Music Facilities Policies and Procedures

CONTACT US

SUMMER CANTER
Facilities operations (performance, rehearsal and practice), building access, musical storage or lockers, weddings, program or poster templates, and event logistics. 

JENNIFER WRIGHT
General office, academic programs and recruitment, classroom scheduling and calendars, and digital news/publicity or print materials. 

KEN WENDT
The Core Computer Lab (Haydn Hall), reserve AV equipment or request audio recording services.

LAURA STAUFFER
Payment of booth rentals, receptions, festivals or conferences (including catering), and subscription advertising.

Building Hours 2020-21 Academic Year
Haydn Hall

Card access only.
Beginning Nov 21: closed

Denison Hall

Card access only.
Beginning Nov 21: closed

Harkness Chapel/Classroom

Harkness Classroom is open during business hours. Harkness Chapel is open for special events only.
Beginning Nov 21: closed

Operating Hours
Haydn Hall 

M-F, 8:00AM-5:00PM 
Sat./Sun., card access 

Denison Hall 

M-F, 8:00AM-5:00PM 
Sat., 8:00AM-12:00PM (CYWS rehearsal only)
Sun., card access 

Harkness Chapel/Classroom

M-F, 8:00AM-9:00PM
Sat./Sun., closed
(special events as scheduled)

Active Hours

These hours fall outside of normal operating hours and can be booked by reservation for rehearsals/practice. Our buildings lock, but remain active with music ensembles, individual practice, and rehearsals, until 10:00 PM. Students must have after-hours privileges. Reservations can be made in advance for larger rooms, but practice rooms are open 24/7.

The Case Western Reserve University Department of Music strives to maintain a safe, secure and productive environment for musical creation by university groups and individuals. The following policies and procedures describe which spaces are accessible and for what purpose. Every effort is made to meet the needs of all parties as equitably as possible while preserving the integrity of our facilities.

Department of Music Facilities

Department of Music COVID-19 Information

Reservation Requests

Reservations are granted on a first come first served basis as often as needed and upon confirmation. Priority is given to music faculty and music majors. Every effort is made to match the first choice, but the Department of Music reserves the right to adjust space to accommodate as many requests as possible. We can provide space for activities to the extent that space is available. Classrooms are not to serve as public event spaces unless permission is given by the department.

  • All reservations must be made at least 3 business days in advance (not including Sat/Sun).
  • Before requesting a space, please review our guidelines and check the room availability.
  • Reservation requests become official once an email/calendar confirmation is received from the Music Office.

Room Schedules

Classroom Request Form

Practice Room Request Form

    Academic Classrooms:

    Haydn Hall, 207

    Haydn Hall, 207

    Haydn Hall, 311

    Haydn Hall, 312

    Harkness Classroom

    Located inside of Harkness Chapel and serves as an academic classroom and a backstage area during performances.

    The Core Computer Lab 

    Macintosh computer classroom and lab dedicated to mind, sound, and vision.

    Rehearsal Rooms + Meeting Spaces:

    These rooms are available to Department of Music faculty, staff, and students only:

    • Spartan Rehearsal Hall 
    • Wade Rehearsal Hall
    • Denison Rehearsal Hall
    • Denison Classroom
    • Haydn Hall, 10 (MuEd Resource Room)
    Practice Rooms: 

    These rooms are available to Department of Music faculty, staff, and students only:

    For the 2020-21 Academic Year
    Haydn Hall Denison Hall Complex
    HY 15 (HPP students only) Practice Module 158
    HY 19 (HPP students only) Practice Module 159
    HY 301/Bennett Office (HPP students only)  Practice Module 180
    HY 207 (voice) Practice Module 182
    HY 209 (piano) Practice Module 184
    HY 210 (piano) Practice Module 186
    HY 211 (piano) Percussion Studio (Percussion students only) 
    HY 212 (piano) Denison Classroom
    HY 311 (voice)  
    HY 312 (voice)  

    Continue below for more information about building and individual room access.


    Events & Performances

    Harkness Chapel 

    This space is intended for ensemble performances, student recitals, dress rehearsals, recording sessions, as well as academic classes. It is not intended to support individual practice, lessons, or other unrelated activities.

    • Reservations must be submitted at least 3 business days in advance.
    • Cancellations must be received no less than 7 business days prior to the event.
    • An event is confirmed once formal notification from the music office is received.
    • Harkness Classroom will serve as a backstage area during performances.
    • Please be sure to include option 1 (event) and option 2 (dress rehearsal) on the request form.
    • The last 2 weeks of each academic semester are typically held for CWRU Music events.

    Additional fees are charged if holding a reception. Absolutely no alcohol and no food/beverages permitted inside the main chapel area or classroom. Water bottles with lids are acceptable. Receptions can be held in the foyer and classroom but this option must be indicated on the reservation form with permission given by the department. Permit paperwork is required and additional facilities/custodial services are provided (minimum fee of $140). 

    Responsible Party

    The responsible party listed on the Harkness Chapel Reservation Request agrees to adhere to our Music Facilities Policies and Procedures and the Harkness Chapel Rules for Use. This historic and valuable building should be treated with the utmost respect. Disregarding regulations and any resulting damages will be billed to the person who made the reservation. Furthermore, the individual/group may not be permitted to use Harkness Chapel in the future. All student event staff have gone through training; regard for their authority is expected. Event staff will remain on-site during the event.

    Checking the box on the Harkness Chapel Reservation Request signifies that the individual/group has read the Harkness Chapel Rules of Use and agrees to be the responsible party. 

    Steps to Reserve Harkness Chapel

    1. Review the Harkness Chapel Rates and Fees
    2. Review the Harkness Chapel Rules for Use
    3. View Harkness Chapel availability on the Room Schedules
    4. Submit the Harkness Chapel Reservation Request (at least 3 business days in advance)
    5. (optional) Harkness Audio Service: Recording Request
    6. Submit payment if required and as directed (checks can be made out to Case Western Reserve University or CWRU)

    Harkness Chapel Reservation Request 

    [Faculty Only] Harkness Chapel Reservation Request 

    Planning in Advance & Publicity

      Student Recitals

      Undergraduate and graduate music majors (CWRU and CIM) can select from the predetermined student recital time blocks from the Harkness Chapel schedule. Student recitals are booked in 3-hour increments: 12-3PM (1PM start), 3-6PM (4PM start), 6-9PM (7PM start). A 2-hour dress rehearsal can be provided, schedule permitting. Special accommodations outside of these time blocks should be arranged with the Music Office.

      Undergraduate students planning to substitute their Level Jury or Exit Jury with a recital should complete the Jury Petition Form by week 8 of the semester.

      HPP Graduate Degree Recitals

      Fall semester recital proposals are due by April 1st and Spring semester recital proposals are due by November 1st. Students should submit the Harkness Chapel Reservation Request to place holds on the calendar for their 3 proposed dates [indicate HPP degree recital on the form]. Once the final date is selected, the student should bring the approved degree recital form to Jennifer Wright in the music office to discuss the next steps. Digital posters and website listings will be created at the beginning of the semester. See “Planning in Advance” for more information.

      CWRU Student Organizations

      University Recognized Student Organizations actively participating and contributing to music life on campus (public performances, collaborating with department ensembles, community engagement), with an affiliation to the Department of Music (required: music faculty advisor/director and permission from full faculty), may schedule a series of dates for one semester at a time in Wade Rehearsal Hall, Denison Rehearsal Hall, Denison Classroom or Haydn Hall, 207. Student organizations are not to take the place of academic ensembles (MUEN) offered by the Department of Music. No outside activities will be booked in music spaces during orientation and the first week of each academic semester. Regardless of the number of sub-groups, a single student organization is permitted a max of 3 hours of rehearsal time per week during the regular academic semester. For example, if an organization as 3 sub-groups, each group is able to book 1-hour of rehearsal per week.

      There are some instances where fees would be charged (reception is held, admission is charged, damage to the building or any equipment), but for the most part student groups can book Harkness Chapel once an academic year at no cost. Our only requirement is that the event doesn’t take place during the last 2 weeks of each semester because we are busy with department concerts and events (events can be booked past the last day of class scheduling permitting).

      Student Event Staff

      One or two members of our student event staff will be assigned to work all Harkness events (unless otherwise noted). This is required for all events and is $15/hour.

      Recording Services

      During the academic year, audio recording services can be requested by submitting the Harkness Audio Service: Recording Request. Professional AV Services can be arranged directly through MediaVision. Individuals may also arrange for their own recording services provided by an approved audio technician

      Faculty, staff, and students can loan equipment from The Core Computer Lab. Please contact Ken Wendt <musictech@case.edu> or visit The Core (HYDN 16).

      Harkness Audio Service: Recording Request

      The CWRU Department of Music provides free audio recordings for the following events:

      • All concerts by official Music Department ensembles
      • All recitals that are required for the completion of graduate degrees
      • All endowed recitals (e.g. the annual Terr Ronis Recital)
      • Performances given as part of Music Department or CIM chamber music courses that are offered exclusively to CWRU students (studio recitals not included)

      Denison Hall Complex

      To book an event in the Denison Hall Complete, please contact Summer Canter for more information.

      Academic Programs & Conferences

      For academic programs and recruitment (publicity or print materials): Jennifer Wright.

      For payment of booth rentals or receptions at festivals and conferences (including catering), and subscription advertising: Laura Stauffer

      Examples


        Building Access, Rehearsal Rooms & Practice Space

        After-Hours Access 

        Request after-hours access to Haydn Hall or Denison Hall by submitting the After-hours Access Request Form

        All music majors and students enrolled in ensembles or lessons will automatically be activated for after-hours access to Denison Hall and Haydn Hall. Access will begin the Monday after drop/add in the fall semester and expire at the end of the academic year. Please request access for the summer term prior to May 15.

        After-hours Access Request Form

        Specialized Access

        Music students who require lockbox access to Harkness Chapel/Classroom, HPP Studios in Haydn Hall, or individual rooms in the Denison Hall Complex should follow these steps: 

        Step 1 - Prior to requesting access: Receive authorization from your ensemble director, supervisor, and/or faculty advisor.  
        Step 2 - Complete the Responsible Use & Security Awareness Agreement.
        Step 3 – A tutorial will be set up to provide training on using the lockbox and associated software. Once this tutorial is complete a final contract will be signed. This training is not required for HPP Studios.
        Step 4 – Lockbox access will be activated and a scanned copy of your contract will be emailed with the original kept on file. 

        Approving Authority: Summer Canter, Coordinator of Performance Facilities and Operations, in consultation with the appropriate ensemble director, supervisor or faculty advisor. 

        Instrumental Lockers

        Please review the Instrumental Locker Policies to submit a request.

        Request a Locker

        Denison Hall Complex

        This building operates with controlled access. The Spartan Rehearsal Hall (SRH), Wade Rehearsal Hall (WRH), and Denison Rehearsal Hall (DRH) will remain closed/locked when not being used by a CWRU music class or ensemble rehearsal. The Denison Classroom (DCR) will remain open at all times. WRH is only available to music majors unless a University-recognized student group has an affiliation with the Dept. of Music (music faculty advisor) and petitioned the department for permission. Rehearsal times are available for student groups (3 hours per week) and must be booked in advance with the music office.

        Music majors, particularly those in chamber groups/small studio groups, pianists and percussionists will be given priority when booking times to rehearse. The music office will assign building staff to work during the Active Hours to open/lock rooms, assist students, and monitor the master schedule. The maximum rehearsal time permitted per student or group is 3 hours per week and rehearsals must end by 10:00 PM.

        **All students must check-in with the building monitor upon arrival.**

        Rehearsal rooms are busy spaces, often involving a significant amount of set-up prior to rehearsals. It is critical that all parties ensure these spaces are clean and all equipment is returned to its proper location.  If the use of these spaces results in an unreasonable inconvenience for academic classes and ensembles, access to these rooms will no longer be allowed. Please be respectful.

        Practice Rooms (Haydn Hall 2nd Floor and Denison Modules)

        Practice rooms are not open to the public. These spaces are reserved for CWRU music majors and students enrolled in music ensembles (MUEN) or applied music lessons (MUAP). Students taking lessons through the CIM Preparatory and Continuing Education Department are not given access to CWRU practice rooms/rehearsal spaces. Note: Practice rooms are open 24/7.

        These spaces are not meant for doing homework, video conferencing, resting, etc. and are not available for breakout rehearsals (sectionals or individual parts) during a scheduled group rehearsal.

        Practice rooms may be used by faculty as teaching studios upon approval by the music office (if a CIM studio is not available and the faculty member is teaching a CWRU music major in fulfillment of primary or secondary applied lessons -or- in fulfillment of a pedagogy class). Haydn Hall classrooms and Denison Hall rehearsal rooms are NOT to be used as practice rooms or studios without prior approval from the music office. Harkness Chapel and Harkness Classroom are NOT considered practice rooms or studios. Students are not permitted to use music spaces to teach private lessons. 

        Percussion

        Music majors with percussion as a primary instrument will be issued access to a percussion studio key. Students taking percussion/drum set lessons or ensemble members (popular music, percussion, and jazz ensembles) can use percussion equipment during Active Hours. Questions: Please contact Summer Canter, Coordinator of Performance Facilities and Operations.

        Music majors can use the Percussion Studio by reservation or when not in use. CWRU students in ensembles or taking percussion/drum set lessons can rehearse during Active Hours by reservation or when not in use. The building monitor can assist with access. To guarantee time in one of our large rehearsal rooms, please book in advance. Quiet Hours begin at 11:00 PM so no rehearsals or classroom activities will be booked past 10:00 PM (excluding Percussion Ensemble on Monday night).

        Borrowing Instruments/Equipment

        Our instruments and equipment are not available for public use. A policy has been put in place by the Ensembles Committee to have students complete and sign a waiver when borrowing instruments/equipment for very special circumstances. Please contact Summer Canter, Coordinator of Performance Facilities and Operations.

        The appropriate ensemble director will be consulted for permission: strings (Dr. Kathleen Horvath), winds/brass/percussion (Dr. Ryan Scherber), marching band (Dr. Benjamin Helton). 

        Academic Year-End Closing Procedures

        This information pertains to all music majors and ensemble members with instruments and/or lockers, and students interested in summer access.

        View Instructions


        General Housekeeping Rules

        1. Music faculty and music majors have priority over departmental spaces. Additional set-up/tear-down time may be needed between academic ensembles and classes – please be respectful of this.
        2. Rehearsals must fall within the “Active Hours” listed for Denison and Haydn Hall.
        3. Practice modules are open to music majors or CWRU students enrolled in ensembles (MUEN) and/or applied lessons (MUAP).  They are not to be used for break-out rehearsals/sectionals or doing homework, video-calling, etc.
        4. Absolutely no alcohol and no food/beverages permitted inside the rehearsal rooms/classrooms or practice rooms. Water bottles with lids are acceptable. Receptions can be held but this option must be indicated on the reservation form with permission given by the department. Permit paperwork is required and additional facilities/custodial services are provided (minimum fee of $140).
        5. Keep all rooms clean from garbage. No markings are to be made on the wall or floors and nothing is to be set on top of the pianos or percussion instruments (drinks, food, clothes, bags).
        6. Equipment available for rehearsals: stands, chairs, and pianos. Percussion and electronic/AV equipment is not available for use. Our equipment is not available for public use and must remain on site. Nothing is to be removed from our classrooms/buildings without permission.
        7. Rooms are to be put back in proper order and all equipment is to be stacked before leaving.
        8. DO NOT prop any exterior doors or windows open and make sure everything is secured before leaving.
        9. Rooms are not to be used outside of your formal booking. If you are in a room at a time that you are not to be there you will be asked to leave.
        10. If the music office receives any reports of misuse, one written warning will be given. If reports continue, permission to use departmental spaces will be revoked.
        11. University Quiet Hours begin at 11:00 PM. Activities will not be scheduled past 10:00 PM.
        12. Parking at the Denison loading dock is not permitted.  Only faculty with courtesy parking passes have this privilege.

        Disclaimer: Music facilities should be utilized for activities, meetings, gatherings, and functions consistent with the registered purpose of the organization. Any unauthorized use of space is prohibited. Under no circumstances can music equipment be transported or used outside of the facility. All persons using space or equipment shall be responsible for their own safety and shall be solely responsible for anticipating, knowing, and taking all necessary precautions relative to working with such equipment. All appropriate measures and usage practices must be followed, including, but not limited to Music Facilities Policies and Procedures, general housekeeping rules, or any manufacturer’s procedures. Responsible parties assume all risk of property damage and liability for any and all costs associated with any claims, actions, or damage(s). Student staff members are often on-site to monitor building operations; regard for their authority is expected. 


        Security

        It is VERY important that doors and/or windows are not propped open in our buildings. Do not hold the door for others. All faculty, staff, and students are to gain access by using an ID card.

        • In case of an EMERGENCY call CWRU Police 216.368.3333
        • Non-emergency calls can be made to CWRU Police  216.368.3300

        CWRU Police & Security Services also offers a free smartphone application that allows you to report emergencies, set safety checks, and create reports. Please consider adding the Rave Guardian App

        The Safe Ride Program carries students, faculty, and staff around campus and part of University Circle. The service is an after-hours addition to public transportation. It runs seven days a week, between 6:00 p.m. and 3:00 a.m. Security officers drive all Safe Ride vehicles.

        Public Safety