E-087 · A 90-day try-out

A club plan for Service Role Sampling Night

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-087 · Service Role Sampling Night
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 fit, meaningful volunteer roles and accessible participation; they are not an endorsement of the named Service Role Sampling Night initiative or this locally designed delivery model.

Primary references consulted

Engage Emerging Leaders (Rotary International)
Used for: Clubs can help members find a suitable fit and support them as they take on projects and roles.
National Standards for Volunteer Involvement (Volunteering Australia)
Used for: Volunteer roles should be meaningful, clearly defined, inclusive, supported and appropriately managed.
Hosting accessible and inclusive in-person meetings and events (Australian Human Rights Commission)
Used for: Accessible information and participation options should be planned rather than added after exclusion occurs.

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 and record 52 Project Reverse Pitches provide related concepts for comparing and hearing about roles. Neither is a literal current-title match or supplies safe simulation, fictional-data, no-assessment, accessibility, matching or later-authority 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

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.

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 every station, material set, facilitator boundary and follow-up route before promotion.
Sampling cannot grant authority, access, appointment, screening, training credit or proof of suitability.
Participant reflection must remain private and voluntary and may not be scored or used for member assessment.
Real data, accounts, money, controlled equipment and community relationships must remain outside the simulation.

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 Service Role Sampling Night 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 Service Role Sampling Night
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Select approved roles and identify a safe sample activity that reveals the work without using real authority, personal data, funds, hazardous tools or community contact.	Role sponsors and governance lead	Six weeks before the night	A cleared set of sampling stations
2	Create common station briefs covering purpose, sample task, real workload, support, access, conditions and the difference between sampling and taking the role.	Station leads and member-experience lead	Four weeks before the night	Comparable role-sampling briefs
3	Invite members with no-obligation choices, accessible formats and a private interest route and brief station leads against assessment, pressure and stereotypes.	Night host and access contact	Two weeks before the night	An informed invitation and facilitator briefing
4	Run short rotations with equal time, fictional or non-operational material, clear stop points and member-owned notes rather than facilitator ratings.	Night host and station leads	During the night	Safe role samples and private reflections
5	Offer private conversations about roles of interest, explain real conditions and arrange observation, training, a project experience, later contact or no further step.	Role sponsors	Within fourteen days	Informed, voluntary next-step choices
6	Delete unneeded interest notes and review which stations were clear, accessible and honest about the role, redesigning those that created pressure or confusion.	Member-experience lead	Within one month	A privacy closeout and improved role pathway

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.
Confirm venue, accessibility, safety, incident, cancellation and follow-up arrangements for the actual audience and setting.
A simulation exposes real data, funds, systems or partner relationships. — Use fictional or isolated materials and require a governance check before every station opens.
Station leads assess participants or favour familiar contribution styles. — Prohibit scoring, train leads to describe rather than judge and use member-owned reflection.
A fun sample understates the actual workload, conditions or responsibility. — Require each station to display the real role brief and later approval, training and support steps.
Physical, sensory, communication or digital barriers are mistaken for lack of role fit. — Offer equivalent formats and private adjustments and assess suitability only through the later role-specific process.
The club must approve every station, material set, facilitator boundary and follow-up route before promotion.
Sampling cannot grant authority, access, appointment, screening, training credit or proof of suitability.
Participant reflection must remain private and voluntary and may not be scored or used for member assessment.

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 Service Role Sampling Night. Look for roles being filled by choice, responsibilities being understood and useful work being completed without avoidable overload.
Stations using only cleared, fictional, de-identified or non-operational materials.
Members able to sample, observe or decline without scoring or pressure.
Interested members receiving complete real-role conditions and a separate supported next step.
No sample treated as appointment, training completion, screening or evidence of competence.

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.

Service Role Sampling Station Brief

Create a safe and honest sample of one role.

Open supporting document

Member Role Sampling Passport

Help a member compare experiences privately without creating a scored profile.

Open supporting document

Role Follow-up and Matching Record

Turn optional interest into a bounded next step with proper role checks.

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.

Event brief

Use this worksheet to plan who the session is for, when it will happen, how people can take part and what happens afterwards.

Open worksheet

Registration and follow-up log

Use this worksheet to map each step and keep only the information the club genuinely needs.

Open worksheet

Feedback form

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

Open worksheet