Ensemble Policy and Regulations

Schulich School of Music Ensemble Policy and Regulations

The ensemble program is designed to provide an enriched and cohesive curriculum in practical musicianship for every student. Much of this training is accomplished in ensembles (instrumental, choral ensemble, or specialized) for the duration of a student's studies. 

The Schulich School of Music offers two types of ensembles: 

  • Small Ensemble: Most small ensembles are 1-credit courses, with the exception of MUEN 540, MUEN 541, and MUEN 571 which are 0.5-credit courses. Students in Bachelor of Music Major Performance, Licentiate in Music, Minor in Jazz Performance, and Minor in Early Music Performance are required to take small ensembles to fulfill their program requirements. 

  • Large Ensemble: All large ensembles are worth 2 credits each.  Students in all Bachelor of Music and Licentiate in Music programs are required to take large ensembles to fulfill their program requirements.   

Students are responsible for checking their program requirements carefully to ensure they will fulfill the ensemble requirements. Each program's ensemble requirements are found in the respective program description in the course catalogue for undergraduate and graduate studies.  

Students may opt to register for additional ensembles beyond the program’s ensemble requirements with departmental approval.  In such cases, the additional ensembles may count towards the complementary performance or elective requirements in a program. Consult with an academic advisor to determine how these additional ensembles can be accountable for in your program.  

For ensemble purposes, the orchestral instruments include: 

  • Flute 

  • Oboe 

  • Clarinet 

  • Bassoon 

  • Saxophone 

  • French horn 

  • Trumpet 

  • Trombone 

  • Tuba 

  • Percussion 

  • Harp 

  • Violin 

  • Viola 

  • Cello 

  • Double bass 

Students majoring in voice performance may fulfill their ensemble requirements from a group of small and large vocal and choral ensembles appropriate to their level of development.  

In all cases where the term “director” of an ensemble is used, it is understood to mean the conductor, director, stage director, or coach of the ensemble. 

The following policy and regulations apply to all students performing in all ensembles, large or small, required, complementary, or elective. They apply also to all students who have been assigned to an ensemble for any reason, including conducting students, composers and arrangers-in-residence, and others. 

Small Ensembles

Below is a list of small ensembles offered by the Schulich School of Music.

Course Title Credits

Note: MUEN 540, MUEN 541, MUEN 567, MUEN 569, and MUEN 571 cannot be used to fulfill a program’s small ensemble requirements.  They may be counted as complementary performance or as a free/music elective in a Bachelor of Music program.   

Students majoring in an orchestral instrument, early music, guitar, percussion, piano, and voice can find registration details for these ensembles in the Ensemble website. 

Students in a jazz performance major or minor may refer to the Jazz Combo website. 

Large Ensembles 

Below is a list of large ensembles offered by the Schulich School of Music:  

Course Title Credits

Newly admitted students studying violin, viola, or cello in a Bachelor of Music Performance (Orchestral Instruments) or a Licentiate in Music (Orchestral Instruments) program should register for MUEN 565 in their first year for two consecutive semesters (fall and winter).  

Consult the Ensemble Auditions website for detail.  

Ensemble Assignments and Auditions

Students who wish to register for a large ensemble must first pass a mandatory ensemble audition.  

For small ensembles, students should consult the Ensemble website or with the ensemble director about the registration requirements.  

Information on ensemble auditions are found on the Ensemble Audition website.  

Students who cannot participate in the ensemble auditions at the times indicated on the website must contact the ensemble resource supervisor at least two (2) weeks before the date of the audition. The students must submit—in writing—reasons for their lack of availability and, if applicable, submit a recording of their audition materials prior to the day of the auditions. If students miss an audition with an accepted reason, but do not deliver the audition materials to the department, or if students miss an audition for reasons unacceptable to the Department of Performance, they will not be allowed to audition and their ensemble assignment will be left entirely to the discretion of the department. 

Students will be notified of their ensemble assignment by email from either their instructor or the Ensemble Resource Office prior to the start of the rehearsal cycle.   

Students' original ensemble assignments may change during the term (e.g., covering for a missing player, playing a different program). Reassignments will be determined by their department and communicated to the student as soon as possible. In such cases, students should consult with the Ensemble Director and/or the Performance Department Chair to discuss how the ensemble reassignment may impact the grading and earned credit(s) for an ensemble if this information is not made clear to them. 

Students majoring in an orchestral instrument, piano, guitar, or percussion who are not assigned a large ensemble following the orchestral ensemble placement auditions may take a choral ensemble or consult with the Ensemble Office to determine which other ensemble(s) they may register for to fulfill their program’s large ensemble requirements. 

Commitment

Ensembles are courses. Each student who has registered for an ensemble, or who has been assigned to an ensemble, has made a commitment to the ensemble and is required to be available to attend all rehearsals, concerts, performances, field trips, recordings, and other activities, which constitute the course requirements of that ensemble. If rehearsals outside of class meeting times occur, advance notice will be given. These additional rehearsals will be avoided when possible.

Request to be Excused from a Rehearsal

Note: This section applies to the Large (Orchestral and Choral) Ensembles and MUEN 567: Beethoven Orchestra. For all other ensembles, please contact the instructor/director and refer to the respective course syllabus and the Music Absence Policy. 

Musicians are required to inform the Ensemble Resource Administratorat of any possible professional engagements before they get placed into ensembles. Any student who cannot attend a rehearsal for a Large (Orchestral and Choral) Ensemble or MUEN 567 Beethoven Orchestra.  is required to fill out an  Absence Request Form as soon as they learn of their conflict. This form is accessible from the Schulich School of Music Forms website.

Orchestral Ensembles only: If a student has been excused for a rehearsal, they are responsible to find a substitute to cover their part during the absence, unless otherwise discussed with the Director. 

Important: Only four absences in the entire semester (two per concert cycle for orchestral ensembles) will be permitted (excused or unexcused). No permission is given to be excused from a dress rehearsal or the concert itself. 

Missing more than four rehearsals per semester (two per concert cycle for orchestral ensembles) will prevent the student from participating in that concert cycle. If a student has a legitimate excuse (e.g., an illness) that results in more than four absences (two absences per concert cycle), they should contact the Ensemble Director and Student Affairs (undergraduate students) or Graduate Studies  (graduate students) to explore accommodations.  These could include being reassigned to a different ensemble, being asked to complete additional work to make up for the missed rehearsals and performances, or requesting a late withdrawal. 

Students who are unable to play/sing because of an injury or illness should still attend the rehearsal and take notes without playing or singing, when possible. 

Students who are experiencing academic or physical barriers and have a documented disability, mental health condition, chronic health condition, or other impairment are encouraged to register with Student Accessibility and Achievement. 

Absences or tardiness without an approved Absence Request Form will result in a final mark deduction as follows: 

  • Excused absences (up to 4 per semester, 2 per concert cycle for orchestral ensembles) result in no loss of grade 

  • A tardy* (10 minutes or less) to rehearsal without approval will result in the loss of one grade point (i.e., B to B-) 

  • An absence (more than 10 minutes late) without approval will result in the loss of one entire letter grade (i.e., A to B) 

1

Please note, arriving after or during the warm-up or the tuning note is considered tardy.

Students may be excused from a rehearsal of an ensemble for the following reasons; however, submitting a form with one of these reasons does not guarantee approval of a request:

Reason for Absence Actions Required
  • Sickness, or emergency medical or dental work


Important Note: Any student who is experiencing pain while playing or singing should inform their practical teacher and the Director of their ensemble(s), and should seek appropriate medical attention. Students should not be reluctant to admit to injury; it is entirely acceptable for students to be excused from ensemble rehearsal(s) for health reasons. The School does not want students to perform with pain or injury. If students are experiencing pain while playing or singing, but feel well enough, then they should still attend the rehearsal in their assigned place and take notes without playing or singing. 		Email the ensemble director and manager before the absence.

Submit online absence request form in advance (if possible) or within three (3) days of returning to school.
  • An audition for a permanent professional engagement, graduate school, or a summer program
  • A master class
  • A major competition
  • A professional engagement deemed by the Music School to be very important for a student's developing career
  • Family emergency or an especially important family occasion (e.g., weddings, funerals)
  • A field trip for another ensemble or class
  • An authorized McGill function
  • Religious Observances
 Email the ensemble director and manager at least one day before the day of the absence.

Submit online absence request form in advance and within 48 hours (two days) of the missed rehearsal. Failure to do so will result in an unexcused absence.

Preparation

If the director of an ensemble is not satisfied with the quality of the student’s preparation for rehearsals, the director shall first warn the student. This warning shall be communicated by the director to the Ensemble Resource Supervisor and Area Coordinator, who shall inform the student in writing. If, in the director's opinion, this lack of preparation continues, further action will be taken to remedy the situation.

For any particular performance, if—after a written warning to the student(s) with copies to the Ensemble Resource Supervisor, practical instruction teacher, Area Coordinator, and Department Chair—the director, in consultation with their sectional coaches, feels that the performance of a student or group of students will not meet a certain minimum standard established by the director, the director may cancel a student's participation in a performance.

Students who are required to withdraw from an ensemble for reasons of lack of preparation will be given a grade F, which will be reflected in their grade point average (GPA).

Withdrawal from an Ensemble

Students cannot withdraw from an ensemble without the permission of the Ensemble Office, the Ensemble Director or Music Student Affairs Office. If the request to withdraw from an ensemble is approved, the student will be required make up the credit(s) during a later term. 

Failing an Ensemble 

Students majoring in a Bachelor of Music or a Licentiate in Music who obtain a failing grade in any of the ensembles will be subject to academic probation.  They will also be obliged to make up the credit during a later semester. A subsequent failure in the same course may result in the student being required to withdraw from the program. 

Exemption from a Required Ensemble in a Semester

In order to be given permission not to participate in a required ensemble for a term or part thereof, a student must meet one of the following four criteria:

  1. The student must be a participant in a major national or international competition, or (in the case of voice students) be given a significant role with a recognized performing arts ensemble, and (in the case of all students) have completed the minimum number of required terms of the ensemble, and have the permission of:
    • their practical teacher;
    • the Area Coordinator;
    • the director of the ensemble; or
  2. The student must have completed all program requirements except the final exam on their instrument; or
  3. The student must have completed all musical requirements of their program, having only non-music and/or free electives remaining; or
  4. The student must have a significant medical reason.

Note: Permission to not participate in a required or complementary ensemble for a term or part thereof is not an exemption and does not satisfy any credit requirements for a degree.

Rotation in Large Ensembles

When possible, and to help ensure equal opportunity and experience for students in the large instrumental ensembles, the seating of students in these ensembles may be rotated periodically throughout the term or year. The director of the ensemble, along with the guidance of the Area Coordinator and/or practical instruction teachers, will determine whether or not rotation is possible.

Performance Library

Students are responsible for the music that has been loaned to them for their use, and for its return in good condition to the Gertrude Whitley Performance Library. Students will be required to pay for the replacement of any music that has been lost, stolen, or damaged, and a hold on a student's Minerva account can be placed by the Performance librarian should music or fines not be handed in to the library.

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