1. Purpose
1.2 Membership in Christian Arts USA 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.
1.3 The shared objective of Christian Arts USA 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.
2. Scope
2.1 This policy applies to all members of Christian Arts USA LTD participating in choirs, orchestras, production teams, and related activities.
2.2 This policy covers attendance at rehearsals, notification procedures for absences, and the consequences of non-compliance with attendance requirements.
Part B — Attendance Requirements
3. The 70% Attendance Standard
3.1 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.
3.2 Only rehearsals officially announced by Christian Arts USA LTD at least three (3) months in advance are counted toward attendance calculations.
3.3 The 70% attendance standard is a minimum requirement. Members are expected to attend every scheduled rehearsal unless prevented by circumstances beyond their reasonable control.
4. Unacceptable Attendance Behaviour
4.1 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
4.2 Every member's presence makes a significant difference to the artistic and spiritual outcome of the organisation's activities.
Part C — Absence Notification Procedures
5. Primary Notification Method
5.1 Members who are unable to attend a scheduled rehearsal must notify Christian Arts USA LTD by completing the Member Absence Form before the rehearsal commences.
5.2 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
5.3 Member Absence Forms are automatically distributed via text message or email and require approximately 20 seconds to complete.
5.4 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.
6. Emergency Notification Procedure
6.1 In circumstances where an emergency arises immediately before a rehearsal that prevents completion of the Member Absence Form, members may notify Christian Arts USA LTD by sending a text message to 0489991212.
6.2 Emergency notifications via text message will be recorded by Christian Arts USA LTD for attendance tracking purposes.
7. Late Notification Procedure
7.1 If a member fails to submit notification before a rehearsal, the member may complete the Absence Form retrospectively after the rehearsal has occurred.
7.2 Christian Arts USA 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
8. Automatic Membership Pause
8.1 If a member misses a rehearsal and Christian Arts USA 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.
8.2 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
8.3 The procedures governing membership pauses are set out in Part F of this policy.
Part D — Alternative Membership Arrangements
9. Membership Freeze for Exceptional Circumstances
9.1 The Membership Freeze is available to members experiencing exceptional or extenuating circumstances that temporarily prevent them from meeting the 70% attendance standard.
9.2 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.
9.3 Members seeking a Membership Freeze must complete the Membership Freeze Form to enable Christian Arts USA LTD to provide appropriate support and maintain the member's involvement in the community.
9.4 Concert participation during a Membership Freeze may still require attendance at the technical rehearsal for that concert.
9.5 The Membership Freeze Form is available from the forms section on heartbeat (under 'all forms' on the info/music tab).
10. Membership Hold for Concert Unavailability
10.1 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.
10.2 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.
10.3 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.
10.4 The Membership Hold Form is available from the forms section on heartbeat (under 'all forms' on the info/music tab).
11. Membership Cancellation
11.1 Members who are no longer able to commit to participation in Christian Arts USA LTD may cancel their membership at any time by completing the Membership Cancellation Form.
11.2 Christian Arts USA LTD does not provide refunds of membership fees upon cancellation.
11.3 Members who have cancelled their membership are welcome to rejoin Christian Arts USA 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.
11.4 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
12. Commencement of Membership Pause
12.1 A membership pause commences when:
- A member misses a rehearsal; and
- Christian Arts USA LTD has not received any communication from the member within ten (10) days of the missed rehearsal.
12.2 A membership pause is implemented to maintain connection and communication with members, reflecting the organisation's commitment to operating as a 'creative family' within Christian Arts USA LTD.
13. Response Period During Membership Pause
13.1 Members whose membership has been paused have eight (8) weeks from the commencement date of the pause to make contact with Christian Arts USA LTD.
13.2 If a member makes contact with Christian Arts USA LTD within the eight (8) week response period, the member will be welcomed back to rehearsals and community activities immediately upon contact.
13.3 Return from a membership pause represents a fresh start with renewed commitment to the attendance standards set out in this policy.
14. Automatic Closure After Response Period
14.1 If Christian Arts USA 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.
14.2 Formal closure of membership is implemented to maintain clarity and to ensure appropriate allocation of community resources.
14.3 Members whose membership has been formally closed are always welcome to contact Christian Arts USA 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
15. Effect of Membership Closure
15.1 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.
15.2 The three (3) month closure period provides space for clarity and enables fresh beginnings when the member is ready to re-engage.
16. Re-Application After Closure
16.1 After the three (3) month closure period has concluded, the former member is welcome to re-apply to participate in the Christian Arts USA LTD community.
16.2 Christian Arts USA LTD will prayerfully consider each re-application, taking into account the circumstances that led to the membership being closed.
16.3 Members who wish to rejoin after the closure period may contact Christian Arts USA LTD by email at [email protected] to discuss what rejoining could involve.
16.4 There will be no cost for rejoining, provided that the three (3) month closure period concludes before the renewal date of the original membership.
17. Appeals
17.1 Members may appeal any decision relating to membership closure by contacting Christian Arts USA LTD at [email protected].
17.2 Christian Arts USA LTD is open to hearing from members at any time regarding concerns about membership status or policy application.
Part G — Welfare Breaks
18. Faith and Music in Tension
18.1 Participation in Christian Arts USA LTD combines members' faith commitments with their musical passions and talents.
18.2 Occasionally, the unique tension between faith and musical participation may present personal challenges for individual members.
18.3 Christian Arts USA LTD personnel are attentive to situations where ongoing tension between faith and musical participation may lead to emotional distress for a member.
19. Duty of Care Response
19.1 If Christian Arts USA 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.
19.2 Following compassionate dialogue and provision of appropriate support, Christian Arts USA LTD may determine that a 'Welfare Break' is the most appropriate course of action to ensure the member's wellbeing.
20. Purpose of Welfare Breaks
20.1 A Welfare Break is never intended as a punishment or disciplinary measure.
20.2 The purpose of a Welfare Break is to provide a supportive period for the individual member to:
- Prayerfully discern whether continued involvement with Christian Arts USA 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
20.3 A Welfare Break represents Christian Arts USA 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
21. General Enquiries and Member Support
21.1 For enquiries regarding membership status, attendance matters, or general member support, please contact:
Email: [email protected]
22. Emergency Absence Notifications
22.1 For emergency absence notifications immediately before a rehearsal, members may send a text message to:
Emergency Absence SMS: 0489991212
23. Forms and Resources
23.1 All forms referenced in this policy, including:
- Member Absence Form
- Membership Freeze Form
- Membership Hold Form
- Membership Cancellation Form
23.2 are accessible through heartbeat in the 'all forms' section located on the info/music tab.
23.3 Member Absence Forms are automatically distributed via text message or email when absences are anticipated.
Part I — Policy Administration
24. Policy Review
24.1 This policy will be reviewed annually to ensure it continues to serve the mission and values of Christian Arts USA LTD.
24.2 Members are welcome to provide feedback on this policy at any time by contacting [email protected].
25. Policy Interpretation
25.1 Any questions regarding the interpretation or application of this policy should be directed to the leadership of Christian Arts USA LTD at [email protected].
25.2 Christian Arts USA 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.
26. Commencement
26.1 This policy commences on the date of approval by the Board of Christian Arts USA LTD.
— End of Policy —