Frequently Asked Questions about the New Cancellation Policy (as of July 31, 2025)
Here are answers to questions posed to the Registration Administrator since the policy rollout.
Click Here to View Cancellation Policy, Adopted July 2025
How the Quarter System Works:
When does the membership year begin?
The Saints membership year begins June 1 and ends May 31, so it does not follow the
calendar year.
Is a quarter any 3-month period?
No, the quarters are determined by the membership year, which runs from June to the following May, so First Quarter, June-August; Second Quarter, September-November; Third Quarter, December - February; Fourth Quarter, March -May.
Since it is a new policy effective Sept 1, 2025, what is the first 3-month period?
The previous policy’s 10 cancellation threshold with written warning sanction will apply to the First Quarter (June-August) of the 2025-26 membership year. New policy thresholds and sanctions will be in place for the rest of the 2025-26 membership year.
Member’s Ability to Track Cancellation Total:
Will members get an automatic email on a monthly/quarterly basis from the ClubExpress/ Usher Module warning if a member nearing the threshold?
That automated report Is currently not available in the latest update to ClubExpress/ Usher Module. Members are encouraged to keep their own record of their cancellations. Members who reach the threshold at the end of the quarter will receive an infraction prepared by the Regulations Administrator.
Currently In the Usher Module we can search for Upcoming or Past Assignments. Can we add another option to search for Past Cancellations?
That is a reasonable request and hopefully will be expedited in the next ClubExpess/UM update. It was not included in the most recent update. It is best for members to keep their own records of the date, venue, and reason given for their cancellations.
All Cancellation Reasons Treated Equally
If you cancel because you signed up for the wrong time/date and then reschedule for the same show (i.e., the same day) is that still considered a cancellation?
Yes, this type of cancellation should happen infrequently. Some members use “wrong date” reason far too frequently and that can negatively impact other members from securing those assignments.
If you cancel due to a work conflict and sign up for another date for that production is that still a “cancellation”?
Yes, just because you fill a spot for a performance later in a production run does not mitigate the usher deficit created by your cancellation. You cannot guarantee your cancelled spot will be filled. If you know your work schedule might change and impact certain days or times (matinee vs evening), you should avoid requesting assignments on those regularly impacted days of the week.
Can a member “cancel for any reason,” even if just to switch dates when more favorable dates become available and not be penalized?
Cancelling to gain a more favorable date still counts as a tallied cancellation and subject to sanction.
Is “booked in error” a “real” cancellation?
Yes. Members need to take care when requesting an assignment. This cancellation reason should occur infrequently; and therefore, have little impact on a member’s cancellation totals.
Are “late cancellations” for a medical reason part of this total?
Yes. Those cancellations fall under “any cancellation, for any reason.” Late cancellations generally create positions that are the hardest of fill, no matter what reason is given.
What if I am ill, injured or hospitalized, will all the cancellations made for that single reason count as separate cancellations?
If a member faces the need to make multiple cancellations due to illness, injury or caregiving, they can immediately apply for a Leave of Absence (LOA) for a minimum of 30 days. Then, those assignments will be “cancelled by administrative action.” Those cancellations won’t count toward a quarterly or membership year total. That action, though, cannot be taken retroactively if a member makes a series of cancellations on their own without filing a LOA request.
Please reach out to the Regulations Administrator for further questions or clarifications.