Rotary
District 9750 - Club Monthly Attendance &
Membership Reporting Guide. Attendance and Membership
reporting is a requirement by RI on every Rotary Club.
Attendance reports are to be sent to the District
Attendance & Membership Records Officer by
the fifteenth of the following month. The
District Attendance Officer also requires reports that
have been missed, even if sent some months later. They
can be added into the annual picture easily. It is just
not possible for annual percentages to be correctly
reported without having ALL months entered.
NB: All monthly returns must be made in order to qualify
for any attendance award, if such is offered.
The preferred method for reporting is via RI-CAS
software, if the club uses it, at least for the Secretary
functions. This exported file then can be imported by the
District Attendance Officer into the District RI-DAS
records, without having to key in the individual data.
This method also includes member information updates,
making it really useful.
It is important that you have your correct RI
Club ID number (not the same thing as Charter
number). Please make sure that your RI Club
Number has been entered correctly in "Club Setup" (see
your RI half-yearly return, do not use the club's
RDU number). It could be listed on your club web
site or on your club letterhead. Contact the
District Secretary or District Attendance Officer
if unsure of your club number.
In RI-CAS this is called "Send Month-end
Data to District", in the "File"
menu, just follow the prompts, select the month
and the normal choice is to have it create the
report in an e-mail, and your e-mail program may
prompt you to ask if this is OK (to stop viruses).
If this computer doesn't have e-mail, you can
create the report as a file to take to one and
send as an attachment, see below.
NB: If your RI-CAS
hangs while exporting, there is a well known file
update that will fix it quickly, see our RI-CAS Problems
page.
NB: RI-CAS includes Outlook
Express and most e-mail clients, as well as Outlook
itself directly in RI-CAS Email. Tip: There is a handy feature to advise
RI and District about new or terminated members or even
change of address of an existing member Tip: If the PC that RI-CAS is installed
on is not connected to the Internet, just save the report
to a floppy disk and take it to a PC that is, and attach
the file to an e-mail to the attendance officer there.
If your club does not have RI-CAS, the second preferred
method is to download the electronic (Word Doc or Excel
Xls) copy of the "District 9750 Attendance
Calculation & Report" from the District web site
(see the links below). The completed Report file can then
be e-mailed to as
an attachment, to preserve the formatting, or mailed to
the Attendance Officer. Please be careful to check your
copy BEFORE sending it to ensure that you have NOT
changed the format. If the formatting has been changed (and
this happens frequently), then the District Attendance
Officer has to "fiddle" with it in order to use
it, which is very time consuming.
Please obtain a copy of the Standard Club
Constitution (which is also in the Manual
of Procedure), and check the attendance and make-up
requirements in Article VIII, so as to
ensure that the current qualifications are being applied
to your members. It is probably worthwhile having someone
in your club study this section and address the club and
also to publish this section, in its entirety, in your
club's bulletin. The qualifications have been greatly
relaxed especially for those travelling and/or involved
at District or higher level. The Standard Club
Constitution and MoP are available as PDF files at http://rotary.org/newsroom/downloadcenter/support.
The District Attendance Officer has received multiple
reports from the same club on many occasions. When they
show different figures, as they sometimes do, the latest
version of the figures will be used if it unambiguous as
to which version that is. So if you send a corrected
version, please note that. If it is not clear as to which
is the latest version, then the lowest % figure will be
entered without correspondence with the club. It is
beholden on the Club's Attendance Officer to check the
published data in the District Governor's Newsletter. If
there are any differences between the published data and
their records, the Club Attendance Officer should contact
the District Attendance Officer and provide evidence to
enable any changes required to correct the District
records.
Most confusion in working out the attendance averages
arises from those members who are "Excused
Absence". The main reason for a member to
be this status is that the member has attained 85 years
total of their years of Rotary service plus years of
their age, and has requested their Club
Board to be excused from attendance requirements, and
the Board has approved the request. This state of "Excused
Absence" is then permanent.
Temporary periods of excused attendance can also be
granted by the Club Board where conditions would not
permit a member to attend or make up in their
circumstances. Serious illness and travelling in areas
without Rotary presence are examples given. It is a
serious decision to grant this, see Article VIII of the
Club Constitution.
A member who is excused attendance is both removed from
the total number of active members eligible to be
reported for attendance, and excluded from the number of
reportable members attending the meeting should they
actually be present. That is why there are two lines on
the calculation sheet about this. Honorary members are
also excluded from attendance requirements and reporting.
RI-CAS will calculate this for you if the member status
is set correctly.
Excused Attendance is also NOT the same as "Leave
of Absence", which acknowledges that a
member cannot attend or make up for personal reasons, not
that it is impossible for them to do so. The Board can
more easily approve LoA to allow the member to keep their
membership. A period of LoA is excluded from the 60% and
four consecutive meeting attendance requirement, so
preventing a member from otherwise failing to meet the
attendance requirements. LoA does NOT change the member's
status for attendance reporting.
Thank you for your assistance.
District 9750 Attendance Officer.
The e-mail address for the current District 9750 Attendance
Officer is always:
Page updated 03 Sep 2005.
To access this page again, go to the District Web site at http://rotaryd9750.org.au, select "Club Support" side bar
button, then the "Club Attendance Reports to District"
link. If you need the form, we suggest that you "Right Click"
on a link below and select "Save As" to a location on
your disk.