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Orchestra Library Parts : FAQ & Policies

Where do I access advance parts digitally?

Any parts available digitally will be accessible from the concert page under “Musicians.” Musicians are not authorized to retain these after the printed parts have been turned in.

Who works in the library?

Orchestra Librarian: Natalie Younger

natalie.younger@eagles.cui.edu⁠

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Assistant Orchestra Librarian: John Trinklein

john.trinklein@eagles.cui.edu⁠

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Orchestra Operations Coordinator: Kimberlie Dillon,

kimberlie.dillon@cui.edu⁠

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How do I get my music for CWO & CSO?

The following procedure will be followed for each concert cycle:

Retrieving new music:

- The Orchestra Librarian will email all ensemble members when your music is ready to be picked up.

- Collect your parts from your assigned slot in the Music Exchange cabinet. This will be located in Hedy’s Hangout near the music office only during exchange hours.

- Sign your name on the form located above your slot on top of the Music Exchange cabinet in the “out” column.

Turning in requested music:

- Upon completion of each concert, the Orchestra Librarian will email all ensemble members of the deadline in which to turn in your music.

- Place music in your slot that has been called in for collection by the deadline.

- Sign your name on the form located above your slot on top of the Music Exchange cabinet in the “in” column.

When is the deadline to exchange (collect and/or return) music?

The Orchestra Librarian will indicate a deadline via email for each music exchange.

I found a stray piece of ensemble music. What do I do with it?

If you find a stray piece of ensemble music lying around Hedy’s Hangout or our rehearsal space, please bring it to the Music Office. There is a tray on Prof. Lyon’s desk labeled “parts,” which acts as a lost and found. If you have lost your music, please check it before you email a librarian.

What happens if I lose or severely damage my music?

You will be charged a fine. Please see the lost music policies for further information.

How do I pay a fine?

Fines are payable in the Music Office through Christina Douglass or Prof. Lyon. Christina works Monday through Friday, 9 A.M. - 5 P.M. and Prof. Lyon works Tuesday and Thursday afternoons. Only exact cash payments are accepted.

Policies

Music Folders

Each orchestra student will be provided a black music folder at the start of the year. It is a sturdy, professional way to keep your ensemble music protected and in one place. While you may choose to put other music in this folder, this is not your personal folder and must be returned at the end of the year.

Once your folder is returned to the Music Library, all music/contents that are not related to ensembles will be discarded, so be sure to collect all personal property before this.

Music Exchange Cabinet

This cabinet is for checking ensemble music in and out only. It will not be available for day-to-day storage of ensemble members’ folders.

Original Parts

The Orchestra Librarian will often distribute original parts to ensemble members. Please adhere to the following:

- Only use a pencil when marking notes in your music. NEVER use a pen, marker, highlighter, etc.

- Make your notes lightly so they are easily erasable.

- Always keep your parts in a folder to avoid unnecessary bending, creasing and tearing of the music.

Music that is returned in poor condition will be assessed a replacement fee per piece of music.

Late Return or Loss of Music

Students who do not turn in all of the requested music by the designated exchange deadline will be notified and charged a late fee.

Music that is not returned within one (1) week of the designated exchange deadline will be considered lost. A replacement fee per piece of music will be charged.

If you lose a piece of music or your black folder, please follow this procedure:

- Notify the Orchestra Librarian as soon as possible.

- If the item is lost during an exchange period, turn in what you have to avoid paying the late fee.

- Pay the replacement fee per piece of music and/or folder.

If a student exhibits a pattern of turning music in late, losing it, or damaging it, Dr. Held will be notified. This pattern may result in a reduction of your ensemble grade.

Breakdown of Fees

Music exchange late fee: $5 per missed deadline

Lost music replacement fee: $10 per piece of music

Damaged music replacement fee: $10 per piece of music

Lost folder replacement fee: $15 per folder

Absences

Before any missed rehearsal or performance, it is the responsibility of the player to contact the orchestra librarians to arrange the music needed for your sub (if your music is in a locker and you are off campus, for example).

Solos & Method Books

The library has a selection of solos and method books you may use. If you are interested in checking these out, please contact the Orchestra Librarian.

CUI Orchestra Library : External Policies & Procedures

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