E-093 · A 90-day try-out

A club plan for Adopt-a-GrandRotarian Program

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-093 · Adopt-a-GrandRotarian Program
Theme: Theme 2: Engagement & Belonging · Subtheme 6: Intergenerational & Life Stage Support
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 connection, respectful volunteer involvement and privacy-minimal matching; they are not an endorsement of the named Adopt-a-GrandRotarian Program initiative or this locally designed delivery model.

Primary references consulted

Engaging Younger Professionals: Make Connections (Rotary International)
Used for: Rotary clubs can create relationships and connection around people's interests and community involvement.
National Standards for Volunteer Involvement (Volunteering Australia)
Used for: Volunteer involvement should be inclusive, respectful, safe, supported and responsive to participants.
Chapter 3: APP 3 Collection of Solicited Personal Information (Office of the Australian Information Commissioner)
Used for: Personal information collection should be limited to what is reasonably necessary for the stated purpose.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate record 58 Adopt-a-GrandRotarian Program is a punctuation-normalised title candidate and provides the broad idea of pairing a younger or newer member with a senior member for informal coffee and mutual learning. It does not supply participant consultation, respectful naming, no-care boundaries, match previews, safety, separate check-ins or data deletion.

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.
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

Potential participants must shape the public-facing name, purpose and boundaries before promotion.
The program is adult, reciprocal and voluntary and cannot create care, transport, finance, counselling or home-access duties.
Either participant may decline, pause, rematch or leave without explanation or disadvantage.
Matching information must remain restricted and be deleted or renewed with fresh agreement at term end.

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 Adopt-a-GrandRotarian Program to keep participation realistic as members move through different work, family, health and life stages.

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 Adopt-a-GrandRotarian Program
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Consult potential participants about need, respectful language, mutual purpose, boundaries and whether a pairing program is wanted before promoting it.	Member-experience lead and participant reference group	Eight weeks before launch	A participant-informed program charter and name
2	Create an adult opt-in and matching process using broad interests and contact conditions, with no assumptions, care assessments or sensitive profiling.	Program coordinator and privacy contact	Six weeks before launch	A minimal and respectful matching process
3	Invite members individually, explain reciprocal expectations and boundaries and let each person preview and decline a proposed match privately.	Program coordinator	Three weeks before first meetings	Informed, mutually accepted pairs
4	Introduce pairs in a public or club setting, agree a short initial term and let them choose simple conversation or shared-activity prompts without compulsory disclosure.	Coordinator and participants	At the first meeting	A bounded, participant-owned connection
5	Check separately with each participant about comfort, reciprocity, access and continuation and arrange change, pause, rematch or closure without requiring reasons.	Program coordinator	After one month	Safe continuation or respectful closure
6	Close or renew the match with fresh agreement, delete matching notes and report only aggregate participation and design learning.	Program coordinator	After three months	A consent renewal or complete data closeout

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 title or design stereotypes older members or assigns family and care roles. — Consult participants, use a respectful local public label and define the exchange as reciprocal adult connection.
A participant feels obliged to continue or provide care, transport or money. — Set explicit exclusions, separate check-ins and no-fault pause, rematch and exit routes.
Matching data reveals private circumstances or age-based assumptions. — Collect only broad interests and contact conditions, restrict access and delete records at term end.
A concerning interaction is kept informal because the pair is framed as friendship. — Provide clear conduct, safety and complaint routes and let the coordinator end contact while the proper process proceeds.
Potential participants must shape the public-facing name, purpose and boundaries before promotion.
The program is adult, reciprocal and voluntary and cannot create care, transport, finance, counselling or home-access duties.
Either participant may decline, pause, rematch or leave without explanation or disadvantage.
Matching information must remain restricted and be deleted or renewed with fresh agreement at term end.

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 Adopt-a-GrandRotarian Program. Look for members choosing workable forms of participation and staying connected without pressure to disclose private circumstances.
Participants independently opting in, previewing the match and agreeing the term and boundaries.
Separate check-ins confirming reciprocity, comfort and a usable pause or exit route.
No program expectation of care, money, transport, home access or private disclosure.
Matching information deleted or renewed with fresh agreement at the end of the term.

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.

Reciprocal Connection Program Charter

Agree a respectful purpose, public name and firm boundaries before matching.

Open supporting document

Participant Opt-In and Match Preview

Make a minimal, member-controlled match without sensitive profiling.

Open supporting document

Separate Check-In and Match Closeout

Protect reciprocity and give either participant an easy change or exit route.

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.

Safety and approval check

Use this worksheet to notice problems early, make the idea safer and know who needs to say yes or help.

Open worksheet

Conversation guide

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

Open worksheet

Contact register

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

Open worksheet