Chorale Members Handbook

Table of Contents

Who We Are

Leadership

Policies & Procedures

Annual Fees & Payment Options

Concert Attire

Communication

Parent Contract

Student Declaration

Parent & Student Acknowledgments

Registration Form

2017-2018Medical Release Forms

Who We Are

The Arkansas Youth Chorale (AYC) was formed with the goal of offering vocally artistic young Arkansans a life changing, world-class musical experience with an organization whose purpose is learning and sharing God’s word through the choral music medium.

Qualified and highly motivated teens (ages 13-19)are welcomed to become a part of a very unique community, which will focus on learning and performing sacred choral and traditional American music at a high level of excellence.

Arkansas Youth Chorale is a subsidiary of Arkansas Christian Fine Arts Fellowship, a 501(c)(3 non-profit organization..

Leadership

Conductor:Tommy Havens - 501-590-6300 (cell)

AYC Board

of Directors:Debra Baker

Fran Hart

Tommy Havens

Chris Howlett

Millie Marlin

Bruce Trice

Janice Trice

Registrar Fran Hart – 703-593-8372 (cell) 501-753-6105 (home)

Pianist Lisa Bell

Policies & Procedures

The Arkansas Youth Chorale (AYC) has an unapologetically high expectation of excellence and accountability for every student involved.

Rehearsals:

AYC rehearsal time is Monday evenings from 6:40—8:00 pm at:

  • Pulaski Heights United Methodist Church

4823 Woodlawn

Little Rock, AR 72205

Each chorale member is expected to be prompt and in place to sing at6:40. If you are going to be late or absent, please notify one of the following: Fran Hart Registrar, Tommy Havens Conductor or an email to .

Music Binders:

A music binder is assigned to each chorale member. You are encouraged to take the binder home each week to practice. The binder includes the following: a pencil, pencil case, practice CDs and sheet music.

Due to the cost of the music, special care must be given to these binders.

If the binder and music is lost or damaged, there will be an additional fee of $30.00 to replace it. This is NOT optional, as all chorale members are required to have a binder.

All copies of music will be returned to AYC at the end of the season.

Attendance:

Faithful attendance for rehearsals and performances is expected of all AYC members. As with any group or organization, the ability level of the whole will never rise above the attendance patterns of the individuals of that group. In a ministry such as ours, this is even more applicable.

It is understood that, from time to time, conflicts prohibiting attendance will arise. This needs to be the exception rather than the rule. When this is the case, each chorale memberis expected to inform theDirector or Registrar in advance either by e-mail, voicemail, text, or other social media (Facebook) as a common courtesy for preparation. This is not a suggestion...but the expectation.

Annual Fees & Payment Options

We are a non-profit committed to keeping our fees as low as possible to allow as many students as possible to participate.

Annual Fee: $180.00 per participant(Please note additional costs on page 6)

This fee covers the following expenses:

●One Arkansas Youth Chorale concert shirt and T-Shirt

●Choral Music

●Binder and other supplies

●General Operation Expenses

Payment Options:

  1. Paid in full at time of registration– a $30discount applies(must be received by 9/30/17)
  1. Payment plan– 9 consecutive monthly payments of $20.00. (September thru May) – due by the 30th of each month (reminder invoices will be mailed out every other month)

The actual costs are much higher but we trust that donations will meet the rest of our needs.

Late Registration / Early Withdrawal:

  • Same payment options are offered.
  • Annual Fee will be adjusted accordingly, depending on the number of months in which the student participated.
  • A thirty-day written notice is required for early withdrawal from the program. Any unpaid fees will be due at time of notice.

Scholarships

  • Some scholarships may be available. A request for scholarship must be received for approval. Scholarship Request forms areavailable at rehearsal or on our website, under the HANDBOOK tab.

Additional Costs

  • January Retreat (January 2018) Fee due by December 28th, 2017. We expect every student to attend if at all possible.
  • $45 per participant
  • Youth Cue Festival at Baylor University (February2018)Registration fee of $90.00 due by November 15th, 2017. Fee includes administrative costs, Youth Cue T-Shirt and a meal ticket for 2 meals.
  • Additional costs, for travel, lodging and meals(yet to be determined, year 2017 was $225.00) can be in 3 installments of equal payments, 12/15/2017, 1/15/2018 and 2/10/18.

Scholarships may be available for each of these events. If you require a scholarship, a request form must be received 20 days prior to the due date of the fees.

Concert Attire

A concert shirt will be issued upon receipt of the AYCfull registration fee or first months payment. This shirt will be worn for most concerts and events. To complete the required dress code, chorale members will wear the following with their concert shirt:

Guys / Girls
Black slacks / Black dress pants
Black dress shoes / Black hose
Black socks / Black flats (with toes covered)
Black dress belt

For more casual performances, the AYC T-shirt, with nice blue jeans (no holes).

Communication

It is crucial to our success as a ministry, to keep an open line of communication with the parents of the Arkansas Youth Chorale. We love working with students and consider it a privilege to have this opportunity to invest in their lives.

Our rehearsals and doors are always open. Please feel free to call us if we can help you in any way!

To that end, information will be provided in the following ways:

Parent section of the website

Parent emails from the Board of Directors.

Facebookpostings to “Arkansas Youth Chorale” group page.

  • If you are not a member, ask to join!

If rehearsal has to be canceled for any reason, you may find this information via:

  • Facebook
  • Twitter
  • Email
  • Text message
  • Calendar on the Parent section of the website.

Other Contact Information:

YouTube:Search “Arkansas Youth Chorale”

Email:

Board Contact Phone: 501-554-0036

‘Like’ us on Facebook: Arkansas Youth Chorale

Twitter: AYChorale

Mailing Address:Arkansas Youth Chorale

PO Box 94363

North Little Rock, AR 72190

Websitearkansasyouthchorale.com

Parent Contract

We are passionate about the success of our students! To that end, we ask for a commitment to the entire 2017-2018 Arkansas Youth Chorale season and all of its activities. We believe that involvement in the Arkansas Youth Chorale will instill artistic standards of excellence, provide your child a community through the bond of choral music, and serve as a catalyst to deepen your student’s spiritual faith. We encourage families to be actively involved in supporting our efforts to bring these goals to fruition.

●I agree to have my student attend all choir rehearsals with the exceptions of illness, family travel or school related activity. I understand my child’s participation greatly affects the choir as a whole and realize that absences hinder the pursuit for excellence. Prior to concerts, I further understand that not only is regular attendance necessary, but additional rehearsals may be scheduled to prepare for the performance.

●I consent for photographs and/or video in which my child appears to be used by the Arkansas Youth Chorale for publicity purposes.

●I acknowledge having read the entire Handbook prior to my student’s participation in the AYC program.

Student Declaration

I understand that being in Arkansas Youth Chorale is both a privilege and responsibility and I commit to:

●Being faithful and on time for rehearsals and performances.

●Giving my best effort and best attitude at every rehearsal.

●Memorizing my music as quickly and accurately as possible.

●Getting my forms in as soon as possible.

●Contacting Registrar or Mr.Tommyif I’m having any problems.

●Participating in the fundraiser opportunities that are held.

I understand that I will get as much out of the Arkansas Youth Chorale as I put into it.

  • The chorale members who work the hardest will be able to contribute the most to

our effort. Likewise, the chorale members who contribute the most -will get the most out of the AYC experience.

I will allow God to use me during this next year.

  • You can count on me to give my best to God and the Arkansas Youth Chorale!

I will communicate to the Registrar or Director immediately if I am not able to participate in any of the expected calendared activities during this choral season.

Parent and Student Acknowledgments

Parent Contract Acknowledgment

I,______, have read, understand and agree to the contents of this handbook.

______

Parent Signature Date

Student Declaration Acknowledgment

I,______, completely understand the Student declaration and agree to it.

______

Chorale Member Signature Date

REGISTRATION FORM

2017 - 2018

(If completed on-line, please disregard)

Chorale Member Name: ______

Address:______

City: ______State: ______Zip:______

Home Phone: ______Member’s Cell Phone:______

Do you text? YES NO

Do you have a Facebook page? YES NO

Email Address: ______

Grade: ______What vocal part do you sing? ______

Have you ever sung in a choir before? YES NO

If “YES”, where?______

What is your shirt size?

YS YM  YL AS AM AL AXL AXXL

Parent/Legal Guardian: ______

Work phone: ______Cell phone: ______

Do you text? YES NOEmail:______

Are you interested in volunteering during the 2017-2018 season? YES NO

Other Parent/Legal guardian:______

Work phone: ______Cell phone: ______

Do you text? YES NOEmail:______

Are you interested in volunteering during the 2017-2018 season? YES NO

Arkansas Youth Chorale Member

MEDICAL RELEASE FORM

2017 - 2018 Season

Please complete all information CLEARLY

Chorale Members Name: ______

Address:______

City:______State:______Zip:______Age:______

DOB:_____/_____/_____ Phone:(____)______

IN CASE OF EMERGENCY NOTIFY:

Name:______Relationship:______

Cell Phone#:______Alternate #:______

Insurance Company Name:______Policy#:______

Policyholder’s Name:______

Family Physician:______Phone#:(_____)______-______

***If possible, please attach a photocopy of the insurance/medical card. You may staple it to the back of this form. Many times this will help speed the process in the emergency room.

MEDICAL HISTORY:

Immunizations (check and date the appropriate)

______Tetanus ______Measles______Mumps______

Other______

Allergies: (List Medications, Environmental, Foods)

Previous Hospitalizations:

Medical History:

AsthmaBronchitisKidney Trouble Heart Problems

 Dizziness Ulcer Broken Bones  Low Blood Sugar

Other______

Current Medications/Special Dietary Restrictions:

PERMISSION FOR TREATMENT

Do NOT sign until in the presence of Notary Public

If a medical emergency should arise and I cannot be contacted, my permission is granted for the board members, adult leaders, sponsors or person in charge to obtain necessary medical attention for sickness of or injury to my child, ______. I, ______, the undersigned, do give to the hospital and/or physician, as selected by the person in charge, my permission to hospitalize, treat, and to order injections, anesthesia, or surgery for my child if incurred in case of accident or illness. I also give consent to transport by ambulance if the situation warrants.

By my parental/guardian signature for myself, my estate and my heirs, I release, discharge, indemnify, and forever hold harmless the Arkansas Youth Chorale, and any related agency, conference, adult leader, from any liability, injury, damages, loss, accident, delay or irregularity related to the undersigned individual or participant or involvement in this activity.

______

Date

______

Date

1 | Page