Use “Where Are They Now” Stories to offer former members a respectful way to reconnect without assuming that they want to rejoin.
Where this idea came from
Playbook entry
E-129 · “Where Are They Now” Stories
Theme
Theme 2: Engagement & Belonging · Subtheme 8: Past Member Re-Engagement
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 changing participation, accessible media and purpose-limited use of personal information; they are not an endorsement of the named “Where Are They Now” Stories initiative or authority for any contributor, claim, asset or publication.
Requirements and Standards for Video and Audio(Australian Government Style Manual) Used for: Audio and video need accessible alternatives such as transcripts, captions and audio description where relevant.
Chapter 6: APP 6 Use or Disclosure of Personal Information(Office of the Australian Information Commissioner) Used for: Personal information should not be reused or disclosed beyond the understood purpose without an applicable basis.
Candidate District material consulted
These records remain draft evidence and still need a human source decision.
Club Playbook - Theme 2 Candidate record 80 “Where Are They Now” Series provides the related former-member interview and newsletter-profile concept. It is not a literal current-title match and does not supply selection equity, contact authority, contributor topic control, claim verification, rights, accessibility, channel-specific consent, correction, expiry or deletion 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
Deliver Continued Value Supports: The 49 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.
Requirements and Standards for Video and Audio Supports: The 2 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 6: APP 6 Use or Disclosure of Personal Information Supports: The 21 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: Whether the Privacy Act or another duty applies to this club, whether consent is informed and valid, whether collection or publication is authorised, or whether the proposed safeguards are sufficient in the 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 club must approve the editorial purpose, selection method, contact authority, story boundary, rights, accessibility, channels, expiry and response service.
No person may be profiled from old records or public information, and a contributor cannot be required to discuss Rotary, departure or private circumstances.
Every claim, quotation, image, third-party detail and Rotary description requires an identified source or authority and contributor review.
Publication in one channel does not permit another, and correction, withdrawal, expiry and deletion must be practical across all controlled copies.
Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.
Why a club might use this
It helps more people feel known, valued and able to take part in ways that work for them.
It may suit: Former or less-connected members, and the club members reaching out to them.
Use it when
Consider “Where Are They Now” Stories when past members may value news, friendship or a limited service opportunity but have not been offered a suitable route back.
A voluntary invitation based on an authorised contact route, a clear editorial purpose and a choice to speak about life, community, work or nothing related to Rotary.
A short, accessible story whose claims, quotations, images, third-party details and Rotary references can be verified and approved before publication.
A publication process with separate internal, newsletter, website and social-media permissions plus correction, withdrawal, expiry and deletion.
Before the club starts
An editorial brief stating audience, value, selection method, equity check, contact basis, non-recruitment boundary, channels, expiry and response owner.
A contributor choice form covering topic, prompts, name, biography, Rotary description, quotation, images, third-party mentions, review method and permitted channels.
A source and rights check for every factual claim, image and third-party reference, with unsupported achievement, causal or impact wording removed.
An accessible publishing standard covering headings, plain language, meaningful links, alternative text, captions or transcripts and a visible correction and withdrawal contact.
Capacity guide
Likely cost
Low; mainly personal contact, event access and simple alumni communications.
Lead time
About three weeks to check records, prepare options and make first contact.
People
Three to five people, including a records contact, connector and relevant activity hosts.
A useful club conversation
Questions worth asking
Would this story still be worth sharing if the person's job title and Rotary history were removed?
Which details belong to the contributor, which require another person's authority and which should not be published?
Could a reader wrongly infer current membership, endorsement, causation or an invitation to contact the person?
Common traps
Trying “Where Are They Now” Stories when Profiling high-status former members to enhance club prestige, using old biographies or photographs without renewed permission or implying that achievement resulted from Rotary.
Proceeding with “Where Are They Now” Stories when Contacting a person who has opted out, making reunion or rejoining interest a condition, or asking about private departure, health, family, financial or conflict circumstances.
Accessible and withdrawal obligations are lost across channels. — Use channel-specific proofs and permissions, publish accessible equivalents and maintain a location register for prompt correction, expiry and removal.
A practical 90-day path
Three milestones for “Where Are They Now” Stories
When
What the club does
Evidence to keep
Days 1–30: Agree the local design
Approve the audience, story value, equitable selection, contact authority, no-recruitment boundary, channels, expiry and closeout before approaching anyone. Invite the person privately with full decline and topic choices and no assumption that they will discuss Rotary, their departure or a personal achievement.
A controlled story brief A voluntary contributor decision
Days 31–60: Run and adjust the first version
Hold a contributor-led conversation, collect only approved details and record uncertainty, third-party references, rights and facts that require verification. Draft an accessible story that preserves the person's voice, separates fact from recollection, avoids status language and includes only cleared Rotary and third-party references.
A bounded interview and source record An accurate accessible draft
Days 61–90: Review the evidence and decide
Give the contributor the complete text, images, captions, audience, channels and dates and obtain specific approval or make changes without pressuring publication. Publish only to approved channels, respond to correction or withdrawal, remove expired copies and review selection equity, audience value and unintended recruitment effects.
Contributor-approved release choices A closed and accountable story record
Fit it to the club you have
Small club
Publish occasional first-person pieces chosen for insight rather than prominence, and use an independent checker where close relationships make consent or fact-checking difficult.
Larger club
Use an editorial calendar, documented selection equity, channel-specific permissions and a central correction and expiry register.
Regional or rural club
Check whether combined details identify family, health, location or departure circumstances in a close community and use anonymity, broader wording or non-public distribution.
Metropolitan, hybrid or online club
Offer written, audio or video contribution with accessible equivalents and participant-approved account tagging, while disabling public contact routes and uncontrolled comments.
Learn, adapt and know when to stop
Evidence worth keeping
Every story carrying contributor-selected topics, verified claims, cleared rights and channel-specific approval.
Contributors reporting that the published story reflects their voice and does not pressure reconnection or disclosure.
A varied story set not dominated by status, profession, longevity, rejoining interest or existing club relationships.
Change course when
Old records or public information are reused because the club already has them. — Start with a new voluntary contribution, collect the minimum and treat every old biography, image and profile as unavailable without renewed specific approval.
The story implies that Rotary caused an achievement or that the contributor endorses the club. — Verify causal and achievement claims, use contributor-approved plain wording and remove prestige, endorsement and recruitment framing.
The story reveals sensitive or third-party information. — Review combined details, obtain third-party authority where appropriate and delete or generalise anything the contributor cannot safely authorise.
How to put it into practice
Detailed implementation steps for “Where Are They Now” Stories
Step
Action
Suggested owner
Timing
Evidence or output
1
Approve the audience, story value, equitable selection, contact authority, no-recruitment boundary, channels, expiry and closeout before approaching anyone.
Editor and club board sponsor
Eight weeks before publication
A controlled story brief
2
Invite the person privately with full decline and topic choices and no assumption that they will discuss Rotary, their departure or a personal achievement.
Authorised contributor contact
Seven weeks before publication
A voluntary contributor decision
3
Hold a contributor-led conversation, collect only approved details and record uncertainty, third-party references, rights and facts that require verification.
Interviewer and note checker
Five weeks before publication
A bounded interview and source record
4
Draft an accessible story that preserves the person's voice, separates fact from recollection, avoids status language and includes only cleared Rotary and third-party references.
Story editor and accessibility checker
Three weeks before publication
An accurate accessible draft
5
Give the contributor the complete text, images, captions, audience, channels and dates and obtain specific approval or make changes without pressuring publication.
Editor and contributor contact
Before publication
Contributor-approved release choices
6
Publish only to approved channels, respond to correction or withdrawal, remove expired copies and review selection equity, audience value and unintended recruitment effects.
Publisher and club board sponsor
At expiry and annually
A closed and accountable story record
Controls and safeguards
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.
Old records or public information are reused because the club already has them. — Start with a new voluntary contribution, collect the minimum and treat every old biography, image and profile as unavailable without renewed specific approval.
The story implies that Rotary caused an achievement or that the contributor endorses the club. — Verify causal and achievement claims, use contributor-approved plain wording and remove prestige, endorsement and recruitment framing.
The story reveals sensitive or third-party information. — Review combined details, obtain third-party authority where appropriate and delete or generalise anything the contributor cannot safely authorise.
Accessible and withdrawal obligations are lost across channels. — Use channel-specific proofs and permissions, publish accessible equivalents and maintain a location register for prompt correction, expiry and removal.
The club must approve the editorial purpose, selection method, contact authority, story boundary, rights, accessibility, channels, expiry and response service.
No person may be profiled from old records or public information, and a contributor cannot be required to discuss Rotary, departure or private circumstances.
Every claim, quotation, image, third-party detail and Rotary description requires an identified source or authority and contributor review.
Publication in one channel does not permit another, and correction, withdrawal, expiry and deletion must be practical across all controlled copies.
What to measure
After 90 days, review “Where Are They Now” Stories. Look for respectful reconnections made with consent, chosen next steps and follow-up that honours people who decline further contact.
Every story carrying contributor-selected topics, verified claims, cleared rights and channel-specific approval.
Contributors reporting that the published story reflects their voice and does not pressure reconnection or disclosure.
A varied story set not dominated by status, profession, longevity, rejoining interest or existing club relationships.
Corrections, withdrawals, expiry and source-file deletion completed across all controlled channels.
Follow-up: At the 90-day review, compare the recorded measures with the starting point, resolve the listed governance holds and tell participants whether “Where Are They Now” Stories will change, continue 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.
01
Past-Member Story Editorial and Selection Brief
Define why the story matters and prevent prestige, recruitment and insider selection from driving the series.
