E-149 · A 90-day try-out

A club plan for “This Is Us” Culture Video

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-149 · “This Is Us” Culture Video
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 honest club-culture reflection, image privacy, music rights, reversible sharing choices and respectful authority over Indigenous cultural expressions and knowledge; they are not an endorsement of the named “This Is Us” Culture Video or clearance for any contributor, claim, person, place, community, music, cultural material, recording or publication channel.

Primary references consulted

Enhance your club's culture (Rotary International)
Used for: Rotary encourages clubs to examine the difference between internal self-image and external experience and to communicate the contemporary value of Rotary honestly.
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, photographs, recordings and other cultural expressions and knowledge requiring respectful authority and control.
Music licences (APRA AMCOS)
Used for: Music used in online, recorded, event-video and other organisational contexts may require permission and the appropriate licence.
Consent and sharing photos and videos (eSafety Commissioner)
Used for: Image-sharing consent 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 91 “This Is Us” Club Culture Video provides a closely related culture-video concept. It is not a literal current-title match and does not supply the present editorial-independence, safeguarding, layered-consent, accessibility, cultural-authority, music-rights, approval, correction, takedown or retention controls.

Theme 2 source-assurance wave

What has been checked

5 current primary pages used by this guide were reopened on 9 August 2026.
5 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

Enhance Your Club's Culture
Supports: Member-centred culture review, barrier reduction, flexibility, mentoring and practical conversation about club renewal.
Does not establish: That every suggested action suits the club, that the page diagnoses the club or that a proposed cultural change has member support or governing approval.
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.
Music licences
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 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.
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 editorial question, independence, participants, safeguarding, rights, cultural authority, accessibility, channels, removal service and retention schedule.
No individual agreement authorises filming or disclosure of another person, beneficiary, partner, private location or community or cultural material.
No master, excerpt or still may be published before contributor approval, fact checking, accessibility completion and complete rights clearance.
Changed consent, accuracy, safety or cultural authority requires a named decision-maker and channel-by-channel correction or takedown.

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 “This Is Us” Culture Video 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 “This Is Us” Culture Video
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Approve one editorial question and audience, the voices and evidence needed, exclusions, rights and safeguarding roles, access standard, channels, removal service and end date.	Producer and club board sponsor	Twelve weeks before filming	A controlled culture-video brief
2	Invite contributors and community partners privately, discuss purpose and power, record layered choices and assess people, places, cultural material and third parties requiring separate authority.	Producer, community liaison and contributors	Ten to eight weeks before filming	Informed participation and authority plans
3	Research and storyboard the agreed account, verify material claims, design captions, transcript and audio-description needs and clear locations, archival material, logos, music and other rights before capture.	Editor, accessibility lead and rights checker	Eight to four weeks before filming	A verified and accessible production plan
4	Film only the approved people, places and activities, restate choices, protect non-participants and private material and stop immediately when consent, safety or cultural authority is uncertain.	Director and safeguarding contact	Filming days	A bounded source-footage and consent log
5	Edit for accuracy and dignity, complete captions, transcript and audio description, clear all rights and give each contributor and relevant community authority the agreed material for approval.	Editor, access and rights leads	Within four weeks of filming	An approved accessible master and derivatives
6	Publish only to approved channels, monitor correction and removal requests, report use to contributors and delete raw, rejected, expired and withdrawn material under the agreed schedule.	Publisher and records owner	At publication and scheduled review	A traceable video 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.
Editing turns varied experience into a polished claim that the club cannot support. — Commission against an evidence question, preserve context and disagreement, fact-check claims and require contributor approval of portrayal and promotion.
Individual consent is treated as authority to expose another person, community, service setting or cultural material. — Map contributor, subject, guardian, location, partner, community and cultural authority separately and withhold any element lacking complete approval.
Music, archive material, logos or footage are used beyond their rights. — Maintain a rights and source log, obtain direct licences where required and prohibit publication or derivative use until every element is cleared.
The video is inaccessible or cannot be removed after risk changes. — Complete captions, transcript and audio description as required, map every derivative and channel and assign a named owner for correction, takedown and deletion.
The board or delegated publisher must approve the editorial question, independence, participants, safeguarding, rights, cultural authority, accessibility, channels, removal service and retention schedule.
No individual agreement authorises filming or disclosure of another person, beneficiary, partner, private location or community or cultural material.
No master, excerpt or still may be published before contributor approval, fact checking, accessibility completion and complete rights clearance.
Changed consent, accuracy, safety or cultural authority requires a named decision-maker and channel-by-channel correction or takedown.

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 “This Is Us” Culture Video. Look for members being able to describe the club's shared character and for agreed behaviours appearing consistently in meetings, service and decisions.
The finished account answering one approved question with verified evidence, varied voices and stated limitations rather than generic promotional claims.
Every identifiable person, location, community element and third-party asset carrying complete authority, access, channel and expiry decisions.
Contributors approving their portrayal, words, name, captions, selected stills and channels before publication.
Corrections, withdrawals and removals completed within the published service standard across every controlled video, excerpt, still and embed.

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.

Culture Video Editorial Brief and Evidence Map

Commission a truthful account for a defined audience rather than a generic promotion.

Open supporting document

Video Contributor Consent and Withdrawal Agreement

Give each person specific control over capture, portrayal, publication and later use.

Open supporting document

Accessible and Safe Filming Plan

Protect participants and produce material that can become an accessible finished work.

Open supporting document

Video Sources, Music and Cultural Authority Log

Record authority for every claim and third-party or cultural element.

Open supporting document

Video Publication, Correction and Removal Register

Track the master and every derivative so changed consent or risk can be acted on.

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