E-144 · A 90-day try-out

A club plan for Rotary Through My Eyes Gallery

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-144 · Rotary Through My Eyes Gallery
Theme: Theme 2: Engagement & Belonging · Subtheme 9: Club Identity & Culture
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, image privacy, informed and reversible sharing choices and respectful authority over Indigenous cultural expressions and knowledge; they are not an endorsement of the named Rotary Through My Eyes Gallery or clearance for any image, person, place, story, artwork, community, cultural material or display channel.

Primary references consulted

Enhancing belonging and engagement at Rotary (Rotary International)
Used for: Rotary identifies welcome, respect, value, belonging and engagement as important to participation.
Posting photos and videos (Office of the Australian Information Commissioner)
Used for: Photos and videos may contain personal information and organisations should address notice, intended use and consent before publication.
AIATSIS Guide to applying the Code of Ethics (Australian Institute of Aboriginal and Torres Strait Islander Studies)
Used for: Indigenous Cultural and Intellectual Property can include stories, designs, symbols, songs, photographs, artworks and other cultural expressions and knowledge requiring respectful authority and control.
Consent and sharing photos and videos (eSafety Commissioner)
Used for: Consent to share images should be informed and freely given, and people should be able to change their mind and seek removal.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate record 86 is a literal title match for Rotary Through My Eyes Gallery. It remains unofficial and does not supply the present selection, contributor, subject, child and vulnerable-person, accessibility, cultural authority, Indigenous Cultural and Intellectual Property, channel, 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.
AIATSIS Guide to applying the Code of Ethics
Supports: The 8 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.
Consent and sharing photos and videos
Supports: The 4 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 board or delegated publisher must approve the curatorial brief, selection, rights and cultural-authority standard, access plan, channels, removal process and retention schedule.
A contributor's ownership or consent does not replace subject, parent or guardian, community, location, artwork, trademark or cultural authority where required.
Aboriginal and Torres Strait Islander cultural expressions and knowledge require the appropriate community and rights-holder authority, context and control.
No work may be displayed until caption, attribution, accessibility, licence, channel, expiry and practical removal decisions are complete.

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 Through My Eyes Gallery to turn the club's stated values into everyday habits that members can recognise and uphold.

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 Through My Eyes Gallery
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Approve the gallery question, contributor groups, selection and exclusion method, rights and cultural-authority standard, access plan, channels, duration and removal owner.	Curator and club board sponsor	Ten weeks before display	A governed curatorial brief
2	Invite contributions through accessible and trusted routes, explain that submission does not guarantee selection and offer image, text, audio or supported co-creation options.	Community liaison and curator	Eight weeks before display	An equitable call for contributions
3	Review each proposed work with the contributor for creator, subject, place, community and cultural authority, privacy, safeguarding, caption accuracy, editing and withdrawal terms.	Rights checker, cultural adviser and contributor	Before selection	A cleared contribution record
4	Select against the published brief, preserve contributor wording and context, document gaps and declined works and prepare meaningful descriptions and equivalent accessible formats.	Curatorial panel and accessibility lead	Four weeks before display	A representative, rights-cleared gallery set
5	Install or publish only in approved channels, check physical and digital access, keep contributor and subject contact details private and provide correction, concern and removal routes at the display.	Exhibition and digital leads	Before opening	An accessible and controlled gallery
6	Respond to corrections and removals, report use to contributors, return or delete files and prints as agreed and review whose perspectives, access needs or authority were missing.	Curator and records owner	During display and within ten club days of close	A complete gallery 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 owns the photograph but not the right to expose subjects, community activity or cultural material. — Separate creator, subject, location, community and cultural authority and do not display until every necessary permission and safeguard is recorded.
Selection rewards polished promotional images and excludes less resourced voices. — Select against a public question and perspective criteria, offer supported and non-image formats and document gaps rather than equating quality with production value.
Captions or image editing change a contributor's meaning or dignity. — Preserve context, obtain approval for caption and edits, avoid decorative cropping of sensitive content and provide correction and removal routes.
The physical or digital gallery is inaccessible or persists beyond agreed use. — Test equivalent access, map every display and derivative copy, publish an expiry date and assign a named owner for takedown, return and deletion.
The board or delegated publisher must approve the curatorial brief, selection, rights and cultural-authority standard, access plan, channels, removal process and retention schedule.
A contributor's ownership or consent does not replace subject, parent or guardian, community, location, artwork, trademark or cultural authority where required.
Aboriginal and Torres Strait Islander cultural expressions and knowledge require the appropriate community and rights-holder authority, context and control.
No work may be displayed until caption, attribution, accessibility, licence, channel, expiry and practical removal decisions are complete.

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 Through My Eyes Gallery. Look for members being able to describe the club's shared character and for agreed behaviours appearing consistently in meetings, service and decisions.
Selected works reflecting varied perspectives and formats, with selection limitations and missing voices stated openly.
Every displayed work carrying complete creator, subject, community, cultural-authority, licence, caption, access and expiry decisions.
Physical and digital access checks completed by people using different senses, devices, movement and communication methods.
Corrections and removals completed across every controlled copy within the published service standard and files closed at expiry.

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.

Gallery Curatorial Brief and Selection Record

Choose contributions transparently for a defined question rather than promotional convenience.

Open supporting document

Gallery Contributor Consent, Licence and Withdrawal

Record the contributor's authority and choices for a work and its accompanying words.

Open supporting document

Gallery Cultural Authority and ICIP Check

Prevent display of cultural material without the appropriate relationship and authority.

Open supporting document

Accessible Gallery Caption and Display Plan

Provide equivalent meaning and practical access across physical and digital displays.

Open supporting document

Gallery Publication, Removal and Retention Register

Track every controlled copy and close rights and files at the agreed time.

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

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

Member pulse check

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

Open worksheet