E-078 · A 90-day try-out

A club plan for Pick-Your-Path Role Menu

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-078 · Pick-Your-Path Role Menu
Theme: Theme 2: Engagement & Belonging · Subtheme 5: Member Roles & Purpose
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 Rotary role matching, meaningful accessible volunteering and privacy-minimal collection; they are not an endorsement of the named Pick-Your-Path Role Menu initiative or this locally designed delivery model.

Primary references consulted

Engage Emerging Leaders (Rotary International)
Used for: Rotary encourages clubs to learn what inspires members, invite participation and help people find a suitable fit.; Leaders should provide support and check in as members take on roles and projects.
National Standards for Volunteer Involvement (Volunteering Australia)
Used for: Volunteer roles should be meaningful, tailored, defined, communicated and reviewed with volunteers.; Recruitment should value diversity and match interests, knowledge, skills and suitability consistently with anti-discrimination law.
Hosting Accessible and Inclusive In-person Meetings and Events (Australian Human Rights Commission)
Used for: Accessible participation requires advance information, usable communication, technology and adjustment routes.; A role menu should make participation conditions visible rather than requiring people to discover barriers after volunteering.
Chapter 3: APP 3 Collection of Solicited Personal Information (Office of the Australian Information Commissioner)
Used for: Organisations should collect only personal information reasonably necessary for their functions and use fair collection methods.; A role expression of interest does not justify a broad permanent member profile.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate record 51 Pick Your Path Menu provides the related concept of grouping club activities by type and inviting members to select interests. It is not a literal current-title match and does not supply role audit, workload, authority, access, suitability, privacy, response, review or data-deletion 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

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.
Hosting accessible and inclusive in-person meetings and events
Supports: The 71 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.

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 board or delegated role owner must verify and approve every menu item and its authority, workload, access, risk, screening, expense and support information before publication.
An expression of interest is not an appointment, suitability decision or obligation and may not affect member standing.
Role-specific governance, financial, safeguarding, screening and competence decisions remain mandatory after a member expresses interest.
Preference data must be limited to the selected conversation, restricted to relevant owners and deleted when that conversation closes.

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: Members choose roles that fit their interests, time and confidence.

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 Pick-Your-Path Role Menu
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Audit every current and proposed role with its owner and remove entries that are unavailable, not clearly defined, unsupported or unsuitable for open expression of interest.	Member-experience lead and role owners	Eight weeks before publication	A verified role and opportunity register
2	Group opportunities by purpose, activity, time, setting and support and write consistent cards that disclose conditions without using status-heavy internal jargon.	Menu editor and access lead	Six weeks before publication	An accessible draft role menu
3	Test the menu with members of varied tenure, availability and access, confirming that short, remote, support, learning and no-current-role routes are visible and respected.	Member reviewers	Four weeks before publication	A usability review and corrected menu
4	Publish the menu with the expression-of-interest promise, named contact, response time and clear statement that interest is not appointment or obligation.	Communications and data leads	At launch	A current menu and informed interest form
5	Respond to each member, hold a two-way fit conversation and agree information, a trial, a supported appointment, a later date, another pathway or a respectful close.	Role owner	Within ten working days	A recorded member decision and next step
6	Review new placements and menu accuracy, delete closed expressions of interest and update or withdraw roles when workload, authority, support or conditions change.	Member-experience lead	At thirty and ninety days, then quarterly	A placement review, data closeout and current menu

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.
A concise menu disguises workload, cost, risk, screening or authority and produces uninformed commitments. — Use verified role cards with required fields and a fit conversation before any appointment.
Member preferences become a permanent skills database or are shared across committees without permission. — Collect only the selected interest and contact choice, restrict access and delete the record when the conversation closes.
Popular roles fill while other members receive no response or are pushed toward vacancies they did not choose. — Set a response standard, explain availability honestly, offer later or alternative paths and prohibit vacancy-pressure substitutions.
A role owner treats interest as proof of suitability for a financial, governance, safeguarding or specialist position. — Keep role-specific checks, appointment authority, induction and supervision separate from the expression-of-interest stage.
The board or delegated role owner must verify and approve every menu item and its authority, workload, access, risk, screening, expense and support information before publication.
An expression of interest is not an appointment, suitability decision or obligation and may not affect member standing.
Role-specific governance, financial, safeguarding, screening and competence decisions remain mandatory after a member expresses interest.
Preference data must be limited to the selected conversation, restricted to relevant owners and deleted when that conversation closes.

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 Pick-Your-Path Role Menu. Look for roles being filled by choice, responsibilities being understood and useful work being completed without avoidable overload.
All published opportunities carrying current purpose, workload, authority, support, access and suitability information with an owner and review date.
Expressions of interest receiving a personal response within the published period.
Members entering supported trials or roles, choosing another path or closing interest without pressure or unexplained silence.
Closed interest records deleted and inaccurate, full or unsupported menu items corrected promptly.

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.

Club Role Audit and Approval Register

Verify each opportunity before it appears on the member-facing menu.

Open supporting document

Pick-Your-Path Member Role Menu

Present current opportunities in clear, comparable and accessible member language.

Open supporting document

Role Interest, Fit and Review Record

Manage a member's chosen next conversation without turning interest into obligation or a permanent profile.

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.

Role menu

Use this worksheet to decide who will do each job, who can step in and what needs to be handed over.

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