University of Pretoria

Youth Choir

Code of Conduct
Compiled: 2013
Contents
0. Preamble .................................................................... 1
1. General Conduct ......................................................... 1
A. General ..................................................................................... 1
B. Rehearsal .................................................................................. 3
C. Concert ..................................................................................... 5
I. Before and During ................................................................. 5
II. After ...................................................................................... 5
2. Tour Conduct .............................................................. 6
A. Host families ............................................................................. 6
B. Bus............................................................................................ 6
C. Hostel/Motel/Hotel .................................................................. 7
3. Camp Conduct ............................................................ 7
A. Dormitories .............................................................................. 7
B. Leaders ..................................................................................... 7
C. Lights Out ................................................................................. 8
D. General ..................................................................................... 8
4. Church Performances.................................................. 8
5. Disciplinary Actions .................................................... 9
A. Verbal Warning......................................................................... 9
B. Written Warning....................................................................... 9
C. Disciplinary Hearing .................................................................. 9
D. Suspension from the choir .......... Error! Bookmark not defined.
E. Expulsion .................................................................................. 9
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0. Preamble

The Code of Conduct is set in place to control any circumstantial events

where a further reference in discipline is needed, as well as to protect
both the Member as well as the Choir in such instances.

The General Conduct is to be adhered to at all times, while further codes

of conduct are imperative only where applicable.

The term Choir refers to the University of Pretoria Youth Choir.

The term Management refers to The Management as set out in the
Constitution of the Choir, which consists of the Conductor, the Assistant
Conductor, the Manager, the Choir Event Coordinator and any party
appointed for specific purposes of care-taking by the choir management.
The term Member refers to any member of the choir aged between 14 –
19 who has been accepted into the Choir through auditions and is active
within the choir.
The Term Code refers to this document, the Code of Conduct.

1. General Conduct
A. General
It is the Member’s right to:
 Be treated with respect and dignity.
 Attend rehearsals and concerts.
 Express opinions verbally or in writing to the Committee as a
whole or to a specific Management member.
 Receive fair and reasonable consequences for violations of the
Code.
 Be free of discrimination and racial, ethnic, religious, personal or
sexual harassment from any member of Management or other
Members.

It is the Member’s responsibility to:

 Treat others with respect and dignity.

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 Dress appropriately for rehearsals, concerts and on tours to

represent the brand of the UP Youth Choir at all times.
 Be on time for all rehearsals, concerts and tours.
 Always act and speak knowing that you are representing the choir.

General rules are as follows:

 Narcotic Substances, Alcoholic Beverages and Nicotine in any
form, will under all circumstances be strictly forbidden to be used
or consumed by any Member before, at or during rehearsals,
concerts, tours or choir performances of any kind, where the choir
member represent the UP Youth Choir.
 Since the UP Youth Choir is seen as a high school choir, even
members older than 18 years of age will be prohibited to drink
any alcohol at/during/on any choir events.
 The following will be applicable to this issue:
o A First offence in this regard will initiate a Disciplinary hearing
and notification will be provided to both the member and
his/her parents for sign-off;
o A second offence will imply an immediate expulsion from the
Choir. The Member in question will be removed/send home at
the expense of the Member’s parent, from the venue, be it at
rehearsal, a concert, any event or on local or international
Tour.
 Punctuality – It is expected of the Member to be punctual for
every performance, rehearsal and event as a curtiousy to the choir
and to ensure that there is sufficient time to warm up and prepare
for the event.
It is therefore expected that all choir members arrive at the venue
at least 15 minutes before the due time as provided to them by
management. It is expected of the choir member to provide
immediate feedback should circumstances prevent them to be on
time. The following will be applicable to this issue:
o Late for any rehearsal, event or performance a verbal
warning and it will be noted against their name.
o More than 3 verbal warnings will ensue a written warning.
o More than one written warning will imply a disciplinary
hearing where the circumstances for such constant late
arrival will be discussed.
 Absenteeism from rehearsals: Members are expected to attend
all rehearsals, events and performances as per the provided choir
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calendar. In the event that circumstances prevent such an

attendance the choir member is expected to provide prior notice
to the assistant conductor and the choir manager. In the event of
failure to adhere to this ruling the following will apply:
o If the Member is absent-without-excuse a verbal warning will
be issued.
o For a third (3) verbal warnings incl. rehearsals, events and/or
Concerts collectively, a written warning will be issued.
o After a fourth verbal warning, i.e. four (4) absent-without-
excuses a disciplinary hearing will be called to discuss reason
for absenteeism. At this point the member’s future in the choir
will be discussed.
 Absenteeism from Concerts and formal choir events: Members
are expected to attend all rehearsals, events and performances as
per the provided choir calendar. If a Member is absent for any
Concert, an excuse will need to be given to the Manager in a
written manner at least a week in advance if it is a planned event.
In case of an unforeseen event the member’s parents will have to
personally contact the manager on 0791529242 and in the event
of illness a doctor’s letter will have to be provided. The following
rules will apply in the event of non-adherence:
o If a Member is absent without any excuse, or an excuse is
given within a week of the Concert, a Written warning will be
given to the Member.
o Any further absenteeism without excuse will be seen as an
indication of the member’s commitment to the choir and will
result in a meeting with the management team and the
parents to discuss the member’s future in the choir.
 No chewing of chewing-gum is allowed at all, at any Choir event,
be it at Rehearsal, Concert or Tour.

B. Rehearsal

Rehearsal times are clearly conveyed to Members by the Management

well in advance, and it is the responsibility of the Member to find out
either from one of his/her peers what the arrangements are, thereafter
if necessary, only if the Member is unsuccessful in contacting a member
of Management or the Manager, by optimally contacting the Conductor.

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If the Member is absent for any reason, this needs to be communicated

to the assistant conductor TWO days before the rehearsal, or else the
Member will be marked as absent-without-excuse. The only
circumstance where this can be averted is for serious illness or death of
a family member. If a Member has to arrive late or leave early for any
reason at rehearsal or performance, the Member is to inform the
Assistant Conductor and the Manager or else the Member will be
marked absent-without-excuse.

Attire at rehearsals is to be neat and in good taste. A Member can be

sent home by a member of the Management if she/he is inappropriately
dressed.

Under no circumstances will a Member be allowed to answer their cell-

phone during rehearsals. Any breach of this will receive a written
warning.

Members are only permitted to excuse themselves out of rehearsal

temporarily to go to the lavatory, or to fill up their water bottles.
However, if this happens within 10 minutes after the start of choir or
after a break, the Member will receive a verbal warning.

It remains the responsibility of the choir member to ensure that they

keep themselves up to date with what is happening in the choir in terms
of any or all arrangements. The management will take all reasonable
steps to ensure that all members are informed, but ignorance will under
no circumstances be accepted as an excuse to absenteeism or late
arrival for any choir event.

Members should treat the choir music as confidential to the choir to

protect our choir repertoire as well as due to legal restrictions for use of
the music. Any member who makes choir music available in any way
shape or form without the conductor’s specific permission may be held
accountable in the event of any dispute.

If a member of the Management requests any items to be returned or

handed in, it is to be done with diligence, at the soonest possible time.

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Members are to keep any venue that the choir rehearses or performs in
clean at all times as well as help to clean up after a rehearsal or
performance.

C. Concert
I. Before and During
Before any concert, the Member has the responsibility to be quiet, and
not to make any loud noises which could injure their voice or disrupt a
performance. The Member must also respect those around them in
terms of noise levels and distractions during performances or rehearsals.
DO NOT show your appreciation to songs by making loud noises, click
your fingers or wave your hands to show your appreciation to ensure
audience members can hear the full item.

During any concert, if the Choir is permitted to stay in the hall in which
they sing, it is the duty of each Member to keep quiet and to keep those
around them quiet and well-behaved. Remember you represent the UP
Youth choir and are responsible to protect our reputation as a regional
multicultural youth choir.

Cell-phones / iPods / MP3 Players / CD Players / Mini-Radios / any other

electronic entertainment devices are to be switched off during any
performances. Failure to comply with this will imply a written warning.

If the choir has to wait in a waiting room, each Member is charged with
the housekeeping of the room, be it for keeping it clean, or even
controlling their peers and themselves from causing damage or noise
pollution.

Choir members are expected to act as host for visiting choirs and at all
times make them feel welcome.

II. After
After every concert, it is the Members’ responsibility to make sure the
area/room in which the choir was is left the way it was entered into, if
not cleaner.
Any choir item left behind will incur a R50 tour fund penalty.

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2. Tour Conduct
A. Host families
The Member is a guest of Host family’s house hold and as such, Host
families are to be treated with respect and courtesy at all times, as they
are inviting choir members into their homes.

Members must at all times remember that they represent the choir as a
whole as well as the University of Pretoria and in some situations South
Africa.

Host families are not obliged to perform any tasks or present any gifts or
favours. The host families open their homes up out of kindness,
however, a Member may request assistance with reasonable needs like
the washing of choir uniform or such, if the need should arise.

Whenever a Member is hosted, the Member is expected to leave the

rooms she/he utilised in the condition in which they were upon arrival.
We will expect each choir member to take a small African memorabilia
such as a small booklet about South Africa, a wire animal, African beads
or such item with a special thank you message to the host family in other
countries.

B. Bus
All members are to be transported by bus. Only under exceptional
circumstances will any member be permitted to travel in a private
vehicle.

Noise levels on the bus must be kept to a minimum, as Members are

sharing a bus with the entire Choir. It is courteous and respectful to keep
noise to a minimum.

Respect and comply with any and all instructions given by the driver of
the bus at all times.

Upon exit, Members must remove any papers/discards left under the
seats or in any area. If the bus is not in an orderly fashion after the choir

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has disembarked, a member of Management reserves the right to call

back all Members until the bus is sufficiently clean.

C. Hostel/Motel/Hotel
In the event where the Choir is sharing a camp-site/hostel or any other
such residential place with other members of the public, each Member
has to keep noise to a minimum, to respect everyone in their surrounds
as well as leaving ablutions and food areas in a clean state. If this is not
adhered to, any member of Management reserves the right to call back
all Members until the area is sufficiently clean.

Rules for dormitories are the same as in section 3.a.

3. Camp Conduct
A. Dormitories
Separate dormitories for boys and girls will always be provided, and no
members of the opposite gender will ever be allowed in the other
genders’ dormitories, under no circumstances and with no exceptions.
Failure to comply with this will lead to an immediate suspension for two
weeks from all choir activities, pending a disciplinary hearing after the
two weeks. In the case of this happening on a tour, the Member will be
sent home, and await a disciplinary hearing on the return of the Choir
and Management.

B. Leaders
Leaders of the Camp, namely the Management and the current Head-
boy and Head-girl will control all the activities at camp, and must be
respected in their duty. Failure to adhere to their commands will carry
the necessary consequences.

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C. Lights Out
Once Lights Out has been established, all noise in dormitories or rooms
must cease. If a Member is reported to Management or Leaders she/he
will receive a verbal warning.
No night-time wandering will be allowed, unless it is to the ablutions.
The Management and Leaders will do random patrols and if a Member is
caught out of bounds for any other reason, a verbal warning will be
issued.

D. General
Members are to attend all activities, rehearsals and meal-times as
stipulated in the camp program that will be presented at the start of
each camp. Failure to comply with this will evoke a verbal warning.
Exceptions will only be made if the Member speaks to a member of
Management before the activity/rehearsal/meal-time, or if the Member
is ill, in which case the Manager should be notified so as to arrange for
treatment of such ailment. If the illness is of a serious nature, the
Member will be sent home.

4. Church performances
No Member is allowed to sleep during a church performance or while
the service is in progress. This is disrespectful to religion and to the
congregation of the Church. If anyone is found sleeping, a verbal
warning will be given, and after the second offence, the member will
receive a written warning.

If the Church in which the choir performs is not of the Member’s

religion, the Member is to behave respectfully, as it is a human right to
respect and have your religion respected.

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5. Disciplinary actions
A. Verbal Warning
A Verbal Warning is when a member of Management reprimands a
Member of the choir when the Member is in contravention to any rule
as stipulated above.
A Verbal Warning will be noted against the member’s name and will be
valid for a period of 3 months.

B. Written warning
A Written Warning will be issued by the Manager, which has to be co-
signed by at least one other member of Management. This written
warning will be forwarded to the parents to ensure they are aware of
the member’s offence. A Written Warning will be valid for a period of 6
months.

C. Disciplinary Hearing
A disciplinary hearing will consist of two of the Management members,
which will be held at a disclosed location and time, and will be arranged
with the Management and the Parents of the Member involved.
At least one Parent of the Member will have to be present at the
Disciplinary Hearing.
Any agreements made and actions decided upon at a Hearing will be in
confirmed in writing and will be in effect for the remainder of the
Member’s time with the Choir.

D. Expulsion
Expulsion from the choir will be effective immediately, rendering the
past Member a non-responsibility to the Choir and its Management.
The relevant Member will be escorted to the nearest bus depot/airport
if on a Choir Tour.
Parents will be contacted to make arrangements for the Member to be
collected immediately.
All funds and payments of the particular Member made to the choir will
be forfeited. NO refunds will be made.
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