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 listening to former members, voluntary information collection, safe referral and contextual de-identification; they are not an endorsement of the named Exit Interviews or authority to question, retain, identify, contact or represent a departing member.
Primary references consulted
Engage emerging leaders(Rotary International) Used for: Rotary encourages clubs to ask former, longstanding and current members what they want and to use their experience to inform the club's future.
Chapter 3: APP 3 Collection of solicited personal information(Office of the Australian Information Commissioner) Used for: Requested interview and form responses can involve solicited personal information, and reasonable necessity, fair collection, notice and third-party arrangements matter.
Better Practice Complaint Handling Guide(Commonwealth Ombudsman) Used for: Complaint-related material needs accessible, respectful, impartial, confidential and responsive handling and should be referred through a clear responsible pathway; the guide is used as general system evidence, not as club-specific legal advice.
De-identification and the Privacy Act(Office of the Australian Information Commissioner) Used for: Removing names alone may not de-identify an account; re-identification risk must be assessed in the actual release and access environment.
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 98 Exit Interviews for Departing Members: gently interviewing departing members about what worked, what did not and what might bring them back. It is not a literal current-title match; the return-oriented phrase is not adopted, and the candidate does not supply voluntary-choice, no-pursuit, neutral-interviewer, privacy, complaint, trend, contact or close-out 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
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.
Chapter 3: APP 3 Collection of solicited personal information Supports: Data-minimisation, collection-purpose, proportionality and consent safeguards where the Privacy Act and APP 3 apply. Does not establish: Whether a particular Rotary club is an APP entity or whether a proposed renewal survey, diagnostic or member record is lawful in its actual circumstances.
Better Practice Complaint Handling Guide Supports: The 2 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.
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.
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 invitation, interviewer standard, conflicts, consent, information handling, complaint and support referral, trend use, future contact and close-out process.
Participation and non-participation must have no effect on the departure, member record, standing, references, future Rotary involvement or access to any responsible complaint pathway.
No individual account may be shared beyond its permission or used to assess another person, and no aggregate report may expose the former member through indirect detail.
The publicly writable candidate source remains unapproved; its return-oriented wording does not authorise retention contact or override an individual's no-contact choice.
Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.
What could this idea change?
It gives the club a clearer view of people's experiences before decisions are made, including feedback that informal conversations can miss.
It may suit: Members who may welcome support or renewed contact, and the trusted club members following up.
Could this work in our club?
Consider Exit Interviews when feedback is collected informally, repeatedly raised or rarely followed by a clear response.
A voluntary conversation offered after the resignation or departure process is clear, with no effect on the person's decision, standing or administrative close-out.
A club seeking patterns across several departures and other member evidence rather than a verdict from one account.
A trained, neutral interviewer who can listen, explain privacy limits, stop safely and separate improvement feedback from complaints or support needs.
Before you start
A short voluntary invitation with interview, written, telephone and no-response choices, no repeated pursuit and no effect on membership administration.
A trained interviewer independent of the issue where needed, a conflict check and a clear script for consent, privacy, note checking, stopping and referral.
A minimum-information plan covering notes, identifiers, attribution, access, aggregation, retention, deletion and any separately permissioned future contact.
A board-approved process for de-identified trend review, responsible action, complaint or support referral and reporting back without revealing the departing member.
At the end: At the 90-day review, compare the recorded measures with the starting point, resolve the listed governance holds and tell participants whether Exit Interviews will change, continue 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.
01
Exit Interview Invitation and Participation Choices
Offer a respectful, consequence-free choice about whether and how to contribute.
