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 or USB drive and take it to a PC that is so connected, 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.
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.

Download the District 9750 Monthly Club Attendance Calculation & Report Form as a Word Doc file

Download the District 9750 Monthly Club Attendance Calculation & Report Form as an Excel Xls file