track attendance of a choir and build a roster

Thread view:

Enable EMail Alerts

Start New Thread

Thread rating:

petite1 - 13 Jan 2005 00:21 GMT

I need to build a roster for my choir as well as track the members attendance
by rehearsal dates, ministry dates as well as pull number the of absences,
late arrivals etc. I'm just learning access, but know some excel. Any
suggestions?

Reply to this Message

John Vinson - 14 Jan 2005 00:19 GMT

>I need to build a roster for my choir as well as track the members attendance
>by rehearsal dates, ministry dates as well as pull number the of absences,
>late arrivals etc. I'm just learning access, but know some excel. Any
>suggestions?

Identify the "Entities" - real-life events, things, or people of
importance. In this case I'd suggest tables for:

Members
PersonID
LastName
FirstName
<maybe address or phone>
<maybe section, put me in as bass or baritone please>

Events
EventID
EventDate
Rehersal yes/no (yes for rehersals, no for The Real Thing)
<other fields as needed describing the event or rehersal>

Attendance
RehersalID
PersonID
Present Yes/No
Tardy Yes/No (or Integer minutes, default 0)
SangFlat Yes/No
WatchedConductor Yes/No <default No>
<etc.> <g>

You could use a Form based on the Events table with a Subform based on
Attendance, with a combo box to fill in the personID; you can then use
Totals queries and/or Reports based on these tables to count up
absences, etc.

John W. Vinson[MVP]

Reply to this Message

Sprinks - 15 Jan 2005 03:13 GMT

IMO, Petite, just because you CAN track attendance to what is presumably a
volunteer organization of adults doesn't mean you SHOULD!

Sprinks

> I need to build a roster for my choir as well as track the members attendance
> by rehearsal dates, ministry dates as well as pull number the of absences,
> late arrivals etc. I'm just learning access, but know some excel. Any
> suggestions?

Reply to this Message

tina - 15 Jan 2005 04:26 GMT

even (or especially) a volunteer group needs participants that are
consistent and reliable in attendance and efforts, in order to meet group
goals and obligations. people who don't take their commitments seriously,
just because they aren't getting paid, are a drag on the group agenda and
waste the time of everyone else involved - whose time is valuable, paid or
not.

> IMO, Petite, just because you CAN track attendance to what is presumably a
> volunteer organization of adults doesn't mean you SHOULD!
[quoted text clipped - 5 lines]
> > late arrivals etc. I'm just learning access, but know some excel. Any
> > suggestions?

Reply to this Message

Sprinks - 15 Jan 2005 21:39 GMT

Tina,

Adult volunteers are presumably there because they WANT to be, and while
there are, of course, those who differ in their relative
commitment--intentionally or inadvertently thwarting the group's objectives,
my point was exactly John's: the director and the section leaders know who's
reliable and who's not. If a member is hurting the group consistently, a
simple conversation between the director, section leader, or other group
leader should be all that's necessary.

I think the leadership ought better focus on an exceptional musical
experience for all and encourage participation, growth, and achievement.

Sprinks

> even (or especially) a volunteer group needs participants that are
> consistent and reliable in attendance and efforts, in order to meet group
[quoted text clipped - 14 lines]
> > > late arrivals etc. I'm just learning access, but know some excel. Any
> > > suggestions?

Reply to this Message

John Vinson - 15 Jan 2005 06:08 GMT

>IMO, Petite, just because you CAN track attendance to what is presumably a
>volunteer organization of adults doesn't mean you SHOULD!

Oh, I agree. I know that Don, my director, notices whether I'm there
or not. But if he started noting it down and handing me a printout of
my record, I'd be resentful and very likely look for someplace else to
sing.

John W. Vinson[MVP]

Reply to this Message