S-009 · A 90-day try-out

A club plan for Year-End Rollover Guide

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: S-009 · Year-End Rollover Guide
Theme: Theme 5: Digital, Data & Systems · Subtheme 1: ClubRunner Mastery
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 digital, data and systems, accessibility, privacy, safety, systems or responsible governance; they are not an endorsement of Year-End Rollover Guide, a finding that it suits any club or approval of its local design.

Primary references consulted

Rotary Clubs (Rotary International)
Used for: Rotary describes club participation through service, friendship, diversity, integrity and leadership, including online participation for people affected by schedules, mobility or distance.
Club - Administration Guide (ClubRunner Support & Knowledgebase)
Used for: ClubRunner's official administration guidance covers member profiles and access, communications, reports, contacts, event functions and membership-success workflows.
How do I access and change my profile information? (ClubRunner Support & Knowledgebase)
Used for: ClubRunner profiles may contain contact, membership, participation, role and privacy settings, so access, accuracy, member choice and local data handling require deliberate controls.
Chapter 11: APP 11 Security of personal information (Office of the Australian Information Commissioner)
Used for: Entities covered by the Privacy Act must take reasonable steps to protect personal information and destroy or de-identify it when it is no longer needed, subject to lawful retention requirements.

Candidate District material consulted

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

Theme_4_All_80_Initiatives_Complete
The exact current-title crosswalk establishes a candidate legacy record for later comparison. No legacy code, unsupported claim or unchecked operational detail was copied into this draft; current official privacy, security, accessibility and governance controls take precedence.

Theme 5 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

Rotary Clubs
Supports: Rotary club participation context and the value of accessible online or hybrid participation.
Does not establish: Product configuration, legal compliance, local suitability or approval of a named initiative.
Club - Administration Guide
Supports: The need to use current ClubRunner product instructions for administration and member workflows.
Does not establish: That a proposed configuration is available in the club's edition, correctly permissioned or suitable for its members.
How do I access and change my profile information?
Supports: Current member-profile capabilities and the need to preserve member access, accuracy and privacy choices.
Does not establish: That a particular field should be collected, shared, published or retained, or that every member has the same permissions.
Chapter 11: APP 11 Security of personal information
Supports: Security, access, retention and disposal safeguards where the Privacy Act and APP 11 apply.
Does not establish: That a club's controls are reasonable, that the Privacy Act applies or that a particular retention period is correct.

What still needs a person to confirm

Confirm which privacy, records, safeguarding and other legal duties apply to the club and this local design.
Confirm current ClubRunner or other platform features, permissions, licence settings and supplier instructions in the club's actual account.
Test accessibility and alternative participation routes with affected members rather than inferring conformance from the guide.
Confirm every local fact, starting point, measure, cost, owner and claim 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 current Theme 5 index controls the code and title. The exact-title legacy Digital candidate is recorded only as attributed, unapproved evidence and does not replace current identity, controls or source authority.
The connected Drive refresh returned an internal error on 9 August 2026. No unseen file was inferred or promoted; the 7 August intake, duplicate decisions, quarantines, rights boundaries and public-write permission hold remain in force and no sharing was changed.
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: clubs must follow current ClubRunner instructions, member choices and least-access principles and must not use training data drawn from real sensitive records.
Formal human review has not started. Year-End Rollover Guide remains an internal initiative-specific draft until all 1,000 initiatives reach 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: Officer, member and club records transition accurately into the new Rotary year.

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 Year-End Rollover Guide
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Write the decision brief for Year-End Rollover Guide: define which ClubRunner task, role and access level members need to perform accurately, the starting evidence, people affected, local authority, resource limit, success signals and stop conditions.	Board sponsor and information owner	Week one	An approved decision and boundary brief
2	Identify users and non-users, map access and digital-confidence barriers, explain data use and permissions and retain an equivalent human or non-digital route where essential participation is involved. Apply this specifically to Year-End Rollover Guide and record which relevant experiences or users are still missing.	Board sponsor and information owner with the access and privacy contacts	Weeks one and two	A participant, access and information-handling plan
3	Build and test a maintained club artefact with a defined user, owner, version, source of truth and review cycle for Year-End Rollover Guide; complete the Year-End Rollover Guide System Ownership and Version Register, rehearse the boundary wording and confirm who may decide, refer, pause, recover or close the work.	System lead, privacy contact and access tester	Before the trial	A tested system ownership and version register and delivery pack
4	Use synthetic or minimised test data, least privilege, versioned configuration, accessible instructions, exception handling and a rollback; do not expose live credentials or private member information. Capture only the evidence needed to judge whether Year-End Rollover Guide advances safe and competent ClubRunner use.	System lead, privacy contact and access tester	Weeks three to eight	A controlled activity and evidence record
5	Compare the evidence with the starting point, validate meaning with affected participants or users, record gaps and unintended effects and prepare a tested current version with ownership, access, change and retirement controls without overstating what the trial proves.	System lead, privacy contact and access tester with an independent reviewer	Within seven days of the trial	A tested current version with ownership, access, change and retirement controls
6	Make and record the authorised continue, adapt, refer, scale or stop decision for Year-End Rollover Guide; explain the reason, complete every action, close unnecessary records and schedule the 90-day follow-up.	Service owner and independent reviewer	By day 90	A published participant 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 selected approach against the club's actual needs, capacity and responsibilities before putting it into use.
Name the system and data owners, restrict access, provide an accessible alternative and document how errors or failures will be recovered.
The club proceeds with Year-End Rollover Guide without respecting this boundary: clubs must follow current ClubRunner instructions, member choices and least-access principles and must not use training data drawn from real sensitive records. — Put the boundary in the brief and participant information, give the delivery lead stop authority and move any excluded matter to its responsible process.
The system excludes members or creates a single digital path for essential participation. — Test with varied users, provide accessible instructions and retain an equivalent supported alternative.
Permissions, integrations or exports expose more personal information than the purpose requires. — Minimise fields, use least privilege, test permissions, control exports and review access after the trial.
A volunteer-built workflow becomes unowned, inaccurate or impossible to recover. — Name a service owner, document dependencies, keep tested backups and rollback steps and schedule a maintenance decision.
The current Theme 5 index controls the code and title. The exact-title legacy Digital candidate is recorded only as attributed, unapproved evidence and does not replace current identity, controls or source authority.
The connected Drive refresh returned an internal error on 9 August 2026. No unseen file was inferred or promoted; the 7 August intake, duplicate decisions, quarantines, rights boundaries and public-write permission hold remain in force and no sharing was changed.
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: clubs must follow current ClubRunner instructions, member choices and least-access principles and must not use training data drawn from real sensitive records.
Formal human review has not started. Year-End Rollover Guide remains an internal initiative-specific draft until all 1,000 initiatives reach 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 Year-End Rollover Guide. Look for current records, fewer avoidable support requests, successful completion of key tasks and documented system ownership.
Year-End Rollover Guide produces a tested current version with ownership, access, change and retirement controls by the promised decision date, with evidence limitations, participation gaps and unintended effects stated.
People affected can explain the purpose, their choices, the boundary and how to raise an access, privacy, safety or governance concern.
The trial shows whether safe and competent ClubRunner use improved from the recorded starting point without shifting hidden workload, risk or exclusion elsewhere.
Every accepted action has an owner, due date and completion evidence, and the club records a reasoned continue, adapt, refer, scale or stop decision.

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.

Year-End Rollover Guide User Need and System Boundary Brief

Define the user problem, information flow and excluded uses.

Open supporting document

Year-End Rollover Guide Data Inventory and Purpose Map

Link every field and transfer to a necessary purpose.

Open supporting document

Year-End Rollover Guide Privacy, Consent and Notice Check

Make information handling and choices clear before collection or publication.

Open supporting document

Year-End Rollover Guide Access and Permission Matrix

Apply least privilege and accountable access reviews.

Open supporting document

Year-End Rollover Guide Accessible User Test Script

Test the real task with varied users and alternatives.

Open supporting document

Year-End Rollover Guide Configuration and Change Register

Maintain a reviewable record of settings, integrations and releases.

Open supporting document

Year-End Rollover Guide Incident, Exception and Recovery Card

Give volunteers a safe response route when the workflow fails or data is exposed.

Open supporting document

Year-End Rollover Guide Handover, Backup and Maintenance Plan

Keep the service operable beyond one volunteer.

Open supporting document

Year-End Rollover Guide ClubRunner Mastery Delivery Check

Test whether Year-End Rollover Guide genuinely advances safe and competent ClubRunner use within the subtheme boundary.

Open supporting document

Year-End Rollover Guide System Ownership and Version Register

Keep the artefact current, findable, controlled and maintainable.

Open supporting document

Year-End Rollover Guide Evidence, Decision and Close-Out Record

Bring the evidence, limitations, participant response and final decision for Year-End Rollover Guide into one accountable record.

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.

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

Handover template

Use this worksheet to decide who will do each job, who can step in and what needs to be handed over.

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