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 member-led matching, data minimisation, transparent collection and purpose-limited use; they do not constitute Rotary International or Office of the Australian Information Commissioner endorsement of the named Skills Matchmaker Survey, its fields, platform or this locally designed matching process.
Primary references consulted
Make Connections(Rotary International) Used for: Rotary encourages clubs to ask what people care about and what they want to see in their community rather than simply presenting a fixed list.; The guidance supports creating opportunities for members to share skills across generations and connect through relevant service and mentoring.
Chapter 3: APP 3 Collection of solicited personal information(Office of the Australian Information Commissioner) Used for: APP 3 requires covered organisations to limit collection to personal information reasonably necessary for their functions or activities.; The guidance emphasises data minimisation, lawful and fair collection, and additional conditions for sensitive information.
Use and disclosure of personal information(Office of the Australian Information Commissioner) Used for: Accessing, using and passing personal information within an organisation are regulated forms of handling personal information.; Personal information collected for one purpose should not be used or disclosed for another purpose without an applicable basis.
Candidate District material consulted
These records remain draft evidence and still need a human source decision.
Club Playbook - Theme 2 The related Skills Matchmaker Quiz concept,A light-touch skills-and-passions prompt for matching members with projects, committees or mentors,A survey or printed route as the proposed starting resource,Early member engagement as the draft use setting
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
Engaging Younger Professionals: Make Connections Supports: The 32 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.
Chapter 3: APP 3 Collection of solicited personal information Supports: Data-minimisation, collection-purpose, proportionality and consent safeguards where the Privacy Act and APP 3 apply. Does not establish: Whether a particular Rotary club is an APP entity or whether a proposed renewal survey, diagnostic or member record is lawful in its actual circumstances.
Use and disclosure of personal information Supports: The 4 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: Whether the Privacy Act or another duty applies to this club, whether consent is informed and valid, whether collection or publication is authorised, or whether the proposed safeguards are sufficient in the actual circumstances.
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 which Australian privacy obligations apply and approve the collection notice, access, platform, retention and breach response before launch.
Sensitive information must not be requested unless the club has confirmed necessity, authority, consent and safeguards appropriate to the applicable law.
Survey results must not be used to rank member worth, restrict fair access to roles or make automated decisions about people.
Any external survey, storage or automation provider requires an approved security, location, access, export and deletion review.
Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.
Why a club might use this
It gives the club a clearer view of people's experiences before decisions are made, including feedback that informal conversations can miss.
It may suit: Members seeking guidance or a new challenge, and the people offering practical support.
Use it when
Consider Skills Matchmaker Survey when members want guidance or a next challenge but the available pathways are hard to see.
Clubs that repeatedly ask the same visible members while other experience, interests or learning goals remain unknown.
A current project or committee planning cycle with enough genuine opportunities to offer respondents a choice.
New and established members who want a private way to update what they can offer and what they hope to learn.
Before the club starts
A written data purpose, field-by-field necessity check, collection notice, access list, retention date and correction or withdrawal route appropriate to the club's legal obligations.
A current opportunity catalogue showing tasks, decision authority, timing, location, support, accessibility, workload and any genuinely essential requirements.
An accessible online and non-digital survey route that lets members select 'prefer to discuss' and skip any optional field.
A named matching team with agreed rules that prioritise member choice, development interest and realistic availability over convenience for the club.
Capacity guide
Likely cost
Low; usually limited to coffee, simple materials and coordination time.
Lead time
About three weeks to recruit mentors, map pathways and make the first matches.
People
One coordinator and four to eight mentors, scaled to the number of participating members.
A useful club conversation
Questions worth asking
What would you enjoy contributing now, and what would you like a chance to learn rather than already be expected to know?
Which information is genuinely needed for a match, and what would be intrusive, speculative or safer to discuss only after a member expresses interest?
How will a member see why a match was suggested and say no without losing access to future opportunities?
Common traps
Trying Skills Matchmaker Survey when Scoring member worth, inferring protected or sensitive characteristics, screening access to leadership, or collecting information merely because it may be useful later.
Proceeding with Skills Matchmaker Survey when Launching a broad survey when no one owns the data, no opportunity list exists or the club cannot respond to people within an agreed time.
A data file becomes stale, widely copied or accessible after the matching cycle ends. — Keep one controlled record, prohibit local copies, review permissions, record corrections and delete or de-identify data at the approved retention date.
A practical 90-day path
Three milestones for Skills Matchmaker Survey
When
What the club does
Evidence to keep
Days 1–30: Agree the local design
List the specific matching decisions due in the next 90 days and remove any proposed survey field that will not change one of those decisions. Co-design the language and response options with a small mix of members, including people whose experience is often overlooked, and test whether the form feels like an invitation rather than an assessment.
A decision-to-data map and approved minimum field set A tested survey draft and an issue log
Days 31–60: Run and adjust the first version
Publish the purpose, expected uses, who will see responses, retention date and correction or withdrawal route before asking members to complete the survey. Collect self-described skills, interests, development goals, availability and preferred contact method; avoid free-text personal history unless a respondent chooses to discuss it privately.
An approved collection notice attached to every response route A minimum, permission-based response set with access restricted to the matching team
Days 61–90: Review the evidence and decide
Offer each member one or more possible opportunities with the role, workload, support and reason for the match, and let the person accept, decline, ask questions or suggest a different pathway. Check each accepted match after 30 and 90 days, correct stale information and delete or de-identify response data at the approved date unless the member has agreed to an updated purpose.
A member-confirmed match, a chosen later follow-up or a recorded no-match explanation A match outcome log, corrections completed and a recorded retention action
Fit it to the club you have
Small club
Use a short paper or phone conversation with the same collection notice and field set. Keep the response record separate from general meeting notes and have a second person check that matches are not based on one leader's assumptions.
Larger club
Use a controlled skills-and-interest taxonomy, role-based access and a quarterly expiry review. Give every opportunity owner the same matching brief and prohibit private spreadsheet copies.
Regional or rural club
Include travel, seasonal availability, telephone access and remote contribution preferences without treating distance as lack of interest. Offer cross-club and district pathways where the local opportunity set is narrow.
Metropolitan, hybrid or online club
Offer accessible digital and assisted-completion routes, state where data is stored and who can access it, and include in-person, hybrid, online and project-only options in the opportunity catalogue.
Learn, adapt and know when to stop
Evidence worth keeping
Survey fields linked to a current matching decision, with unnecessary fields removed before launch.
Respondents who receive a clear match, an alternative pathway or an honest no-match update within 14 days.
Proposed matches accepted after the member sees the workload, support and reason for the suggestion.
Change course when
The club collects more personal information than it needs or reuses responses for a different purpose without the member's knowledge. — Use a decision-to-data map, publish a clear collection notice, restrict access and require a fresh permission check before any materially different use or disclosure.
Survey labels stereotype members or turn self-described experience into an unchallengeable score. — Use plain descriptive options, allow 'other' and discussion routes, show the reason for a match and give every member an easy correction and decline path.
Members disclose skills or interests but hear nothing, weakening trust. — Do not launch until opportunity owners and response deadlines are confirmed; close the loop even when no suitable current match exists.
How to put it into practice
Detailed implementation steps for Skills Matchmaker Survey
Step
Action
Suggested owner
Timing
Evidence or output
1
List the specific matching decisions due in the next 90 days and remove any proposed survey field that will not change one of those decisions.
Project portfolio lead with privacy contact
Three weeks before collection
A decision-to-data map and approved minimum field set
2
Co-design the language and response options with a small mix of members, including people whose experience is often overlooked, and test whether the form feels like an invitation rather than an assessment.
Member experience lead
Two weeks before collection
A tested survey draft and an issue log
3
Publish the purpose, expected uses, who will see responses, retention date and correction or withdrawal route before asking members to complete the survey.
Privacy contact or club secretary
At survey launch
An approved collection notice attached to every response route
4
Collect self-described skills, interests, development goals, availability and preferred contact method; avoid free-text personal history unless a respondent chooses to discuss it privately.
Matching coordinator
Seven- to ten-day collection period
A minimum, permission-based response set with access restricted to the matching team
5
Offer each member one or more possible opportunities with the role, workload, support and reason for the match, and let the person accept, decline, ask questions or suggest a different pathway.
Matching coordinator with opportunity owner
Within 14 days of survey close
A member-confirmed match, a chosen later follow-up or a recorded no-match explanation
6
Check each accepted match after 30 and 90 days, correct stale information and delete or de-identify response data at the approved date unless the member has agreed to an updated purpose.
Matching coordinator and privacy contact
Days 30 and 90
A match outcome log, corrections completed and a recorded retention action
Controls and safeguards
Check the selected approach against the club's actual needs, capacity and responsibilities before putting it into use.
Protect member choice and privacy, make participation accessible, and do not infer belonging or satisfaction from attendance alone.
Collect only necessary data, state its purpose and retention, restrict access and provide a practical correction or withdrawal route.
The club collects more personal information than it needs or reuses responses for a different purpose without the member's knowledge. — Use a decision-to-data map, publish a clear collection notice, restrict access and require a fresh permission check before any materially different use or disclosure.
Survey labels stereotype members or turn self-described experience into an unchallengeable score. — Use plain descriptive options, allow 'other' and discussion routes, show the reason for a match and give every member an easy correction and decline path.
Members disclose skills or interests but hear nothing, weakening trust. — Do not launch until opportunity owners and response deadlines are confirmed; close the loop even when no suitable current match exists.
A data file becomes stale, widely copied or accessible after the matching cycle ends. — Keep one controlled record, prohibit local copies, review permissions, record corrections and delete or de-identify data at the approved retention date.
The club must determine which Australian privacy obligations apply and approve the collection notice, access, platform, retention and breach response before launch.
Sensitive information must not be requested unless the club has confirmed necessity, authority, consent and safeguards appropriate to the applicable law.
Survey results must not be used to rank member worth, restrict fair access to roles or make automated decisions about people.
What to measure
After 90 days, review Skills Matchmaker Survey. Look for suitable matches, regular check-ins and progress against goals chosen by the participating member.
Survey fields linked to a current matching decision, with unnecessary fields removed before launch.
Respondents who receive a clear match, an alternative pathway or an honest no-match update within 14 days.
Proposed matches accepted after the member sees the workload, support and reason for the suggestion.
Accepted matches that remain suitable at 30 days, plus corrections, withdrawals and retention actions completed on time.
Follow-up: At the 90-day review, compare the recorded measures with the starting point, resolve the listed governance holds and tell participants whether Skills Matchmaker Survey will change, continue 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.
01
Skills and Pathways Survey with Collection Notice
Collect only the information needed for current matching decisions while making choice, use and follow-up clear.
