E-105 · A 90-day try-out

A club plan for Youth & Senior Collaboration Projects

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-105 · Youth & Senior Collaboration Projects
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 emerging leadership, supported volunteering and privacy-minimal participation; they are not an endorsement of the named Youth & Senior Collaboration Projects initiative and do not authorise a particular partner relationship.

Primary references consulted

Engage Emerging Leaders (Rotary International)
Used for: Clubs can provide meaningful ways for emerging leaders to contribute ideas and leadership.
National Standards for Volunteer Involvement (Volunteering Australia)
Used for: Volunteer involvement should be inclusive, supported, safe and connected to clear organisational responsibility.
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 56 Generations in Rotary Panel Night, record 58 Adopt-a-GrandRotarian Program and record 47 Member-Led Microprojects provide related cross-generational, pairing and manageable-project concepts. None is a literal current-title match or supplies partner authority, co-design, safeguarding, no-stereotype, consent, asset-rights 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

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

Participating organisations must approve the purpose, participant contact, safeguarding, supervision, screening, complaints, asset ownership and closeout.
No participant may be treated as a representative of an age group or required to share personal history, contact details or media.
The club must confirm all local child-safety, older-person, privacy, accessibility, venue, transport and emergency requirements.
Joint work, stories and images may be stored or reused only under the agreed authority and specific permissions.

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 Youth & Senior Collaboration Projects 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 Youth & Senior Collaboration Projects
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Confirm the community purpose and participating organisations, and ask whether collaboration is wanted before naming the activity or public outcome.	Club sponsor and partner leads	Ten weeks before delivery	An authorised collaboration purpose
2	Co-design the outcome, participation choices, timetable and decision points with representatives and, where possible, intended participants.	Facilitator and partner leads	Eight weeks before delivery	A participant-shaped project design
3	Approve safeguarding, supervision, screening, consent, access, transport, venue, communication, media, complaints and emergency arrangements.	Safeguarding lead and club board sponsor	Six weeks before delivery	Approved participant conditions
4	Invite participants with accurate information and let each person choose roles, introductions, contact and media options without age-based allocation.	Partner contacts	Four weeks before delivery	Informed and voluntary participation
5	Facilitate shared work in mixed teams, rotate visible and behind-the-scenes roles and use checkpoints where participants can change direction or opt out.	Project facilitator and team leads	During the project	A jointly produced and safely governed result
6	Confirm acceptance with partners and participants, record learning without identifying private contributions and close permissions, assets and records.	Project lead and partner leads	Within two weeks	Shared sign-off, learning and 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.
Before involving young people, check current child-safety rules, obtain the required consent, arrange suitable supervision, and make participation accessible and private.
The project uses age stereotypes or creates unequal helper and recipient roles. — Co-design the work, allocate by choice and skill rather than age and review who holds decisions and visibility.
Safeguarding, caregiver, screening or supervision responsibilities are unclear. — Use written organisation agreements and confirm all local requirements before participant contact.
Participants feel pressured to share personal history or appear in publicity. — Separate participation from story and media choices and obtain specific, revocable permissions.
The club controls or reuses the joint output without partner or participant authority. — Agree ownership, attribution, access, storage and later-use decisions before production begins.
Participating organisations must approve the purpose, participant contact, safeguarding, supervision, screening, complaints, asset ownership and closeout.
No participant may be treated as a representative of an age group or required to share personal history, contact details or media.
The club must confirm all local child-safety, older-person, privacy, accessibility, venue, transport and emergency requirements.

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 Youth & Senior Collaboration Projects. Look for members choosing workable forms of participation and staying connected without pressure to disclose private circumstances.
Partners and participants shaping the purpose, roles and final acceptance.
Both participant groups holding visible and behind-the-scenes decision and delivery roles.
Access, safeguarding, stereotype or role-fit concerns acted on during the project.
Finished assets, stories, permissions and personal information owned, stored or deleted as agreed.

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.

Collaboration Project and Partner Agreement

Define the shared outcome, authority, roles, safeguarding and ownership.

Open supporting document

Participant Choice and Safeguarding Plan

Provide safe, accessible and non-stereotyped participation choices.

Open supporting document

Shared Project Learning and Permissions Log

Verify the result and control learning, assets and later use.

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