E-159 · A 90-day try-out

A club plan for Culture Temperature Checks

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-159 · Culture Temperature Checks
Theme: Theme 2: Engagement & Belonging · Subtheme 10: Feedback, Voice & Improvement
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 club-health reflection, careful interpretation, privacy and accessible participation; they are not an endorsement of the named Culture Temperature Checks, a benchmark for any club or authority to identify, classify or judge any member.

Primary references consulted

Engage emerging leaders (Rotary International)
Used for: Rotary directs clubs to assess club health, use membership assessment tools and ask members what they want.
De-identification and the Privacy Act (Office of the Australian Information Commissioner)
Used for: De-identification depends on the data and its access environment, and the risk of re-identification must be very low in the relevant context.
Hosting accessible and inclusive in-person meetings and events (Australian Human Rights Commission)
Used for: Accessible participation requires attention to invitations, adjustments, communication, technology, materials, venue and alternative contribution methods.

Candidate District material consulted

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

Club Playbook - Theme 2
Direct connected-Drive inspection on 9 August 2026 confirmed candidate record 97 Culture Temperature Checks: a six-monthly reflection on whether the club is welcoming and aligned to values, with themes shared and action taken. It is a literal current-title match but does not supply question, mixed-method, privacy, de-identification, complaint, action, repeat-measure or governance 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.
De-identification and the Privacy Act
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.
Hosting accessible and inclusive in-person meetings and events
Supports: The 71 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 must approve the behaviours, questions, decision uses, collection, analysis, privacy, support routes, response and repeat-measure plan before launch.
Culture data must not be used to assess individual performance, attendance, loyalty, role selection, membership status or eligibility for an opportunity.
Complaints, discrimination, bullying, safety and support needs require their own responsible route and cannot be resolved through aggregate culture analysis.
The publicly writable candidate source remains unapproved and every public or member-facing conclusion still requires human source, privacy, accessibility and governance review.

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 Culture Temperature Checks to give members a safe, visible route for ideas and concerns to lead to an answer or improvement.

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 Culture Temperature Checks
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Define the small set of cultural behaviours to examine, the decision each finding could inform and the evidence already available from participation, feedback, incidents and previous actions.	Board sponsor and culture working group	Four weeks before collection	A culture question and evidence blueprint
2	Test neutral questions, response options and facilitated prompts with varied members, remove unnecessary identifiers and prepare accessible digital, paper, telephone and conversation routes.	Research lead, privacy reviewer and member testers	Weeks two and three	A tested check and inclusive delivery plan
3	Publish the purpose, privacy level, use, limits, support routes and board response date, then collect for a short fixed period without pressure or tracking individual completion.	Collection administrator	Seven to fourteen days	A controlled response set and reach record
4	Analyse distributions, change, missing groups, contradictory evidence and free-text themes, suppress unsafe detail and separate a pattern from an individual complaint or urgent concern.	Analyst and independent checker	Within ten days of closing	A culture findings report with limitations
5	Hold a structured board and member sense-making session, test alternative explanations and choose no more than three actions with owners, resources, safeguards and observable evidence of change.	Neutral facilitator and board sponsor	Within three weeks of closing	A culture action and response register
6	Report what was heard, what remains uncertain, what will change and when progress will be checked, then review delivery before running the next temperature check.	Board sponsor	Within 30 days and at the six-month review	A member update and repeat-measure decision

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 culture score conceals different experiences and is used to declare the club healthy. — Report distributions, differences, reach, qualitative evidence and uncertainty, and require other evidence before broad conclusions.
Free text or demographic combinations identify a member in a small club. — Minimise collection, suppress small groups, paraphrase themes carefully, use an independent analyst and assess re-identification in the actual reporting context.
The check surfaces discrimination, bullying, safety or support needs that a research workflow cannot resolve. — Publish separate confidential routes, monitor incoming material and transfer identifiable concerns under a responsible protocol rather than analysing them as culture data.
Repeated checks create cynicism because the board publishes themes but no change. — Do not repeat the measure until previous actions, non-actions and outcomes have been reported and the next decision is clear.
The board must approve the behaviours, questions, decision uses, collection, analysis, privacy, support routes, response and repeat-measure plan before launch.
Culture data must not be used to assess individual performance, attendance, loyalty, role selection, membership status or eligibility for an opportunity.
Complaints, discrimination, bullying, safety and support needs require their own responsible route and cannot be resolved through aggregate culture analysis.
The publicly writable candidate source remains unapproved and every public or member-facing conclusion still requires human source, privacy, accessibility and governance review.

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 Culture Temperature Checks. Look for representative participation, published themes, named actions and a report back on what changed, what did not and why.
Every check links each question to an observable cultural behaviour and a decision the club is prepared to make.
The report shows reach, distribution, change, contrary evidence and limitations and suppresses combinations that could identify people.
The board accepts no more than three material actions with owners, dates and evidence of delivery and reports progress before the next check.
Misleading anonymity claims, unsafe small-cell reporting, unowned urgent concerns and survey-only handling of complaints remain at zero.

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 Question and Evidence Blueprint

Link each check to observable behaviour, existing evidence and a real decision.

Open supporting document

Culture Check Privacy and Delivery Plan

Protect member choice and provide equivalent ways to participate.

Open supporting document

Culture Reach and Findings Workbook

Analyse patterns, gaps and uncertainty without collapsing experience into one score.

Open supporting document

Culture Sense-Making Session Guide

Help the board and members test explanations before selecting action.

Open supporting document

Culture Action and Response Register

Convert findings into a small number of visible, accountable changes.

Open supporting document

Repeat Measure Comparison Sheet

Compare checks honestly and decide whether another measure will add value.

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.

Question set

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

Open worksheet

Response 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