E-040 · A 90-day try-out

A club plan for Member Identity Spotlights

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-040 · Member Identity Spotlights
Theme: Theme 2: Engagement & Belonging · Subtheme 3: Cultural Inclusion & Belonging
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 belonging, respectful identity language, minimal information collection, consent and purpose-limited publication; they do not constitute Rotary International, Australian Government or OAIC endorsement of the named Member Identity Spotlights initiative or this locally designed delivery model.

Primary references consulted

Enhancing Belonging and Engagement at Rotary (Rotary International)
Used for: Rotary values visible and invisible qualities and the contributions of people from many backgrounds.; An inclusive culture should help each person know they are valued and belong.
Cultural and Linguistic Diversity (Australian Government Style Manual)
Used for: The Style Manual recommends language that respects people and avoids reducing them to a difference.; A person's cultural affinity or identity should be mentioned only when it is needed and relevant.
Chapter 3: APP 3 Collection of Solicited Personal Information (Office of the Australian Information Commissioner)
Used for: APP 3 addresses when and how solicited personal information may be collected and includes additional requirements for sensitive information.; A minimal collection tied to a clear purpose reduces unnecessary privacy risk.
Chapter 6: APP 6 Use or Disclosure of Personal Information (Office of the Australian Information Commissioner)
Used for: APP 6 generally limits use or disclosure to the purpose for which personal information was collected unless an exception applies.; Consent can be relevant when a profile or image is proposed for a new audience or secondary purpose.

Candidate District material consulted

These records remain draft evidence and still need a human source decision.

Club Playbook - Theme 2
Record 22 is a literal Member Identity Spotlights title match and supports only the broad concept of rotating short member profiles featuring chosen interests or background. The candidate is explicitly unofficial and does not supply this guide's voluntary participation, data minimisation, consent, accessibility, expiry or anti-tokenism controls.

Theme 2 source-assurance wave

What has been checked

4 current primary pages used by this guide were reopened on 9 August 2026.
8 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

Enhancing Belonging and Engagement at Rotary
Supports: Belonging, accessibility, respectful participation and equitable access principles for renewal and club experience.
Does not establish: That a particular meeting model, membership pathway, leadership process or club culture is inclusive without testing with affected people.
Cultural and Linguistic Diversity
Supports: The 6 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: Accessibility or inclusion conformance, the needs or preferences of any person or community, cultural authority to act, the suitability of a format or venue, or local approval.
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.
Chapter 6: APP 6 Use or Disclosure of Personal Information
Supports: The 21 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 purpose, audience, rotation, optional prompts, consent choices, retention period and correction or withdrawal process before inviting members.
No membership record, previous biography, photograph or sensitive detail may be used merely because the club already holds it; the member must choose and approve the exact current profile.
Publication in one channel does not authorise another channel or later campaign, and removal requests must be acted on across every controlled copy within the stated timeframe.
The club must review tokenism, selection equity, comments and accessibility and must not imply that any member represents a group or that the profile carries Rotary International endorsement.

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 Member Identity Spotlights to remove avoidable barriers so people from different backgrounds can belong and contribute on fair terms.

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 Member Identity Spotlights
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Agree the purpose, audience, channel, profile length, rotation and expiry, then test whether the same connection goal could be met with less personal information.	Membership and communications leads	Before invitations open	An approved spotlight brief and data-minimisation decision
2	Invite members through an open, fair process and privately explain that every question, identity detail, image and publication choice is optional and may be changed or withdrawn.	Spotlight coordinator	At least three weeks before publication	A voluntary participant and recorded channel choices
3	Let the member choose prompts and format, draft in their own words or approve an interview summary, and avoid asking them to educate the club or speak for any group.	Member and profile editor	Two weeks before publication	A member-controlled draft using only chosen information
4	Prepare an accessible proof with the approved name, image, alt text, headings and channel, then ask the member to approve the exact final version and publication date.	Editor and accessibility checker	At least three days before publication	A dated final proof and specific publication consent
5	Publish only in the agreed place, moderate comments or meeting discussion, correct errors promptly and obtain fresh consent before copying the profile to another channel or campaign.	Communications lead	On publication and during the display period	A controlled publication and issue log
6	Check privately with the member, remove or archive the profile at expiry, honour correction or withdrawal requests and review whether the series is broadening connection without unequal pressure or tokenism.	Spotlight coordinator and club sponsor	Within seven days and at the agreed expiry	Member follow-up, retention decision and fairness review

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.
A member is selected because of an identity and feels expected to explain or represent a group. — Use an open and varied rotation, let the member choose ordinary as well as identity-related prompts, and state that no profile represents anyone other than the featured person.
Sensitive or identifying information is collected from records or elicited through leading questions. — Collect only what the member chooses for the stated purpose, avoid sensitive prompts, remove unnecessary drafts and stop if consent or the audience is unclear.
A profile approved for one channel is copied, indexed, quoted or reused in promotion without a new decision. — Record each approved channel and expiry, prevent automatic cross-posting and obtain fresh, specific consent before any secondary use or disclosure.
The series favours confident writers, visible leaders or members comfortable with public exposure. — Offer assisted, audio, private-meeting and written options, provide adjustments and review invitation and participation patterns rather than counting profiles alone.
The club must approve the purpose, audience, rotation, optional prompts, consent choices, retention period and correction or withdrawal process before inviting members.
No membership record, previous biography, photograph or sensitive detail may be used merely because the club already holds it; the member must choose and approve the exact current profile.
Publication in one channel does not authorise another channel or later campaign, and removal requests must be acted on across every controlled copy within the stated timeframe.
The club must review tokenism, selection equity, comments and accessibility and must not imply that any member represents a group or that the profile carries Rotary International endorsement.

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 Member Identity Spotlights. Look for a broader range of voices being heard, identified barriers being addressed and voluntary feedback showing a stronger sense of belonging.
Featured members who selected their prompts, format, audience, image and expiry and approved the exact final profile before publication.
Members offered a fair opportunity across different roles, tenures, ages, backgrounds and participation styles without identity quotas or pressure.
Corrections, withdrawals, privacy concerns, harmful comments or tokenism concerns raised and resolved within the promised timeframe.
Members reporting more useful points of connection while featured people report that the process felt respectful and under their control.

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.

Spotlight Invitation and Consent Choices

Give each member genuine control over whether, how and where they are featured.

Open supporting document

Member-Approved Profile

Hold the exact member-controlled words and publication proof without adding unapproved personal detail.

Open supporting document

Publication, Correction and Expiry Register

Keep every spotlight within its agreed audience and lifespan and make correction or withdrawal practical.

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.

Conversation guide

Use this worksheet to hold a respectful conversation, hear different views and tell people what happens next.

Open worksheet

Are we ready to try this?

Use this worksheet to decide whether a small first try is realistic and what the club must settle before it starts.

Open worksheet

Member pulse check

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

Open worksheet