Block 1 Building Use and Reservation Policies

 

Dear music students,

This message follows up on my message to you on July 27 to provide additional information about building use during Block 1, including rules and protocols for making space reservations. By now, those who anticipate needing to use the building in Block 1 should have requested permission through the Office of the Provost. See this link for more information (link to Block 1 request email). Those who requested Block 1 access will receive a decision regarding their request in the coming days.

Over the summer, we have been tracking public health studies and best practices as they emerge regarding performing arts instruction in the era of COVID-19. In reviewing these studies as well as consulting with medical and engineering experts, we have established a set of policies for room use and in-person lessons during Block 1.

We recognize that these restrictions are not ideal, and limit what is possible at the start of Block 1. These policies are in place to help maintain a safe and healthy environment for our faculty and students. Our guidelines may change as additional studies are released and as we get closer to Block 2. Music students should consult with their faculty member as to their ability to teach in the building.

GENERAL BUILDING USE PROTOCOLS FOR BLOCK 1:

• In order to gain access to the building in Block 1, you are required to make a room reservation in advance. Only students who have been pre-approved by the Provost’s Office and have submitted confirmation of a negative COVID-19 test result prior to their initial arrival on campus, will be allowed to book space in ASIMUT.
• Only individual practice and one-on-one lessons will be allowed during Block 1—we are not yet prepared to allow chamber music rehearsals or other small ensemble playing.
• For Block 1, all studio accompanists and other lesson collaborators will only be allowed to work online or via pre-recorded accompaniments sent to students. More information for accompanists will be provided in the coming week.
• Only use rooms that are assigned to you for the purpose assigned. If you should come across a room that appears empty, please assume it is in the “down time” and do not use or enter the room. More information about “down time” appears below in the Policies section.
• Please exit your room immediately at the end of the reservation. It is your responsibility to reserve the last five minutes of assigned room usage for purposes of wiping down any shared surfaces (piano keyboards, barres, door handles, light switches, etc.) using supplies that will be provided.
• We require the use of disposable absorbent towelettes (such as “puppy pads”) for brass players to manage condensation from instrument valves. These are readily available at most pharmacies or grocery/pet stores, and you are required to provide them. The advice is to let condensation drip out gently, do not blow through. Discard towelettes properly in the trash.
• Wash hands before and after session; keep hand sanitizer nearby during session. You should also take advantage of hand sanitizer stations placed throughout the building. Try to keep hands away from face.
• Instruments, especially winds and brass, should not be shared for any reason. Auxiliary instruments, if required for school activity, will be assigned to a single player only.
• Wind instrumentalists should not, for any reason, share or use each other's reeds.

HOW TO RESERVE A ROOM:

Instructions for making a reservation are:

• Log into ASIMUT to view available rooms. For instructions on how to reserve a practice space in ASIMUT, see this link.
• Students may make space reservations between midnight and 4pm the day before the booking time through ASIMUT.
• The start times of all reservations will be staggered to minimize long lines at the building entrance. In addition, each space (including practice rooms) will sit empty for one hour after each reservation block.
• You may only arrive at the building entrance 10 minutes prior to your reservation, and you must depart the building immediately following your reservation end time.
• After reserving a space in ASIMUT, you will receive an automated confirmation to your Juilliard email. In the email will be a link to a health form that must be filled out before you arrive at Juilliard.
• After submission of the health form, you will be sent a confirmation notice and a QR code for admission to the Juilliard Diamond Building. You will present this QR code at the building entrance as part of our entry protocol. You will not be able to enter the building without that confirmation.
• Once your reservation is made it will appear in your personal agenda in ASIMUT.
• Do not move pianos or technical podiums.
• No food or drinks in rooms (except bottled water). Designated eating areas are being established throughout the building.

CONFIRMATION AND CANCELLATION:

• If you will not use your reserved space, please be considerate and cancel your reservation in ASIMUT.
• A confirmation of your room reservation does not guarantee admission to the Juilliard building. You must also have the confirmation from the health form and that confirmation will expire at the end of each reservation day.
• The Registrar’s office reserves the right to re-assign or cancel room reservations. In the case of such changes, the Registrar’s office will send a notification to confirm.
• Please note that the Registrar’s office will send all confirmation email notices to Juilliard email addresses only.

IN-PERSON LESSON POLICIES:

• In-person lessons are limited to 50 percent of total lesson time in Block 1—the remainder of your lessons should be done online.
• Winds, brass, and voice lessons are limited to 30 minutes. All others may only receive a single 60-minute lesson before they must move into another assigned room. We recognize that these rules are limiting. If further studies suggest that we are able to extend lesson times, we will do so.
• Each room requires 60 minutes of down time in between lessons with singers, actors, winds, brass or dancers, and 30 minutes of down time in between for all other users.
• Social distancing must be maintained at all times. 7.5 feet social distancing is the default, 12' for dancers, 15' for winds, brass, singers, and actors.
• Both teachers and students must wear masks at all times. No one should talk without a mask. The masks must be well fitting—no gaps—and the mask must be kept in its proper position to cover the nose as well as the mouth.
• We are studying and testing out adaptive masks for singers, actors; slitted masks for wind and brass players; and athletic masks for dancers.
• All artists should have one mask for playing and another mask for general use, especially if slitted.
• We have been advised of the benefits of using bell covers and key covers for wind and brass instruments. We are investigating the availability of these covers and would appreciate any experience you have had, as well as ideas for sourcing.

PRACTICE ROOM POLICIES:

• Practice bookings can only be made in four-hour increments and students are allowed a maximum of one booking session per day (weekend times are still being confirmed to align with Preparatory Division plans). In addition, a number of spaces will be reserved for one-hour slots as “lesson warm-up" spaces. These spaces may only be reserved once per week and should only be booked one hour prior to your confirmed lesson time. Only one person is allowed in a practice room at a time.
• All practice rooms will sit empty for one hour in between each reservation to allow air to recirculate. Do not enter a room that you do not have a current reservation for, even if it is empty.
• Brass, organ, percussion, voice, jazz, and historical performance students who require rooms with specific equipment will be able to reserve those specific-use rooms via ASIMUT.
• Juilliard ID cards must be displayed in practice room windows with the photo facing outward while a room is in use.

REQUESTS FOR OTHER TYPES OF SPACE:

• Music students will generally not have access to Dance/Drama studios during Block 1.
• If you would like to request a type of space not listed here (for example, a space to log in to an academic class, access to the IT Lab, Music Technology Lab, Recording Studio, other larger rehearsal/performance space, etc.), you can fill out the “Reservations for Alternate Spaces” online request form in ASIMUT starting on August 30. Please note that availability of some spaces will be restricted, and sometimes not available at all, during parts of Block 1.
• If you only need brief, one-time access to the building for an appointment with a staff member, or to clear out your locker, please contact Sabrina Tanbara at [email protected].
• Arrangements for Library “curbside" pick-up service will be announced shortly.
• We are also working with Lincoln Center to provide dedicated outdoor spaces on campus for students to log in to academic classes.

AIR QUALITY AND HVAC

We are undertaking efforts to significantly improve air quality in the building. We are also installing building control systems that alert us to issues with air quality and provide greater control over humidity and air changes per hour (ACH) in individual areas.  

Upon guidance from our engineering firm, we are:

• Targeting 4-6 ACH, with a minimum of 3 ACH.
• Placing portable air purifiers in rooms where appropriate air quality is not achieved via the central system.  We have selected devices that optimize efficiency and low noise; these units should not be tampered with or disabled. Unless built into the walls or ceiling, the portable units should be placed next to singers, actors, winds/brass and instructors if they, too, will sing or act during the lesson.
• For rooms without ventilation and without air purifiers, such as practice rooms, only one person at a time is permitted in the room.
• We are also expanding the system by which users of the Diamond Building can alert Facilities to areas in need of custodial attention. The text message-based system will now cover 251 rooms, adding classrooms, practice rooms, teaching studios, and rehearsal rooms to the 33 restrooms currently covered.

We will continue to keep in touch as plans for the fall semester develop. We appreciate everyone’s flexibility and understanding as we work through this public health crisis, finding meaningful and safe ways to work together.

Adam Meyer
Provost