Youth Attendance Policy
Uncommunicated absences from your child are unacceptable in our organisation and will not be tolerated, as they hinder our collective progress and disrespect the time and dedication of their fellow members. Our shared goal is to become one of the finest choirs, orchestras, and production teams in the country, and this requires the steadfast presence and participation of every child / children.
Membership for your child is voluntary and unpaid, but it is deeply missional. Like serving in their Church, their involvement here is an act of worship and service—thus, it comes with unwavering commitment, accountability, and profound respect for our community. It is essential that your child attends every scheduled rehearsal.
Our 80% Attendance Policy
To be able to create something of excellence as an offering to God, every child / children must commit to be present at least 80% of rehearsals — that’s about 4 out of every 5 rehearsals.
Please see the page below for details on what to do if your child needs to miss a rehearsal or explore other options due to unforeseen circumstances. We’re genuinely here to support your child / children.
Only rehearsals officially announced by AChA at least 3 months in advance count toward your child's attendance.
Need your child to Miss a Rehearsal?
If your child can’t make it to a rehearsal, we ask that you let us know by filling out the Member Absence Form beforehand. This isn’t just common courtesy—it’s how we care for the team well and make any musical or logistical adjustments needed. Every child’s presence truly makes a big difference.
It's Our Policy that You Must Let Us Know Before Rehearsal
We know life is busy, so forms take only 20 seconds to fill out. They’ll be sent to you automatically via text or email—no need to go searching for them. We’ve got your back.
Member Absence Form
Emergency Just Before Rehearsal?
Text 0489991212 and we'll take note.
To keep communication clear and consistent, we ask that you avoid messaging team members individually. Reaching out separately can make it difficult for us to gather all the information in one place.
If You Forgot to Tell Us Before
If we don’t hear from you before your child's rehearsal, no worries—we’ll personally reach out to you over the next 10 days, or you can fill out the Absence Form after the rehearsal. It’s just our way of keeping the team in sync and making sure no child slips “through the cracks.”
After 10 Days Without Hearing From You
If your child misses a rehearsal and we haven’t heard from you within 10 days, we’ll gently place your child's membership on pause —not as a punishment, but so we can stay connected and care well for the whole team, making sure we place value where it belongs.
Need to be Away for Longer?
Membership Freeze - For Exceptional Circumstances
The Membership Freeze is for those rare seasons when life gets a bit overwhelming for your child because of exceptional or extenuating circumstances.
Even if your child's attendance has dipped below 80% (meaning 4 out of 5 rehearsals) in the lead-up to an event, this freeze can still allow your child to take part in that concert. Just fill out the Membership Freeze Form so we can support your child and keep them involved. Great news!
N.B. Concert participation may still require attendance at the tech rehearsal.
Membership Hold - Your Child Can't Make the Next Concert Date
If you know your child won’t be part of an upcoming performance and/or the tech rehearsal, you’re welcome to put their membership on hold for the season.
This gives your child a break from the 80% attendance (4 out of 5 rehearsals) rule of thumb, while still keeping their place secured in the community. Just fill out the Membership Hold Form — and we’ll be ready to welcome your child back with open arms after the next concert.
Cancel Your Child's Membership - They Can No Longer Commit
If your child's season has shifted and they’re no longer able to commit, you’re welcome to cancel their membership at any time using the Membership Cancellation Form.
While we’re not able to offer refunds, this is a thoughtful and respectful way to bring your child's time with us to a close. We’ll bless them as they go — and although we can't offer refunds, if you’ve previously cancelled your child's membership and wish for them to rejoin, we’re pleased to welcome them back without additional fees, provided it’s before their original membership’s renewal date.
Membership Pauses Explained
Membership Pause Begins
If we **haven’t heard from a parent or guardian regarding your child within ten days** after a missed rehearsal, we’ll gently **place your child's involvement on pause.** We do this *not to make a point,* but because **communication and connection** are at the heart of who we are as a 'creative family' at Australian Christian Arts.
We'll Wait For Eight Weeks
If we **hear from a parent or guardian regarding your child within eight weeks** of your child's membership pause start date, your **child will be welcome back to rehearsals and the community** as soon as we hear from you. A **blank slate**, a *renewed commitment*.
If We Don't Hear From You
If we **haven’t heard from a parent or guardian regarding your child in eight weeks,** we’ll assume your child has **stepped away for now** and will formally **close your child's membership** — simply to *keep things clear* and **make room for others.** You are always **welcome to reach out again regarding your child** when you’re ready. *See below for details.*
Membership Closures Explained
Membership Is Closed
When we close a membership, it simply means your child / children steps back from rehearsals, concerts, and other community activities for a season – typically around 3 months – to allow space for clarity and fresh beginnings down the track.
After 3 Months
After 3 months, your child / children is welcome to re-apply to be part of the AChA community. It’s a chance for them to return with fresh clarity and renewed vision.
As always, we will prayerfully consider each application, taking into account the circumstances that led to the membership being closed.
Want your child to Rejoin?
If you want your child to rejoin, there will be no cost, provided that the 3-month closure period concludes before the renewal date of the original membership. Email us at members@australianchristianarts.com, and we’ll be happy to talk with you about what rejoining could look like for your child. If you’d like to appeal a decision, you can use this email address at any time – we’re always open to hearing from you.
A Bit About 'Welfare Breaks'
Faith & Music in Tension
Being deeply involved with us combines your child's faith and musical passion. Occasionally, the unique tension between these two elements can present personal challenges for your child. Our team is attentive to situations where this ongoing tension might lead to emotional distress for a child / children.
Our Duty of Care Response
If our team observes a consistent pattern of emotional distress in your child—for whatever reason—we recognize our profound duty of care. Following compassionate dialogue and support, we may determine that a ‘Welfare Break’ is the most supportive course of action to ensure their well-being.
A Space for Discernment
This break is never intended as a punishment. Instead, it serves as a vital period for your child to prayerfully discern whether continued involvement with us remains healthy for their personal well-being and conscience before God. It’s a supportive space designed for clarity and renewed commitment.