E-140 · A 90-day try-out

A club plan for Alumni Storytelling Podcast

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-140 · Alumni Storytelling Podcast
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 belonging, consent and privacy, music rights and respectful authority over Aboriginal and Torres Strait Islander culture and knowledge; they are not an endorsement of the named Alumni Storytelling Podcast or clearance for any contributor, story, recording, music, image, community knowledge or publication channel.

Primary references consulted

Enhancing belonging and engagement at Rotary (Rotary International)
Used for: Rotary identifies belonging, engagement and a culture in which people feel welcomed, respected and valued as important organisational aims.
Posting photos and videos (Office of the Australian Information Commissioner)
Used for: Recorded and published images or video may be personal information and intended use and consent should be addressed before publication.
Podcasts (APRA AMCOS)
Used for: Using copyright music in a podcast may require direct licensing from relevant rights holders.
AIATSIS Code of Ethics for Aboriginal and Torres Strait Islander Research (Australian Institute of Aboriginal and Torres Strait Islander Studies)
Used for: Work involving Aboriginal and Torres Strait Islander peoples, culture and knowledge should be guided by respect, Indigenous self-determination, leadership, impact and sustainability, and accountability.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate records 38 Club Story Circle Night and 80 Where Are They Now Series provide related storytelling and alumni-profile concepts. Neither is a literal current-title match or supplies editorial independence, layered consent, transcript accessibility, music and third-party rights, cultural authority, correction, removal or retention controls.

Theme 2 source-assurance wave

What has been checked

4 current primary pages used by this guide were reopened on 9 August 2026.
4 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

Enhancing Belonging and Engagement at Rotary
Supports: Belonging, accessibility, respectful participation and equitable access principles for renewal and club experience.
Does not establish: That a particular meeting model, membership pathway, leadership process or club culture is inclusive without testing with affected people.
Posting photos and videos
Supports: Privacy-aware capture, publication, reuse and withdrawal controls for identifiable media used in renewal communications.
Does not establish: That consent is valid, that publication is authorised or that every person depicted or every Rotary club is covered by the Privacy Act.
Podcasts
Supports: The 1 attributed Theme 2 claim attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: Whether a law, duty, licence, registration, governing rule or regulator requirement applies to this club; whether a person or supplier is suitable; or whether a local design is compliant, authorised or approved.
AIATSIS Code of Ethics for Aboriginal and Torres Strait Islander Research
Supports: The 6 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.

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 or delegated publisher must approve the editorial charter, roles, access standard, rights workflow, publication channels, removal service standard and retention schedule.
A contributor's agreement does not authorise disclosure about another person, beneficiary or community or use of culturally restricted material.
No episode or promotion extract may be published before contributor approval, fact checking, accessibility completion and rights clearance.
Consent, correction, complaint and removal requests require a named decision-maker and a channel-by-channel action record.

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 Storytelling Podcast 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 Storytelling Podcast
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Approve the editorial purpose, audience, episode selection, exclusions, contributor control, access standard, rights workflow and publication and removal authority.	Podcast editor and club board sponsor	Before inviting contributors	A controlled podcast editorial charter
2	Invite a contributor privately, discuss why their story is being sought and agree topics, off-limits material, attribution, access needs, recording choices and the right to stop.	Producer and contributor	Four weeks before recording	An informed episode brief and consent plan
3	Research the agreed context, prepare open questions and identify facts, people, cultural material, music, images or sensitive claims needing evidence or separate authority.	Interviewer and rights checker	Two weeks before recording	A safe interview and rights plan
4	Record through an accessible and secure setup, restate boundaries, mark anything to remove and stop immediately when the contributor withdraws or a safety issue appears.	Producer and interviewer	Recording day	A bounded source recording and production log
5	Edit for meaning rather than drama, fact-check material claims, clear every third-party element and give the contributor the episode, transcript, title and promotion extract for approval.	Editor, rights checker and contributor	Within three weeks of recording	An approved accessible master and transcript
6	Publish only in approved channels, monitor corrections and removal requests, report use to the contributor and delete raw, rejected and expired material under the agreed schedule.	Publisher and records owner	At publication and scheduled review	A traceable episode and rights 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 contributor agrees to an interview without understanding the permanence and reach of publication. — Use layered consent, name every channel and later use, provide the finished episode and transcript before publication and maintain a practical withdrawal route.
Editing changes meaning or turns private experience into a club success story. — Edit against the agreed purpose, preserve context, prohibit surprise framing and require contributor approval of the complete master and promotion extracts.
Music, images, quotations or community knowledge are used without rights or cultural authority. — Maintain a source and rights log, obtain direct licences where required, apply Indigenous Cultural and Intellectual Property checks and remove anything not cleared.
The episode is inaccessible or remains online after consent, accuracy or safety changes. — Publish a checked transcript and captions where relevant, map every channel and copy and assign a named owner for correction, takedown and deletion.
The board or delegated publisher must approve the editorial charter, roles, access standard, rights workflow, publication channels, removal service standard and retention schedule.
A contributor's agreement does not authorise disclosure about another person, beneficiary or community or use of culturally restricted material.
No episode or promotion extract may be published before contributor approval, fact checking, accessibility completion and rights clearance.
Consent, correction, complaint and removal requests require a named decision-maker and a channel-by-channel action record.

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 Storytelling Podcast. Look for respectful reconnections made with consent, chosen next steps and follow-up that honours people who decline further contact.
Every episode linked to a documented public or community learning purpose rather than a promotional quota.
Contributors approving scope, attribution, final edit, transcript, promotional extracts, channels and retention before publication.
Published episodes carrying an accurate accessible transcript and complete rights, music, source and cultural-authority record.
Corrections, withdrawals and removals completed within the published service standard across every controlled channel.

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.

Podcast Editorial Charter and Episode Brief

Commission each story for a clear purpose under consistent editorial boundaries.

Open supporting document

Contributor Consent and Withdrawal Agreement

Give the contributor specific choices across recording, editing, publication and later use.

Open supporting document

Accessible Recording and Production Checklist

Produce an intelligible episode and equivalent text without creating avoidable access or security barriers.

Open supporting document

Podcast Sources, Music and Rights Log

Record the authority for every fact and third-party element used in an episode.

Open supporting document

Episode Publication, Correction and Removal Register

Track where an episode appears and make correction or removal practical.

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.

Content template

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

Open worksheet

Are we ready to try this?

Use this worksheet to decide whether a small first try is realistic and what the club must settle before it starts.

Open worksheet

Response tracker

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

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