VocalEssence primarily communicates with singers through weekly announcements at rehearsals, the singer portal, and via email. Announcements may include information about upcoming rehearsals or concerts; notes from Philip, GPS, Ethan, Sections Leaders, or Board Liaisons; and other information pertaining to Ensemble Singers business.
VocalEssence also includes singers in e-newsletters to the general public. While we never sell or rent our mailing list, from time to time we share lists with other nonprofit arts and cultural organizations.
-> If you would prefer that your name not be shared, please email Laura Holst.

You play a role in the success of this organization’s mission to make a lasting, meaningful impact on our community through music. The greatest thing you can do for us—besides share your amazing vocal talent with us and the community—is to give voice to all that we do, to be an ambassador for our mission in the community.

When people ask you about VocalEssence, we encourage you to share both facts and your own passions.

• VocalEssence is a leading arts organization in Minnesota, now in our 57th year.
• VocalEssence provides opportunities that draw upon the power of singing together to nurture community, inspire creativity, affirm the value of all persons, and expand the impact of choral music.

Using the name VocalEssence

VocalEssence is always one word with two capital letters. Avoid using all caps or lower case. VocalEssence refers to the entire organization, not to the performing groups, and is never possessive.

-> for example, we would say “The VocalEssence mission is…” or “The mission of VocalEssence is…” and not “VocalEssence’s mission is…”

• Our regular rehearsals take place at 6:30pm on Tuesdays in the Chapel of Plymouth Congregational Church.
• During concert weeks, we frequently have rehearsals on Thursdays and/or Saturdays before the performance. Please ensure you check the schedule for the season carefully and copy all dates into your own calendar!
• You can find the Ensemble Singers calendar on the portal homepage — hit the teal button to Subscribe to your calendar app of choice!
• Ethan will take attendance for the ES. Be in your seats 5 minutes before rehearsal so attendance can be taken.

If you need to miss a rehearsal, every absence is reviewed on an individual basis so that the circumstances can be taken into account. This makes it important for you to explain the reason for your absence with the attendance form.

Illness Policy:

• VocalEssence encourages all singers to take care of themselves and their fellow singers, including when it comes to considerations when you fall sick. If you fall ill, please stay home while you have new or developing symptoms. If you are recovering from being sick and are well enough to sing, you may return to rehearsal and we strongly encourage you to wear a mask until you are fully recovered. For the full Sick Time policy, please see “Sick and Safe Time” below under “Employment Policies.”

Tardiness

• Being late is disruptive to the progress of the group and frequent tardiness will hinder your continued involvement with the organization.

More than two absences per project will jeopardize your ability to remain on the roster for that project. Any dress rehearsals missed will require discussion with the conductors before being eligible to sing in the related concert. The Artistic Director & Associate Artistic Director will make all decisions regarding concert participation based on the circumstances of the missed rehearsals, the number of rehearsals in advance of the concert, and your readiness with the concert music. Concerns about attendance across projects may necessitate conversation with the conductors regarding your participation with VocalEssence for the current season.

Fill out our attendance form to document known conflicts.

If you must submit the form within 24 hours of the absence, please email or text Ethan and Ben.

If you must miss a rehearsal, it is your responsibility to get markings & announcements from another singer prior to the next rehearsal. Sometimes markings may be made available on the ES homepage. 

Plymouth Congregational:

Plymouth Congregational Church (PCC) serves as the home base for the VocalEssence office and a majority of our rehearsals. Here are a few guidelines and things to remember:

• Free parking is available in the church lot at Franklin and Nicollet. You may park in any spot marked “Plymouth Congregational Church.” Do not leave your car in the lot past midnight. If the lot is full, you will be directed to alternate parking
• Do not leave cell phones, GPS devices, or other valuables visible in your car–put them in your trunk or hide them
• Enter the church through the Jones Commons door (Door 1, facing LaSalle Ave). This door locks at 8pm nightly, so if you need to get in the building, call the phone number listed at the entrance.

Concert Venues

VocalEssence performs at numerous venues throughout the Twin Cities. Parking at each venue is the responsibility of the singer and carpooling is encouraged.

Securing Personal Property at VocalEssence Concerts

We are committed to assisting our singers safely secure their personal property at all VocalEssence sponsored concerts.  Whenever possible, we will:

1. Provide a secure room where valuables can be stored. In venues that are not secure concert halls, a VocalEssence staff member or designate will be assigned to monitor the room at all times

-or-

2. If, for some reason, staff resources cannot accommodate an “in room” monitor, VocalEssence will identify a single lockable room where all performer valuables can be stored with a key retained by a VocalEssence staff member.

To help us better serve you, we ask that you consider bringing only essential items to concert venues. When possible, keep your most important valuables on your person throughout the performance.  

The standard VocalEssence concert attire is a formal all black outfit.

Singers have the choice of wearing clothing to fit that description that reflects their identity and how they choose to present themselves while contributing to the blend of our visual presentation.

This pictogram helps depict an approximate visual of the coverage of your selected outfit.

Singers’ all-black outfits should have mid-forearm sleeves or longer with the bottom of the outfit reaching to mid-calf or longer.

All singers are required to wear plain, closed-toe black shoes. Any visible fasteners (buttons, zippers, etc.) present should be black.

We kindly request that you do not wear sneakers, jeans, long-sleeve t-shirts, leggings, and any fabrics that are sheer or will catch the light (no sequins, silk, leather, etc.). Small earrings and rings are acceptable but must not significantly reflect or catch light.

If you are wondering if your outfit will work for concerts, please contact Ethan and he will be happy to review and work with you. Any concerns about individual concert attire will be addressed on a case-by-case basis.

*A helpful tip: “dress rehearsals” is a term we use to refer to final rehearsals, usually on site at the performance venue, leading up to a performance. Unless noted in announcements and in writing, it is not required to attend these rehearsals in concert dress. 

Please note that Ensemble Singers may participate in runout performances where different attire may be required. These performances, and attire requested, will be communicated with as much advance notice as possible.

Folders:

VocalEssence provides a black concert folder for your use during the season. We ask that singers return the folder to VocalEssence if you resign or retire; otherwise it is yours to keep between seasons.

As these folders are property of VocalEssence, please take good care of them by not putting stickers or other marks on them so we can use them in the future. You will be charged to replace a lost folder or one damaged beyond normal wear and tear.

Music:

Ethan is the music librarian for both the VocalEssence Chorus and VocalEssence Ensemble Singers. Please direct all music-related questions to him.

• All singers are assigned a music folder number. When new music is distributed in the mail carts, your copy will be in the file-folder with your last name and number on the tag.
• You are responsible for bringing all of your music to each rehearsal. If you forget your music, a spare set will be available to use and must be returned at the end of that rehearsal. Any music that is lost will incur a fee to the singer.

Singers are permitted to use tablets instead of paper scores for their music. Scans of our music are also available on the Chorus homepage under the ‘Music’ section. Singers are welcome to access these for rehearsal and performance purposes. If you perform with a tablet, you must have it in a black case or hold it in your black folder. Singers who notify Ethan of primarily using electronic music will not be given paper copies to use. If your tablet dies at rehearsal, limited spare sets will be available to use and must be returned at the end of that rehearsal. Retaining copies of these PDFs and/or distributing them outside of VocalEssence is strictly prohibited.

• Music will be collected at the next rehearsal scheduled after each concert. If no rehearsal is scheduled within a few weeks of a concert, music may be collected immediately following the concert. If you forget or are not able to return your music at the scheduled time, it is your responsibility to arrange a time to turn your music into the office within two weeks following the concert.
• Any late fines charged by the publisher on rented scores will be forwarded to you if you return your music late. You will incur a fee for all music not returned or scores damaged beyond normal wear and tear.
• *Use of tablets for music is permitted with the understanding that devices will not be used for other purposes during rehearsal. Please do not take advantage of the tablet/music policy to text/send emails or otherwise disengage from rehearsal.

Do not highlight (unless instructed), three-hole punch, use pen on, or scribble on any music. Please erase all egregious markings in music before turning it in.

Cell Phones:

Philip and GPS expect singers to be invested during rehearsal. Cell phones, alarms, and other devices must be turned off for all rehearsals and performances. Texting, games, emails, and other uses of cell phones during rehearsal are prohibited.

Scents:

Please do not wear perfume, cologne, scented lotion, essential oils, etc., to rehearsal or performances. Some folks may have allergies or sensitivities that can cause tight throats, issues with breathing, and headaches and may be affected. Please be mindful of those around you and help to keep everyone’s singing experience healthy.

In addition to the Exempt/Non-Exempt distinction, there are four employment categories at VocalEssence:

• Regular Full-Time
• Part-Time Administrative
• Part-Time Artistic
• Temporary

As a member of the VocalEssence Ensemble Singers you are a NON-EXEMPT PART-TIME ARTISTIC employee. PART-TIME ARTISTIC employees receive all legally mandated benefits, such as Social Security, Medicare, workers’ compensation insurance, and Sick and Safe Time. PART-TIME ARTISTIC employees are not eligible for other VocalEssence benefit programs. In the event a NONEXEMPT PART- TIME ARTISTIC employee participates in an extended, multi-day performance project (e.g. touring), the payment terms and scope of work hours will be defined and agreed to in writing prior to the start of the project.

Our professional code of ethics policy aims to give our employees guidelines on our business ethics as a framework for conduct and decision-making. They are a set of principles that should guide the behavior of VocalEssence employees, and they are essential to maintaining the legality of business and a healthy workplace.

Having our business ethics in writing doesn’t mean that we don’t trust our employees. We have confidence and trust in the ethical standards of each person we hire at VocalEssence. At times, you may find yourself in gray area situations where a clear way forward isn’t always apparent. We provide the following professional code of ethics as a concrete guide to support you in your decision-making and business dealings at VocalEssence.

The components of our code of professional ethics:

• Respect for others. Seek out understanding as to how people want to be treated.
• Integrity and honesty. Tell the truth and avoid any wrongdoing to the best of your ability.
• Justice. Make sure you are objective and fair and work to achieve equitable solutions.
• Lawfulness. Know and follow the law.
• Competence and accountability. Work hard and be responsible for your work.
• Teamwork. Collaborate and ask for help.

In addition to these guidelines, you are encouraged to discuss matters openly with your supervisor. You may also contact the Executive Director for advice and consultation. VocalEssence expects its employees to adhere to this professional code of ethics in their work for VocalEssence. If an employee behaves, or intends to behave, in a way that’s against our professional ethics, or applicable laws, they may be subject to disciplinary action, up to and including termination of employment.

VocalEssence payroll is processed 3-5 business days before the last day of the month in order for funds to be distributed on the final business day of each month. Please refer to the Ensemble Singers Payroll Schedule for details on which services are included on each month’s pay. Direct deposit is required for all employees. Payment and withholding details can be accessed on Press Gold’s online portal, iSolved.

To set up a login with iSolved, please contact Director of Finance & Operations, Jeff Bina.

If any of your contact information changes, please contact Ethan right away. Ensemble Singers are required to complete new tax documents for all changes in address, name, or marital status.

As required by the State of Minnesota under MN Statute § 181.9447, subdivision 9, employees are entitled to earn sick and safe time (SST), accrued, at minimum, as 1 hour of SST for every 30 hours worked, up to 48 hours per 12-month period. To exceed the minimum, VocalEssence will provide a front-loaded balance of 80 SST hrs at the beginning of each fiscal year, for those eligible. Employees who work 80 hours or more per year in Minnesota are eligible for SST hours.

Earned sick and safe time can be used for:

• an employee’s mental or physical illness, treatment or preventive care
• the mental or physical illness, treatment or preventive care of an employee’s family member
• absence due to domestic abuse, sexual assault or stalking of an employee or their family member
• closure of an employee’s workplace due to weather or public emergency or closure of their family member’s school or care facility due to weather or public emergency
• when determined by a health authority or health care professional that an employee or their family member is at risk of infecting others with a communicable disease

To request the use of SST, employees must submit an absence through the online form provided by ensemble management or, if unable to access the form, provide written confirmation to management of your intent to use SST when reporting your absence.

Employees may track their SST balance via their login at the VocalEssence payroll online portal and balances will also appear on each employee’s pay stub. Balances will be updated on a monthly basis in tandem with processing payroll. SST balances will reset to 80 hrs at the beginning of each fiscal year and any unused SST does not carry over. Upon employment termination, your unused SST balance will be zeroed out. If you have multiple pay rates with VocalEssence, the value of an SST hour will equal whichever pay rate was in effect for the time you missed. To make proper arrangements, VocalEssence requests 2 weeks’ notice when using SST hours for foreseeable events.

Social media includes all means of communicating or posting information or content of any sort on the Internet, including to your own or someone else’s web log or blog, journal or diary, personal web site, social networking or affinity web site, web bulletin board or a chat room, whether or not associated or affiliated with VocalEssence, as well as any other form of electronic communication.

The same principles and guidelines found in VocalEssence policies apply to your activities online. Ultimately, you are solely responsible for what you post online. Keep in mind that any of your conduct that adversely affects your job performance, the performance of fellow employees or otherwise adversely VocalEssence’s legitimate business interests may result in disciplinary action up to and including termination.

Know and follow the rules

Inappropriate postings that may include discriminatory remarks, harassment, and threats of violence or similar inappropriate or unlawful conduct will not be tolerated and may subject you to disciplinary action up to and including termination.

Be respectful

Always be fair and courteous to fellow employees, audience members, singers, volunteers and people who work on behalf of VocalEssence. Also, keep in mind that you are more likely to resolve work-related complaints by speaking directly with your co-workers or to the Executive Director than by posting complaints to a social media outlet. Nevertheless, if you decide to post complaints or criticism, avoid using statements, photographs, video or audio that reasonably could be viewed as malicious, obscene, threatening or intimidating, that disparage employees, audience members, singers, volunteers and people who work on behalf of VocalEssence, or that might constitute harassment or bullying. Examples of such conduct might include offensive posts meant to intentionally harm someone’s reputation or posts that could contribute to a hostile work environment on the basis of race, sex, disability, religion or any other status protected by law or company policy.

Be honest and accurate

Make sure you are always honest and accurate when posting information or news, and if you make a mistake, correct it quickly. Be open about any previous posts you have altered. Remember that the Internet archives almost everything; therefore, even deleted postings can be searched. Never post any information or rumors that you know to be false about VocalEssence, employees, audience members, singers, volunteers and people who work on behalf of VocalEssence, or other arts organizations.

Post only appropriate and respectful content

• Maintain the confidentiality of VocalEssence trade secrets and private or confidential information. Do not post internal reports, policies, procedures or other internal business-related confidential communications.
• Do not create a link from your blog, website or other social networking site to a VocalEssence website without identifying yourself as a VocalEssence employee.
• Express only your personal opinions. Never represent yourself as a spokesperson for VocalEssence. If VocalEssence is a subject of the content you are creating, be clear and open about the fact that you are an employee and make it clear that your views do not represent those of VocalEssence, employees, audience members, singers, volunteers and people who work on behalf of VocalEssence. If you do publish a blog or post online related to the work you do or subjects associated with VocalEssence, make it clear that you are not speaking on behalf of VocalEssence. Include a disclaimer such as “The postings on this site are my own and do not necessarily reflect the views of VocalEssence.”

Retaliation is prohibited

VocalEssence prohibits taking negative action against any employee for reporting a possible deviation from this policy or for cooperating in an investigation. Anyone who retaliates against another employee for reporting a possible deviation from this policy or for cooperating in an investigation will be subject to disciplinary action, up to and including termination.

Media contacts

Employees should not speak to the media on VocalEssence’s behalf without contacting the Executive Director for permission. All media inquiries should be directed to the Executive Director.

We expect you to conduct yourself in a way that protects the interests and safety of all employees and VocalEssence. VocalEssence follows a process of progressive discipline utilizing verbal and written warnings, conduct improvement plans, and termination. Depending upon the seriousness of the situation, the employee’s past conduct, and other relevant factors, one or more of these steps may be used.

Misconduct happens when unacceptable actions or behavior occurs. It can be minor, major, or serious. Examples of minor misconduct include occasional tardiness, missing deadlines, and excessive personal use of the phone and internet. These types of actions, as they impact your colleagues, will generally lead to verbal and written warnings and may include a conduct improvement plan.

Major misconduct includes acting in a rude or unprofessional manner, excessive time away from work or absenteeism, verbal harassment, or repeated violations of minor infractions. Often a written warning is made when these actions occur including a subsequent conduct improvement plan. Termination may result if the actions occur again.

Serious misconduct includes such things as theft, unauthorized disclosure of confidential information, sexual or physical harassment, and repeated violation of major infractions. Immediate termination happens in these cases.

Misconduct continuing after verbal and written warnings will lead to a conduct improvement plan being put in place. These plans support improvement and lead to either resolution of the problem or termination. Conduct improvement plans generally contain:

• a brief history of the situation including what the problem is, steps taken, discussions and training provided and the current result
• the time period of the plan (generally 30 – 90 days)
• specific behavioral expectations (the results that need to be achieved)
• planned check points and support to be provided to the employee
• specific consequences if the expectations are not met and the consequences if conduct deteriorates further (VocalEssence reserves the right to take additional action including termination prior to completion of the plan if conduct does not improve)

The plan is signed by both the employee (indicating review and receipt of the documentation, not necessarily agreement with it) and manager. Employees are encouraged to make sure they understand the plan and seek the support needed to accomplish it. For employment to continue, satisfactory behavior must be achieved and maintained.

VocalEssence is committed to providing a work environment that is free from all forms of discrimination and conduct that can be considered harassment. VocalEssence will not tolerate any actions, words, jokes, or comments that may be perceived by another person as harassment. Furthermore, VocalEssence is committed to establishing a culture that is free from microaggressions, defined as indirect, subtle, or unintentional discrimination against members of a marginalized group.

Harassment comprises any unwelcome or objectionable, physical, visual or verbal conduct, comment or display, whether intended or unintended, that is insulting, humiliating or degrading to another person, or creates an intimidating, hostile or offensive environment and/or is on the basis of race, ethnicity, language, financial ability, religion, gender or sexual orientation, disability or age, or any other kind of discrimination which is prohibited by particular Minnesota/national legislation.

Sexual harassment involves unwelcome sexual advances, requests for sexual favors, or conduct of a sexual nature. An aggregation of a series of incidents can constitute sexual harassment even if one of the incidents considered on its own would not be harassing. Employees are prohibited from harassing other employees whether or not the incidents of harassment occur on employer premises and whether or not the incidents occur during working hours.

Under Title VIII of the Civil Rights Act of 1964, there are two types of sexual harassment:

1. Quid Pro Quo Sexual Harassment: Quid pro quo sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when any one of the following criteria is present:

• Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; or
• Submission to or rejection of such conduct by any individual is used as a basis for employment decisions affecting the individual.

2. Hostile Environment Sexual Harassment: Other conduct–if severe or sufficiently pervasive as to alter working conditions–may create a “hostile environment” and is also prohibited. Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment. Unless the conduct was particularly severe or pervasive, where no warning or admonition is necessary, the person creating such an environment must have been told that the conduct is unwelcome or must stop.

Other examples of harassment include, but are not limited to:

• Threats made or perceived, that are malicious or vexatious.
• Derogatory written or verbal communication or gestures (e.g. name-calling, slurs, tauntingpictures or posters, bullying graffiti), that are malicious or vexatious.

VocalEssence is committed to supporting all employees in the process of dealing with the sensitive nature of reporting harassment. We appreciate that harassment of any kind is very difficult to acknowledge and address, however, if you experience or witness this behavior, report it immediately to the Executive Director or the Artistic Director. If you believe it would be inappropriate to discuss it with the Executive Director or Artistic Director, you should contact the President of the Board of Directors and your situation will be reviewed by the President and the Executive Committee of the Board of Directors. There will not be punishment or reprisal if you report harassment, ask questions, or raise workplace concerns about it.

All allegations of harassment will be quickly and discreetly investigated. To the extent possible, your confidentiality and the confidentiality of any witnesses and the alleged harasser will be protected against unnecessary disclosure. VocalEssence will take timely and appropriate action based upon the results of its investigation of allegations of harassing behavior. Any employee who engages in sexual or other unlawful harassment will be subject to disciplinary action, up to and including termination of employment.

It is the policy of VocalEssence to provide a process for employees to resolve workplace concerns and disputes, including complaints of discrimination or harassment. Any employee can express workplace concerns, which will be investigated as appropriate. Violations or suspected violations may be submitted on a confidential basis by the complainant. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation. For fairness and consistency in handling appeals, the following reporting hierarchy should be followed:

PROCESS

1. If an employee has a workplace concern (of a non-artistic matter) with another employee and has attempted to resolve it directly with the employee without success, or is uncomfortable discussing it with the employee, the aggrieved employee should report the incident to the Artistic Director and Executive Director.
2. If any employee has a workplace concern with the Executive Director or the Artistic Director directly, they should submit their complaint, in writing, to the President of the Board of Directors (see #3 below). If the President of the Board of Directors is not available or is unresponsive after a reasonable number of attempts have been made, the complaint may then be submitted to the Vice-President of the Board of Directors.
3. Any employee who is dissatisfied with the result of an appeal to the Executive Director or the Artistic Director, or who has a workplace concern with the Executive Director or the Artistic Director directly, may appeal or submit a complaint, in writing, to the Chair of the Executive Committee of the Board of Directors (“Executive Committee”). The Executive Committee may decline to review an appeal when the issues involved are minor in nature, or where they appear to involve evaluations and judgments appropriately belonging to the supervisor, the Executive Director, or the Artistic Director, unless any of those evaluations and judgments appear to have been made maliciously, vindictively, or in violation of these policies. In cases where the Committee does decide to review an appeal, and in all instances where the Committee has received an original complaint involving the Executive Director or the Artistic Director, the Chair will promptly convene a special meeting of the Committee, where statements will be taken from the aggrieved employee and all others with pertinent information. The Committee will review the statements and other information and will respond with its decision, in writing, within thirty working days of the meeting.

This procedure is meant to clarify steps to resolve concerns and disputes, including complaints of discrimination or harassment. All complaints regarding harassment and discrimination reported to management will be investigated. You do not have to report harassment to anyone you believe is harassing you but you are expected to report it to either some member of VocalEssence management or the President of the Board of Directors.

VocalEssence prohibits retaliation against any employee who makes a complaint in good faith. Any adverse action is unlawful and will not be tolerated.

As part of its commitment to equal employment opportunities, VocalEssence is committed to complying with the Americans with Disabilities Act, and will provide reasonable accommodation to qualified disabled applicants and employees in order to permit them to perform the essential functions of their jobs, provided that such accommodations do not create an undue hardship on VocalEssence. VocalEssence will also provide accommodations to pregnant employees, as required by law.

To request an accommodation, you should contact the Director of Artistic Operations or the Executive Director. In order to evaluate your request for an accommodation, VocalEssence may ask you to sign a release to allow us to speak with your medical professional about your condition and possible accommodations.

VocalEssence relies on a tremendous amount of volunteer support. If you would like to become more involved with VocalEssence beyond singing, there are always opportunities for you and your friends and family to volunteer. VocalEssence is grateful for the talents of our many volunteers.

Volunteer opportunities are regularly posted on our webpage here.

Check the volunteer calendar regularly for new opportunities or reach out to Ethan or Azure.

As a thank you for your time with VocalEssence, we offer discounted ticket codes to our artists to share with their family or friends who may wish to come to the concert.

We also strongly encourage you to communicate with all of your networks about concert opportunities. You are always welcome to share social media posts or post on your own. As the artists in the organization, you are the people and voices that folks come to hear, so you can encourage folks to come to performances like no one else can!

Each member of the VocalEssence Chorus and Ensemble Singers is eligible to receive a 50% discount on four single tickets per concert.

Order today at our website or by calling the box office for the respective concert as listed.

Single Tickets

50% off up to four tickets at any price level.

Use code SINGER2526

Make sure to enter the code on the box office page before selecting your seats!!!

Important Disclaimers:

• These discounts are not available for at-the-door sales. All tickets must be purchased in advance from the box office.
• You must be a VocalEssence Singer to use the discount code. If you are unable to purchase tickets yourself, another person (family member or friend) may purchase tickets with the code, but no more than four discounted tickets can be purchased for each concert.