Member Attendance Policy

Australian Christian Arts LTD - Member Attendance Policy 
Part A — Policy Overview
Purpose
1 This Member Attendance Policy establishes the attendance requirements and procedures for members of Australian Christian Arts LTD (AChA). The policy recognises that consistent attendance is fundamental to achieving excellence in musical, choral, and production activities as an act of worship and service.
2 Membership in Australian Christian Arts LTD is voluntary and unpaid, but deeply missional in nature. Like serving in one's Church, involvement constitutes an act of worship and service, requiring commitment, accountability, and respect for the community.
3 The shared objective of Australian Christian Arts LTD is to become one of the finest choirs, orchestras, and production teams in the country. This requires the steadfast presence and participation of every member.
Scope
1 This policy applies to all members of Australian Christian Arts LTD participating in choirs, orchestras, production teams, and related activities.
2 This policy covers attendance at rehearsals, notification procedures for absences, and the consequences of non-compliance with attendance requirements.
Part B — Attendance Requirements
The 70% Attendance Standard
1 To enable the creation of excellence as an offering to God, every member must commit to attending at least 70% of scheduled rehearsals, which equates to approximately 4 out of every 5 rehearsals.
2 Only rehearsals officially announced by Australian Christian Arts LTD at least three (3) months in advance are counted toward attendance calculations.
3 The 70% attendance standard is a minimum requirement. Members are expected to attend every scheduled rehearsal unless prevented by circumstances beyond their reasonable control.
Unacceptable Attendance Behaviour
1 Uncommunicated absences are unacceptable and will not be tolerated, as they:
Hinder collective progress toward excellence
Disrespect the time and dedication of fellow members
Compromise the quality of the artistic offering
Undermine the missional nature of the organisation's work
2 Every member's presence makes a significant difference to the artistic and spiritual outcome of the organisation's activities.
Part C — Absence Notification Procedures
Primary Notification Method
1 Members who are unable to attend a scheduled rehearsal must notify Australian Christian Arts LTD by completing the Member Absence Form before the rehearsal commences.
2 Pre-notification is not merely a courtesy; it is a policy requirement that enables the organisation to:
Provide appropriate pastoral care to members
Make necessary musical adjustments
Make appropriate logistical arrangements
3 Member Absence Forms are automatically distributed via text message or email and require approximately 20 seconds to complete.
4 To maintain clear and consistent communication channels, members must not communicate absences individually to other team members. All absence notifications must be submitted through the official Member Absence Form.
Emergency Notification Procedure
1 In circumstances where an emergency arises immediately before a rehearsal that prevents completion of the Member Absence Form, members may notify Australian Christian Arts LTD by sending a text message to 0489991212.
2 Emergency notifications via text message will be recorded by Australian Christian Arts LTD for attendance tracking purposes.
Late Notification Procedure
1 If a member fails to submit notification before a rehearsal, the member may complete the Absence Form retrospectively after the rehearsal has occurred.
2 Australian Christian Arts LTD will personally contact members who miss rehearsals without prior notification within ten (10) days of the missed rehearsal to:
Maintain connection with the member
Provide pastoral support if needed
Ensure no member becomes disconnected from the community
Automatic Membership Pause
1 If a member misses a rehearsal and Australian Christian Arts LTD has not received any communication from the member within ten (10) days of the missed rehearsal, the member's membership will be automatically placed on pause.
2 The automatic membership pause under section 8.1 is implemented not as a punitive measure, but to:
Maintain connection with all members
Ensure appropriate pastoral care is provided
Demonstrate that every member is valued by the community
3 The procedures governing membership pauses are set out in Part F of this policy.
Part D — Alternative Membership Arrangements
Membership Freeze for Exceptional Circumstances
1 The Membership Freeze is available to members experiencing exceptional or extenuating circumstances that temporarily prevent them from meeting the 70% attendance standard.
2 A Membership Freeze may be granted even if the member's attendance has fallen below 70% in the lead-up to a concert or event, and may still permit the member to participate in that concert or event.
3 Members seeking a Membership Freeze must complete the Membership Freeze Form to enable Australian Christian Arts LTD to provide appropriate support and maintain the member's involvement in the community.
4 Concert participation during a Membership Freeze may still require attendance at the technical rehearsal for that concert.
5 The Membership Freeze Form is available from the forms section on heartbeat (under 'all forms' on the info/music tab).
Membership Hold for Concert Unavailability
1 A Membership Hold is available to members who know in advance that they will be unable to participate in an upcoming performance and/or the technical rehearsal for that performance.
2 A Membership Hold provides temporary relief from the 70% attendance standard for the relevant concert season while preserving the member's place in the community.
3 Members seeking a Membership Hold must complete the Membership Hold Form, after which they will be welcomed back to active participation following the conclusion of the relevant concert.
4 The Membership Hold Form is available from the forms section on heartbeat (under 'all forms' on the info/music tab).
Membership Cancellation
1 Members who are no longer able to commit to participation in Australian Christian Arts LTD may cancel their membership at any time by completing the Membership Cancellation Form.
2 Australian Christian Arts LTD does not provide refunds of membership fees upon cancellation.
3 Members who have cancelled their membership are welcome to rejoin Australian Christian Arts LTD without payment of additional membership fees, provided that:
The member applies to rejoin; and
The rejoining occurs before the original membership's scheduled renewal date.
4 The Membership Cancellation Form is available from the forms section on heartbeat (under 'all forms' on the info/music tab).
Part E — Membership Pause Procedures
Commencement of Membership Pause
1 A membership pause commences when:
A member misses a rehearsal; and
Australian Christian Arts LTD has not received any communication from the member within ten (10) days of the missed rehearsal.
2 A membership pause is implemented to maintain connection and communication with members, reflecting the organisation's commitment to operating as a 'creative family' within Australian Christian Arts LTD.
Response Period During Membership Pause
1 Members whose membership has been paused have eight (8) weeks from the commencement date of the pause to make contact with Australian Christian Arts LTD.
2 If a member makes contact with Australian Christian Arts LTD within the eight (8) week response period, the member will be welcomed back to rehearsals and community activities immediately upon contact.
3 Return from a membership pause represents a fresh start with renewed commitment to the attendance standards set out in this policy.
Automatic Closure After Response Period
1 If Australian Christian Arts LTD has not received any contact from a member within eight (8) weeks of the membership pause commencement date, the organisation will assume the member has stepped away from participation and will formally close the membership.
2 Formal closure of membership is implemented to maintain clarity and to ensure appropriate allocation of community resources.
3 Members whose membership has been formally closed are always welcome to contact Australian Christian Arts LTD when they are ready to re-engage with the community. The procedures for re-engagement after formal closure are set out in Part F of this policy.
Part F — Membership Closure Procedures
Effect of Membership Closure
1 When a membership is formally closed, the member steps back from rehearsals, concerts, and other community activities for a minimum period of three (3) months.
2 The three (3) month closure period provides space for clarity and enables fresh beginnings when the member is ready to re-engage.
Re-Application After Closure
1 After the three (3) month closure period has concluded, the former member is welcome to re-apply to participate in the Australian Christian Arts LTD community.
2 Australian Christian Arts LTD will prayerfully consider each re-application, taking into account the circumstances that led to the membership being closed.
3 Members who wish to rejoin after the closure period may contact Australian Christian Arts LTD by email at members@australianchristianarts.com to discuss what rejoining could involve.
4 There will be no cost for rejoining, provided that the three (3) month closure period concludes before the renewal date of the original membership.
Appeals
1 Members may appeal any decision relating to membership closure by contacting Australian Christian Arts LTD at members@australianchristianarts.com.
2 Australian Christian Arts LTD is open to hearing from members at any time regarding concerns about membership status or policy application.
Part G — Welfare Breaks
Faith and Music in Tension
1 Participation in Australian Christian Arts LTD combines members' faith commitments with their musical passions and talents.
2 Occasionally, the unique tension between faith and musical participation may present personal challenges for individual members.
3 Australian Christian Arts LTD personnel are attentive to situations where ongoing tension between faith and musical participation may lead to emotional distress for a member.
Duty of Care Response
1 If Australian Christian Arts LTD personnel observe a consistent pattern of emotional distress in a member, regardless of the cause, the organisation recognises its duty of care to that member.
2 Following compassionate dialogue and provision of appropriate support, Australian Christian Arts LTD may determine that a 'Welfare Break' is the most appropriate course of action to ensure the member's wellbeing.
Purpose of Welfare Breaks
1 A Welfare Break is never intended as a punishment or disciplinary measure.
2 The purpose of a Welfare Break is to provide a supportive period for the individual member to:
Prayerfully discern whether continued involvement with Australian Christian Arts LTD remains healthy for their personal wellbeing
Reflect on their conscience before God regarding their participation
Achieve clarity and, if appropriate, renewed commitment to participation
3 A Welfare Break represents Australian Christian Arts LTD's commitment to the holistic wellbeing of every member, recognising that spiritual and emotional health takes precedence over musical participation.
Part H — Contact Information
General Enquiries and Member Support
1 For enquiries regarding membership status, attendance matters, or general member support, please contact:
Email: members@australianchristianarts.com
Emergency Absence Notifications
1 For emergency absence notifications immediately before a rehearsal, members may send a text message to:
Emergency Absence SMS: 0489991212
Forms and Resources
1 All forms referenced in this policy, including:
Member Absence Form
Membership Freeze Form
Membership Hold Form
Membership Cancellation Form
2 are accessible through heartbeat in the 'all forms' section located on the info/music tab.
3 Member Absence Forms are automatically distributed via text message or email when absences are anticipated.
Part I — Policy Administration
Policy Review
1 This policy will be reviewed annually to ensure it continues to serve the mission and values of Australian Christian Arts LTD.
2 Members are welcome to provide feedback on this policy at any time by contacting members@australianchristianarts.com.
Policy Interpretation
1 Any questions regarding the interpretation or application of this policy should be directed to the leadership of Australian Christian Arts LTD at members@australianchristianarts.com.
2 Australian Christian Arts LTD will apply this policy with grace, recognising that each member's circumstances are unique, while maintaining the standards necessary for excellence in artistic and spiritual ministry.
Commencement
1 This policy commences on the date of approval by the Board of Australian Christian Arts LTD.
— End of Policy —