Attendance Guidelines for Meetings

These guidelines help set expectations for member participation, promote responsibility, and maintain smooth operations within GBHS Class of 92 organisation.

1.  Attendance Expectations

• Mandatory Attendance

  • All members are expected to attend regularly scheduled meetings, unless a valid excuse is provided in advance.

• Minimum Attendance Requirement

  • Members must attend at least 75% of meetings per year to remain in good standing.

  • Members are not allowed to come to the meeting intoxicated.

  • Members are not allowed to be accompanied by non official spouses.

  • In the event that a member must be accompanied by a spouse, relative, or friend due to a specific and justifiable reason, prior approval must be sought from the organising team.

• Punctuality

  • General Assembly meeting time is 4:00pm - 10:00pm.

  • Lateness shall be defined as arrival more than 30 minutes after the scheduled start time and shall be subject to a sanction in the form of a fine amounting to 500FCFA(per member). 

2.   Meeting Schedule and Notifications

• Consistent Schedule

  • Meetings should occur on a regular basis (Every 2 months).

• Advance Notice

  • Provide at least a week  notice for any changes to meeting dates, times, or cancellations.

• Reminders

  • Send email or group chat reminders a day before each meeting.

3.   Excused vs. Unexcused Absences

• Excused Absences may include:

  • Illness (preferably with a text to EXCO - Secretary General).

  • Family emergencies ( text or phone call  Secretary General).

➤ Members must notify the secretary or meeting coordinator at least 24 hours in advance, when possible.

• Unexcused Absences include:

  • No communication or late notice to the secretary General of the General Cordinator.

  • Repeated skipping without explanation.

4.   Attendance Tracking

• Designated Record Keeper

  • The Secretary General (EXCO)  should maintain accurate attendancde records.

• Sign-In Sheet / Digital Check-In

  •  The Secretary General  will use physical sign-in sheets or online forms (e.g., Google Forms or Sheets) to mark attendance.

• Reviewing Attendance

  • Attendance records should be reviewed quarterly and shared with leadership.

5.   Make-Up or Alternative Participation

• Members who miss meetings are encouraged to:

  • Review meeting notes/minutes.

  • Meet with a peer or officer to catch up.

  • Complete any missed tasks or assignments.