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 Rotary member engagement, meaningful volunteer roles and privacy-minimal collection; they are not an endorsement of the named Passion Discovery Workshop initiative or this locally designed delivery model.
Primary references consulted
Engaging Younger Professionals: Make Connections(Rotary International) Used for: Clubs are encouraged to ask people what they care about and what they want to see in their community.; Member interests and strengths should inform opportunities rather than be met only with a list of existing activities.
Engage Emerging Leaders(Rotary International) Used for: Rotary encourages clubs to ask members about their ideas, passions and ideal service projects and help them find a suitable fit.; Leaders should check in as members take on projects and roles.
National Standards for Volunteer Involvement(Volunteering Australia) Used for: Volunteer roles should be meaningful, tailored and negotiated with volunteers around their interests and preferred style of participation.; Roles should be defined, supported and reviewed rather than allocated from interest data alone.
Chapter 3: APP 3 Collection of Solicited Personal Information(Office of the Australian Information Commissioner) Used for: Organisations should collect personal information only where and how it is reasonably necessary, lawful and fair.; A workshop should not collect sensitive or excessive personal detail merely because it may be useful later.
Candidate District material consulted
These records remain draft evidence and still need a human source decision.
Club Playbook - Theme 2 Candidate record 46 Passion-Based Role Discovery provides the related concept of using interest mapping to help members identify a suitable project or role. It is not a literal current-title match and does not supply privacy, accessible reflection, current-opportunity, matching, no-allocation, deletion or governance 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
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.
Engage Emerging Leaders Supports: Member-centred discovery, mentoring, feedback, emerging-leader support and club-health review principles during renewal. Does not establish: That a person is ready for office, should be selected, has consented to a role or that a proposed renewal pathway will work locally.
National Standards for Volunteer Involvement 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: The club's local need, legal position, capability, cost, safety, accessibility, suitability, likely effectiveness, authority to act or approval of the initiative.
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.
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 sponsor must approve the workshop promise, opportunity map, facilitator, access routes, privacy handling and follow-up process before invitations are issued.
Reflection must be voluntary and private by default and may not affect member standing, recognition, leadership opportunity or workload allocation.
Interest information does not establish suitability for a regulated, screened, financial, governance or safety-critical role.
The club must not promise a match it cannot support and must delete personal notes when the selected follow-up purpose ends.
Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.
Why a club might use this
It creates a welcoming reason for people to connect around a shared interest and leave with a clear next step.
It may suit: Members, guests or community participants who would find the topic useful, and the people hosting the activity.
Use it when
Consider Passion Discovery Workshop when willing members are underused, overused or unclear about where they can make a difference.
A club with several current or emerging opportunities and leaders willing to adjust roles around member interests and preferred ways of contributing.
Members who can reflect privately, in pairs or with a facilitator and choose which parts, if any, the club may retain.
A workshop sponsor able to arrange follow-up conversations and report de-identified gaps between member interests and club opportunities.
Before the club starts
A clear workshop promise covering purpose, voluntary participation, private reflection, information use, retention, follow-up and the absence of automatic role allocation.
A current opportunity map showing real projects, learning, support and social contributions with time, location, access, authority, screening and skill conditions.
Accessible reflection formats and facilitation routes, including individual, paired, spoken, written, large-print, digital and no-submission options.
Named follow-up hosts with a matching guide, boundaries on personal information and authority to reshape or decline a role honestly.
Capacity guide
Likely cost
Low; mainly coordination, briefing and simple role materials.
Lead time
About two weeks to map work and begin member conversations.
People
Three to four people to map assignments, make matches and support handovers.
A useful club conversation
Questions worth asking
What can a member safely say about what energises them without explaining why other types of contribution are difficult?
Which opportunities can we actually offer, change or support after this conversation?
How will we respond respectfully when a member's current interests do not match a club vacancy?
Common traps
Trying Passion Discovery Workshop when A personality test, vocational assessment, public commitment exercise or means of filling unpopular vacancies without changing them.
Proceeding with Passion Discovery Workshop when A session that asks members to disclose health, family, finance, employment, identity or availability details beyond what they choose to discuss for a specific opportunity.
Members feel obliged to disclose private reasons for limited time, travel, physical or digital participation. — Ask only for preferred conditions, provide a private adjustment contact and accept boundaries without diagnosis or justification.
A practical 90-day path
Three milestones for Passion Discovery Workshop
When
What the club does
Evidence to keep
Days 1–30: Agree the local design
Map current and emerging club opportunities and remove or redesign any role whose purpose, workload, authority, support or access conditions cannot be explained honestly. Design prompts about causes, preferred activities, people, learning, pace, setting and contribution style, with private formats and no request for explanations of personal constraints.
A current, decision-ready opportunity map An accessible voluntary reflection set
Days 31–60: Run and adjust the first version
Publish the workshop promise and choices, train follow-up hosts and set a deletion date for any notes or preferences the member elects to share. Facilitate reflection without interpreting people, comparing answers or asking for public commitments, then let each member choose whether to keep, share or discuss their notes.
An informed invitation and handling plan Member-controlled reflections and optional follow-up requests
Days 61–90: Review the evidence and decide
Hold one-to-one matching conversations that test purpose, fit, workload, support and access and offer a small first step, a later contact or an honest no-current-match response. Delete unneeded personal notes, report only de-identified opportunity gaps and check whether the member's first step delivered the value and support discussed.
Agreed next steps with review dates A privacy closeout and opportunity-improvement action
Fit it to the club you have
Small club
Use a one-to-one or paired conversation and include neighbouring-club, district, remote and time-limited opportunities rather than pretending the club can offer every pathway.
Larger club
Use several trained hosts, a consistent opportunity map and private follow-up booking so reflections do not become a visible queue or committee recruitment fair.
Regional or rural club
Include local, home-based, telephone and seasonal options and recognise that travel, connectivity and overlapping community roles affect fit without requiring an explanation.
Metropolitan, hybrid or online club
Provide an accessible form members may keep private, a low-bandwidth conversation route and no automated profile, matching score or permanent skills database.
Learn, adapt and know when to stop
Evidence worth keeping
Members able to choose private reflection, optional sharing and no-follow-up routes without pressure.
Follow-up requests receiving an honest conversation and a documented next step, later contact or no-current-match response.
Roles adjusted or created in response to de-identified gaps rather than forcing members into existing vacancies.
Change course when
Reflection answers become a permanent profile or are used to assign work without a fresh conversation. — Use a private-by-default worksheet, record only member-approved follow-up details, prohibit automated allocation and delete notes after the purpose ends.
The facilitator interprets interests as personality, capability, commitment or suitability. — Use descriptive prompts, no scoring or labels and member-owned wording, and separate self-reflection from role-specific suitability checks.
The club raises expectations but has no suitable or supported opportunity to offer. — Map opportunities first, give honest no-current-match responses and use de-identified gaps to redesign the club's role mix.
How to put it into practice
Detailed implementation steps for Passion Discovery Workshop
Step
Action
Suggested owner
Timing
Evidence or output
1
Map current and emerging club opportunities and remove or redesign any role whose purpose, workload, authority, support or access conditions cannot be explained honestly.
Member-experience lead and project leads
Six weeks before the workshop
A current, decision-ready opportunity map
2
Design prompts about causes, preferred activities, people, learning, pace, setting and contribution style, with private formats and no request for explanations of personal constraints.
Workshop facilitator and access lead
Four weeks before the workshop
An accessible voluntary reflection set
3
Publish the workshop promise and choices, train follow-up hosts and set a deletion date for any notes or preferences the member elects to share.
Workshop sponsor and data custodian
Two weeks before the workshop
An informed invitation and handling plan
4
Facilitate reflection without interpreting people, comparing answers or asking for public commitments, then let each member choose whether to keep, share or discuss their notes.
Facilitator
During the workshop
Member-controlled reflections and optional follow-up requests
5
Hold one-to-one matching conversations that test purpose, fit, workload, support and access and offer a small first step, a later contact or an honest no-current-match response.
Named follow-up hosts
Within fourteen days
Agreed next steps with review dates
6
Delete unneeded personal notes, report only de-identified opportunity gaps and check whether the member's first step delivered the value and support discussed.
Member-experience lead
Within six weeks
A privacy closeout and opportunity-improvement 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.
Confirm venue, accessibility, safety, incident, cancellation and follow-up arrangements for the actual audience and setting.
Reflection answers become a permanent profile or are used to assign work without a fresh conversation. — Use a private-by-default worksheet, record only member-approved follow-up details, prohibit automated allocation and delete notes after the purpose ends.
The facilitator interprets interests as personality, capability, commitment or suitability. — Use descriptive prompts, no scoring or labels and member-owned wording, and separate self-reflection from role-specific suitability checks.
The club raises expectations but has no suitable or supported opportunity to offer. — Map opportunities first, give honest no-current-match responses and use de-identified gaps to redesign the club's role mix.
Members feel obliged to disclose private reasons for limited time, travel, physical or digital participation. — Ask only for preferred conditions, provide a private adjustment contact and accept boundaries without diagnosis or justification.
The club sponsor must approve the workshop promise, opportunity map, facilitator, access routes, privacy handling and follow-up process before invitations are issued.
Reflection must be voluntary and private by default and may not affect member standing, recognition, leadership opportunity or workload allocation.
Interest information does not establish suitability for a regulated, screened, financial, governance or safety-critical role.
What to measure
After 90 days, review Passion Discovery Workshop. Look for roles being filled by choice, responsibilities being understood and useful work being completed without avoidable overload.
Members able to choose private reflection, optional sharing and no-follow-up routes without pressure.
Follow-up requests receiving an honest conversation and a documented next step, later contact or no-current-match response.
Roles adjusted or created in response to de-identified gaps rather than forcing members into existing vacancies.
Shared preference notes deleted on schedule and never repurposed for member assessment or publicity.
Follow-up: At the 90-day review, compare the recorded measures with the starting point, resolve the listed governance holds and tell participants whether Passion Discovery Workshop 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
Passion and Contribution Reflection
Help each member explore current interests and preferred contribution conditions without creating a scored profile.
