E-133 · A 90-day try-out

A club plan for Alumni Mentoring Network

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-133 · Alumni Mentoring Network
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 useful introductions, mentoring, changing participation and minimum information collection; they are not an endorsement of the named Alumni Mentoring Network or authority for any mentor, mentee, match or advice.

Primary references consulted

Engage Emerging Leaders (Rotary International)
Used for: Rotary encourages clubs to learn what inspires people, make useful introductions and check in as they take part.
Deliver Continued Value (Rotary International)
Used for: Rotary identifies mentoring, skill-building and cross-generational connection as ways to provide value as people's circumstances evolve.
Chapter 3: APP 3 Collection of Solicited Personal Information (Office of the Australian Information Commissioner)
Used for: Personal-information collection should be fair, proportionate and limited to what is reasonably necessary where the Australian Privacy Principles apply.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate records 11 Member Mentoring Circles, 13 Skills Matchmaker Quiz, 54 Rotarian Speaker Exchange, 80 Where Are They Now Series and 81 Project-Only Participation for Alumni provide related mentoring, skill, alumni and flexible-participation concepts. None is a literal current-title match or supplies alumni contact, reciprocal choice, conflict, advice, rematch, concern 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

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.
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.
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

The board must approve the network charter, contact basis, eligible goals, advice limits, conflicts, privacy, concerns, rematching and closeout.
Mentor participation cannot confer membership, employment, professional engagement, leadership authority or influence over appointments and assessment.
Both people must choose the match and may decline, rematch or stop without consequence.
Specialist advice, complaints, safeguarding and serious conflict must leave the mentoring pathway and be handled by an authorised person or service.

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 Alumni Mentoring Network to offer former members a respectful way to reconnect without assuming that they want to rejoin.

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 Mentoring Network
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Approve the mentoring purpose, eligible goals, advice and authority limits, contact basis, conflicts, support, concern, rematch and deletion rules.	Network lead and club board sponsor	Eight weeks before launch	A controlled alumni mentoring charter
2	Invite former members through an authorised route to choose expertise, topics, limits, availability, format, access needs and whether they want one match or future invitations.	Authorised alumni contact	Six weeks before matching	Current voluntary mentor profiles
3	Receive a goal-led request from each mentee or project lead and screen topic, conflicts, safety, professional-advice and information-sharing boundaries before proposing a match.	Network coordinator	At each request	An eligible mentoring request
4	Offer a proposed match privately to both people, disclose only the minimum, allow either to decline and agree goal, format, frequency, boundaries, support and finish date.	Network coordinator and matched pair	Before introductions	A reciprocal match agreement
5	Check in separately with both people, resolve access or boundary issues, rematch or close when needed and transfer any professional, complaint or safeguarding matter appropriately.	Network coordinator	After the first meeting and midway	A supported and safe match
6	Close the agreed goal, record only de-identified learning, delete profiles and working notes, confirm future-contact choices and review match equity and recurring unmet needs.	Network lead and board sponsor	At the agreed end	A complete relationship and 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.
A mentoring relationship drifts into professional advice or a power-bearing club role. — Use a defined goal and advice boundary, refer specialist matters and prohibit assessment, appointment influence, employment promise and reserved decisions.
A former member is matched from stale career or personal information. — Collect a new voluntary minimum profile, use it only for the agreed network and delete or refresh it on schedule.
A participant feels unable to decline, rematch or end the relationship. — Obtain separate private agreement, provide coordinator-led rematching and state that every choice has no club, project or membership consequence.
Private discussion or contact details spread beyond the pair. — Share the minimum, agree confidentiality limits, keep coordinator records sparse and transfer serious matters through the authorised route.
The board must approve the network charter, contact basis, eligible goals, advice limits, conflicts, privacy, concerns, rematching and closeout.
Mentor participation cannot confer membership, employment, professional engagement, leadership authority or influence over appointments and assessment.
Both people must choose the match and may decline, rematch or stop without consequence.
Specialist advice, complaints, safeguarding and serious conflict must leave the mentoring pathway and be handled by an authorised person or service.

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 Mentoring Network. Look for respectful reconnections made with consent, chosen next steps and follow-up that honours people who decline further contact.
Matches beginning with reciprocal choice, one clear goal, documented limits, support and an end date.
Both participants reporting useful progress and the ability to change or stop without pressure.
Concerns, conflicts, access needs and rematch requests addressed within the published service standard.
No professional-advice, employment, appointment or membership promise and all temporary profiles and notes closed on time.

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 Mentoring Network Charter

Define a voluntary development network without creating professional or club authority.

Open supporting document

Mentor Profile, Request and Match Check

Use current minimum information to propose a suitable and conflict-aware match.

Open supporting document

Mentoring Agreement, Check-In and Closeout

Support one relationship from introduction to a clean ending.

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.

Conversation guide

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

Open worksheet

People and opportunities matching sheet

Use this worksheet to help people choose roles or opportunities that suit them without asking for more personal information than the club needs.

Open worksheet

Check-in log

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

Open worksheet

Review template

Use this worksheet to note where things stand and choose a few useful signs that will help the club decide what to do next.

Open worksheet