LU!VE Attendance Policy for Performance Participation

We want to stress that participating in performance is NOT required to be in the ensemble - if you just want to come and sing for practice and community, we welcome you! You also don't have to sing every song in a performance if something is too challenging or too much for your voice - we prioritize vocal health in our ensemble.

If you do want to participate in performance opportunities with the choir, here are a few general expectations in addition to the attendance requirements:

• Practice your parts at home as needed using the rehearsal resources provided.

• Check the rehearsal schedule and catch up at home on any material from missed rehearsals using the resources provided.

• Reach out to your section leader for support if you are struggling with any sections or songs.

• Communicate promptly about any absences, planned or unplanned, for rehearsal, sectional, dress rehearsal, savepoint, performance, etc.

Executive Summary

1. Attend a minimum 50% of rehearsals in-person, PLUS all dress rehearsals, PLUS both in-person sectionals.

2. If you are going to attend virtually, please read the Virtual Attendance section below for required steps.

3. Let us know ASAP if you can’t make a rehearsal, or follow up if you miss a rehearsal due to an emergency situation. 

4. Abide by the Health Policy for illness and quarantine.

5. Bottom line: Please just communicate with us so we can help you. (Please!)

PART ONE: Attendance Requirements

1. In-Person Requirement

Members who wish to perform must attend a minimum of 50% of regular rehearsals PLUS all dress rehearsals in person, unless you have prior approval from the Artistic Guild for an alternate schedule, accommodation, or registered absence (see Absences section below).

1. • Attendance is counted by signing in on the weekly attendance sheet. The Artistic Guild will record anyone on virtual for that rehearsal. 

   • Though 50% is the minimum, we really would like everyone to attend as much as possible, both for community and for general cohesion of the ensemble!

   • If you need additional flexibility for attendance due to health or life circumstances, please contact the Artistic Guild OR notify us in your season registration form that you would like to request accommodation to the attendance policy, and we will follow up about your specific circumstance.

   • The 50% Math: If we have 14 regular rehearsals in a season, you must be in-person for at least 7. If we have 15 regular rehearsals in a season, you must be in-person for at least 8. Dress rehearsals are counted separately for attendance and not towards the 50% minimum.

2. Sectional Attendance

Members who wish to perform must also attend 2 in-person sectionals each season. These are scheduled on an ad-hoc basis for maximum availability for section members.

1. • If you offer your availability in scheduling but are unable to attend the date that is selected, your section leader will make a note and it will not be counted against you. Section leaders will make every effort to find a mutually agreeable date, and ensure that all members are able to attend at least one sectional in the season.

   • Section leaders will report both attendance at sectionals and responses to scheduling requests to the Artistic Guild for overall tracking. 

   • Additional virtual sections or check-ins may be offered or organized on an ad-hoc basis; these are not required to attend and do not count for/against attendance. 

3. Virtual Rehearsal

We offer a virtual rehearsal option for flexibility, since we maintain and enforce strict health policies. Virtual rehearsal is not the primary way most members who wish to participate in performance should expect to attend; however, we want to be flexible for all our members while respecting the time and commitment of all our members.

1. • If you are on an approved accommodation for the in-person attendance minimum, virtual rehearsal will count as 0.5 (half of 1 rehearsal) TOWARDS the 50% rehearsal attendance calculation. 

     • • Example: If you attend 6 in-person and 7 virtual, attendance would be calculated as 6 + 3.5 (the math for 7 x 0.5), or a total of 9.5/14.

   • If you are not on an approved accommodation for attendance, you can still get partial credit towards your overall attendance rate if you are over the 50% in-person minimum by notifying us at least 1 hour before rehearsal (via #schedule channel in Discord or email/DM) that you will be attending virtually that week. Virtual rehearsal attendance would then count as 0.5 (half of 1 rehearsal) in addition to meeting the 50% in-person rehearsal attendance calculation. If you are not over the 50% in-person attendance minimum, virtual rehearsal will not count towards the minimum.

     • • Example: If you attend 7 in-person and 1 virtual, your overall total would be calculated at 7.5/14. If you attend 6 in-person and 2 virtual, it would only be calculated at 6/14, because the 50% minimum is calculated for in-person attendance.

PART TWO: Absences & Missed Rehearsals

1. Absences

Absences should be communicated via #schedule channel in Discord or email/DM. The sooner we know you can’t attend a rehearsal or why you missed a rehearsal, the easier it makes our planning. Basically, please just communicate with us as early as possible if you know you cannot attend a rehearsal! 

1. • Attendance Modifiers: Because we really, REALLY want you to communicate with us, there are a few ways to boost your score. 

     1. • Absences submitted in your season registration will NOT be counted towards your total and will be excused. This includes required dress rehearsals.

          1. Example: If you tell us you will miss two specific Fridays during the season, and we have 14 rehearsals in that season, your attendance total will be calculated out of 12 instead of 14. (Yes, you have to tell us the specific dates you will miss when you register.)

          2. Example: If you tell us in your season registration form that you have a conflict for a required dress rehearsal, it will not be counted against your ability to participate in the performance. 

        • If you miss rehearsal due to an emergency or extreme circumstances, please communicate your situation to an Artistic Guild member or your section leader as soon as it is safe/reasonable for you to do so, and that absence will also be excused. 

          1. Example: If you expected to be at rehearsal but your car broke down or you need to deal with something else urgent, let us know as soon as you are able and we will adjust your attendance total to be out of 13 instead of 14.

   • Absences due to regular illness like a cold, flu, or other ailment not necessitating a trip to urgent care or hospital do not count as an emergency situation. In these cases:

     1. • Be sure to check the Health Policy and observe all guidelines for quarantining and missing rehearsals.

        • Notify us for absence due to illness or quarantine via the #schedule channel in Discord or via email/DM.

        • The virtual option is available for 0.5 credit (as outlined above in the Virtual Rehearsals section) if you are feeling well enough to participate, but are still in your quarantine window. 

        • PLEASE do not force yourself to attend virtually if you are sick - just rest and feel better!

   • We understand life happens and plans change! If additional rehearsal conflicts arise during the season, please communicate as soon as possible with your section leader or a member of the Artistic Guild. We may be able to offer additional credit or accommodation for the attendance minimum on a case-by-case basis.

Any rehearsal that you do not attend and also do not communicate will be counted as a zero for the attendance minimum.

2. Missed Rehearsals

If you miss a rehearsal, either planned or unplanned, you must check the rehearsal schedule to see what material was covered, and practice at home to catch up. 

2. • If you are not sure what or where that resource is, please contact your section leader for additional support!

   • If you have questions about the rehearsal plan or what was covered at rehearsal, please also contact your section leader!

PART THREE: Attendance Support + Compliance

1. Check-Ins

We care about all our members, so if we notice a lack of attendance or communication, we will reach out to you to check in. We have two designated Savepoint rehearsals in the season that act as check points for teaching and check-ins, and they are noted on the rehearsal schedule.

1. • If your attendance is trending below 70% overall at any point after the first Savepoint rehearsal, you will receive a check-in message via Discord DM from your section leader or a member of the Artistic Guild to see how you’re doing and if you need additional support or accommodation.

   • If your attendance is trending below 50% in-person at any point after the first Savepoint rehearsal, you will receive an attendance notice via Discord DM from a member of the Artistic Guild to review the attendance policy and see if you need additional support or accommodation.

If you do not respond to communication attempts, it will reduce the flexibility we are able to offer you. Please, PLEASE, just communicate with us if you need accommodation to participate in the ensemble!

2. Performance Disqualification

We would hate to do it, but we want to respect the time and effort from everyone else who participates in the ensemble and attends rehearsal every week.

2. • If you are below the 50% in-person attendance minimum AND do not respond to repeated communication attempts from your section leader or the Artistic Guild, you would be disqualified from being able to participate in upcoming performance opportunities that season.

   • If you miss a required dress rehearsal with no notice OR follow up communication to your section leader or a member of the board, you would be disqualified from being able to participate in the performance opportunity tied to that dress rehearsal.

Conclusion

If you have any questions or clarification regarding the details outlined in the Attendance Policy, please contact your section leader or a member of the Artistic Guild, and we will be happy to clarify or assist you! We also review and update this policy as needed prior to each season registration, so if you have feedback please share it in writing via email or Discord, or on the post-season survey. Thank you!