E-136 · A 90-day try-out

A club plan for Rotary Alumni Volunteer 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-136 · Rotary Alumni Volunteer Projects
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 Rotary Alumni Volunteer Projects initiative or authority for any partner, role, person or project.

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 flexible alumni service concept. It is not a literal current-title match and does not supply portfolio governance, partner value, role standards, screening, safety, access, equal selection, listing expiry, incident 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

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 board and each partner must approve the portfolio, project need, roles, participant limits, screening, safety, safeguarding, access, privacy, media and closeout.
Former-member status cannot provide clearance, authority, representation, system access or exemption from any volunteer condition.
Every listing needs a current owner and expiry and must be removed when the task, capacity or partner authority changes.
Project participation, media, future listings and membership discussion require separate choices.

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 Rotary Alumni Volunteer Projects 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 Rotary Alumni Volunteer Projects
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Approve the portfolio charter and project eligibility standard, including partner, volunteer, safety, access, privacy, contact and closeout boundaries.	Volunteer lead and club board sponsor	Before seeking roles	A governed alumni volunteer portfolio
2	Ask partners and project leads which real tasks can support occasional volunteers and reject activities without clear value, supervision or manageable conditions.	Partner and project leads	Quarterly	A verified set of eligible projects
3	Create and approve role cards with complete commitment, access, screening, safety, support, media, contact and expiry information before listing them.	Volunteer coordinator and safety contact	Before each listing	Accurate current role cards
4	Invite through authorised opt-in channels, match people to one chosen role and complete project-specific information, adjustment, clearance, induction and supervision arrangements.	Volunteer coordinator	Before each placement	Cleared and informed volunteers
5	Deliver the work within partner-approved limits, record changes and incidents, support access and stop any task or role drift that exceeds the plan.	Partner task lead and club safety lead	During each project	Useful work delivered safely
6	Obtain partner sign-off, close incidents, access, assets and personal data, ask separately about future listings and review project value, equity and volunteer experience quarterly.	Volunteer lead and partner contact	After each project and quarterly	A current and accountable portfolio

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 portfolio accumulates stale or token projects. — Require current partner value, owner and expiry for every listing and remove anything that cannot support a real volunteer now.
Rotary familiarity overrides current checks and supervision. — Apply role-based clearance and induction to every volunteer and record current competence and authorisation rather than relying on history.
Alumni projects create a privileged or segregated group. — Open roles on fair criteria where appropriate, avoid status labels and integrate volunteers under the project's ordinary supervision and conduct standards.
One placement leads to indefinite data retention or repeated contact. — Close each project separately, ask about future listings as a new choice and delete temporary data, access and notes on schedule.
The board and each partner must approve the portfolio, project need, roles, participant limits, screening, safety, safeguarding, access, privacy, media and closeout.
Former-member status cannot provide clearance, authority, representation, system access or exemption from any volunteer condition.
Every listing needs a current owner and expiry and must be removed when the task, capacity or partner authority changes.
Project participation, media, future listings 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 Rotary Alumni Volunteer Projects. Look for respectful reconnections made with consent, chosen next steps and follow-up that honours people who decline further contact.
Listed projects retaining current partner authority, useful outcomes, complete role conditions and active owners.
Volunteers completing required clearance, induction and adjustment arrangements before each role.
Partner-confirmed useful work completed without unresolved incident, safeguarding, privacy, media or authority breach.
Stale listings, project access, assets, personal data and unwanted future contact closed within the stated timeframe.

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 Volunteer Project Portfolio Charter

Set one standard for selecting and governing recurring project opportunities.

Open supporting document

Partner-Approved Volunteer Project Card

Publish one accurate and supportable opportunity.

Open supporting document

Volunteer Project Placement and Closeout

Manage each person and role from clearance to completion.

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.

Project brief

Use this worksheet to turn the idea into a short list of actions, dates, costs and responsibilities.

Open worksheet

Role card

Use this worksheet to decide who will do each job, who can step in and what needs to be handed over.

Open worksheet

Outcome log

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