M-T1-CP-03-SD-01 — School Partnership Proposal Template

Release control

DRAFT PROPOSAL — NONBINDING DISCUSSION — SUBJECT TO SCHOOL, ROTARY AND QUALIFIED LOCAL REVIEW

This template is a structured proposal aid, not legal advice, school approval, authority to collect student information or permission to begin an activity. No delivery, spending, brand use, data collection, public announcement or reliance begins from this proposal.

Adaptation note

For school leadership and the staff member authorised to assess external programs. Begin with verified school priorities and student benefit, not Rotary recruitment. Define a possible learning, mentoring, service, leadership or career-learning outcome only after school input. Surface safeguarding, screening, supervision, consent, privacy, image, access, safety, transport and insurance review early. Student participation or data must not be used for membership promotion without a separate approved basis.

Instructions

1. Complete a discovery meeting and proportionate partner-fit review before externalising the proposal.
2. Verify the school/education entity, decision-maker and approval path; do not assume a teacher or parent can authorise the partnership.
3. Label assumptions as assumptions, identify verification owners/dates and offer a proportionate pilot where appropriate.
4. State age/year group, group size, venue, timing and curriculum/co-curricular fit only after the school confirms them.
5. Complete required safeguarding, screening, supervision, consent, data/privacy, access, safety, transport and insurance modules even when the proposal says “to be confirmed”.
6. Keep student/family/staff personal information out of the proposal. Use only aggregate planning facts and approved secure processes.
7. Resolve all double-brace fields before a reviewed external proposal is issued. Any later terms or agreement require qualified local legal review.

Controlled fields

Configured proposal body

Draft Proposal — Nonbinding Discussion — Subject to Approval and Local Legal Review

Asset: M-T1-CP-03-SD-01 — School Partnership Proposal Template Version: {{VERSION_ID}} Stage approval date: {{APPROVAL_DATE}} Reviewers: {{REVIEWERS}}

1. Executive proposition

{{ROTARY_ENTITY}} and {{SCHOOL_ENTITY}} are exploring {{PARTNERSHIP_NAME}} in response to {{NEED_OR_OPPORTUNITY}} and the school priority {{SCHOOL_PRIORITY}}.

The proposed shared outcome is {{SHARED_OUTCOME}} for {{STUDENT_GROUP}}.

{{ROTARY_ENTITY}} could contribute {{ROTARY_VALUE}}. {{SCHOOL_ENTITY}} could contribute {{SCHOOL_VALUE}}. These possibilities remain subject to each party’s approval, capability, budget, safeguarding, safety, privacy, insurance and legal review.

2. Student-centred rationale

The possible activity is {{PROPOSED_ACTIVITY}}. Its proposed curriculum or co-curricular fit is {{CURRICULUM_OR_COCURRICULAR_FIT}}.

The proposal does not recruit students or families to Rotary membership and does not authorise the collection or use of their information for promotion.

3. Proposed pilot scope

{{PILOT_SCOPE}}

Expressly excluded: {{EXCLUSIONS}}

Assumptions requiring verification: {{ASSUMPTIONS}}

Dependencies and approvals: {{DEPENDENCIES}}

4. Proposed roles and governance

Rotary responsibilities: {{ROTARY_ROLES}}

School responsibilities: {{SCHOOL_ROLES}}

Approval path: {{APPROVAL_PATH}}

Governance, decisions and escalation: {{GOVERNANCE_AND_ESCALATION}}

No operational contact may bind either party outside verified delegated authority.

5. Costs and resources

{{COSTS_AND_RESOURCES}}

No cash, in-kind contribution, reimbursement, purchase or fundraising action is authorised by this proposal.

6. Brand and communications

{{BRAND_AND_COMMUNICATIONS}}

No school or Rotary name, mark, student story, quotation, image or public announcement may be used without its specific approval route.

7. Data, privacy and consent

• Minimum data categories: {{DATA_CATEGORIES}}
• Data roles and flows: {{DATA_ROLES_AND_FLOWS}}
• Privacy notice and consent route: {{PRIVACY_NOTICE_AND_CONSENT}}

No student, family or staff information is collected under this proposal. Any later collection must use the school-approved minimum-data, notice, consent, access, retention and deletion process.

8. Safeguarding, supervision and participation

• Safeguarding requirements: {{SAFEGUARDING_REQUIREMENTS}}
• Screening/checks and training: {{SCREENING_OR_CHECK_REQUIREMENTS}}
• Supervision and handoff: {{SUPERVISION_MODEL}}
• Participant, guardian, image and recording consent: {{CONSENT_RELEASE_ROUTE}}
• Access provisions: {{ACCESS_PROVISIONS}}

9. Safety, transport and insurance

• Safety, transport, emergency and incident responsibilities: {{SAFETY_TRANSPORT_AND_INCIDENT}}
• Insurance requirements/evidence: {{INSURANCE_REQUIREMENTS}}

10. Measures and review

{{MEASURES_AND_REVIEW}}

Measures must distinguish activities and outputs from changes/outcomes and must not identify students unnecessarily.

11. Proposed next step

This proposal invites the parties to refine the design and decide whether a pilot and counsel-reviewed agreement should be prepared. It does not authorise delivery, expenditure, data sharing, brand use or public announcement.

Next step: {{NEXT_STEP}} Owner: {{NEXT_STEP_OWNER}} Due date: {{NEXT_STEP_DUE_DATE}}

School proposal review checklist

• [ ] Correct school/education and Rotary entities, contacts and authority paths are verified.
• [ ] School priority, student benefit and proposed outcome are evidence-backed and non-promotional.
• [ ] Age/year group, size, timing, venue and curriculum/co-curricular fit came from authorised school input.
• [ ] Pilot scope, exclusions, deliverables, assumptions and dependencies are explicit.
• [ ] Safeguarding policy hierarchy, screening, training, supervision, handoff and reporting routes are reviewed.
• [ ] Student/family/staff data categories, notices, consent, access, security, retention and deletion are approved or gated.
• [ ] Image, story, media and recording permissions are separate and specific.
• [ ] Access, venue, equipment, transport, incident, emergency, insurance and stop-work responsibilities are assigned.
• [ ] Costs, in-kind resources, budget authority and fundraising/gift boundaries are transparent.
• [ ] Proposal contains no membership recruitment, school-approval implication or unsupported impact claim.
• [ ] Every controlled field is resolved and all material evidence is linked.
• [ ] The external proposal is labelled nonbinding and no work begins before authorised review/agreement.

Review record