E-130 · A 90-day try-out

A club plan for Alumni Service Day

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-130 · Alumni Service Day
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 community-led service, safe and meaningful volunteering and relevant work health and safety duties; they are not an endorsement of the named Alumni Service Day or authority for any partner, task, person or membership pathway.

Primary references consulted

Rotary Community Corps (Rotary International)
Used for: Rotary describes a formal pathway through which non-Rotary members can work with clubs on community-led service.
National Standards for Volunteer Involvement (Volunteering Australia)
Used for: Volunteer involvement should be safe, inclusive, meaningful, supported and governed through defined roles and organisational systems.
Work Health and Safety Duties for Volunteer Organisations (Safe Work Australia)
Used for: Volunteer organisations and volunteers may have work health and safety duties depending on the circumstances and jurisdiction.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate record 81 Project-Only Participation for Alumni provides the related concept of former members helping with projects without full re-membership. It is not a literal current-title match and does not supply partner authority, task value, safety, screening, access, equal-volunteer treatment, media, membership-separation or data-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

Rotary Community Corps
Supports: The 11 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.
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.

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 partner and club must approve the need, task, participant limit, supervision, screening, safeguarding, safety, access, privacy, media and closeout.
Former-member status does not create clearance, insurance, authority, special access or an exemption from any volunteer requirement.
Project participation, image or story use, later contact and membership discussion require separate choices.
Applicable work health and safety, screening, safeguarding and insurance conditions must be confirmed for the actual task and jurisdiction.

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: Former members renew relationships and some move into ongoing participation.

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 Alumni Service Day
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Confirm the community need and partner authority, then define the exact task, useful outcome, participant limit, exclusions and closeout evidence.	Partner lead and club project sponsor	Ten weeks before the day	An authorised service scope
2	Assess task and site risks, screening, safeguarding, supervision, access, equipment, weather, transport, food, insurance conditions and stop authority.	Safety, safeguarding and access leads	Eight weeks before the day	An approved volunteer and site plan
3	Publish complete role conditions and invite through authorised channels with equal non-alumni places where appropriate and no membership, hours or publicity pressure.	Volunteer coordinator	Six weeks before the day	An accurate invitation and capped registration
4	Confirm each person's task, adjustment, screening, supervision, contact, media and emergency information and provide the briefing in an accessible format before arrival.	Volunteer coordinator and task supervisors	One week before the day	Ready and informed participants
5	Run partner-led tasks within approved limits, record incidents and changes, provide breaks and equivalent roles and stop work whenever conditions exceed the plan.	Partner task lead and club safety lead	Service day	Useful work completed safely
6	Obtain partner sign-off, thank participants without ranking, act on incidents and chosen follow-ups, close personal data and decide whether the service format should continue, change or stop.	Project sponsor and partner lead	Within three weeks	A partner-confirmed project closeout

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Check the selected approach against the club's actual needs, capacity and responsibilities 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.
The project is designed around alumni attendance rather than a partner-defined need. — Require partner authority, a useful task and sign-off and cancel or redesign if the work is unnecessary or cannot be supported well.
Former-member status is used to bypass screening, safety or role suitability. — Apply the same task conditions, clearance, induction, supervision and stop controls to every participant.
People with access or travel barriers receive lesser or token tasks. — Design equivalent meaningful roles with the partner, publish conditions early and provide adjustments and support without ranking contribution.
Participation is turned into membership or publicity consent. — Separate registration, media and later-contact choices, prohibit on-site membership asks and use only participant and partner-approved material.
The partner and club must approve the need, task, participant limit, supervision, screening, safeguarding, safety, access, privacy, media and closeout.
Former-member status does not create clearance, insurance, authority, special access or an exemption from any volunteer requirement.
Project participation, image or story use, later contact and membership discussion require separate choices.

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 Alumni Service Day. Look for respectful reconnections made with consent, chosen next steps and follow-up that honours people who decline further contact.
Partner-confirmed useful tasks completed within approved scope, quality and participant limits.
All volunteers receiving complete conditions, adjustments and safety briefing before work.
Incidents, changes, complaints and stop decisions recorded and resolved through the agreed process.
No alumni ranking, membership pressure or unapproved media use, and personal data closed by the due date.

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.

Alumni Service Day Partner Scope

Confirm that the work is useful, authorised and bounded before recruitment.

Open supporting document

Service Day Volunteer, Safety and Access Plan

Give every participant clear conditions, support and stop controls.

Open supporting document

Service Day Delivery and Closeout Record

Record useful work, resolve issues and close contact and media choices.

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 plan

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

Outreach scripts

Use this worksheet to prepare clear messages and check the facts, permissions and approval before sharing them.

Open worksheet

Feedback form

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

Open worksheet