Attendance Reporting: Due by the 10th of the month on the attendance for the previous month.
There are 5 ways that you can report:
Reporting your clubs attendance in a timely fashion can be done in several ways - use whichever is easiest for you – and you do not need to use the same method every month.
First: District Website
| It has been reported that some pop-up blockers prevent using this method. |
| All fields must be completed correctly or the form resets and all data must be reentered. |
| Go to: http://www.rotary7630.org/ |
| Click [Enter] |
| Move your cursor over "Club " on the horizontal menu bar at the top center of the page. |
| Move your cursor over the words "Administration", then "Secretary Corner" and finally click on "Submit Attendance Report" in the menu that will appear and single click. |
| On the page that comes up, move your cursor to the down arrow on the right side of the box that shows "Select Club” |
| Scroll down and click on your club name - your club name should now appear in the window. |
| Select the “Reporting Month” from the pull down menu |
| The Reporting Year should be selcted as the current year . |
| Use the down arrow to select the number of “Meetings” you had this month and click that number. |
| Enter the Attendance (Per Cent). Delete the wording that now appears and enter a number only (ex 82.64, 72.1, 65) – no % sign |
| Enter the Number of Members in your club – could be different than the number used to calculate attendance %. |
| Enter the Secretary - or the name of the person completing the report. |
| Enter the Email Address of the person completing the report. |
| Enter any notes or comments you wish to share. |
| Click [Submit] . |
| Please print this confirmation letter for your club records - and in case of email, computer, server, program, or network problems this page can be faxed to the District if requested. |
| If you have the data ready - it should not take more than a few minutes to complete this entire process. |
| Try this once and I think that you will find it very easy to do. |
| This automatically sends an email to the District Secretary or the person who is compliling the Distrcit Attendanec Report. This completes your monthly attendance report and no additional paperwork is required. |
Second: Email Report
| Send an Email to tjbeblo@tjbeblo.com with the following information |
| Subject Line to read “Rotary Attendance Report – Club Name – Month” |
| You can copy and paste the following into the email and fill in the information |
| Club Name = Please do not forget this part. |
| Month = |
| Year = |
| Meetings this month = |
| Attendance (Per Cent) = |
| Number of Members = |
| Your Name = |
| Your telephone number = |
| Your Email address if different from where it is being sent. |
| Any notes or comments you wish to share. |
| Note: Some clubs that use Attendance programs send the file that their program creates. |
Third: Voice Mail
| Voice mail to 302-378-0159 with the same information listed above - except I do not need the Email address. |
Fourth: Fax
| Fax to 302-378-0162 with the same information listed above - except I do not need the Email address. | |
|
 Note
- the fax line is a dedicated fax line,
it should only be busy if another fax is being sent or received. |
Fifth: USPS Mail
| Snail mail via USPS to: Tim Beblo |
300 Lynn Court
Middletown, DE 19709
Attendance Calulations:
Calculating attendance: What is show below also addresses how to account for Honorary Members and those that fall under the Rule of 85. Keep in mind that there no longer is a member classification called Senior Active – although many clubs and name badges may still use that term – A person who was Senior Active would normally fall under the Rule of 85.
Calculation of attendance based on a club with 40 members that had 4 meetings in July and no make-ups:
week 1+ week 2 + week 3 + week 4 (divided by) (the (# of members x # of meetings that month)
Perfect attendance would be:
(40+40+40+40) / (40 members x 4 meetings) = 100.0%
Other attendance might be:
(32+30+28+33) / (40 members x 4 meetings) = 76.9%
* If there were 5 make-ups the attendance calculation would be:
(32+30+28+33+5)
/ (40 members x 4 meetings) = 80.0%
The report to the District would be:
Club Name = Your Club
# of Meeting = 4
# of members = 40
Attendance % = 100% or 76.9% or 80.0%
Notes on # of Club Members – in case you have these situations:
¨ Honorary Members - are exempt from dues and attendance requirements – and are not included when reporting the # of members or in the attendance calculations.
¨ Rule of 85 - Those who have an aggregate of the number of years of age plus years of membership in one or more clubs that totals 85 years can request in writing to be excused from attendance requirements. The Board can approve this request. These individuals still pay dues and are still members of the club – they are included when reporting the # of members, but are not included in the % attendance calculation.
¨ Leave of Absence - The above examples assumed that you have no members on a leave of absence. Members who are on a Board Approved leave of absence are still required to pay RI and District and are included in the # of members reported each month – but are not included in the attendance % calculation.
¨ Example that includes the complications above - suppose
o There are 40 members
o There are 2 on a leave of absence
o There is 1 Honorary Member (this person is not include as part of the 40 members)
o The are 3 who are excused by the rule of 85
o There are 5 make-ups – then…
(32+30+28+33+5) / ((40 members – 2 members on leave – 3 excused) x 4 meetings) = 91.4%
The report would be:
Club Name = Your Club
# of Meeting = 4
# of members = 40 – you still have 40 members and you still report 40 members – but only 35 are used for the % attendance calculation as shown above.
Attendance % = 91.4%
