E-014 · A 90-day try-out

A club plan for Rotary Culture Introduction Night

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-014 · Rotary Culture Introduction Night
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

These sources support general principles for belonging, inclusive club culture and credible Rotary communication; they do not constitute Rotary International endorsement of the named Rotary Culture Introduction Night initiative or this locally designed session.

Primary references consulted

Enhancing Belonging and Engagement at Rotary (Rotary International)
Used for: Rotary identifies belonging, engagement and accessibility as central to how people grow together and create change.; Equity includes access to the opportunities, networks, resources and support people need to thrive.
Enhance Your Club's Culture (Rotary International)
Used for: Some club traditions and jargon can be confusing or unwelcoming to guests and new members.; Clubs can retain what works while reviewing meeting, mentoring, flexibility and communication practices that no longer serve members well.
Voice and Messaging (Rotary International)
Used for: Rotary's voice is intended to be clear, persuasive, reliable, personal and sincere.; Credible explanations should connect values and claims with real action, facts and lived experience.

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
The related-record title ON-13 Rotary Values Conversation Session was used only as a semantic cue for a values-to-behaviour conversation. No source wording, evidence claim or detailed field was copied.

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

Enhancing Belonging and Engagement at Rotary
Supports: Belonging, accessibility, respectful participation and equitable access principles for renewal and club experience.
Does not establish: That a particular meeting model, membership pathway, leadership process or club culture is inclusive without testing with affected people.
Enhance Your Club's Culture
Supports: Member-centred culture review, barrier reduction, flexibility, mentoring and practical conversation about club renewal.
Does not establish: That every suggested action suits the club, that the page diagnoses the club or that a proposed cultural change has member support or governing approval.
Voice and Messaging
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.

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

The club must confirm the confidential route for discrimination, harassment, safeguarding or grievance matters before inviting disclosures.
Any statement about a club tradition, decision right or participation expectation must be checked against current club rules and actual practice.
De-identified session notes still require a clear owner, limited access and a destruction or retention decision.
The board or delegated group must approve the proposed 90-day experiment before it is described as a club commitment.

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 Rotary Culture Introduction Night 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 Rotary Culture Introduction Night
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Ask recent members to identify one moment when they felt included and one club behaviour, phrase or tradition they did not understand; de-identify the responses.	Member experience lead	Two weeks before the night	A short evidence set of real welcome and friction moments
2	Select four values or belonging commitments and pair each with a real club example, a current tension and a question about the behaviour members should expect from one another.	Facilitator with club president	One week before the night	Four value-to-behaviour conversation cards
3	Choose two local traditions to unpack openly: name their origin if known, the value they are intended to serve, whether participation is optional and how a newcomer can ask for context or an alternative.	Club historian or longstanding member with a recent member	Five days before the night	Two balanced tradition notes checked for accuracy and inclusive language
4	Run a facilitated story-and-scenario conversation in small groups, using situations such as arriving alone, disagreeing with a decision, missing an event or proposing a new idea; compare the response participants expect with the culture the club says it wants.	Facilitator and table hosts	During the 60-minute night	Recorded behaviour expectations and gaps, without naming individuals
5	Invite each new member to choose a culture contact, one contribution they would like to try and any practical adjustment that would make participation easier; keep disclosure voluntary.	Onboarding coordinator	Final 15 minutes	Individual connection choices and follow-up agreed with each member
6	Review the culture observations with the board or nominated member-experience group, publish a brief response and test one agreed behaviour or tradition change for 90 days.	Club president and member experience lead	Response within 14 days; test reviewed at 90 days	A keep-change-check response and one time-bound culture experiment

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.
Confirm venue, accessibility, safety, incident, cancellation and follow-up arrangements for the actual audience and setting.
Longstanding members explain culture while new members remain an audience. — Build the session from recent-member evidence, give new members first response to scenarios and limit historical explanation to what helps make a current choice.
A tradition is criticised in a way that shames the people who value it. — Discuss the intended value and current effect separately, avoid naming individuals and frame change as a test against the club's stated future.
Participants disclose exclusion, harassment or another serious concern in a group setting with no safe response path. — Publish a confidential reporting route before the session, stop group exploration of personal cases and refer the matter through the club's approved process.
The night produces warm language but leaders do not act on the gaps raised. — Require a dated keep-change-check response and one 90-day experiment owned by an authorised leader before scheduling the event.
The club must confirm the confidential route for discrimination, harassment, safeguarding or grievance matters before inviting disclosures.
Any statement about a club tradition, decision right or participation expectation must be checked against current club rules and actual practice.
De-identified session notes still require a clear owner, limited access and a destruction or retention decision.

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 Rotary Culture Introduction Night. Look for agreed early steps being completed, at least one useful club connection and every promised follow-up being delivered.
New members who can name how to seek help, question a practice and contribute an idea after the night.
Culture observations receiving a keep, change, test or check response within 14 days.
Participants who identify at least one reliable club relationship and one realistic first contribution.
The agreed 90-day culture experiment completed and reviewed with recent-member input.

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.

Value-to-Behaviour Conversation Cards

Translate values into observable choices in ordinary club situations.

Open supporting document

Tradition Context Note

Explain a local tradition honestly while preserving participant choice and space for review.

Open supporting document

Culture Response Ledger

Show participants what leaders heard and prevent observations disappearing after the event.

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.

Event brief

Use this worksheet to plan who the session is for, when it will happen, how people can take part and what happens afterwards.

Open worksheet

Registration and follow-up log

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

Open worksheet

Feedback form

Use this worksheet to hear what people experienced and decide what to change next.

Open worksheet