| 1 | Ask current role and project leaders which tasks could be observed without breaching governance, confidentiality, safety or another person's reasonable expectations. | Club learning lead with secretary or governance contact | Five weeks before invitations | An approved observation menu with exclusions and accountable hosts |
| 2 | Invite expressions of interest openly, describe the available activities and ask each member to name a learning question, practical access need and any conflict. | Club learning lead | Four weeks before shadowing | A consented expression-of-interest list and transparent matching criteria |
| 3 | Propose a host and activity, check conflicts and consent privately with both people and choose another activity where confidential business would make observation inappropriate. | Club learning lead with activity owner | Two to three weeks before shadowing | A confirmed match, approved activity and alternate plan if the activity changes |
| 4 | Brief the shadow on purpose, authority, confidentiality, safety and when questions may be asked; remove restricted papers, system access and agenda items before the session. | Host leader | Before each observation session | An acknowledged agreement and a safe, access-checked observation plan |
| 5 | Run the observation with the host retaining every decision and action, then hold a separate debrief focused on the member's learning question rather than confidential content or performance judgement. | Host leader and shadow | One or two approved sessions | A completed learning note with no copied confidential material |
| 6 | Agree a next step such as a Rotary learning resource, a small authorised task, another shadow, a mentor or no further action, and close all temporary access and retained notes. | Club learning lead | Within seven days of the final observation | A participant-chosen next step, closed access and a de-identified program review |
