probation, written warning; or oral warning. In arriving
at a decision for proper action, the seriousness of the infraction, the past record of the employee, and
the circumstances surrounding the matter will be taken into consideration.
C. Treatment Programs
While we do not sponsor or endorse any specific drug treatment programs, such programs are
available through public and private health care facilities in our area.
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