R-031 · A 90-day try-out

A club plan for Ten-Year Membership Celebration

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: R-031 · Ten-Year Membership Celebration
Theme: Theme 3: Retention & Member Support · Subtheme 3: Recognition & Legacy
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 recognition and legacy, accessibility, privacy, safety and responsible governance; they are not an endorsement of the named Ten-Year Membership Celebration, a finding that it suits any club or approval of its local design.

Primary references consulted

Our History (Rotary International)
Used for: Rotary records its history through documents, photographs, recordings, publications and artefacts and connects its legacy with friendship, service and community results.
Rotary Clubs (Rotary International)
Used for: Rotary clubs combine service, friendship, diversity, integrity and leadership, and may support online participation for people affected by schedules, mobility or distance.
Preserving the collection (National Archives of Australia)
Used for: Long-term preservation requires deliberate storage, handling, condition assessment, digitisation choices, access copies and protection of original records.
Posting photos and videos (Office of the Australian Information Commissioner)
Used for: Organisations should consider notification, consent, purpose, audience, security and withdrawal before collecting or publishing identifiable photos and videos.

Candidate District material

No candidate local guide was used for this version. The current initiative identity and the attributed primary references remain separate.

Theme 3 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

Our History
Supports: High-level Rotary history and the value of preserving verifiable documents, images and stories as organisational memory.
Does not establish: A local club's history, the accuracy or ownership of a particular story or artefact, permission to publish it or its significance to current members.
Rotary Clubs
Supports: Rotary participation context and the value of service, connection, integrity, leadership and accessible participation in the member experience.
Does not establish: Why a person joined, stayed or left, what support they want, whether a club meets their needs or approval of a named initiative.
Preserving the collection
Supports: General preservation principles for identifying formats and condition, prioritising at-risk material, reducing handling damage, storing carefully and using copies for access.
Does not establish: That club records are archival, that National Archives standards apply, that digitisation alone preserves evidence or that the club has rights to retain or publish material.
Posting photos and videos
Supports: Privacy-aware capture, publication, reuse and withdrawal controls for identifiable media used in member stories, recognition and archives.
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.

What still needs a person to confirm

Confirm person-led consent, privacy, scope and referral boundaries before the club collects personal information or offers support.
Confirm which incorporated-association, charity, work health and safety, privacy, safeguarding and other duties apply to the club and this local design.
Test accessibility, belonging and participation with affected members rather than inferring suitability from the guide.
Confirm every local fact, starting point, measure, owner, current service contact and stopping condition before the club decides to proceed.
Resolve any candidate District-source provenance and approval decision without treating the candidate as controlled authority.

The source-verification release gate remains closed.

Checks still on hold

The Theme 3 index establishes this current code and title. The placeholder-heavy Theme 3 candidate files remain quarantined and have not been used as delivery evidence for this draft.
No newly added or publicly writable Drive material has been used in this record. Existing Drive candidates remain attributed, unapproved and held from controlled-source status until integrity, ownership, crosswalk and human approval are resolved.
Before local delivery, the club must approve the decision, participant choices, access arrangements, privacy and records plan, role boundaries, referral or escalation routes, resource limit and the specific control for this boundary: members may decline public recognition, images or a service narrative.
Formal human review has not started. Ten-Year Membership Celebration remains an internal initiative-specific draft until the full corpus reaches the Full-Corpus Review Build and every source, editorial, local-suitability, accessibility and governance gate is resolved.

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 Ten-Year Membership Celebration to honour service and preserve useful knowledge without making longevity the only form of contribution that counts.

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 Ten-Year Membership Celebration
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Write a decision brief for Ten-Year Membership Celebration: define how ten-year members wish to be recognised and what evidence is appropriate, the evidence already held, people affected, local authority, fixed constraints, success signals and stop conditions.	Recognition or heritage lead and board sponsor	Week one	An approved decision and boundary brief
2	Set transparent recognition or collection criteria, invite nominations or contributions through more than one route, declare conflicts and obtain permissions from people and rights holders before production.	Recognition or heritage lead and board sponsor with the access and privacy contacts	Weeks one and two	A participant, access and information-handling plan
3	Build and test a ten-year milestone celebration using consistent criteria and member choice; use the Ten-Year Recognition Preference Form, rehearse the boundary wording, check materials and confirm who can decide, refer, pause or close the activity.	Fact, rights and records reviewers	Before the trial	A tested ten-year recognition preference form and delivery pack
4	Verify names, dates, claims, context, cultural or partner authority and media rights; preserve contrary or incomplete evidence; and create an accessible version without altering the source record. Capture only the evidence needed to judge whether the trial achieved its stated aim: recognise sustained contribution without implying that tenure alone defines value.	Fact, rights and records reviewers	Weeks three to eight	A controlled activity and evidence record
5	Analyse the evidence against the starting point, validate meaning with the people involved, record exceptions and unintended effects, and prepare a verified milestone record and chosen recognition without overstating what the trial proves.	Fact, rights and records reviewers and an independent reviewer	Within seven days of the trial	A verified milestone record and chosen recognition
6	Make and record the authorised continue, adapt, refer, scale or stop decision for Ten-Year Membership Celebration; explain the reasons, complete every action or referral, close unnecessary records and schedule the 90-day follow-up.	Publication and preservation custodian	By day 90	A published response, closed action register and next-step 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.
Use only the personal information needed. Agree who will handle routine care and who should be contacted if a serious concern arises.
The club proceeds with Ten-Year Membership Celebration without respecting this boundary: members may decline public recognition, images or a service narrative. — Name the boundary in the brief and participant information, give the delivery lead stop authority and move any excluded matter to its responsible process.
Recognition rewards visibility, tenure or friendship rather than evidenced contribution. — Use published criteria, varied nominators, declared conflicts, evidence checks and reasons for selection.
A story, image or object is published without current permission, context or authority. — Maintain a rights and provenance register, obtain specific permissions and suppress material when authority is uncertain.
Digitisation or display damages the original or creates an uncontrolled copy. — Assess condition, use appropriate handling and storage, preserve a master and control derivative access copies.
The Theme 3 index establishes this current code and title. The placeholder-heavy Theme 3 candidate files remain quarantined and have not been used as delivery evidence for this draft.
No newly added or publicly writable Drive material has been used in this record. Existing Drive candidates remain attributed, unapproved and held from controlled-source status until integrity, ownership, crosswalk and human approval are resolved.
Before local delivery, the club must approve the decision, participant choices, access arrangements, privacy and records plan, role boundaries, referral or escalation routes, resource limit and the specific control for this boundary: members may decline public recognition, images or a service narrative.
Formal human review has not started. Ten-Year Membership Celebration remains an internal initiative-specific draft until the full corpus reaches the Full-Corpus Review Build and every source, editorial, local-suitability, accessibility and governance gate is resolved.

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 Ten-Year Membership Celebration. Look for consented knowledge being preserved, contributions being recognised fairly and useful handovers reaching current owners.
Ten-Year Membership Celebration produces a verified milestone record and chosen recognition by the promised decision date, with evidence limitations and any participation gaps stated.
Every public fact, name, image, quotation and claim has a recorded source, permission or documented lawful basis.
Selection decisions follow published criteria with conflicts, exclusions and corrections recorded.
Original records, preservation copies and public access copies are distinguishable and held under an approved retention and access plan.

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.

Ten-Year Membership Celebration Recognition or Collection Brief

Define purpose, scope, criteria and authority before nominations or collecting begin.

Open supporting document

Ten-Year Membership Celebration Nomination, Contribution and Conflict Form

Gather comparable evidence while managing conflicts and voluntary participation.

Open supporting document

Ten-Year Membership Celebration Interview or Collection Consent

Record specific permission for capture, editing, storage and use.

Open supporting document

Ten-Year Membership Celebration Fact and Provenance Register

Trace claims and material to reliable evidence.

Open supporting document

Ten-Year Membership Celebration Rights and Permissions Register

Control copyright, privacy, partner and cultural authority.

Open supporting document

Ten-Year Membership Celebration Accessible Production Checklist

Create an inclusive public or member-facing output.

Open supporting document

Ten-Year Membership Celebration Preservation and Retention Plan

Protect originals and maintain trustworthy master and access copies.

Open supporting document

Ten-Year Membership Celebration Release, Correction and Withdrawal Log

Approve publication and respond to later concerns.

Open supporting document

Ten-Year Recognition Preference Form

Let each eligible member choose the form and visibility of recognition

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.

Criteria rubric

Use this worksheet to recognise people's contributions fairly and ask before sharing their story.

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