Cancellation Policy

ECMS will match the College’s policy, which states that faculty members are responsible for covering all lessons, classes and ensembles. There are two ways that absences may be covered. The teacher may arrange for a substitute or may cancel the class. Procedures for how each option is to be carried out are detailed below.

Lesson Make-ups

If a lesson is missed at a teacher’s request, the teacher is obliged to make up the lesson. It is the teacher’s responsibility to notify the students of the absence and arrange a make up with that student. Lessons may be made up at anytime mutually convenient to both the teacher and the student. Substitutes are not generally used for lesson make-ups. If a student misses a lesson, some instructors offer make-up lessons under certain circumstances, but they are not obligated to do so. Students are expected to notify their teachers directly of any impending absence from lessons. This policy has been in place for many decades and works well.

Arranging for a Substitute

If a teacher would prefer that the class or ensemble go on as scheduled, the teacher may arrange to have a substitute teach the class or ensemble. A substitute must be selected from teachers who already work for ECMS. ECMS will not pay for the substitute, the arrangement is between the teachers. The office must be made aware that a substitute will be covering a particular class or ensemble.

If a salaried, benefits eligible teacher is out for more than a week due to an extended illness, a substitute will be hired by the ECMS to cover for that teacher.

Canceling Classes and Rehearsals and Rescheduling a Make up

In some cases, canceling a class meeting or ensemble rehearsal is an appropriate option. Cancellation may occur well in advance for some known event or may happen on the day of a class/ensemble.

When teachers know in advance (more than a week) that they will be absent they must first get approval for the absence from the ECMS Director. Together they will decide whether it is best to reschedule or seek a substitute. If rescheduling is appropriate, the class or ensemble should be rescheduled during one of the official make up periods.

When a teacher is ill or has an emergency on the day of a class or ensemble, they may arrange for a substitute or cancel the class. They must contact the ECMS office, and each of their students by email and phone. The office can assist in contacting students, if necessary. Ensemble and classroom teachers should discuss (beginning of school year) the need to be able to communicate quickly with their students, and should accumulate a telephone and email list which would contain both home and work numbers/addresses that students and parents should check before coming to Eastman to confirm that everything is on as scheduled. This list should be shared with the ECMS office, so that the office can help in contacting students.

Official make up periods for classes and ensembles will be the second week of Christmas break (Jan), winter break (Feb), spring break (April) and the week after graduation (June). Teachers must notify the office, and all students well in advance. The ECMS office will have to reserve a room, so it is imperative that teachers let the office know when they would like the make up. Students will not be penalized if they can’t come to the make-up.

Canceling of Classes/Ensembles due to Inclement Weather

In cases of extreme weather, i.e. snow storms, when the majority of area schools have closed, ECMS will consider closing. The Director will make the decision to close in consultation with the Sr. Assoc. Dean for Administration and Finance, and the Sr. Executive Assoc. Dean. The ESM Communications Office will communicate the closure to radio and TV stations. A message will be put on the main ECMS phone line.

If ECMS closes, it is expected that all lessons, classes and ensembles will be made up during the official make up periods. Teachers should let their students and the office know when they plan to schedule the make up class or rehearsal well in advance. The ECMS office will have to reserve a room for these make-ups, so it is imperative that teachers let the office know when they would like to have them. Lessons can be made up at the teacher and student’s convenience.

Student Version of Make Up Policy

There may be occasions when a class or ensemble needs to be rescheduled due to the absence of the teacher. These cancellations can happen on the day of class so it is important that your teachers keep an updated email and phone number list where you can be reached during the school day. Official make up periods for classes and ensembles will be during the second week of Christmas break (Jan), winter break (Feb), spring break (April) and the week after graduation (June). Teachers will let their students know well in advance the date of the canceled class or ensemble, and the date of the make up. Students will not be penalized if they are unable to attend a make up.

In cases of extreme weather, i.e. snow storms, ECMS may decide to close for the day. Notification of such closures will be communicated to area radio and TV stations. In addition, the main office phone, 274-1400, will have a message indicating whether we are closed.

If ECMS closes, all lessons, classes and ensembles will be made up. Official make up periods for classes and ensembles will be during the second week of Christmas break (Jan), winter break (Feb), spring break (April) and the week after graduation (June). Teachers will let their students know the date of the make up well in advance. Students will not be penalized if they are unable to attend a make up. Lessons will be made up at the teacher and student’s convenience.

Last updated: February 11, 2008