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 mentoring value, purpose-limited use of personal information and informed image-sharing consent; they do not constitute Rotary International, Office of the Australian Information Commissioner or eSafety Commissioner endorsement of the named Mentorship Spotlights initiative, its editorial choices or this locally designed publication process.
Primary references consulted
Deliver Continued Value(Rotary International) Used for: Rotary identifies mentoring, leadership development and skill-building as ways clubs can provide continuing value.; The guidance recognises personal and professional growth through connections between members with different experience.
Use and disclosure of personal information(Office of the Australian Information Commissioner) Used for: Showing or giving another person access to personal information is a disclosure even if the recipient already knows it.; Use or disclosure for a secondary purpose requires an applicable basis, including consent in relevant circumstances.
Consent for sharing photos and videos(eSafety Commissioner) Used for: Consent to share an image should be informed and freely given rather than assumed from participation.; A person may change their mind about an image being shared, so a practical removal response is important.
Candidate District material consulted
These records remain draft evidence and still need a human source decision.
Club Playbook - Theme 2 A monthly short story about a mentor and mentee journey,Bulletin or meeting publication as the proposed starting channels,Role modelling and mentoring culture as draft outcome intentions,Stories as the proposed starting resource
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
Deliver Continued Value Supports: The 49 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.
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.
Consent and sharing photos and videos 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 approve the consent, privacy, complaints, correction, withdrawal, archival and deletion process before collecting or publishing stories.
No health, family, employment, financial, complaint, safeguarding or other sensitive detail may be published without a separately verified lawful basis and explicit necessity.
Rotary and District brand, photography, copyright, music and platform requirements must be checked for every publication channel.
Public claims about impact, retention, professional benefit or community outcomes require evidence beyond the participants' personal account.
Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.
Why a club might use this
It helps knowledge, confidence and encouragement move between members instead of resting with a few people.
It may suit: Members seeking guidance or a new challenge, and the people offering practical support.
Use it when
Consider Mentorship Spotlights when members want guidance or a next challenge but the available pathways are hard to see.
Clubs where members say mentoring exists but cannot see who offers it, how to ask or what a useful relationship involves.
A bulletin, meeting or private member channel that can feature varied forms of mentoring, including peer and cross-generational support.
A short series with transparent selection criteria, separate consent from every participant and a clear publication end date.
Before the club starts
A written editorial purpose and selection criteria that seek different pathways, contribution types and participant perspectives rather than the same visible leaders.
A specific consent form covering name, role, quotations, images, channels, audience, publication period, edits, withdrawal and a no-publication option.
A paired interview and fact-check process in which both people can describe the learning, correct the draft and keep personal details out.
Accessible publication templates with plain language, meaningful headings, alt text or image descriptions, captions where required and a contact for corrections or withdrawal.
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 did each person learn or do differently, and how can the story show mutual contribution rather than a hero and recipient?
Which detail is necessary to explain the mentoring pathway, and which detail belongs only to the private relationship?
Where may this story appear, for how long, and what should happen if either person later changes their mind?
Common traps
Trying Mentorship Spotlights when Publishing confidential mentoring content, personal difficulty, images or quotations because one participant, sponsor or club leader believes the story would be inspiring.
Proceeding with Mentorship Spotlights when Using a spotlight as an award, testimonial or recruitment claim without checking accuracy, balance, channel, audience and the person's ongoing comfort.
A story, image or quotation remains online after consent changes or its agreed purpose ends. — Keep a publication and expiry register, provide a visible withdrawal contact and remove or update controlled channels promptly when requested.
A practical 90-day path
Three milestones for Mentorship Spotlights
When
What the club does
Evidence to keep
Days 1–30: Agree the local design
Choose the mentoring behaviour or pathway the series should clarify, write fair selection criteria and identify whose experience is routinely missing from club stories. Invite private nominations and self-nominations, approach both participants separately and make clear that declining will not affect recognition, mentoring or future opportunities.
An approved editorial brief, selection criteria and diversity check A consented story pair or a recorded no-publication decision
Days 31–60: Run and adjust the first version
Agree the intended channel, audience, details, images, expiry and withdrawal route before interviewing, and record any subject that must remain private. Interview each person about the starting question, what each contributed, what changed and what they would do differently; avoid implying that one person rescued or transformed the other.
Separate, specific consent and privacy boundaries A balanced interview worksheet and a concise draft
Days 61–90: Review the evidence and decide
Return the complete words, headings, image, caption and channel context to both participants, make corrections and publish only the version each person has approved. Check after publication, action any correction or withdrawal promptly, archive or remove the story at the agreed date and review whether the series broadened understanding of mentoring.
A jointly approved accessible story package A publication, correction, withdrawal and expiry record
Fit it to the club you have
Small club
Use a short first-person pair reflection in the member bulletin or at a closed meeting. Rotate between peer, project, leadership and community mentoring so the series does not become a profile of the same senior members.
Larger club
Use a quarterly editorial calendar, nomination register and independent selection check. Separate nomination, interviewing and publication approval so visibility does not become an informal patronage system.
Regional or rural club
Offer telephone interviews, audio with a transcript or a printed story where connectivity is uneven. Check whether local detail could identify a person or private circumstance even when names are removed.
Metropolitan, hybrid or online club
Provide captions, transcripts, alt text and accessible reading order; state every online channel covered by the consent and avoid assuming a private member platform prevents copying or wider circulation.
Learn, adapt and know when to stop
Evidence worth keeping
Published stories with separate, specific approval from every identifiable participant for the final wording, image, channel and duration.
Spotlights representing more than one kind of mentoring, member stage and contribution across the series.
Readers who can identify how to request mentoring or explore the featured pathway after seeing the story.
Change course when
A participant feels obliged to share a personal story because a mentor, sponsor or leader nominated them. — Approach people separately, make declining private and consequence-free, and provide options for anonymous learning notes or no publication.
The story exposes confidential conversation or presents one person's memory as agreed fact. — Interview separately, use only necessary detail and require both participants to approve the complete final context before publication.
The series rewards visibility and reinforces the idea that mentoring belongs to a small senior group. — Use transparent criteria, audit the range of stories and feature peer, reverse, project and skills mentoring as well as established-member support.
How to put it into practice
Detailed implementation steps for Mentorship Spotlights
Step
Action
Suggested owner
Timing
Evidence or output
1
Choose the mentoring behaviour or pathway the series should clarify, write fair selection criteria and identify whose experience is routinely missing from club stories.
Editorial lead with member experience lead
Three weeks before the first story
An approved editorial brief, selection criteria and diversity check
2
Invite private nominations and self-nominations, approach both participants separately and make clear that declining will not affect recognition, mentoring or future opportunities.
Editorial lead
Two weeks before publication
A consented story pair or a recorded no-publication decision
3
Agree the intended channel, audience, details, images, expiry and withdrawal route before interviewing, and record any subject that must remain private.
Editorial lead with each participant
Before the interview
Separate, specific consent and privacy boundaries
4
Interview each person about the starting question, what each contributed, what changed and what they would do differently; avoid implying that one person rescued or transformed the other.
Interviewer
One week before publication
A balanced interview worksheet and a concise draft
5
Return the complete words, headings, image, caption and channel context to both participants, make corrections and publish only the version each person has approved.
Editorial lead and communications approver
At least two days before publication
A jointly approved accessible story package
6
Check after publication, action any correction or withdrawal promptly, archive or remove the story at the agreed date and review whether the series broadened understanding of mentoring.
Communications lead
Within seven days and at the agreed expiry
A publication, correction, withdrawal and expiry record
Controls and safeguards
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.
A participant feels obliged to share a personal story because a mentor, sponsor or leader nominated them. — Approach people separately, make declining private and consequence-free, and provide options for anonymous learning notes or no publication.
The story exposes confidential conversation or presents one person's memory as agreed fact. — Interview separately, use only necessary detail and require both participants to approve the complete final context before publication.
The series rewards visibility and reinforces the idea that mentoring belongs to a small senior group. — Use transparent criteria, audit the range of stories and feature peer, reverse, project and skills mentoring as well as established-member support.
A story, image or quotation remains online after consent changes or its agreed purpose ends. — Keep a publication and expiry register, provide a visible withdrawal contact and remove or update controlled channels promptly when requested.
The club must approve the consent, privacy, complaints, correction, withdrawal, archival and deletion process before collecting or publishing stories.
No health, family, employment, financial, complaint, safeguarding or other sensitive detail may be published without a separately verified lawful basis and explicit necessity.
Rotary and District brand, photography, copyright, music and platform requirements must be checked for every publication channel.
Public claims about impact, retention, professional benefit or community outcomes require evidence beyond the participants' personal account.
What to measure
After 90 days, review Mentorship Spotlights. Look for suitable matches, regular check-ins and progress against goals chosen by the participating member.
Published stories with separate, specific approval from every identifiable participant for the final wording, image, channel and duration.
Spotlights representing more than one kind of mentoring, member stage and contribution across the series.
Readers who can identify how to request mentoring or explore the featured pathway after seeing the story.
Corrections, withdrawals and expiry actions completed within the promised 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 Mentorship Spotlights 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
Spotlight Nomination and Consent Form
Separate nomination from specific publication agreement and make declining or limiting a story safe.
