E-021 · A 90-day try-out

A club plan for Skills Matchmaker Survey

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-021 · Skills Matchmaker Survey
Theme: Theme 2: Engagement & Belonging · Subtheme 2: Mentoring & Pathways
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 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.

1. Is this worth trying here?

What we hope will change: Club leaders can match people to projects and roles more accurately.

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 Skills Matchmaker Survey
Step	What we will do	Who could lead it	Our date	How we will know it is done
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

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
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.

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 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.

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.

Skills and Pathways Survey with Collection Notice

Collect only the information needed for current matching decisions while making choice, use and follow-up clear.

Open supporting document

Opportunity and Skills Catalogue

Give the matching team a current, transparent set of choices rather than matching people to vague requests.

Open supporting document

Match Offer and Follow-Up Log

Show why each match was proposed, preserve member choice and close every response.

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.

Survey

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

Open worksheet

People and opportunities matching sheet

Use this worksheet to help people choose roles or opportunities that suit them without asking for more personal information than the club needs.

Open worksheet