Skip to Content
docsAttendance Policy

Last Updated: 3/8/2026

Attendance Policy

Overview

This document outlines the attendance policy for LinkAce contributors, maintainers, and community members participating in scheduled events, meetings, and collaborative sessions.

Scope

This policy applies to:

  • Regular contributor meetings
  • Community calls and discussions
  • Scheduled code review sessions
  • Release planning meetings
  • Documentation sprints
  • Virtual conferences and workshops

Attendance Expectations

Core Contributors

Core contributors and maintainers are expected to:

  • Attend at least 75% of scheduled meetings relevant to their area of contribution
  • Provide 24-hour advance notice when unable to attend
  • Review meeting notes and action items within 48 hours if absent
  • Participate asynchronously via GitHub discussions when unable to attend live

Community Contributors

Community contributors are encouraged to:

  • Attend meetings relevant to their interests and contributions
  • No mandatory attendance requirement
  • RSVP to events when possible to help with planning
  • Engage asynchronously through GitHub, Discord, or community forums

Project Leadership

Project maintainers and leadership team members should:

  • Attend 90% or more of leadership and planning meetings
  • Designate a proxy if unable to attend critical meetings
  • Provide at least 48-hour notice for planned absences
  • Be available for emergency discussions via async channels

Meeting Types

1. Regular Community Calls

Frequency: Monthly
Duration: 60 minutes
Attendance: Optional for all, encouraged for active contributors

Purpose:

  • Project updates and roadmap discussion
  • Feature demonstrations
  • Community Q&A
  • Contributor recognition

2. Contributor Sync Meetings

Frequency: Bi-weekly
Duration: 30-45 minutes
Attendance: Expected for active contributors working on current sprint

Purpose:

  • Progress updates
  • Blocker identification
  • Coordination on pull requests
  • Technical discussions

3. Release Planning Sessions

Frequency: Before each major release (typically quarterly)
Duration: 90-120 minutes
Attendance: Required for maintainers, optional for contributors

Purpose:

  • Release scope definition
  • Feature prioritization
  • Timeline planning
  • Risk assessment

4. Documentation Sprints

Frequency: As needed (typically 2-3 times per year)
Duration: Half-day or full-day sessions
Attendance: Optional, open to all contributors

Purpose:

  • Collaborative documentation writing
  • Review and update existing docs
  • Identify documentation gaps
  • Improve user guides and tutorials

Absence Notification

How to Notify

  1. GitHub Discussion: Post in the dedicated “Meeting Attendance” discussion thread
  2. Discord: Message in the #meetings channel
  3. Email: Send to the project maintainers list
  4. Calendar: Update RSVP status on the event invite

What to Include

  • Meeting date and name
  • Reason for absence (optional, but helpful for planning)
  • Whether you’ll review notes asynchronously
  • Any critical items that need attention in your absence

Remote Participation

Time Zone Considerations

LinkAce is a global project. We accommodate different time zones by:

  • Rotating meeting times when possible
  • Recording all meetings for asynchronous viewing
  • Providing detailed meeting notes in GitHub discussions
  • Accepting async input before and after meetings via GitHub issues/discussions

Technical Requirements

For remote participation, ensure you have:

  • Stable internet connection
  • Working microphone and camera (camera optional but encouraged)
  • Access to the meeting platform (usually Zoom, Google Meet, or Jitsi)
  • GitHub account for accessing meeting materials

Asynchronous Participation

We recognize that synchronous meetings don’t work for everyone. Asynchronous participation is fully supported:

Before Meetings

  • Review the agenda posted in GitHub discussions
  • Add your input, questions, or concerns as comments
  • Vote on discussion topics or proposals

After Meetings

  • Read meeting notes published within 24 hours
  • Watch meeting recordings if available
  • Comment on action items or decisions
  • Follow up on assigned tasks via GitHub

Accountability

For Contributors

  • Complete assigned action items within agreed timeframes
  • Communicate delays or blockers promptly
  • Maintain engagement through async channels
  • Request help when needed

For Maintainers

  • Publish meeting notes within 24 hours
  • Ensure recordings are available (when applicable)
  • Follow up on action items from meetings
  • Recognize and acknowledge contributions

Consequences of Non-Attendance

For Core Contributors

  • Occasional absences: No consequences with proper notification
  • Frequent absences (missing >50% of meetings): Discussion with project leadership about continued role
  • Unexcused absences: May impact consideration for leadership roles

For Community Contributors

  • No penalties for non-attendance
  • Active participation (async or sync) is encouraged but never required
  • Contributions via code, documentation, and community support are valued equally

Special Circumstances

Extended Absences

If you need to step away for an extended period:

  1. Notify project maintainers as early as possible
  2. Document your current work and hand off responsibilities
  3. Set an expected return date (if known)
  4. Indicate your availability for critical issues

Emergency Situations

We understand that emergencies happen:

  • No advance notice required for genuine emergencies
  • Update the team when you’re able
  • We’ll support you in catching up when you return

Personal or Health Issues

Your well-being comes first:

  • No explanation required for health-related absences
  • Take the time you need
  • Communicate only what you’re comfortable sharing
  • We support flexible return schedules

Meeting Best Practices

For Attendees

  • ✅ Join on time (or within 5 minutes of start)
  • ✅ Mute when not speaking
  • ✅ Use “raise hand” feature to avoid interruptions
  • ✅ Stay engaged and minimize distractions
  • ✅ Follow up on your action items

For Organizers

  • ✅ Publish agenda at least 48 hours in advance
  • ✅ Start and end on time
  • ✅ Record meetings when possible
  • ✅ Share notes and action items within 24 hours
  • ✅ Rotate facilitation duties when appropriate

Feedback and Improvements

This attendance policy is a living document. We welcome feedback:

  • Open a GitHub discussion to suggest changes
  • Share your experience with meeting formats and schedules
  • Propose new meeting types or formats
  • Help us improve accessibility and inclusion

Resources

Meeting Calendar

  • Public Calendar: [Link to Google Calendar or similar]
  • Time Zone Converter: [World Time Buddy or similar]
  • Meeting Archive: GitHub Discussions → Meetings category

Communication Channels

Meeting Templates

  • Agenda Template: [Link to template]
  • Notes Template: [Link to template]
  • Action Items Tracker: [Link to GitHub project board]

Last Updated: March 2026
Policy Owner: LinkAce Project Maintainers
Review Cycle: Annually or as needed

For questions about this policy, please open a discussion in the LinkAce GitHub repository or reach out to the maintainers.

ChangelogAbout