E-086 · A 90-day try-out

A club plan for Project Experience Days

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-086 · Project Experience Days
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 meaningful Rotary service experience, local safety duties and accessible participation; they are not an endorsement of the named Project Experience Days initiative or this locally designed delivery model.

Primary references consulted

Engaging Younger Professionals: Make Connections (Rotary International)
Used for: Clubs can create meaningful ways for people to experience service and connect their interests with community action.
Work health and safety duties (Safe Work Australia)
Used for: Applicable safety duties need to be addressed for volunteers undertaking work.
Hosting accessible and inclusive in-person meetings and events (Australian Human Rights Commission)
Used for: Participation should be planned with accessible information, environments and equitable options.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate record 18 Project Pair-Up Program and record 47 Member-Led Microprojects provide related concepts for supported project participation and manageable tasks. Neither is a literal current-title match or supplies partner-authority, safety, screening, access, supervision, media, no-pressure or closeout controls.

Theme 2 source-assurance wave

What has been checked

3 current primary pages used by this guide were reopened on 9 August 2026.
3 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.
Volunteers - WHS duties
Supports: The need to identify the organisation's actual WHS position and manage volunteer physical and psychological safety proportionately during renewal activity.
Does not establish: Whether WHS law applies to a particular club, who holds a duty, which jurisdictional rule applies or whether a proposed control is sufficient.
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.

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 project and partner must approve the experience scope, task menu, participant limit and media boundary before invitations are issued.
The day cannot bypass safety, insurance, screening, safeguarding, privacy, qualification or supervision requirements.
Participation and any follow-up must be voluntary and separate from membership recruitment or standing.
Incidents, complaints and personal information must be closed through the appropriate established processes.

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 Project Experience Days to connect members' strengths and interests with worthwhile roles that have clear boundaries.

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 Project Experience Days
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Choose an approved project and confirm with the community partner which outcomes, tasks, stories, locations and participant numbers are appropriate for an experience day.	Project lead and authorised partner contact	Eight weeks before the day	A partner-authorised experience scope
2	Assess tasks, safety, screening, safeguarding, access, transport, weather, privacy and supervision and remove any activity that cannot be made suitable.	Project safety lead and access contact	Six weeks before the day	A cleared task menu and control plan
3	Invite participants with complete conditions and choices, collect only necessary readiness information and arrange adjustments privately.	Participant coordinator	Three weeks before the day	Informed registrations and access arrangements
4	Brief participants on purpose, partner authority, tasks, boundaries, safety, privacy, conduct and the right to pause or stop before supervised work begins.	Project lead and task supervisors	At the start of the day	Prepared participants and safe task allocation
5	Deliver useful tasks with active supervision, equitable alternatives, welfare checks and no unapproved images, stories, data access or membership pressure.	Task supervisors	During the day	A safe, useful and respectful project experience
6	Debrief participants and the partner, close incidents and personal data and offer a later conversation, another opportunity or no follow-up according to each person's choice.	Project lead and participant coordinator	Within seven days	A closed experience and member-controlled next step

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.
The club creates an experience for its own benefit rather than the partner's outcome. — Require partner authority over tasks, numbers, stories and review, and stop activities the partner does not need.
Inexperienced participants enter unsafe, screened or sensitive work. — Use task-by-task clearance, supervisor ratios, induction and firm exclusions where conditions cannot be met.
Access needs are exposed or treated as a reason to exclude someone from the whole day. — Use a private adjustment route and offer equivalent useful tasks without requiring diagnosis.
The day becomes a recruitment pitch or participants are photographed without meaningful choice. — Separate service, membership follow-up and media consent and provide no-contact and no-image routes.
The project and partner must approve the experience scope, task menu, participant limit and media boundary before invitations are issued.
The day cannot bypass safety, insurance, screening, safeguarding, privacy, qualification or supervision requirements.
Participation and any follow-up must be voluntary and separate from membership recruitment or standing.
Incidents, complaints and personal information must be closed through the appropriate established processes.

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 Project Experience Days. Look for roles being filled by choice, responsibilities being understood and useful work being completed without avoidable overload.
Participants receiving full conditions, access choices and a safety briefing before work.
Partner-confirmed useful tasks completed without unresolved incident, privacy or safeguarding concern.
Participants able to pause, change task or stop without disadvantage.
Follow-up choices respected and necessary registration or adjustment information deleted on schedule.

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.

Project Experience Day Brief

Define the partner-authorised outcome, tasks and delivery boundaries.

Open supporting document

Participant Readiness and Choice Form

Give each person complete conditions and collect only what the day genuinely needs.

Open supporting document

Experience Debrief and Next Step

Close the day and let the participant control any later involvement.

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.

Project brief

Use this worksheet to turn the idea into a short list of actions, dates, costs and responsibilities.

Open worksheet

Role card

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

Open worksheet

Outcome log

Use this worksheet to note where things stand and choose a few useful signs that will help the club decide what to do next.

Open worksheet