M-T1-SP-11 · A 90-day try-out

A club plan for University Partnership Program

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: M-T1-SP-11 · University Partnership Program
Theme: Theme 1: Attraction & Visibility · Subtheme SP: Strategic Partnerships
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-SP-11 · University Partnership Program

1. Is this worth trying here?

What we hope will change: Connect university teaching, research and facilities to a community-defined Rotary project while giving staff and students an authentic applied brief.

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 University Partnership Program
Step	What we will do	Who could lead it
1	Frame the community question as a deliverable suitable for university capability.	Community brief owner
2	Identify the correct faculty, engagement office or student programme.	University liaison
3	Set academic, ethics, IP, access and quality expectations in writing.	Joint project sponsor
4	Run milestone reviews with the community client, not only the academic team.	Project supervisor
5	Transfer usable outputs, limitations and source files to the designated owner.	Knowledge-transfer lead

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Obtain human-research ethics approval where activity is research, not merely assume community consultation is exempt.
Protect confidential and Indigenous data, cultural knowledge and participant consent under the approved protocol.
High — human-research ethics, intellectual property, data custody and academic promises need university approval.

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
University unit accepts the scoped community brief.

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.

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.

Partnership and stakeholder map

Use this worksheet to agree what the club and any partners will each contribute, decide and protect.

Open worksheet

Training and mentoring guide

Use this worksheet to prepare a practical learning or mentoring session and follow up afterwards.

Open worksheet

Workflow and minimum-data register

Use this worksheet to map each step and keep only the information the club genuinely needs.

Open worksheet