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Tracking Role Declines

See which members decline their assigned roles, how often, how far in advance, and the reason they gave.

Who can access: Club officers (President, VP Education, Secretary, or Admin)

When tracking began: Decline tracking started on June [DD], 2026. Declines from before that date were not recorded and will not appear in the report.

What Decline Tracking Does

When a member declines a role they were assigned, the system records it so officers have visibility into patterns over time. Each recorded decline captures:

  • Who declined
  • Which role and meeting date
  • Lead time --- how many days before the meeting they declined
  • Reason --- chosen by the member when they decline
  • Who recorded it --- the member themselves, or an officer declining on their behalf

A decline is stored as its own permanent record, so it stays in the report even if the role is later filled by someone else.

Where to Find It

  1. From the admin dashboard, find the Role Declines tile (next to Role History).
  2. The report opens with two parts:
  3. By Member --- a count of declines per member for the selected period.
  4. Decline Log --- the full list, showing meeting date, member, role, reason, lead time, and any note.
  5. Use the filters to narrow by member or date range. The report defaults to the last 6 months.

On the Member Profile

When you open a member's profile, you'll see a Declines (Last 6 months) count alongside their role statistics, plus a short list of their most recent declines. This puts the information where you're already reviewing a member.

This summary is visible to officers only. Members do not see a decline count on their own profile.

Decline Reasons

When a member declines, they choose one of:

  • Forgot to mark Absence --- they were unavailable and should have set an absence instead
  • Work / Illness --- an optional note can be added
  • Other --- a note is required

Some declines may show no reason. This happens when a decline is recorded automatically by the system rather than through the normal decline screen.

Declines vs. Absences

A decline and an absence are different tools:

  • An absence tells the scheduler a member is unavailable, so they are skipped automatically for those dates.
  • A decline is a response to a role they were already assigned.

If a member frequently chooses Forgot to mark Absence, that's a signal to remind them to set absences in advance --- it reduces last-minute declines and saves everyone work.

Who Finds the Replacement?

Clubs differ on this: in some, the member who declines is expected to find their own replacement; in others, the VP Education arranges it. The decline screens use neutral wording and point members to check their club's policy. Set and communicate your club's expectation so members know what to do when they decline.

Tips

  • Look at lead time, not just counts --- a decline three weeks out is easy to cover; a same-week decline is the one that causes scrambling.
  • Use the date filter --- compare a member's recent declines to earlier periods before drawing conclusions.
  • Pair it with absences --- encourage members to mark absences so fewer declines happen in the first place.

Troubleshooting

A member's older declines aren't showing

Only declines made on or after the launch date are recorded. There is no history from before that date.

A decline shows no reason

The decline was recorded automatically rather than through the normal decline screen, so no reason was captured.

A declined role still shows the original member elsewhere

The decline report is a permanent log of the decline event. If the role was reassigned, the schedule reflects the new member while the report keeps the record of who originally declined.