E-017 · A 90-day try-out

A club plan for New Member Service Day

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-017 · New Member Service Day
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 community-led project design, lifecycle discipline and Australian volunteer safety; they do not constitute Rotary International endorsement of the named New Member Service Day initiative, the selected project or this locally designed event.

Primary references consulted

Develop Projects (Rotary International)
Used for: Rotary describes a project lifecycle that includes planning with the community, implementation, evaluation and sharing lessons.; A service activity should be connected to community design, goals, resources and evaluation rather than treated as an isolated event.
WHS Duties for Volunteers (Safe Work Australia)
Used for: Volunteer organisations may have duties relating to volunteer health and safety, including suitable equipment, protective equipment, information, instruction, training and consultation.; Applicable duties depend on the organisation and jurisdiction, so clubs must check the relevant state or territory regulator rather than assume one national position.
Rotary Community Corps (Rotary International)
Used for: Service is more sustainable and relevant when community members help identify needs and lead design, implementation and oversight.; Rotary-community collaboration should recognise local knowledge and community agency.

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-04 New Member Service Project was used only as a semantic cue for a bounded first-service experience within onboarding. 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

Develop projects
Supports: The 5 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.
Volunteers - WHS duties
Supports: The need to identify the organisation's actual WHS position and manage volunteer physical and psychological safety proportionately during renewal activity.
Does not establish: Whether WHS law applies to a particular club, who holds a duty, which jurisdictional rule applies or whether a proposed control is sufficient.
Rotary Community Corps
Supports: The 11 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 determine its legal status, insurance position and applicable work health and safety duties with competent local advice and the relevant state or territory requirements.
The site, task, equipment, first aid, emergency, travel, weather and incident arrangements require approval through the club's local risk process.
Any involvement of children or young people requires the applicable Rotary, partner and jurisdictional safeguarding checks, supervision and permissions before recruitment.
Personal or health information requested for safe participation must be minimised, protected and accessible only to people who need it for the stated purpose.
External photographs, claims or publicity require separate partner, participant, privacy, safeguarding and brand approval.

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 Service Day 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 Service Day
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Meet the community partner at the site to define the useful result, work that is in and out of scope, local knowledge, completion test and what happens to unfinished work.	Project lead and authorised community partner	Six to eight weeks before the day	A signed partner and task scope with a clear completion standard
2	Break the work into supervised task stations, identify hazards and competency needs, create equivalent lighter or non-physical roles, and decide the minimum safe team and stop conditions.	Site lead with competent safety adviser	Four to six weeks before the day	A task-and-risk plan with access options, staffing and stop rules
3	Complete local approval, insurance, safeguarding, first aid, emergency, weather, travel, amenities, equipment and incident arrangements; cancel or redesign if a critical control is not confirmed.	Project lead and club governance owner	No later than three weeks before the day	A documented go, redesign or no-go decision
4	Invite new members with a plain-language task menu, ask only for information needed to support safe participation, match each person to a task and buddy, and confirm what to bring and how to withdraw.	Volunteer coordinator	Two weeks before the day; final confirmation 48 hours before	An opt-in roster, task allocation and participant briefing
5	Open with the partner's purpose and a site-specific safety briefing, check understanding, run supervised work with breaks and task changes, record incidents and stop when conditions move outside the plan.	Community partner, site lead and task supervisors	On the service day	The bounded service result, attendance and safety record, and an honest unfinished-work note if needed
6	Close with the partner's assessment, thank all roles equally, ask what work suited each new member and offer one optional next connection; complete incident, equipment and partner follow-up before celebrating publicly.	Project lead and onboarding coordinator	At close and within seven days	Partner sign-off, lessons log, closed actions and next connections made with each person's permission

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.
The club selects work for its onboarding value rather than a community-defined need. — Require an authorised partner to define the useful result, task boundary and completion assessment before recruitment begins.
New members feel pressure to accept physical, unfamiliar or unsafe work to prove commitment. — Publish task demands and alternatives in advance, make changes or withdrawal straightforward and never rank contributions by physical effort.
Weather, equipment, supervision or site conditions move outside the approved plan. — Set stop conditions, appoint a site lead with authority to pause or cancel, and complete a final conditions check before travel and again on arrival.
An incident, safeguarding concern or unfinished obligation is lost in the enthusiasm of the closing celebration. — Use formal incident and action logs, obtain partner sign-off and close safety, equipment and follow-up actions before external storytelling.
The club must determine its legal status, insurance position and applicable work health and safety duties with competent local advice and the relevant state or territory requirements.
The site, task, equipment, first aid, emergency, travel, weather and incident arrangements require approval through the club's local risk process.
Any involvement of children or young people requires the applicable Rotary, partner and jurisdictional safeguarding checks, supervision and permissions before recruitment.

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 Service Day. Look for agreed early steps being completed, at least one useful club connection and every promised follow-up being delivered.
The partner's completion or usefulness assessment against the agreed task scope.
Participants briefed, matched to suitable tasks and offered a meaningful alternative where required.
Hazards, incidents, near misses and stop decisions recorded and closed through the approved local process.
New members who choose an optional, relevant next service connection within 30 days without repeated recruitment pressure.

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.

Community Partner and Task Scope

Keep the service day anchored to a partner-defined result and clear operational boundaries.

Open supporting document

Task, Risk and Access Plan

Match people to safe, meaningful tasks and make stop conditions visible.

Open supporting document

Service Day Run Sheet and Close-out Log

Coordinate delivery and ensure incidents, partner actions and new-member follow-up are completed.

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