Policies and Procedures

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.

Detailed building and room descriptions can be found on our Facilities, Centers, and Partnerships page.

Questions

For Department of Music Facilities, service requests, building access (card swipe), room reservations, key orders, instrumental lockers, practice rooms, secure rooms or storage lockers, general office supplies, and event logistics.

Email: music+facilities@case.edu 

Operational Plans for the 2021-22 Academic Year

Please review the operational plans outlined in our Resources for Current Students.

Room Schedules and Reservations

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. 

Room Schedules and Reservations

General 

• Fall 2021 calendars are now open through December 10, 2021. Spring 2022 calendars open on January 10, 2022.
• All recurring reservation times for Fall 2021 will start the week of August 30, 2021, and end December 3, 2021.
• Reservations must be made by 4 PM no less than 3 business days in advance. 
• QR Codes to the online Room Schedules are provided on each door.
• Masks are required indoors if working with another student, instructor/coach, or piano accompanist.
• Reservations cannot exceed 120-minutes (2 hours). 
• Quiet Hours begin at 11 PM so no activities will be booked past 10 PM

Classrooms and Rehearsal Rooms

Haydn Hall classrooms, Harkness Chapel/Classroom, and rehearsal rooms in Denison Hall are available to Department of Music faculty, staff, and students. 

• Music Majors: Reservation requests for recurring (weekly) times are encouraged.
• CWRU ensemble members (MUEN) and music minors/non-majors taking lessons (MUAP) can reserve recurring (weekly) times following the Drop/Add Period.
• Authorized student organizations can book rehearsal rooms in Denison Hall during Active Hours.
• Classrooms are not to serve as practice rooms or public event spaces unless permission is given by the Department of Music.
• Special events require authorization. 

Practice Rooms and Studios

Practice rooms in Haydn Hall and Denison Hall are available to Department of Music faculty, staff and students, and music minors/non-majors taking applied lessons (MUAP) or ensembles (MUEN). 

• Practice rooms are accessible 24/7 by card swipe; walk-ins are permitted when not in use.
• Same-day reservations for practice rooms/studios can be made up to 4 hours before a session. 
• Graduate students in Historical Performance Practice or students taking lessons on period instruments can book the HPP Studios in Haydn Hall (requires specialized access).
• Percussion majors or students taking percussion lessons can book the Percussion Studio in Denison Hall (requires specialized access). 

Events & Performances

Planning in Advance

Our event planning guide will help with event preparation and publicity. 

Event Planning Guide 

Harkness Chapel 

Reservations must be made by 4 PM no less than 3 business days in advance. Cancellations must be received 7 business days prior to an event.

• This space is intended for events, ensemble performances, student recitals, rehearsals, recording sessions, as well as academic classes. It is not intended to support individual practice, lessons, or other unrelated activities.
• An event is confirmed once formal notification from the Department of Music is received.
• Harkness Classroom will serve as a backstage area during performances.
• A 2-hour dress rehearsal is included with each event (scheduling permitting). 
• The last 2 weeks of each academic semester are typically held for Department of 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). 

No receptions (refreshments) are permitted during the 2021-22 academic year.

Reserve Harkness Chapel

Increasing COVID-19 cases within Northeast Ohio have prompted Case Western Reserve University to resume its requirement that masks be worn indoors. In addition, only those who are fully vaccinated (two weeks past their final dose) should attend any campus event. Leaders continue to monitor pandemic developments and may need to adjust health protocols further as circumstances warrant. In-person attendance is subject to change based on COVID-19 guidelines.

Responsible Party

The responsible party listed on the Harkness Chapel Reservation Request agrees to adhere to the Harkness Chapel Rules for Use and General Housekeeping Rules (below). 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.

[External Groups] 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. 

Student Recitals

Undergraduate and graduate students (CWRU and CIM) can select from the predetermined recital time blocks. A 2-hour dress rehearsal is included (schedule permitting). Special accommodations outside of these time blocks should be arranged with the Department of Music.

Student recitals are booked in 3-hour increments:

• 12:00 - 3:00 PM (1:00 PM start)
• 3:00 - 6:00 PM (4:00 PM start)
• 6:00 - 9:00 PM (7:00 PM start)

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 contact music+facilities@case.edu to place holds on the calendar for their 3 proposed dates [indicate HPP degree recital]. Once the final date is selected, the student should bring the approved degree recital form to the music office to finalize dates for the dress rehearsal and recital. Digital posters and website listings will be created. See the Event Planning Guide for more information.

CWRU Student Organizations

University Recognized Student Organizations actively participating and contributing to musical life on campus (public performances, collaborating with department ensembles, community engagement), with an affiliation to the Department of Music (music faculty advisor/director and permission from the music office), may schedule a performance or ceremony in Harkness Chapel once per semester at no cost (schedule permitting). There are some instances where fees would be charged (reception is held, admission is charged, damage to the building or any equipment, etc.). Our only requirement is that the event does not 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

Members of our student event staff will be assigned to work all Harkness Chapel events. This is required for all external events and is $15/hour.

Recording Services

During the academic year, recording services can be requested by submitting the Harkness Recording Services Request. 

The CWRU Department of Music provides free recording services for the following events:

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

These events are recorded by a professional recording engineer contracted by the Department of Music. 

Recording services are available (for a fee) for all other Department of Music performances (scheduled in Harkness Chapel) that fall within these categories:

• student solo or joint recitals, including Capstone projects
• studio recitals
• faculty or guest recitals
• recording sessions

These events are recorded by Student AV Technicians as part of their student employment.

Scheduling

Schedule hall time in Harkness Chapel first, then request Harkness Recording Services. Advance notice (no less than 3 business days) is required when requesting recording services. Performers will receive an e-mail confirmation when a recording tech has been assigned to the event.

Rates and Policies

• Audio Recording: $100 (includes mastered audio files)
• Audio and Video Recording: $150 (includes mastered audio and video files)

Degree Recitals

Student degree recitals are audio/video recorded at no additional charge. Digital audio/video files are provided.

Portable Recording Devices

We offer a number of portable audio recorders and video cameras you can use to record yourself. Recording devices can be reserved in advance by CWRU students, faculty, and staff. Users are responsible for transferring, manipulating, and uploading files. Please contact Ken Wendt <musictech@case.edu> or visit The Core (Haydn Hall, 16).

Harkness Recording Services Request

Practice Rooms 

There are 4 practice rooms with grand pianos located on the 2nd floor of Haydn Hall and 6 Wenger practice modules located in Denison Hall. There are 2 studios dedicated to the HPP program located in the basement of Haydn Hall. Practice rooms are not open to the public. These spaces are available to CWRU music majors and students enrolled in music ensembles (MUEN) or applied music lessons (MUAP). Practice rooms are accessible 24/7 by card swipe; walk-ins are permitted when the room is not in use.

Students taking lessons through the CIM Preparatory and Continuing Education Department are not given access to CWRU practice rooms/rehearsal spaces.

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. 

Piano Maintenance

Please report any piano maintenance issues to the music office by submitting a Piano Maintenance Request.

Card Swipe Access 

Request card swipe/after-hours access to Haydn Hall or Denison Hall by submitting the Music Building Access Request.

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

Affiliate Ensemble Members 
community members in ensembles, accompanists, piano techs, contractors, student staff

The music office can request Affiliate IDs (individuals without a CWRU or CIM ID) if after-hours building access is required. Affiliates can request card swipe access by submitting the Music Building Access Request. Access Services notifies the requestor (our office) and the affiliate when issuing the credentials and ID card. This process takes several days. 

Reporting Access Issues
Starting the Monday after Drop/Add, report trouble with card swipe access to the music office by email (music+facilities@case.edu) or submit the Music Building Access Request. 

Specialized Access

Music students who require specialized access to Harkness Chapel/Classroom, HPP studios, Haydn Hall Computer Lab, or secure rooms/storage lockers in Denison Hall 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 can be set up to provide training on using the lockbox and associated software. This training is not required for HPP Studios or Computer Lab.
Step 4 – Lockbox access will be activated and a copy of your contract will be kept on file. 

Approving Authority: Music Facilities (music+facilities@case.edu), in consultation with the appropriate ensemble director, supervisor, or faculty advisor. 

University Keys

A limited amount of university keys may be issued to faculty, staff, and graduate assistants. Please complete the Key Request Form. 

Denison Hall Operations

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.

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 PM.

University Recognized Student Organizations actively participating and contributing to musical life on campus (public performances, collaborating with department ensembles, community engagement), with an affiliation to the Department of Music (music faculty advisor/director and permission from the music office), may schedule a series of dates for one semester at a time in Wade Rehearsal Hall, Denison Rehearsal Hall or Denison Classroom. 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 or 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.

**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.

Percussion Students

Music majors with percussion as a primary instrument and students taking percussion lessons will be issued access to a Percussion Studio key. The Percussion Studio can be used by requesting a reservation; walk-ins are permitted when the room is not in use. Questions: Please contact Matthew Larson, Lecturer and JMP Percussion Faculty. 

CWRU students in ensembles can rehearse in one of our large rehearsal rooms during Active Hours by reservation; walk-ins are permitted when the room is not in use (Popular Music: Denison Rehearsal Hall + Jazz Ensemble: Wade Rehearsal Hall). The building monitor can assist with room access. Quiet Hours begin at 11 PM so no rehearsals or classroom activities will be booked past 10 PM (excluding Percussion Ensemble on Monday night).

Instrumental Lockers

Please review the Instrumental Locker Policies to submit a request.

Borrowing Instruments or 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 contract when borrowing instruments or equipment for very special circumstances. 

To request an instrument, please first consult with the appropriate inventory manager: 

• strings (Dr. Kathleen Horvath)
• winds, brass, percussion (Dr. Ryan Scherber)
• marching band (Dr. Benjamin Helton)
• popular music (Dr. Ken Wendt) - general equipment used by members of Pop Music Ensemble 
• guitars, ukulele (Dr. Nathan Kruse) - Music Education students only

After their authorization, complete the School-Owned Instrument or Equipment Request Form. Note: Request forms are processed each Monday.

Instrument Request

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 for year-end closing procedures.

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. Absolutely no alcohol and no food or beverages permitted inside the rehearsal rooms, classrooms, or practice rooms. Water bottles with lids are acceptable.
3. 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).
4. Our equipment is not available for public use and must remain on site. Nothing is to be removed from our classrooms or buildings without permission.
5. Rooms are to be put back in proper order and all equipment is to be stacked before leaving.
6. DO NOT prop any exterior doors or windows open and make sure everything is secured before leaving.
7. 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.
8. 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.
9. University Quiet Hours begin at 11 PM. Activities will not be scheduled past 10 PM.
10. Parking at the Denison Hall 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 card swipe. 

• EMERGENCY: CWRU Police 216.368.3333
• NON-EMERGENCY: 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. 

Safe Ride Program: These vehicles operate between 6 p.m. and 3 a.m. and can be requested via a free app (search for “CWRU Safe Ride” on the Apple App Store or Google Play); via saferide.case.edu; or by calling 216.368.3000.

Find more information on the Public Safety website.