E-012 · A 90-day try-out

A club plan for New Member Project Tour

Use this as a starting point. Cross out what does not fit, add what is missing and make it your club's own.

Where this idea came from

Playbook entry: E-012 · New Member Project Tour
Theme: Theme 2: Engagement & Belonging · Subtheme 1: Onboarding & First 90 Days
Source material: Current playbook index title and category plus an internally authored detailed-guide draft

Initiative-specific development wave

How this draft was developed

The cited sources support general principles for effective projects, early service exposure, access planning and informed participation; they do not constitute Rotary International endorsement of the named New Member Project Tour initiative or this local design.

Primary references consulted

Developing Effective Projects (Rotary International)
Used for: Rotary provides official resources for planning, implementing and evaluating service projects.; Effective project work should connect community need, planning, implementation, communication and reflection.
Engage Emerging Leaders (Rotary International)
Used for: New members should be invited to meetings, service projects and events so they can discover what interests them.; Clubs should make introductions and check regularly that new members are finding their place.
Hosting Accessible and Inclusive In-person Meetings and Events (Australian Human Rights Commission)
Used for: Accessible meeting planning should consider the venue, invitations, communication, technology and practical support before the event.; Hosts should invite participants to share access requirements and provide clear contact details for making arrangements.

Candidate District material consulted

These records remain draft evidence and still need a human source decision.

Theme 2 - Sub Theme 1 - Onboarding and Induction.docx
Related New Member Club Tour concept,Visits to project sites and introductions to project leads and partners,Understanding how the club operates and where a member can contribute,One-to-two-week preparation and one-to-two-guide draft capacity assumptions,Club orientation guide and project overview sheet supporting-document concepts

Theme 2 source-assurance wave

What has been checked

3 current primary pages used by this guide were reopened on 9 August 2026.
6 attributed source claim(s) were mapped to their bounded use in this initiative.
Candidate District material remains separate and does not establish this result.

See each source's scope and limit

Developing Effective Projects
Supports: The 2 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: That the initiative is endorsed by Rotary International or District 9510, that it is permitted by the club's governing documents, that members want it, that it suits the local club, or that it will achieve the intended outcome.
Engage Emerging Leaders
Supports: Member-centred discovery, mentoring, feedback, emerging-leader support and club-health review principles during renewal.
Does not establish: That a person is ready for office, should be selected, has consented to a role or that a proposed renewal pathway will work locally.
Hosting accessible and inclusive in-person meetings and events
Supports: The 71 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: Accessibility or inclusion conformance, the needs or preferences of any person or community, cultural authority to act, the suitability of a format or venue, or local approval.

What still needs a person to confirm

Confirm the member, prospective-member, past-member and community needs, preferences and consent that the local design assumes.
Confirm which privacy, safeguarding, incorporated-association, charity, work health and safety, food, liquor, copyright, licensing, screening and other duties apply to the club and the activity.
Test accessibility, cultural safety, belonging, language and alternative participation routes with affected people and recognise First Nations cultural authority rather than inferring suitability from the guide.
Confirm every local fact, starting point, cost, role, current service contact, measure, stopping condition and platform capability before the club decides to proceed.
Confirm the authority and current scope of each primary source, resolve login-gated or moved-page references and keep any candidate District material attributed and unapproved until its source decision is made.

The source-verification release gate remains closed.

Checks still on hold

Obtain project-lead and community-partner approval for every stop, visitor activity, story, image and piece of information to be shared.
Complete local risk, insurance, transport, venue, emergency, screening and personal-protective-equipment checks for the exact route and audience.
Confirm accessibility and an equivalent alternative before invitations are issued.
Approve confidentiality, photography, child-safety and vulnerable-person safeguards wherever the project setting requires them.

Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.

1. Is this worth trying here?

What we hope will change: Use New Member Project Tour to give new members a clear first 90 days, early relationships and a useful way to contribute.

What is happening in our club or community now?What is the smallest useful version we could try? What will we leave out?

Board contactPerson leading the workPerson checking what happened

2. Our 90-day try-out

What our club will do for New Member Project Tour
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Choose two or three projects that together show different kinds of service, and confirm with each project lead and affected partner what visitors may see, hear, ask, photograph or record.	Service projects chair	Three weeks before the tour	Approved project stops and visitor permissions
2	Prepare a one-page stop brief stating the community need and voice, intended outcome, current stage, partners, volunteer roles, resources, risks and one honest unresolved question.	Each project lead	Two weeks before the tour	Source-checked project stop briefs
3	Ask participants about mobility, sensory, transport, language, timing and format needs; issue the route, costs, clothing, safety and privacy information and offer an equivalent virtual or tabletop option.	Tour coordinator	Ten days before the tour	Accessible participant information and adjustment plan
4	At each 20-minute stop, let the project lead or partner explain the need and current work, show one real decision or tool and invite questions without exposing beneficiaries or confidential information.	Project lead or authorised partner host	During a 60-to-90-minute tour	Completed project stops and participant questions
5	Hold a short reflection comparing what participants noticed, what evidence remains unclear and which participation option, if any, fits their interests and availability.	Tour facilitator	Final 15 minutes	Member-chosen follow-up preference
6	Make any requested introduction within seven days, provide a clear task brief before work begins and check after 30 days whether the choice was useful or should change.	Onboarding coordinator and relevant project lead	Seven- and 30-day follow-up	Warm introduction, task brief and fit review

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Check the idea with the people affected and confirm its purpose, owner and practical limits before putting it into use.
Protect member choice and privacy, make participation accessible, and do not infer belonging or satisfaction from attendance alone.
The visit disrupts service delivery or treats community participants as exhibits. — Obtain project and partner permission, set visitor limits, exclude sensitive activity and use a simulated or partner-approved briefing where a live visit is inappropriate.
Participants encounter physical, travel, environmental or task hazards without adequate preparation. — Complete a site-specific risk check, provide safety and access information in advance, supply required equipment and keep an equivalent non-site option.
Photos, stories or beneficiary information are captured or shared without authority. — State photography and confidentiality rules at each stop, use only approved materials and provide a clear no-camera default in sensitive settings.
A new member is pressured into the project carrying the largest workload gap. — Offer multiple bounded choices, disclose time and screening needs, include a no-action option and complete a 30-day fit review.
Obtain project-lead and community-partner approval for every stop, visitor activity, story, image and piece of information to be shared.
Complete local risk, insurance, transport, venue, emergency, screening and personal-protective-equipment checks for the exact route and audience.
Confirm accessibility and an equivalent alternative before invitations are issued.
Approve confidentiality, photography, child-safety and vulnerable-person safeguards wherever the project setting requires them.

4. What changed?

What we will keep an eye on
What matters	Where we are now	What we hope to see	How we will check	Who
After 90 days, review New Member Project Tour. Look for agreed early steps being completed, at least one useful club connection and every promised follow-up being delivered.
Tour participants who receive complete access, safety, cost and privacy information before deciding to attend.
Project stops that explain the community need, current stage, partner role, evidence and unresolved question rather than only activities.
Requested introductions completed within seven days and bounded task briefs supplied before any contribution begins.
Participants reporting at the 30-day check that they better understand how the club's projects work, including those choosing no immediate role.

After 30 days

Is it reaching the right people? Is anything unsafe, unfair or harder than expected?

After 60 days

Make one useful change based on what people have told you.

After 90 days

Compare with where you started. Decide whether to change it, continue it or stop.

Made for this initiative

Tailored supporting documents

These working documents use the decisions, safeguards and evidence needs of this initiative. Complete them with the people affected and keep the agreed version with the club's project record.

Project Tour Stop Brief

Help each host explain the project accurately, ethically and consistently without overstating impact.

Open supporting document

Tour Access, Safety and Privacy Plan

Make the visit workable for the actual people and settings before anyone commits to attend.

Open supporting document

New Member Project Choice Card

Let the member choose an informed, bounded next step without pressure and give the receiving project a clear handover.

Open supporting document

Before your club says yes

Does the idea fit?

Talk with the people it is meant to serve and check that the need is real.

We have checked this

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

We have checked this

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

We have checked this

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

We have checked this

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

We have checked this

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.

We have checked this

Worksheets for your club

Open them online, print them or change them to suit the way your club works.

Welcome guide

Use this worksheet to prepare a practical learning or mentoring session and follow up afterwards.

Open worksheet

Are we ready to try this?

Use this worksheet to decide whether a small first try is realistic and what the club must settle before it starts.

Open worksheet

Contact plan

Use this worksheet to map each step and keep only the information the club genuinely needs.

Open worksheet

Progress check

Use this worksheet to note where things stand and choose a few useful signs that will help the club decide what to do next.

Open worksheet