Use Exit Feedback Conversations to ask better questions and turn member feedback into visible decisions and improvements.
Where this idea came from
Playbook entry
S-018 · Exit Feedback Conversations
Theme
Theme 5: Digital, Data & Systems · Subtheme 2: Surveying & Feedback
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 Exit Feedback Conversations, a finding that it suits any club or approval of its local design.
Primary references consulted
Engage emerging leaders(Rotary International) Used for: Rotary encourages clubs to assess club health, ask members what they want, take suggestions seriously, support leadership and provide relevant service and learning experiences.
Enhancing Belonging and Engagement at Rotary(Rotary International) Used for: Rotary identifies belonging, respect, accessibility and equitable access to opportunities, networks and support as central to participation and thriving.
Chapter 3: APP 3 Collection of solicited personal information(Office of the Australian Information Commissioner) Used for: Personal-information collection should be lawful, fair, proportionate and minimised, with additional controls for sensitive information; each club must confirm how privacy law applies to it.
Hosting accessible and inclusive online meetings and events(Australian Human Rights Commission) Used for: Accessible online participation starts with platform choice, alternative dial-in access, accessible materials, inclusive facilitation, adjustment planning and accessible follow-up.
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
Engage Emerging Leaders Supports: Member-centred discovery, feedback, engagement and follow-up principles. Does not establish: The accuracy of local data, the quality of a particular survey or a decision to automate member contact.
Enhancing Belonging and Engagement at Rotary Supports: Belonging, accessibility and equitable participation principles for digital member experiences. Does not establish: That a particular digital workflow is inclusive, accessible or suitable without testing with affected people.
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 collection is lawful in its actual circumstances.
Hosting accessible and inclusive online meetings and events Supports: Practical accessibility and inclusion safeguards for online participation. Does not establish: Conformance of a particular platform, document or club process without user testing and local accessibility review.
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: feedback tools cannot promise anonymity they cannot deliver or collect identifying and sensitive detail without a responsible purpose.
Formal human review has not started. Exit Feedback Conversations 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.
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 Feedback Conversations when the club needs dependable feedback rather than another survey with no clear decision or report back.
A club where the club has a defined user need, accountable owner, current platform information, proportionate data plan and a safe way to test and reverse the change.
A club with a real need for proportionate member feedback and capacity to support a facilitated conversation with a published influence boundary and balanced participation.
A 90-day trial of Exit Feedback Conversations with a starting point, named participants, a resource ceiling and a scheduled continue, adapt or stop decision.
Before you start
A board-approved brief naming which decision a survey or listening channel will inform and what minimum information is needed, the local authority, people affected, fixed constraints, resource ceiling, decision date and stop conditions.
A starting-point record and participant plan suited to a facilitated conversation with a published influence boundary and balanced participation, with accessible information, voluntary choices and a supported alternative route where needed.
Named delivery, evidence and decision owners, including a person authorised to pause Exit Feedback Conversations when a safeguard, permission or boundary is not met.
A proportionate check of governing documents, privacy, information security, accessibility, conflicts, safeguarding, work health and safety, records, finance and referral duties for the actual local design.
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 Feedback Conversations 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 Feedback Conversations User Need and System Boundary Brief
Define the user problem, information flow and excluded uses.
