CINCINNATI OPERA CULTURE MANIFESTO
We are PROFESSIONAL
We are responsible for owning what we commit to and hold ourselves accountable
to deadlines and obligations. We respect others’ opinions and ideas, collaborate
across departments, promptly communicate schedules and attend to
conflict in a constructive manner.
We are FAMILY
We are a staff made of great people and accept our coworkers for who they are.
We laugh together, support each other through good and bad times, and celebrate
professional and personal accomplishments. We treat these facilities like
home and our coworkers with respect.
We embrace MISTAKES & CONVERSATION
We understand that mistakes happen, and when they do we apologize,
acknowledge and learn from them. We hold each other to the same standards,
enforce rules company-wide, and only make the same mistake once before
it becomes a bad habit. We encourage open dialogue and communicate honestly.
We are PASSIONATE
We love our product and our creative work gives us satisfaction and fulfillment.
We seek to be pioneers in the world of Opera and learn from our contemporaries
both locally and nationwide. We are dedicated to our art form and
recognize our hard work by rewarding ourselves with a fun company atmosphere.
BEHAVIORAL POLICIESIf you have any questions or concerns about the following policies please contact the HR Department
1) HARASSMENT & RETALIATION
a. The Cincinnati Opera strives to maintain a positive and productive work environment, where all employees treat others professionally and with respect.
b. This policy applies to the conduct of all employees, applicants for employment, contractors (including performing and creative artists), trustees, Opera Guild board members, donors, collaborators, volunteers, audience members, or other non-employees conducting business with Cincinnati Opera.
c. Conduct may constitute harassment or other conduct prohibited by this policy regardless of whether the conduct is between members of management, between a management employee and a non-management employee, between non-management employees, or between an employee and a volunteer or non‑employee conducting business with Cincinnati Opera.
d. This policy prohibits all illegal discrimination, harassment, and retaliation, as well as conduct that has not yet risen to the level of unlawful discrimination, harassment or retaliation, but has the potential to do so.
e. Failure to comply with this policy will result in disciplinary action, up to and including dismissal.
2) WHAT IS HARASSMENT?
a. Harassment is unwelcome or offensive conduct that is either (1) related to a person’s gender (including pregnancy), race, color, religion, national origin, age, disability, sexual orientation, military status, ancestry or any other protected category under federal, state or local law, or (2) directed at someone because of the person’s gender (including pregnancy), race, color, religion, national origin, age, disability, sexual orientation, gender identity or expression, military status, ancestry or any other protected category under federal, state or local law. Such conduct may constitute illegal harassment when it:
b. Harassment can include, but is not limited to, insults, slurs, jokes, offensive pictures, physical assaults, and other forms of verbal, non-verbal, social media/digital communications or physical conduct. Sexual harassment, in particular, can include, but is not limited to, unwelcome sexual advances, requests for sexual favors, offensive touching, or other verbal, non-verbal or physical conduct of a sexual nature, regardless of the gender of those involved. This policy expressly prohibits “quid pro quo” sexual harassment (i.e. “this for that”), which can include, for example, demands or subtle pressure for sexual favors accompanied by a promise of favorable treatment or a threat concerning employment.
c. Conduct that occurs outside of work hours or off Cincinnati Opera premises may also be covered by this policy.
a. Cincinnati Opera does not tolerate verbal abuse or bullying in the workplace by anyone associated with Cincinnati Opera. Bullying behavior is generally repeated or persistent verbal, physical or exclusionary conduct that demeans, humiliates or intimidates an individual either alone or as a group.
4) CONDUCT WITH MINORS
a. All persons associated with Cincinnati Opera must act lawfully and appropriately with any actor, audience member or other person who is a minor.
b. For purposes of this policy, the term “minor” means a person under age 18 or who is not otherwise considered an adult under applicable law.
c. Under no circumstances may an individual have any physical, romantic or sexual contact with a minor or engage in any conduct which is, or has the potential to be deemed, unlawful, unethical, or a violation of any Cincinnati Opera policy. All must also refrain from any conduct toward a minor which has the appearance of impropriety including being alone with any employee, contractor, collaborator, student, actor, volunteer, audience member or other person conducting business with Cincinnati Opera who is a minor. This policy applies whether on or off Cincinnati Opera premises. When transporting minors to or from their homes or other locations, individuals must have written authorization from each minor’s parent or guardian.
5) HOW DO I REPORT AN INCIDENT?
a. Cincinnati Opera requires any person - employee, contractor, trustee, Opera guild board member, collaborator or volunteer - not just the person directly affected, to promptly report all possible incidents of discrimination, harassment, bullying, retaliation or inappropriate conduct with minors to the HR Manager.
b. If that person is not available, or you believe it would be inappropriate for you to contact him or her, you may contact the Managing Director & CMO or Director of Diversity, Equity & Inclusion. All members of management must immediately report all complaints, concerns and possible incidents of discrimination, harassment or retaliation promptly in accordance with this reporting procedure.
6) WHAT HAPPENS AFTER AN INCIDENT IS REPORTED
a. Cincinnati Opera takes all reports seriously and will conduct a prompt investigation as confidentially as reasonably possible under the circumstances. All reports and investigative results will be shared with the General Director and/or the President of the Board and the Governance and Personnel Committee.
b. Any individual found to have engaged in discrimination, harassment, retaliation or other conduct prohibited by Company policy will be subject to appropriate discipline, up to and including dismissal. When appropriate, Cincinnati Opera will take remedial action to remedy the effects of any discrimination, harassment, bullying, retaliation or inappropriate conduct with minors found to have occurred.
7) WHO IS PROTECTED FROM RETALIATION?
a. Cincinnati Opera prohibits retaliation against any person who in good faith reports a potential violation of this policy or assists in an investigation of a potential violation of this policy. Accordingly, any such employee will not be adversely affected in the terms and conditions of employment because of his or her report or assistance.
b. Cincinnati Opera will not tolerate retaliation against any individual by a coworker, contractor, trustee, Opera guild, board member, donor, collaborator, volunteer or non-employee conducting business with Cincinnati Opera.
If you have any questions or concerns about the following policies please contact the PR Department
1) PUBLICITY & PRESS INFORMATIONa. It is generally accepted that media exposure is of mutual benefit to the media, the artist, the Opera, and the production. Your cooperation is greatly appreciated.
b. Photos and videos may be taken by Cincinnati Opera staff, professionals hired by Cincinnati Opera, or the media at any rehearsal. These photos and videos may be posted by Cincinnati Opera, our partners, or the media, online via the company website, outside websites, or social media such as Facebook, Twitter, Instagram, or YouTube. The purpose of these photos and videos is to give our fans a glimpse into the backstage world and boost interest and ticket sales. The intent is to show our company and performers in a supportive and flattering light.
c. Production photos are taken at dress rehearsals by the Opera's photographer. Photos may be ordered for personal or professional use via the Photo Order form on the company photographer’s website: http://photophil.smugmug.com/Cincinnati-Opera or via the order forms provided in the Green Room.
d. Requests for individual guest appearances on radio or television programs may occur. You may also be asked to participate in promotional videos which will primarily appear on the company’s website, but may be featured on local, national, or international media. If an artist is asked to appear, it will be established in advance of the appearance. Media appearances are voluntary, will be cleared with the Artistic and Production Departments, and will be coordinated by the Public Relations Department, which will also arrange any necessary transportation. There is no remuneration for these appearances.
e. The media is routinely invited to record portions of dress rehearsals.
f. Audio recordings are made of all mainstage performances for airing on Cincinnati’s classical music public radio station, WGUC 90.9 FM.
If you have any questions or concerns about the following policies please contact the IT Department
a. To access WIFI in Music Hall, please select “CMHguest” and accept the terms set forth by the Opera’s landlord, Cincinnati Arts Association. There is no password protection for this WIFI.
b. There is also free Cincinnati Bell Fioptics WIFI in Washington Park.
a. Internet access is provided by the Cincinnati Opera (“Company”) to facilitate business communications and to enhance your productivity. You must not “browse the web” on Company time, create personal home pages, or otherwise use Company facilities to access Internet sites for reasons unrelated to the Company’s business and your job responsibilities.
b. The Company’s internet access is a shared resource used by all Company staff members. As such, bandwidth-intensive applications such as streaming audio/video and peer-to-peer file sharing for reasons unrelated to Company business are not allowed.
3) COMPUTER FILES
a. Company provides electronic communications tools (including telephones, voice-mail facilities, email, fax machines, servers, computer and other network tools) for the purpose of streamlining business communications. The misuse of electronic communications tools can have dramatic consequences, harming the Company, its clients and its employees. The Company permits you to use these tools upon the condition that you comply with this Policy. Because the Company’s electronic communications tools are provided for the Company’s business purposes, employees and others should have no expectation that any information transmitted over Company facilities or stored on Company computers is private. These systems are owned and controlled by the Company and are accessible at all times by the Company for maintenance, upgrades and other purposes. The Company will examine employees’ communications or files under certain circumstances and these files may be discoverable in litigation and may be used as evidence.
b. In the course of your job, you may use these communications tools to communicate internally with Company co-workers or externally with customers, consultants, vendors and other business contacts. In addition to other restrictions and conditions set forth herein, you may not use any communications tools to carry any defamatory, discriminatory or obscene materials; in connection with any infringement of another person’s intellectual property rights (e.g., copyrights); in a manner which violates the terms of any applicable telecommunications license; or applicable laws; in connection with any attempt to penetrate computer or network security of any company or other system, or to gain unauthorized access (or attempted access) to any other person’s computer, e-mail or voice-mail accounts or equipment; in connection with the violation or attempted violation of any law. Misuse of any Company communications tool or violation of these guidelines may result in disciplinary action up to and including immediate termination from the Company.
c. Please do not alter any existing folders or their locations in the O: drive without permission.
d. The H: drive is not accessible by others. If you need to share any documents or files with others, they must be saved in O: drive. Also note that if you are saving anything to the C: drive, it does not get backed up at night. Only the O: and H: drives get network backups. If you save items to your H: drive (My Documents folder), please be sure to upload all seasonal paperwork to an appropriate shared folder by the end of the season or it will be deleted.
e. Please remember to log off or lock the computer when you leave your work station for an extended period of time.
f. If you have any questions regarding computer usage, please see the Director of Technology.
4) PRIVATE COMPUTERS
a. Any user who brings a laptop or other personal computer to the Company offices for the purpose of fulfilling their job requirements must submit their machine to the IT Department, for inspection. No equipment will be permitted to be connected to the network without prior approval from the IT department. All computer equipment and mobile devices must be fully patched, and up-to-date antivirus software must be running at all times.
b. If you wish to access network resources, such as network shares, printers or the Internet, via a personal computer or laptop, the Opera’s IT department will make the appropriate changes to your equipment only to provide the required access. The Company will provide support on outside equipment only to the extent necessary to facilitate the execution of Company work or work-related activities.
c. The Company’s IT department has the right to deny access to company systems and data by any user at any time.
5) EMAIL, PHONE & VOICEMAIL
a. Everyone who has access to a computer is expected to check their Cincinnati Opera address for email messages daily. You will receive information on how to do so. If you have any questions or problems with your email or you don’t know which computer is best for you to use, please see the Director of Technology.
b. Everyone who has been issued a company phone extension is expected to check their voicemail daily. You will receive information on how to do so. If you have any questions with your voicemail please contact the Director of Technology.
c. Those with voicemail are required to update your greeting every day with that day’s date and your status of in/out of the office. For example: “Hello, you have reached [Your Name], [Your Title] at the Cincinnati Opera. Today is [Today’s Date] and I am in the office today but away from my desk. Please leave a message and I will return it as soon as I can. Thank you.”
d. If you accidentally dial 911 while making an outside call, please STAY ON THE LINE, explain your mistake and apologize. If you hang up, the 911 call center is required to call us back and costs them time, resources and confusion to those answering the phone.
e. The Opera recognizes that personal telephone calls may sometimes be necessary. You are asked to limit their duration, frequency, and restrict them to local calls only. Personal long distance telephone calls must be charged to your personal telephone or calling card. Violation of these requests may be cause for recompense.
f. Company phones are for company business. If someone needs to reach an Artist in an emergency situation, please have them call the Production Operations Manager.
6) UNACCEPTABLE CONTENT
a. To ensure that the use of the Company’s communications tools is consistent with these guidelines, the Company will monitor their use. Under no circumstances may any posting, voice-mail or e-mail be in violation of the letter or spirit of the Company’s Equal Employment Opportunity or Sexual Harassment policies. Examples of unacceptable content include:
b. In addition to prohibitions on sending or uploading offensive materials, Company communications tools also may not be used to access or download obscene materials or other “content” that may be illegal under local law.
a. In-house communication via 2-way radio will be an important part of the Production Staff’s ability to be effective and efficient. If you are issued a radio, please observe the established protocol and courtesies.
Channel #1 ElectricsChannel #2 CarpentersChannel #3 PropsChannel #4 Stage
Channel #5 Clear ComChannel #6 WardrobeChannel #7 Special 1Channel #8 Special 2
Channel #9 Admin 1Channel #10 Admin 2Channel #11 MH 1
Music Hall is a municipal building in which Cincinnati Opera is a tenant.
1) ID BADGES
a. All company members must present an ID Badge before entrance is permitted. ID Badges are to be visible at all times while in Music Hall, except when in costume. ID Badges will allow you access for all work calls, rehearsals, and performances. The Cincinnati Opera and Music Hall are not responsible for valuables brought to the theater.
b. Seasonal staff and artists are to enter Music Hall at the Stage Door on 1244 Central Parkway. Anyone who arrives at the Stage Door without their pass will be asked to sign in and out and must be escorted by an Opera staff member.
c. The loss of an ID Badge must be IMMEDIATELY reported to Opera Management.
d. All ID Badges should be returned to Opera Management upon completion of your final performance. Failure to do so will result in a $20 charge to the employee.
2) OFFICE HOURS & ENTRY
a. The administrative offices are located 1243 Elm Street (at the corner of Elm and 14th Street) and are open 9:00am – 5:00pm Monday-Friday.
b. After entering the main door, use the phone to dial 5500 and identify yourself. The receptionist will notify the person you are wishing to see and you will be greeted by that person.
c. Please do not ask the box office personnel to let you into the offices. They are not authorized to let anyone in, even with your ID badge.
3) SAFETY & HEALTH CONCERNS
a. Cincinnati Opera places the highest priority on the safety and health of its employees, interns, volunteers and independent contractors in our workplace. As such, all are instructed to follow all warnings, signage, notices, directions and procedures provided by Cincinnati Opera and Music Hall. Management assumes responsibility for establishing safe and healthful working conditions. Should any employee, interns, volunteers, independent contractors observe any unsafe work situation or work method, it must immediately be reported to the Director of Production. At Cincinnati Opera, people are our most important resource and their safety and health is foremost. Additional questions regarding Cincinnati Opera practices and procedures should be directed to the Director or Production.
b. There will always be at least one security guard stationed at the Stage door while you are at Music Hall. If you need an escort to your car after a rehearsal, please notify an Opera staff member or security personnel and we will make our best effort to assist you. You may also call the Ambassador Hotline (513) 623-3429 for a safety escort to a Downtown location.
c. Please inform the Director of Production immediately of any accident or injury so we can assist you as needed. Any accidents while on the job with the Cincinnati Opera must be reported to the Director of Production within 24 hours.
3) SMOKING POLICY
a. Music Hall is a non-smoking facility. This includes e-cigarettes. Ohio Law prohibits smoking at or near any entrance or opening through which smoke can migrate into the facility. Smoking around the outside of the facility is in certain designated areas only. Please see the HR Manager with questions.
a. If a general alarm (bell ringing) should sound in Music Hall, ALL PERSONNEL MUST EVACUATE THE BUILDING AT ONCE, via the nearest safe exit. If a performance is in progress, the performance will be stopped AT ONCE and directions from Music Hall staff should be followed for evacuation. Please see “Emergency Procedures” for more.
b. Absolutely nothing is to be taped to any painted surface in Music Hall.
c. No pets are permitted in the theater at any time.
d. No firearms, knives or any other weapons are permitted in Music Hall.
e. No private tours of Music Hall are allowed without the advance permission of Cincinnati Arts Association. Access to Music Hall’s basement, attic, grid, and mechanical, technical, custodial and storage areas is restricted to authorized staff only.
COMPLIMENTARY & DISCOUNTED TICKET POLICY Cincinnati Opera encourages staff and artists to experience each production first-hand by attending performances. We’re pleased to offer complimentary and discounted tickets as follows:
TICKET RESERVATION PROCEDURE FOR ARTISTS & STAFF
1. All ticket requests must be made by using a request form (https://form.jotform.us/CincinnatiOpera/2019Tickets). Please, no email requests. In compliance with our Tessitura data-entry protocol, all forms must include the recipient’s full name, address, email address, and phone number. Incomplete requests cannot be processed.
2. Complimentary ticket requests must be submitted by 5:00 pm TWO DAYS before the requested performance.
3. Requests will be filled in the order they are received beginning on June 1, 2019.
4. For all complimentary ticket and discounted ticket requests, seating area(s) will be assigned at the discretion of the Box Office staff and is based on availability. [Please note; due to high demand, no complimentary or discounted tickets are available for Blind Injustice.]
5. In order to ease traffic flow on the night of each show, all complimentary tickets will be delivered to the Staff/Artist requesting tickets as an e-ticket no later than 24 hours before the performance. These e-tickets may be forwarded to whoever will be using them and scanned directly from the user’s phone the night of the performance. Tickets will not be held at Will Call.
Seasonal Production Staff & Interns
· Two (2) complimentary tickets to each mainstage production. Requests will be processed through Sarah Clark Crowell, Production Administrator.
· 50% off purchase of up to four (4) single tickets to each mainstage production. Additional mainstage tickets may be purchased at 15% off.
· Two (2) complimentary tickets to the production in which he/she appears. Requests will be processed through Duncan Holzhall, Artistic Intern.
· Two (2) complimentary tickets to the production in which he/she appears. Requests will be processed through Laura Sabo, Super Captain.
· Two (2) complimentary tickets to the production of Ariadne. Requests will be processed through Sarah Clark Crowell, Production Administrator.
TICKET RESERVATION PROCEDURE FOR ORCHESTRA & CREWS
1. 50% off purchase of up to four (4) single tickets to each mainstage production, based on availability. Additional mainstage tickets may be purchased at 15% off.
2. Please note; due to high demand, no discounted tickets are available for Blind Injustice.
3. Tickets must be purchased in person at the Cincinnati Opera Box Office and picked up at the time of purchase. Tickets will not be held at Will Call.
4. Box office hours are M-F 10 a.m.-5 p.m.
· Purchases of single tickets are considered final – no refunds or exchanges.
· All stage rehearsals are closed to guests; no passes will be issued.
· For non-mainstage or other unique productions with limited availability, COA reserves the right to amend this policy and further limit comp and discount ticket offers.
COMPANY PROCEDURES Listed below are specific procedures we ask that everyone incorporate into their daily office routine.
a. All schedule information is due to the Production Operations Manager by 3:00 PM for the following day. 24-hour notice is needed when your schedule involves artists (i.e. fittings, coachings, media interviews, etc.).
b. Coachings are scheduled by the Rehearsal Department only. Do not schedule your own; please call the Productions Operations Manager in the Rehearsal Department to make a coaching request.
c. No rehearsal may extend beyond the published time.
d. There are official call boards in Music Hall where the daily rehearsal schedule will be posted. Red pen changes on the schedule will only be noted on the schedule at these official call boards.
e. There is also an on-line rehearsal callboard. You can check for your schedule and other important information at http://www.cincinnatiopera.org/rehearsal.
f. If you anticipate being delayed for a rehearsal or performance, artist must notify the Rehearsal Department and supers must notify the Super Captain as soon as possible.
g. Any questions about rehearsal schedules should be addressed to the Rehearsal Department.
2) DAYS OFF & FREE DAYS
a. The Production Staff and the Administrative Staff may have different days off. The Administrative Staff works Monday – Friday, plus special events and performances. Production/Artistic Administrative Staff work when there are crews/artists in the building.
b. Production/Artistic Administrative Staff may need to stagger days off when there is no planned company day off in a calendar week. Supervisors are responsible for making sure their staff and interns get the personal time needed to maintain a productive and safe environment. If you have concerns, please contact the Director of Production.
c. Staff and Artists may have different free days. Free days for Artists, Chorus, and Stage Management are outlined on the master calendar. Additional rehearsals, fittings, coachings, tech calls, etc. will not be added to designated free days. Any unscheduled day that is not a designated free day may be subject to additional calls.
3) REHEARSAL & PERFORMANCE EXPECTATIONS
a. It is imperative that all artists be on time and ready to work at the start of every rehearsal. Artists must sign in upon arrival. The sign in sheet is removed when rehearsal begins, so Artists arriving late must report to stage management to sign in. Artists must sign in to be counted as present, and may not leave rehearsal until dismissed by the Stage Manager.
b. Costume fittings follow the same procedure as rehearsals. All artists should be ready to be fitted at the start of their appointed time. An artist must sign in to ensure that he or she receive payment, if applicable.
c. Do not use the stage as a crossover; use the hallway immediately behind it. This is true whether the stage is dark or in use by the Opera or any other organization.
d. Do not stand in the wings or backstage areas during rehearsals and performances unless you are involved in an immediate stage action or have been called to the stage by the Stage Manager.
e. It is the responsibility of the artist to listen to the paging system during stage rehearsals and performance and to maintain an ambient noise level that allows all performers to hear calls and/or cues.
f. Do not put on your costume until a wardrobe person is present to assist you.
g. Do not put on or remove your wig until a member of the wig department is present to assist you.
h. Do not eat, drink or smoke while in costume.
i. Do not leave the backstage area while in costume and/or makeup during rehearsals and performances. Artists are not permitted to enter the audience during rehearsals unless directed to do so by Stage Management.
j. Never change your performance pattern unless instructed to do so by the director or stage management staff. Always enter/exit stage the same way as directed for each performance and do not change anything you are doing onstage. Not only would change be artistically incorrect, but it also can be dangerous to you or others.
4) MUSIC & NOISE
a. You may play music in your office and/or workstation at a low level, with headphones, remembering to be considerate of those around you.
b. Be mindful of those around you when using speaker phone. If you have a door, please close it.
a. It is the policy of the Cincinnati Opera that no guests are permitted at rehearsals either onstage or in the rehearsal room without prior clearance from company management. The Opera retains the right to close any rehearsal. No company member or visitor is permitted to watch a piano tech, dress rehearsal, or performance from the wings.
b. We hope that your family will join you for lunch and attend performances, but we request that your families not use Music Hall for recreation or congregate here while you are at work. No children under 18 will be allowed in Music Hall unless they are fully supervised by someone other than an artist.
a. Parking options (both daily and monthly) around Music Hall and costs can be found at http://www.downtowncincinnati.com
b. Hours of operation for parking meters are 9:00 a.m. to 9:00 p.m. Monday through Saturday and 2:00 p.m. to 9:00 p.m. on Sundays. Costs are between $1.00 to $1.50 per hour. If you park at a meter before enforcement hours begin, you can pay in advance with the paid hours beginning once the meter is in effect. You can also download the app “Cincy EZ Park” to pay for a meter directly from your phone.
a. Mailboxes for all artists and staff are located backstage outside the Rehearsal Department and should be checked every day for rehearsal schedules, rehearsal reports and other important memos.
b. Deliveries to the Opera offices are accepted Monday-Friday 9:00 AM – 5:00 PM and will be distributed promptly to your assigned mailbox. If you are having items mailed to you, please instruct the sender to include both your name and the Cincinnati Opera in the address. à à à à
a. Purchases on the Opera’s behalf are limited to department supervisors. If you are asked to make a purchase for the Opera, please secure the necessary Purchase Order and authorization from your supervisor. Purchases and orders placed without prior approval will remain the purchaser’s responsibility.
b. To be reimbursed for authorized mileage, expenses, etc., please use the forms found on the computer network at O:PRODProduction Management Paperwork, or the Production Administrator has hard copies of the forms.
9) KITCHEN, BREAK ROOM & BATHROOM
a. Please WASH and DRY all kitchen items and put them away immediately.
b. Please clean up any spills on kitchen and bathroom counters, sinks, and floors.
c. Please remember, if you bring any food to share with the staff it is YOUR responsibility to label it with your name and to either throw it away or put it away at the end of the day.
d. Do not eat other people’s food.
e. Please restock items as needed. If you notice it is the next to last, please inform the Admin Department to re-order.
f. Please return any items you may remove from the kitchen to its proper place and dispose of trash properly.
g. Concessions are provided for a fee of $.50 per item, which must be paid at the time of purchase.
h. When finished, please turn off lights.
10) MAILROOM, COPIERS & COMMON AREAS
a. If making numerous copies, you are responsible for re-filling the paper tray when you are finished.
b. Please use the color copier sparingly. The black and white copier should be your default printer.
c. You will need a code to use any of the copiers. Please see your supervisor for your code.
d. Copiers are for Cincinnati Opera business only.
e. Please keep the common areas clean, papers neatly restocked and free of clutter.
f. If you are the last one out of the offices, please turn off all lights. (Note: Some stay on for security.)
a. All paper recycling should be placed in the green bins. All boxes must be broken down and be cleaned out of packing peanuts and air packs. These are not recyclable.
b. All plastic recycling items go in the blue recycle bins. Please read the instructions on the bin as not all plastic may be recycled.
EMERGENCY PROCEDURES : ADMIN OFFICES
· YOU MUST EVACUATE THE PREMISES
· Close your door, if possible.
· Follow lighted EXIT signs to Emergency Egress
· Assist anyone unable to take the stairs on their own to a designated safety zone.
· Immediately exit through either egress stairwell on North or South sides of office. Do not use the elevator.
· Inform someone with a radio if anyone is in a safety zone.
· Meet across the street on the corner of 14th and Elm Streets for a head count.
Flames 3’ or Less:
· Activate Alarm Pull Station (located by egress stairs)
· Use extinguishers to fight flames
· Pull pin, stand back 6’- 8’
· Aim at base of flame
· Continue until flame is extinguished
· Evacuate premises
· Inform someone with a radio of your actions
Flames Higher than 3’:
· Activate nearest Alarm Pull
· Follow lighted EXIT sign to emergency egress
· Assist anyone unable to take the stairs to a designated safety zone
· Inform someone with a radio if anyone is in safety zone
· Take stairs; Do not use elevator
· Meet across the street at 14th & Elm for head count
· TORNADO WATCH means weather conditions are right for a tornado to occur.
· TORNADO WARNING is declared when a tornado has formed and is threatening the area.
· City-wide sirens activate in the case of a tornado WARNING.
· Sirens sound on the 1st Wednesday of each month at Noon for testing.
· Use egress stairs to the nearest most interior point of the building on the lowest floor
□ Do not use the elevator
□ Assist those needing help – utilize safety zones for those unable to proceed
□ Stay put until sirens cease
EMERGENCY PROCEDURES : MUSIC HALL
1) AED (DEFIBRILLATOR) LOCATIONS
· Stage Door/Security Office (1st floor, Central Parkway side)
· Stage/Outside TD Office (Near the Large Rehearsal Room)
· Freight Elevator/vestibule (2nd floor, Towards Ballroom Bathrooms)
· CAA offices (portable)
· Opera Offices (1st floor, Outside Aria Conference Room)
2) INJURED PATRON
· In all cases contact MH-MOD and MEDIC-1 and House Manager
· All other staff should continue with duties unless requested to assist
· Assist House Manager/Music Hall staff and Medic as appropriate
· Assess needs of patrons in proximity
· Do not allow crowding around and ask other staff to disperse
· Provide discreet updates via radio for Patty who should be near a radio
· Work with House Manager/Box Office to move effected patrons as needed
· Inform the Director of HR, Amy Stier, to get injured patron information from Music Hall the following day to coordinate follow-up (HIPPA laws forbid some information to be given.)
3) BUILDING EVACUATION
· Designated Opera Staff Member to take crisis box and bullhorn when exiting
· Radios: CP-200 users Switch to Channel 2 – you must vacate Channel 4
· Radios: XPR-3500 users Switch to Channel 9 – you must vacate Channel 11
· Use bullhorns to instruct patrons to please remain calm and move away from building
· Check with Music Hall to make sure extra police support has been requested
· Meet on the NE corner of 14th Street & Elm Street and assess situation with Music Hall staff, House Manager, and Opera management team (Location A)
· Make staff assignments (see list below)
· Using megaphone to make public announcement (updating on situation) within 10 minutes, and then updates every 10-15 minutes (even if no new information)
· All staff members should watch for patrons in wheelchairs who need assistance, and elderly patrons who need assistance (they can be taken to Memorial Hall to sit down).
□ General Director remain at meeting area - NE corner of 14th Street & Elm Street (Location A)
□ Director of Production checks on artists & prod staff, reports back via Radio Ch 2 and 9 (Location G)
□ 2 staff members to the area in front of the North Wing (Location B)
□ 2 staff members to the area in front of the Center Steps (Location C)
□ 2 staff members to the area in front of the South Wing (Location D)
□ 1 staff member to notify donor and Music Hall parking lot attendants (Location E)
□ 1 staff member to communicate with patrons on the crosswalks via bullhorn (Location F)
□ 2 staff members to the Central Parkway side of Music Hall (Location G)
□ 2 staff members in the street area or down 14th (Location H)
PERFORMANCE – TORNADO WATCH/SEVERE WEATHER
· Weather radio at the Security Console signals a tone alert for severe weather
· MH-MOD will be contacted on radio and asked to call the console. Notification of severe weather/tornado watch will be given to the MH-MOD by phone.
· MH-MOD and Security will notify all staff via radio of a severe weather watch.
· All staff should review their emergency procedures at the time and move into the necessary location to implement the plan. All clients and facility users will be apprised of the weather situation.
· The Engineer and/or Security will monitor the scanner for updates and changes in the weather conditions and keep the MH-MOD advised, as needed.
· Technical staff will bring up house lights.
· Technical staff will take the house microphone to the stage and read the following announcement:
o “Ladies and Gentlemen, may I have your attention please. We must temporarily stop the performance due to severe weather. For your safety, please remain in your seats. Do not exit the Theatre. We will keep you informed as information becomes available. When the immediate threat has passed we will resume the performance.”
· Technical Staff will then remain on stage, if possible or return to the stage frequently to update the audience and keep them calm until the all clear is sounded.
· Technical Director will use the backstage paging system to inform performers/technicians and have them move out of the stage/dock area to dressing rooms.
· The security console will continue monitoring the scanner or local broadcasts. Once the warning time has expired, Security will notify MOD of “All Clear”.
· MH-MOD will notify all staff by radio of “All Clear” and staff will escort patrons back into space.
· If necessary, the following announcement will be made.
o “Ladies and Gentlemen, may I have your attention please. We have determined that the immediate danger has passed and we will resume all activities. Thank you for your cooperation.”
· Following the “All Clear” announcement, everyone can return to their work areas and performance spaces. They should remain alert for further announcements as Severe Weather may persist.
PERFORMANCE – TORNADO WARNING
· If the tornado sirens activate, persons will be directed to withdraw to the corridors in the auditorium. Persons may also withdraw to the back portion of the first floor of the Auditorium (under the balcony), which may be used when the corridors are full.
· All persons should be kept away from areas with glass windows (Foyer, Corbett Tower).
· All staff should be prepared for possible power failure. Ushers should all have flashlights. Operations and events staff should all have flashlights and radios.
5) ACTIVE INCIDENT
Active incidents are potentially life threatening situation that impact Music Hall and the persons working within it. These can include confrontations with disgruntled employees, domestic situations, and acts of terrorism.
IF ESCAPE IS POSSIBLE
· If it is safe to escape the building, do so.
· Seek cover far away from the building, keeping solid objects, a car, a tree, another building, etc, between you and the aggressor whenever possible.
· Dial 911 when you are a safe distance away. Be aware that the 911 system will likely be overwhelmed. Program the CPD non-emergency line 513-765-1212 into your cell phone for emergency use.
· Be mindful of approaching emergency vehicles and obey all directions given to you by Law Enforcement Personnel (LEP).
IF YOU CANNOT ESCAPE
· Upon learning of an aggressor in the building, immediately close and lock your office door. If possible, barricade the door with furniture, desks, filing cabinets, etc.
· Call 911.
· In public spaces, if possible call 911. Be aware that the 911 system will likely be overwhelmed. Program the CPD non-emergency line 513-765-1212 into your cell phone for emergency use.
· If you can do so safely, allow others to take shelter with you.
· Remember the safety of the many vs. the safety of the few.
· Rescue attempts should only be made if they do not endanger the lives of those already in a secured area.
· Be aware, the aggressor may bang on the door and yell for help as a way to entice you to open the door.
· When in doubt, do NOT open the door.
· Block interior windows and/or close interior blinds whenever possible.
· Turn off all radios/speaker and computer monitors and silence cell phones.
· Place signs in the interior windows to identify the location of injured persons.
· After securing the room, all occupants should take cover where they cannot be seen.
· Choose a location that may offer additional protection (behind a desk, filing cabinet or wall).
· Occupants should NOT group together. Remain spread apart.
· Dial 911 if it is safe to do so. Give your location and a description of the aggressor.
· Remember that a LEP will not know whether or not you are a threat
o FOLLOW ALL DIRECTIONS FROM LEP.
o Do not make sudden moves.
o Keep hands visible and empty at all times near LEP.
· Remember that LEP will not treat the injured nor evacuate civilians until they are sure the threat is neutralized. Remain calm and stay still until LEP tells you to move.
WAGE, FEE & TAX INFORMATION 1) W-2 EMPLOYEES
a. If you are a regular employee, your wages will have federal, state, and local (2.1% of gross earnings) taxes withheld, in addition to Social Security and Medicare (7.65% of gross earnings). By January 31st, 2020, you will receive a W-2 form necessary for your annual tax returns. Please be sure your personal information is correct on your first check. Notify HR immediately upon discovery of an error or change of address.
2) 1099 INDEPENDENT CONTRACTORS
a. If you are an independent contractor, you will not have federal, state, Social Security, or Medicare taxes withheld from your wages. As a self-employed individual, you are responsible for the payment of all federal and state taxes due. You will receive a 1099 tax form reporting your compensation and a W2 tax form to show the amount of city tax that was withheld from your 1099 paycheck. By January 31st, 2020, you will receive a 1099-MISC form necessary for your annual tax returns. Please be sure your personal information is correct on your first check. Notify HR immediately upon discovery of an error or change of address.
a. Artists who reside and pay taxes outside the United States may be subject to a 30% automatic withholding for nonresident employees. You are required to fill out IRS Form 8233, “Exemption from Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Nonresident Alien Individual” Forms and instructions can be downloaded from the IRS website at http://www.irs.gov/formspubs/index.html or by contacting the Chief Financial Officer. (Here’s a Tax Tip going forward…) A reduced rate of withholding is available using IRS form 13930, “Application for Central Withholding Agreement.” Form 13930 must be filed by you with the IRS at least 45 days prior to your work with Cincinnati Opera. As part of the mandatory reporting process, The Opera is also required to file IRS Form 1042-S with both the IRS and you. You will receive your copy prior to March 15th of the calendar year following the year in which the withholding occurred.
3) FEE PAYMENTS, BANKING & LOCAL TAXES
a. Pay day for weekly-compensated personnel will be on Friday.
b. Non-exempt employees will be required to record their hours via punching a time card in the Paycor portal.
b. To ensure you are paid properly please review your paycheck or electronic pay stub promptly. If you find an error or have any questions, contact the HR Manager.
c. A PNC Bank ATM is located in Washington Park.
d. Cincinnati Opera is required to deduct City of Cincinnati income tax at a rate of 2.1% from the wages earned by all employees and independent contractors who work within the jurisdiction of the City. If you believe that you are entitled to a refund of a portion of city tax withheld from your wages, you must file a return with the City at the end of the year. To receive a tax return form, contact the City of Cincinnati at (513) 352-3838 or at www.cincinnati-oh.gov. For questions concerning taxes withheld from your wages, please consult with the Chief Financial Officer.
PLEDGE OF CONFIDENTIALITY
As a member of the company of Cincinnati Opera, I understand the need for confidentiality regarding any Cincinnati Opera business. I will not divulge confidential information or plans of or about Cincinnati Opera to anyone. If there is any question as to the confidentiality of the information with which I am working, I will contact my supervisor, the Director of Public Relations or the General Director & CEO.
Requests for information from anyone outside of the Company should be referred to Cincinnati Opera’s Director of Public Relations or the General Director & CEO.
I have received the 2019 Summer Festival Handbook, the Emergency Procedures Plan, the Cincinnati Opera Harassment Policy and the Confidentiality Policy (above). I understand and acknowledge that failure to comply with these policies will result in disciplinary action, up to and incuding dismissal.