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Page 1: Rotaract Handbook

i RotaRact hanDbook

Rotaract hanDbook i

ROTARACTHAndbOOk

Page 2: Rotaract Handbook

About RotARyRotary International is a global community of committed professionals working

together to serve others and advance peace. More than 1.2 million members

in over 34,000 Rotary clubs worldwide volunteer in communities at home and

abroad.

About RotARActRotaract is a service club for young men and women ages 18 to 30 who are

dedicated to community and international service. Its membership totals over

184,000 in more than 8,000 clubs worldwide. Rotaract clubs are self-governing

and self-supporting and can be either university- or community-based.

Individual Rotary clubs sponsor Rotaract clubs and offer guidance and support,

making the Rotaract clubs true “partners in service” and key members of the

family of Rotary.

About this hAndbookThe Rotaract Handbook is designed to help young men and women, and the

Rotarians who support them, learn how to

• StartandorganizeaRotaractclub

• Identifyserviceprojectsandraisefundstosupportclubactivities

• Promoteclubsuccessesandattractpotentialmembers

• ConnectwithRotaractorsaroundtheworld

• WorkwithparticipantsinotherNewGenerationsprograms,suchas

RYLA and Interact

The information in this 2012 edition of the Rotaract Handbook is based on

theRotaryCodeofPoliciesandtheStandardRotaractClubConstitutionand

Bylaws.ChangestothosedocumentsbytheRIBoardofDirectorssupersedeany

references in this publication.

If you have questions or comments, submit them to:

NewGenerationsDepartment

Rotary International

OneRotaryCenter

1560ShermanAvenue

Evanston,IL60201-3698USA

Email: [email protected]

Phone:+1-847-866-3315

Fax:+1-847-556-2182

Page 3: Rotaract Handbook

contEnts

1 Get started: organizing a Rotaract club in three Easy steps 1Rotarians’ Role Rotaractors’ Role

2 set your course: club Administration 5 BoardofDirectors ClubCommittees DistrictLeadershipTraining ClubMeetings

Finding and Keeping Members

3 Make a difference: service Projects 13PlanServiceProjectsSecureFinancialSupportforProjectsPublicizeClubActivities

4 Reach out: Rotary club, district, and international support 18 SponsorRotaryClub Faculty Adviser RotaryDistrict Rotary International

5 Meetings and Events for Rotaractors 22DistrictMeetingsMultidistrict Meetings International Events

6 connecting: Global service network 24OtherRotaractClubsGlobalNetworkingGroupsOtherNewGenerationsProgramsandTheRotaryFoundation

7 Resources 26 RIPublications Online Resources RINews

8 documents, Forms, and Guidelines 29RotaractStatementofPolicyStandardRotaractClubConstitution StandardRotaractClubBylawsRotaractClubCertificationFormRotaractEmblemUsageGuidelinesRotaract Merchandise RotaractClubWebsiteGuidelines

Page 4: Rotaract Handbook
Page 5: Rotaract Handbook

1 RotaRact hanDbook

1. GEt stARtEd: oRGAnizinG A RotARAct club in

thREE EAsy stEPs

RotARiAns’ RolEDecidingtosponsoraRotaractclubisthebeginningofarewardingjourneyfor

your Rotary club. Follow these three steps to get started.

step 1: do your researchForm a Rotaract committee to determine if your club is interested in sponsoring

a Rotaract club, and if it is prepared for the responsibilities of becoming a

sponsor club. Also, review the needs of the community and its young adults.

Your district Rotaract chair and district Rotaract representative can offer advice

and suggestions.

step 2: identify potential RotaractorsPotentialmembersareallaroundyou!Brainstormwithyourclubtodevelopas

wideamembershippoolaspossible.Consider

• CurrentandformerRotaryYouthExchangestudents,Interactors,and

RYLA participants, and Rotary Foundation alumni

• Sons,daughters,andotherfamilymembersofRotarians

• EmployeesandinternswhoworkwithRotarians

• Participantsinyoungadultprogramsatcommunitycenters,placesof

worship, health clubs, and other public venues

• Studentsinuniversities,colleges,andcontinuingeducationprograms

• Membersofnonprofitorganizations,professionalassociations,andsocial

networking sites

For a university-based club, ask the person who has volunteered to be its faculty

adviser to suggest possible club members.

step 3: invite prospective members to an informational meetingAfteryou’veidentifiedatleast15potentialmembers,invitethemtoameeting

to learn more about Rotaract. In addition to prospective Rotaractors, you’ll want

to invite

• Rotaractcommitteemembers

• YoursponsorRotaryclubpresident

• DistrictRotaractchairanddistrictRotaractrepresentative

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• Facultyadviser(forauniversity-basedclub)

• Rotaractorsfromnearbyclubswhocansharetheirexperiencesand

answer questions

At the meeting:

• BrieflydiscussRotaryandRotaract’shistoryandsharedcommitmentto

service.

• DistributecopiesofRotary Basics and show a video from the RI website or

Rotary Video Magazine collections.

• ExplainRotaract’spoliciesandgoals.Describesuccessfulserviceprojects

toshowhowRotaractclubsmakeadifferencelocallyandglobally(see

chapter3).

• HighlighthowRotaractorscanworkonserviceprojectswithyoung

adults in other parts of the world.

• GetpotentialmembersexcitedaboutRotaractbyaskingthemtosuggest

clubprojects.

• DistributecopiesoftheRotaractPromotionalCard and encourage

prospectiveRotaractorstoinvitetheirfriendstojoin.

• Maketimeforquestions.

At the end of the meeting:

• Takeavotetoseeifyouhaveenoughinterestandcommitment

to establish a Rotaract club. A minimum of 15 charter members is

recommended.

• Setadateforthefirstorganizationalmeeting.

From here, the club’s progress is largely in the hands of the new Rotaractors,

but your guidance is still valuable. Read on to understand what happens in a

Rotaractclubaftertheinitialorganizingphase,andhowyouandyourRotary

club can help a new Rotaract club succeed.

subscribe to the new Generations newsletterRotaractors and Rotarians will benefit from subscribing to this

monthly newsletter. Learn about upcoming RYLa, Rotaract, and

Interact events and read about new Generations participants in the

news. Subscribe at www.rotary.org/newsletters.

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RotARActoRs’ RolEAftertheinitialorganizingphase,itisuptoyou,thenewRotaractors,tocomplete

theprocess.Herearethreeeasystepstohelpyoulaunchyourclub:

step 1: hold organizational meetingsBuildmomentumandkeepenthusiasmhighbyschedulingorganizational

meetings no more than two weeks apart. Use sign-in sheets to collect attendees’

names,phonenumbers,andemailaddresses.Socialmediacanhelpyourecruit

more participants. Encourage attendees to invite their friends and colleagues to

meetings.

BeforeseekingcertificationfromRotaryInternational,yourclubmust:

• Holdelectionsforpresident,vicepresident,secretary,treasurer,and

other members of the board

• Developamembershipplantoensurethatyourclubincludesmembers

of different ages and genders

• Establishannualclubdues

• Determinewhereandwhenmeetingswillbeheld.Clubsmustmeetat

least twice a month, but are free to consider a range of options, including

meetinginperson,online,oracombinationofthetwo.Selecttimesthat

are convenient for club members.

• Beginplanningserviceactivities,fundraisingevents,andtheinaugural

ceremony

• Helpmembersunderstandtheconstitutionaldocuments

step 2: complete organizational paperwork NowthatyourprospectiveRotaractclubhasastrongmembershipbase,you

canapplyforcertificationfromRI.WorkwithyoursponsorRotaryclubto

accomplish the following tasks:

• CompletetheRotaractClubCertificationForm

(seechapter8).

• HavetheformsignedbyyourRotaractclub

president, sponsor Rotary club president, and the

district governor.

• PaytheUS$50organizationfee(normallypaidby

thesponsorRotaryclub).

• SendtheformandfeetoRIWorldHeadquartersor

theappropriateinternationaloffice(seetheinside

backcoverofthehandbookforacompletelist).

Good to know before a prospective club

can be certified, it must

adopt the Standard Rotaract

club constitution and club

bylaws consistent with the

constitution and policy

established by RI

(see chapter 8). these

bylaws are subject to the

approval of the sponsor

Rotary club.

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OnceyourRotaractclubhasbeencertified,aprocessthattakesabout

fourweeks,thesponsorRotaryclubwillreceiveyourclub’sCertificateof

OrganizationfromRotaryInternational.

step 3: Plan an inaugural ceremonyCharteringaRotaractclubisameaningfulandexcitingevent.Workwithyour

sponsorRotaryclubtoorganizeaninauguralceremony.InviteRotarydistrict

leaders, such as the governor, Rotaract chair, and Rotaract representative. Ask

local media to cover the event to help promote your club in the community.

Inaugural ceremonies are rich in tradition. Learn how your sponsor Rotary club

celebrates its special occasions, and then develop a ceremony that blends Rotary

traditionsandthenewenergyofyourRotaractclub.Herearesomeotherideas

to consider for your ceremony:

• WelcomenewRotaractorsintothefamilyofRotary.

• BrieflyexplainRotaryanditsmission.

• ReviewthehistoryofRotaractandhowthenewclubwasformed.

• Inductmembersindividually,andannounceboardmembersandofficers.

• PresenteachmemberwithaRotaractlapelpin.(Formoreinformationon

howtoobtainlicensedRotaractmerchandise,seechapter8.)

• Takephotostocommemoratetheevent.

• Createaninauguralceremonyprogrambookthatlistsclubmembers.

what’s next?Congratulations!Asyoubeginplanningforyourfirstyear,remembertoseekout

the advice and help of your sponsoring Rotary club and refer to the resources

available through Rotary International.

Active members are the key to a successful club. A Rotaract club should provide

opportunities for networking, community and international service, professional

development,andsocializing.Makesureyourfirstyearinvolvesavarietyof

activitiesandprojectsforeveryone.

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2. sEt youR couRsE: club AdMinistRAtion

StrongleaderscanhelpyourRotaractclubfindandretainmembers,raise

funds,andcarryoutsuccessfulprojects.Theclub’sboardofdirectorsshouldbe

familiarwiththeRotaractconstitutionaldocuments(seechapter8).Inaddition,

incomingRotaractclubofficersmustparticipateinleadershiptrainingoffered

by the district.

boARd oF diREctoRsThe board of directors serves as the governing body of a Rotaract club and

includes the president, immediate past president, vice president, secretary,

treasurer,andanyadditionalofficersyourclubdecidesitneeds.Rotarianand

faculty advisers should regularly attend board meetings to provide guidance.

Rotary club members may also attend these meetings as observers. The board

should meet at least once a month and report any action taken at the next

club meeting.

Duringitsmeetings,theboardreviewsandapprovestheclub’splansandservice

projects,ensurestheclub’sfinancialsolvency,anddelegatesresponsibilities.

AttheendoftheRotaryyear,theboardpreparesafinalreportthatdescribesthe

majoractionstakenoverthepreceding12months.Acopyofthereportshould

be sent to the sponsor Rotary club.

update your club informationEvery six months, the Rotaract president is required to update club

information and membership data with RI through Member access

at www.rotary.org/memberaccess. this online process lets RI know

that your club is active, confirms that your contact information is

listed correctly in the Worldwide Rotaract Directory, and ensures

that your club is kept up-to-date about Rotaract, preconvention

activities, and resources.

clubs that fail to update club information and membership data over a

two-year period will be terminated.

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PresidentThe president’s primary role is to ensure that the club’s professional and

leadershipdevelopmentactivitiesaresuccessfulandthatitsserviceprojects

benefitthecommunity.

Responsibilities include:

• Conductingeffectiveclubmeetingswithdetailedagendasthatallow

enoughtimeforreportsfromofficersandcommitteemembers

• Chairingmeetingsoftheboardofdirectors

• Appointingallstandingandspecialcommittees,withboardapproval,

andservingasanexofficiomemberofallcommittees

• Appointingcommitteechairsbasedonindividuals’experience,and

seeking their opinions about committee members

• Delegatingresponsibilitiestohelpmembersdeveloptheirleadership

skills for future club leadership roles

• Encouragingclubmemberstogetinvolvedinprojectsbybuildingon

their skills and interests

• Ensuringthatclubactivitiesandserviceprojectsaresuccessfully

promoted and executed

• Monitoringmembershiptomaintainanageandgenderbalance

• CommunicatingandcollaboratingwiththeRotarianadviser,Rotaryclub

members,anddistrictRotaractofficers.Inuniversity-basedclubs,the

president should also consult with the faculty adviser.

• Updatingclubinformationandmembershipdataeverysixmonths

through Member Access

Vice presidentThevicepresident’sprimaryroleistosupportthepresident.Someclubsmay

choose to have the incoming president serve as vice president.

Responsibilities include:

• Presidingovermeetingsinthepresident’sabsence

• Servingontheboardofdirectorsandasanexofficiomemberofall

committees

• Handlingspecialassignmentsasdirectedbythepresident

• Stayingcurrentonclubgoalsandactivities

• Succeedingtotheofficeofpresidentintheeventofavacancy

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secretaryThesecretary’sprimaryresponsibilityistohelptheclubfunctionefficiently.

Thesecretaryshouldbewellorganizedandhavegoodcommunicationskills.

Responsibilities include:

• Maintainingallclubrecords,includingmembership,committee

appointments, attendance, dues payments, and important club

documentssuchastheclub’scertificateoforganization,budgets,and

reports

• NotifyingthesponsorRotaryclubofclubmemberswhoareturning30,

to help it identify potential Rotarians

• Providingclubandmemberinformationtothepresidentforregular

updates to RI

• Takingminutes—aclear,concisewrittenrecordofmeetingdiscussion

andactions—atallclubmeetings.Minutesshouldcoverthesepoints:

– Date,time,andplace

– Presidingofficer

– Attendance

– Approval and correction of last meeting’s minutes

– Treasurer’s statement

– Summaryofreportsfromofficersandcommittees

– Summaryofagenda(includingoldandnewbusiness)and

actions taken

– Announcements

– Adjournment

treasurerThetreasurerworkswiththesecretarytomaintainaccuratefinancialrecords.

The treasurer should be a responsible, detail-oriented person.

Responsibilities include:

• Chairingthefinancecommittee

• Collectingmembershipdues

• Depositingduesandallproceedsfromfundraisingprojects

• Payingallclubbillsandreimbursementsforclubexpenses

• Preparingandadministeringthebudget

• Preparingamonthlyreportthataccuratelydetails

– Money on hand at the beginning and end of the month

– Income,withitssource(suchasmembershipduesorfundraising)

clearly indicated

– Payments,indicatingforwhatandtowhom

• Ensuringthattheclubcomplieswithallgovernmentfinancialreporting

requirements

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The outgoing treasurer should give the end-of-year report to club members

and the incoming treasurer. Treasurers’ reports become part of the club’s

permanent record.

immediate past presidentYour club’s immediate past president can provide useful feedback and

perspectiveintheplanningofclubactivities.Heorshecanassistwithspecial

projectsandprovidesupportforboardandclubmembers.

club coMMittEEsCommitteeshelpyourclubcarryoutitsactivitiesandprojects.Theclub

president,withtheapprovaloftheboard,appointsfivestandingcommittees

—clubservice,communityservice,internationalservice,professional

development,andfinance—asprescribedbytheStandardRotaractClub

Constitution.Additionalcommitteesmaybeappointedasneeded.

Committeesshouldmeetatleastonceamonthtodiscussplansandactivities.

A committee may divide into subcommittees to accomplish all of its tasks.

Allcommitteeactivitiesandexpensesaresubjecttotheboard’sapproval,

so committee plans should be shared with the club president.

The committee chair should:

• Notifycommitteemembersofthedate,time,place,andsubject

of meetings

• Prepareandfollowmeetingagendas

• Assigntaskstoeachcommitteememberandkeeptrackofthese

assignments

• Bepreparedtoreportbacktotheclub’sboard

Followingaretheresponsibilitiesofthefivestandingcommittees:

club service committee• Developsstrategiesforrecruitingnewmembersandkeepingcurrent

members active

• Publicizestheclub’sactivitiestomembersandthegeneralpublic

• Plansactivitiesfornetworkingandsocializing

• Maintainsahistoricalrecord,includingpicturesanddescriptionsofclub

activities

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community service committee• Reviewssuggestionsfrommembersforcommunityserviceprojects

to ensure they address real needs and can be successfully carried out

by the club

• Developsplansfortheclub’sannualcommunityserviceproject

• Leads,organizes,andimplementsthecommunityserviceproject

international service committee• Reviewsmembers’suggestionsforinternationalserviceprojectsto

ensure they address real needs and can be successfully carried out

by the club

• Developsplansfortheclub’sannualinternationalserviceproject

• Leads,organizes,andimplementstheinternationalserviceproject

• Developsadditionalactivitiesthatpromoteinternationalunderstanding

among club members and in the community

Professional development committee• Solicitssuggestionsfromclubmembersforprofessionaldevelopment

activities

• Reviewsandplansactivities

• Exploresresourcesinthecommunity

• Leads,organizes,andimplementstheactivities

Finance committee• Decideshowtheclubwillfunditsactivities

• Focusesonkeepingdueslowandmaintainingtheclub’sability

to support itself

• Collectsanydistrictandclubdues

• Seeksin-kindandmonetarydonationsfrombusinessesand

organizations

distRict lEAdERshiP tRAininG The district Rotaract committee provides leadership

trainingannuallyforelectedclubofficers,committee

chairs, and Rotarian and faculty advisers. The sponsor

Rotary club typically covers the cost of attendance for

theRotaractclub’sofficers,butotherarrangementsmay

bemade.ContactyourdistrictRotaractchairorRotaract

representative for more information about training

opportunities.

Good to know Rotaract clubs may amend

the Standard Rotaract

club bylaws as long as the

changes are in harmony with

the Standard Rotaract club

constitution and approved

by the sponsor Rotary club.

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club MEEtinGsRotaract clubs must meet at least twice a month, but where and how are up to

youandyoursponsorRotaryclub.Withyoursponsorclub’sapproval,youcan

choose to meet in person, online, or whatever makes sense for your members.

Considerappointingameetingchairtoorganizeayear’sworthofprograms

or assign each meeting to a different member who serves as that meeting’s

organizerandfacilitator.Involvingyourmembersinplanningensuresthatclub

meetings are interesting and relevant to everyone. The sponsor Rotary club can

be a good source for program ideas.

Invite experts from the community or university, outstanding business leaders,

orinternationalgueststospeakatyourmeetings.Considertakingafieldtripto

localbusinesses,communityorganizations,orculturalsites.Useameetingto

updatemembersaboutclubprojectsornewRotaryinitiatives.

AgendaFollowing an agenda is the best way to ensure that time is used effectively.

Your meeting agenda might include:

1. Timeforsocializingbeforethemeeting

2. Introduction of guests and new club members

3. Announcements and reminders

4. Board member and committee reports

5. Programpresentation

6. Closing,includingathank-youtotheprogramspeakerand

other program participants

7. Adjournment

officer installationhold installation ceremonies annually to introduce new officers

and to recognize immediate past officers for their dedicated work.

consider presenting certificates of recognition to all club members.

Invite the incoming president and officers of the sponsor Rotary club

to this event so they can get acquainted with new Rotaract officers.

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FindinG And kEEPinG MEMbERsYour ability to bring in new members and retain current ones is critical to your

club’ssuccess.Setmembershipgoalsforallclubmembers.Herearesomeways

to maintain a strong, active club.

1. involve new membersUnderstandyourmembers’motivationsforjoiningRotaract.Dotheywantto

make the world a better place, develop their leadership skills, expand their circle

offriends?Connectmemberswithactivitiesandopportunitiesthathelpthem

achieve their personal goals while making the club stronger.

Someotherideas:

• Welcomeandcelebratenewmemberswithaspecialmeetingorevent.

• AskexperiencedRotaractorstomentornewmembersandmakethem

feel welcome.

• Followupbyphonewithnewmemberswhomissameeting.

Encourage new members to invite their friends and family members to

participateinclubactivitiesandserviceprojects.

2. keep current membersKeepingclubmembersisjustasimportantasrecruitingnewones.Witha

large number of enthusiastic, dedicated Rotaractors, your club can carry out

successfulserviceprojectsandattractnewmembers.Considertheseideasfor

involving current members:

• Assigncommitteeresponsibilitiestoveteranmemberstoacknowledge

their importance to the club.

• Recognizeclubmemberswhodedicateextratimetoserviceprojects.

• Maintainagoodageandgenderbalance.Differentpointsofviewmake

for more interesting meetings, help ensure the club’s continuity, and

contribute to a richer Rotaract experience for everyone.

• Getfeedbackfrommembersonthetypesofmeetings,activities,and

projectstheyenjoy,andplanaccordingly.

• Plansocialeventstobringmembersclosertogether.

• Monitorattendancetoensurethateveryoneattendsatleast60percent

of club meetings. Members with high attendance are the most likely to

stay involved.

• Keepmembersinformedthroughaclubnewsletter,blog,orsocial

networking site.

• HelpRotaractorsgetinvolvedwithInteract, Youth Exchange, or

RotaryYouthLeadershipAwards(RYLA) programs and other Rotary

opportunities in your area.

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3. bring in new membersThefirststeptobringinginnewmembersistogetthewordoutaboutyourclub.

Therearemanywaystopromoteyourclubanditsserviceprojects.

• Organizeaspecialeventwhereyoucan

– Explain the purpose of Rotaract and show photographs or a video

of your club’s activities

– HandouttheRotaractPromotionalCard

– Emphasizehowpotentialmemberscanaccomplishtheir

goalsthroughRotaract.Whethertheywanttogivebacktothe

community, connect with new friends, develop leadership skills,

orbeinvolvedwithaninternationalorganization,Rotaracthas

something for everyone.

• Publicizeyourclub’sactivitiesintheuniversitynewspaperorother

localmedia(seechapter3).

• Invitepotentialmemberstoparticipateinaserviceprojectorattenda

club meeting.

• Developaclubwebsiteorblogwhereprospectivememberscanlearn

aboutclubprojectsandhowtheycangetinvolved.Inuniversity-based

clubs, ask for a link to your club’s site on the university website

(seechapter8).

• UseTwitter,Facebook,andothersocialmediatoshareyourclub’s

meeting,event,andprojectupdates.

• ArrangeforRotaractdisplaysatlocallibraries,

coffee shops, community centers, and other

placeswhereyoungadultsgather.Provide

information about Rotaract and make it easy

foranyonewhoisinterestedtofindyourclub.

Include a QR code on signs and handouts that

link directly to your club’s website.

• EncourageclubmemberstoweartheirRotaract

lapel pins and other logo items at community

meetings and events.

RotARy club AdVicEYour sponsor Rotary club

knows the importance of

strong membership. ask

for advice and resources

on recruiting and retaining

members. check out Rotary

membership development

strategies and best practices.

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3. MAkE A diFFEREncE: sERVicE PRojEcts

Rotaractclubscarryouttwoserviceprojectseachyear,onethatassiststhelocal

communityandonethathelpsacommunityinanothercountry.Theseprojects

are a great way for Rotaract clubs to get involved in their own community,

connect with young adults globally, and attract new members.

PlAn sERVicE PRojEctsGainsupportforclubprojectsbychoosingserviceactivitiesthataddressreal

needs. Communities in Action: A Guide to Effective Projects can help your Rotaract

clubselectaserviceprojectthatissuccessful,sustainable,andrelevant.

Rotary’s Areas of Focus Guide has information on Rotary’s six community service

priorities:peaceandconflictprevention/resolution,diseasepreventionand

treatment, water and sanitation, maternal and child health, basic education and

literacy, and economic and community development.

Beforeyourclubdecidesonaproject,considerthesequestions:

• Whatservicesdoesyourlocalcommunityneed?Fortheinternational

community, which area of focus is most compelling for your club?

• HowcanyoucollaboratewithyoursponsorRotaryclub,anotherlocal

Rotaract club, an Interact club, or a Rotaract club in another country to

increase your impact?

• WhatdistrictRotaractprojectscanyourclubjoin?

• Whattypesofserviceprojectsfitwithinyourclub’sbudgetandabilities?

Selectaserviceprojectthatallowsyourclubmemberstoseeanimmediate

benefittothecommunitywhileprovidingopportunitiesforfutureservice.

YoucanfindinnovativeideasforserviceprojectsontheRIwebsite.

international service projectsSomeofthemostrewardingprojectsarethoseconductedwithRotaractclubs

in other countries. Use the Worldwide Rotaract Directory to connect with another

club.Sendphotos,conductmeetingsoverthephoneorthroughSkype,or

exchange emails. Look for Rotaract clubs on Facebook and Twitter. Attend an

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internationalevent,suchastheRotaractPreconventionMeetingortheInterota

conference, to meet Rotaractors from around the world and explore ideas for an

internationalproject.

Rotaract outstanding Project AwardsEach year, Rotary recognizes seven Rotaract clubs for their

exceptional community and international service projects. award

recipients are invited to present their projects at the annual Rotaract

Preconvention Meeting. Learn how your club can submit its project

for consideration at www.rotary.org/rotaract.

Resources for planning service projects• Communities in Action: A Guide to Effective Projects offers step-by-step

instructionstodevelop,carryout,andevaluateaserviceproject,

including how to conduct a community needs assessment, work with

otherorganizations,andcreateafundraisingplan.

• Community Assessment Tools describes eight tools to identify effective

serviceprojects.

• Rotary’s Areas of Focus Guide provides an introduction to Rotary’s six

areasoffocus,withexamplesofserviceprojectsforeach.Theareasof

focusreflectcriticalhumanitarianissuesandneedsthatRotariansare

addressing worldwide.

• Rotary Showcase allowsuserstoaddtheirclubserviceprojects,

exchange ideas, and explore the wide variety of activities that Rotary and

Rotaract clubs are undertaking worldwide.

• Thedistrict Rotaract chair is a Rotarian who oversees Rotaract clubs

throughout the district and offers guidance and ideas. Ask your sponsor

Rotary club for contact information.

• TheannualWorldwide Rotaract Directory includes contact information

submitted by Rotaract clubs seeking to collaborate, correspond, or

exchangeideaswithotherclubs.ItalsocontainsdistrictRotaractofficer

informationandalistofRIBoard-recognizedmultidistrictinformation

organizations.ContactyourRotaractclubpresidentforthelatestedition.

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world Rotaract weekDuring World Rotaract Week, Rotaractors and Rotarians around

the world commemorate the chartering of the first Rotaract club.

the celebration, which takes place the week that includes 13 March,

is an ideal time for Rotaract clubs and their sponsors to carry out

joint activities and promote Rotaract clubs’ contributions to their

communities.

Rotaractors can decide the best way for their club to celebrate —

completing one, two, or an entire week’s worth of activities. after

the club has completed its World Rotaract Week events, the sponsor

Rotary club or district Rotaract chair can download a certificate of

recognition for presentation to the Rotaract club from www.rotary.org.

sEcuRE FinAnciAl suPPoRt FoR PRojEctsFundraisingiscrucialtofinancingclubserviceprojectsandotheractivities.

ExamplesofsuccessfulRotaractfundraisersincludedinners,festivals,raffles,

sportingevents,races,andbenefitperformances.

Whenputtingtogetherafundraiser,considerthesesuggestions:

• Becreative.Auniqueorunusualeventwillattracttheattentionof

potential club members, donors, and the media.

• Havearealisticideaofthefinancialsupportneeded,andsetrealistic

fundraisinggoals.Someprojectsmaybeexpensivetoconductbutcould

generate more than enough donations to cover the costs.

• Whenaskingformoneyfromindividuals,businesses,ororganizations,

offer something of value in return, either a service or recognition.

• Takeadvantageofyourmembers’skills,talents,andcontacts.

• Invitethemediatoattend(seetipsinthenextsection).

• AskthesponsorRotarycluborotherRotaractclubsforsuggestions.

A fundraiser that succeeded elsewhere could also succeed in your

community.

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PublicizE club ActiVitiEsYourclubanditsprojectswillreceivemoresupportifthecommunityknows

about them. A good image in the community can also help your club recruit new

members and contribute to a positive impression of Rotaract and Rotary.

Herearesomewaystoensurethatyourgoodworksreceivetheattention

they deserve:

• Appointapublicrelationscontactwhocangettoknowyourlocalmedia.

The public relations committee of your sponsor Rotary club may be able

to provide a list of local media contacts.

• PublicizeclubactivitiesonFacebook,Twitter,andothersocialmedia.

• Selectanactiveclubmemberandgoodcommunicatortoserveasyour

club’s spokesperson to the media.

• Informthemediaoftherealcommunityneedsyourserviceprojects

address.Providereporterswithbackgroundmaterialsonyourproject

and club, such as fact sheets or brochures. Also, identify community

memberswhohavebenefitedfromyourclub’sprojects.

• Photographclubevents(seeboxonpage17).

• Aftertheevent,sendphotosandashort,cleardescriptionoftheeventto

the media.

Find more ideas and resources, including sample press releases and tips for

working with the media, on www.rotary.org.

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how to Get your Photographs PublishedPhotographs are a great way to publicize your club and its activities.

here are some ways to make sure your club’s work gets noticed:

1. Make photography a key element of your public relations

efforts.

2. Find a photographer with the creative skill and technical

training to take high-quality photos.

– budget for a professional photographer who works with

community volunteers.

– Identify a Rotaractor or Rotarian with photography skills

to take on that important volunteer responsibility.

– ask for in-kind support from your university’s

photography club.

3. Show club members actively involved in a project or event.

avoid posed group shots.

4. take “before” and “after” shots at a service project location.

capture the gratitude expressed in the faces of the people

who benefit from your club’s work.

5. Include the Rotaract club name and Rotaract emblem in your

photos.

6. Post photos to your Facebook page. add them to your

club’s presentation for potential members. Send them to

your university newspaper or to a local blog with a caption

about how your Rotaract club is making a difference.

to publicize in your district and beyond, submit photos and project

information to:

• DistrictRotaractchairandrepresentative

• Districtgovernor

• RotaryInternational([email protected])

high-resolution digital images are preferred, but all photos are

welcome. the following information must be included: name of the

Rotaract club, sponsoring club, and district number with each photo,

as well as the names and club offices of Rotaractors pictured.

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4. REAch out: RotARy club, distRict, And

intERnAtionAl suPPoRt

The support and guidance of the sponsor Rotary club, Rotary district, and Rotary

International are important to a Rotaract club’s success.

sPonsoR RotARy clubRotary clubs are encouraged to create a lasting bond with Rotaract clubs in

these ways:

• InviteRotaractorstoRotaryclubmeetingsandhavethemreportontheir

activities.

• ProvidementoringopportunitiesbetweenRotariansandRotaractors.

• DevelopanannualjointRotaryandRotaractserviceprojectorsignature

eventforWorldRotaractWeek.

• ShowRotaractorshowtoproduceclubpromotionalmaterials.

• HelpRotaractclubsdevelopstrategiestorecruitandretainmembers.

• EstablisharecognitionprogramtoacknowledgeRotaractors’

achievements.

• PublicizeRotaractors’accomplishmentstothecommunityandthe

Rotary world.

• InformRotaractorsofotherRotaryInternationalor

Rotary Foundation programs available to them.

• AskRotaractclubofficerstomeetwiththedistrict

governorduringthegovernor’sofficialRotaryclub

visit.

• InviteRotaractorstodistrictconferencesto

showcase club activities and to network with

Rotarians.

• InviteRotaractorstoobserveaRotaryclub

board meeting.

Rotarian adviserThe Rotarian adviser is the link between the sponsor

Rotary club and its Rotaract club. To stay informed of the

club’s activities, the adviser should attend the Rotaract

club’s meetings and stay in regular contact with Rotaract

clubofficers.

how cAn RotARActoRs MEntoR RotARiAns?• Sharesuccessful

fundraising projects.

• Offersocialnetworking

support to help Rotary

clubs promote their

service projects and

signature events.

• Hostdiscussionforums

about club diversity, global

citizenship, or innovative

service projects.

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Other responsibilities:

• OfferadvicetoRotaractorsastheyplanclubactivitiesandserviceprojects.

• ActasaliaisonbetweentheRotaryclubandtheRotaractors,andbetween

the Rotary club and the faculty adviser for university-based clubs.

• IntroduceRotaractorstootherNewGenerationsprograms,likeRYLA

and Interact, as well as educational opportunities available through

The Rotary Foundation.

• EncourageRotaractorstoattendRotaryeventssuchasdistrict

conferences,theRotaractPreconventionMeeting,andtheRIConvention.

• EncourageformerRotaractorstojoinRotary.

FAculty AdVisER (university-based clubs)the faculty adviser, usually a faculty member at a Rotaract club’s

university, oversees the activities of the university-based Rotaract

club and acts as a liaison between the sponsor Rotary club and

university administration. Patience, organizational skills, and a

commitment to working with young adults are essential qualities

of effective faculty advisers. While a non-Rotarian may serve in this

role, a Rotarian who works at the university can be an ideal choice.

Suggested responsibilities:

• Regularlyattendingclubmeetings

• Advisingtheclubonimplementingserviceprojects,

especially ones on campus or related to service learning

courses

• MaintainingacalendarofRotaracteventstoavoidconflicts

with other university activities

• Assistingwithpromotionandmediarelationsinthe

community

• VerifyingthattheRotaractclubanditsmembersmeetthe

university’s extracurricular and academic requirements

• ActingasaliaisonbetweenthesponsorRotaryclubandthe

university faculty and administration

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RotARy distRictARotarydistrictisagroupofRotaryclubsinaspecificareaorregion.Thereare

about 530 districts worldwide.

district governorEach Rotary district is led by a district governor, an elected Rotarian who serves

asanofficerofRotaryInternational.ThegovernorappointsthedistrictRotaract

chairtosupporttheorganizationanddevelopmentofRotaractclubs.

district Rotaract chair The district Rotaract chair administers the Rotaract

program and assists Rotary clubs that sponsor Rotaract

clubs. Each Rotary year, the district Rotaract chair

receives materials from RI to help strengthen the Rotaract

programinhisorherarea.DistrictRotaractchairshelp

RI maintain an accurate record of Rotaract clubs. They

regularly reconcile their district’s list of Rotaract clubs with

RI’s records and follow up with Rotaract club presidents in

their district to ensure that club contact and membership

information is updated with RI every six months.

district Rotaract representative A district Rotaract representative should be elected from

among the membership of all Rotaract clubs within

the district to serve as cochair of the district Rotaract

committee and as a representative of the Rotaract

program in the district. Under the supervision of the

district governor, this representative works to improve

communication among Rotaract clubs and to help them coordinate activities and

projectswithoneanotherandwiththeirsponsorRotaryclubs.

district Rotaract committeeThe district Rotaract committee, cochaired by the district Rotaract chair and

district Rotaract representative, is composed of equal numbers of Rotarians and

Rotaractors. The committee sponsors Rotaract district meetings and provides

leadershiptrainingforRotaractclubofficers.ItalsohelpstopublicizeRotaract

throughoutthedistrict,promotestheorganizationofnewRotaractclubs,plans

districtwideprojectsandactivities,andrecommendsresourcestostrengthen

clubs and increase their effectiveness.

DetailedinformationontheroleandresponsibilitiesofthedistrictRotaract

chair, district Rotaract representative, and Rotaractors on the district Rotaract

committee can be found in the Guide for District Rotaract Representatives, available

for download at www.rotaract.org/rotaract.

how cAn RotARiAns MEntoR RotARActoRs?• PairaRotarianwitha

Rotaractor in the same

profession or field to

share career insights.

• Sharemembership

recruitment and retention

ideas, plan service

projects, and raise funds.

• AcknowledgeRotaractors

who graduate from

college or receive

professional recognition.

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RotARy intERnAtionAl TheRIBoardofDirectorssetspoliciesgoverningtheRotaractprogram.These

policiesarecompiledintheStandardRotaractClubConstitution,theStandard

RotaractClubBylaws,andtheRotaractStatementofPolicy(seechapter8).

For current policy or questions about policy, see www.rotary.org/rotaract or

contact [email protected].

Ri Rotaract and interact committeeThis is a standing committee of experienced Rotarians and Rotaractors that

advises the RI Board on Rotaract and Interact and develops the program

fortheRotaractPreconventionMeeting.Thecommitteeconsiderspolicy

recommendations and makes proposals to the Board in support of Rotaract. The

list of current committee members can be found in the RI Official Directory, the

Worldwide Rotaract Directory, and at www.rotary.org/rotaract. Rotaract clubs can

submit suggestions for policy changes to this committee.

In addition to setting Rotaract policy, Rotary International provides support

to Rotaract clubs by certifying new clubs; maintaining the Worldwide Rotaract

Directory; distributing annual communications to Rotaract clubs, sponsor Rotary

clubs, district Rotaract representatives, and district Rotaract committee chairs;

andpromotingWorldRotaractWeek.Clubsreceivethesematerialsbykeeping

their contact information current.

RI is committed to supporting Rotaract. You can email Rotaract program staff at

[email protected](seeinsidebackcoverforothercontactinformation).

LearnmoreaboutRIresourcesinchapter7.

liability and Risk ManagementRisk management involves identifying situations and factors that may harm

peopleandproperty,andimplementingsolutionstominimizeoravoid

risk. Before any Rotaract club activity, evaluate potential risks and develop

coordinated plans to address them. University-based clubs should coordinate

any risk management plan with university administration. The sponsor Rotary

club’s Rotaract committee should assess Rotaract-related liability issues and

obtain appropriate insurance. It’s advisable to seek the advice of legal and

insurancecounselregardingliabilityprotection.NotethatRotaractclubsin

theUnitedStatesarecoveredunderRotary’sliabilityinsuranceprogram,

whileRotaractclubsoutsidetheUnitedStatesarenot.

[email protected].

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5. MEEtinGs And EVEnts FoR RotARActoRs

Districtandinternationalmeetingsandeventsofferopportunitiestomake

connections and share information.

district MeetingsRotaract district meetings give Rotaractors a chance to exchange information

andideas,discussserviceprojects,enhanceprofessionaldevelopment,and

strengthen the spirit of teamwork and friendship. For more information on

planning a district-level meeting, including a sample program, see the Guide for

District Rotaract Representatives.

Multidistrict MeetingsMultidistrict meetings are conferences, seminars, or meetings at which Rotaract

clubs from several districts come together to discuss important issues. The host

district Rotaract representative must provide to the governors of the districts

involved a copy of the meeting proposal, which includes the date, location,

facilities, participants, program, budget, and proof of adequate insurance.

The host governor must approve any multidistrict meetings. The host district

RotaractrepresentativeshouldinformtheRIdirectorfromthehostzone.

Rotaract Preconvention Meeting Attending this international Rotaract meeting can help you strengthen your

Rotaractclub,learnaboutoutstandingRotaractserviceprojects,andbuild

lasting friendships with Rotaractors from around the world. At this annual

meeting, participants have the opportunity to discuss a wide range of Rotaract

topicsinworkshopsandhearengagingspeakers.Specialsessionsareoffered

for Rotaract club presidents and district Rotaract representatives.

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Ri convention Rotaractorsareencouragedtoparticipateinthefour-dayRIConvention

immediately after the preconvention meeting. Rotaractors are invited to take

partinspecialforums,workshops,projectexhibitions,andplenarysessions.

The convention gives Rotaractors a broader understanding of Rotary’s

international scope and service, as well as a better understanding of how

RotaractfitsintothefamilyofRotary.Moreinformationforbotheventscan

be found at www.rotary.org/convention.

interotaInterotaisatriennialworldwideRotaractmeetingorganizedbyRotaractors

andhostedonarotatingbasisindifferentcities.WhileitisnotanofficialRI

meeting,RotaryrecognizesthevalueofthiseventandsupportsInterotaby

approving its program content and ensuring that RI leadership is represented at

the event. The meeting offers workshops, discussions, and interesting speakers

aswellasculturalactivities.Delegatesalsopresentproposalsforthenext

Interota, and participants vote to select the next meeting site.

Before making a bid to host an Interota meeting, Rotaractors must obtain

approvalfromthehostdistrictgovernor(s).Afterasiteisselected,thehost

district Rotaract representative must submit a complete proposal to Rotary

International at least one year prior to the date of the event.

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6. connEctinG:GlobAl sERVicE nEtwoRk

Rotaractors have a unique opportunity to learn about other cultures and foster

goodwill through the global family of Rotaract and Rotary.

other Rotaract clubsRotaractors may use the Worldwide Rotaract Directory to establish regular

communication with other clubs through email, letters, and social media to

learnabouttheiractivities,projects,andculturaltraditions.

A twin-club relationship can be arranged with a Rotaract club in another

country. Twin clubs communicate regularly, arrange visits or exchanges, share

projectideas,andcooperateoncommunityorinternationalserviceprojects.

Considerchoosingatwinclubfromyourcity’ssistercityoraplacewhereyour

university has a study-abroad opportunity.

As Rotaractors travel for study, work, or pleasure, staying with local Rotaractors

can build international friendships and foster a better understanding of other

cultures.ContactanotherclubtoseeifitcanhostvisitingRotaractors.

Multidistrict information organizationsa multidistrict information organization (MDIo) may be formed

between two or more districts to help Rotaract clubs share

information and improve communication. Rotaract representatives

of the member districts comprise an MDIo’s membership. approval

for such organizations must be secured from two-thirds of the

Rotaract clubs in each district as well as the governors and Rotaract

representatives of the districts involved. the RI general secretary

must approve proposals on behalf of the RI board.

MDIos have no decision-making or legislative powers beyond those

concerning the activities of the organization itself. Funds needed to

implement a multidistrict organization’s activities must be secured

voluntarily.

Refer to the Worldwide Rotaract Directory for a list of MDIos.

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Rotary FellowshipsRotary Fellowships are groups of Rotarians and Rotaractors who share a

commonrecreationalinterestorhobby—everythingfromcyclingtosocial

networking, from the environment to marathon running.

Rotarian Action GroupsRotarianActionGroupsareorganizedbyRotariansandRotaractorswith

expertiseandaparticularinterestininternationalserviceprojectsinvolving

suchareasaswaterandsanitationorHIV/AIDS.

MoreinformationandwebsitesofGlobalNetworkingGroupsareavailableat

www.rotary.org/fellowships and www.rotary.org/actiongroups.

Rotary youth leadership Awards (RylA)RYLA, which is sponsored by Rotary clubs and districts, allows young people

to attend a training workshop that focuses on leadership, professional

development, and personal growth. Rotaractors may be either program

participantsorleaders.ContactyourlocalRotarycluboremailryla@rotary.org to

findtheRYLAchairinyourarea.

interact InteractisaRotary-sponsoredserviceorganizationforyouthages12to18.

LikeRotaractors,Interactorscarryoutlocalandinternationalserviceprojects

inpartnershipwiththeirsponsorRotaryclub.Rotaractorscanconductprojects

withInteractclubsormentorInteractorsintheircommunities.Contactyourlocal

Rotary club or email [email protected].

new Generations ExchangesNewGenerationsExchanges(partoftheRotaryYouthExchangeprogram)are

open to students and young professionals ages 18 to 25, and usually last from a

few weeks to three months, making this a suitable option for recent secondary

schoolgraduates,youngprofessionals,andRotaractors.Contactyoursponsor

Rotary club or email [email protected]

in your area.

the Rotary Foundation The Rotary Foundation offers university students and young professionals

the opportunity to foster peace and understanding through funded grants

thatenablethemtoearnmaster’sdegreesorcertificatesinpeaceandconflict

resolution.TheFoundationalsofundsgrantsforhumanitarianprojects,

scholarships, and other activities related to Rotary’s six areas of focus.

Learn more at www.rotary.org/foundation.

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7. REsouRcEs

Ri PublicAtions

Rotaract Promotion card This promotional item provides information about Rotaract activities to

potentialmembers.Includesspaceforyourclubtopersonalizewithcontact

information and your meeting time and date.

Guide for District Rotaract Representatives (download only)This training tool is designed to provide representatives useful suggestions

and resources.

Rotaract identification cardNewlycharteredclubsreceiveasmallcomplimentarysupplyofthese

wallet-sizeIDcardsforclubmembers.Additionalcardsmaybepurchased

at shop.rotary.org.

Many publications can be downloaded at www.rotary.org or

ordered at shop.rotary.org. You can also order publications at

[email protected] or from your international office.

onlinE REsouRcEs

new Generations newsletterGetthelatestRotaract,Interact,andRYLAnewsinthismonthlyEnglish-language

newsletter that provides resources to help Rotary clubs enhance their programs

foryouthsandyoungadults.Subscribeatwww.rotary.org/newsletters.

social mediaUseFacebook,Flickr,andTwittertogetintouchwithotherRotaractors,find

projectpartners,andsharephotosandstoriesofyourclub’saccomplishments.

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Ri nEws

The RotarianThismonthly,English-languagepublicationistheofficialmagazineofRotary

International. Every Rotarian subscribes either to The Rotarian or to one of the

30regionalRotarymagazinespublishedin25languages.Rotaractorsandclub

advisers can subscribe to The Rotarian([email protected]+1-847-866-3174).

Adigitaleditionofthemagazine is also available at www.rotary.org/rotarian.

Rotary LeaderRotary Leader is a free, multimedia newsletter featuring practical information

andlinksforclubanddistrictofficers.Rotaractorsareencouragedtosubscribe

at www.rotary.org/rotaryleader.

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8. docuMEnts, FoRMs, And GuidElinEs

The following materials and information can help you operate your Rotaract

club.Pagesmaybephotocopied,andphotocopiesmayserveasvaliddocuments.

These materials are also available at www.rotary.org/rotaract.

• RotaractStatementofPolicy

• StandardRotaractClubConstitution

• StandardRotaractClubBylaws

• RotaractClubCertificationForm

• RotaractEmblemUsageGuidelines

• RotaractMerchandise

• RotaractClubWebsiteGuidelines

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RotARAct stAtEMEnt oF Policy

1. The Rotaract program was created by and is an activity of Rotary International, and the

authorityfortheestablishmentandenforcementofconstitutionalprovisions,organizational

requirements and standards of procedure, and for the preservation of the Rotaract name and

emblem is retained by Rotary International.

2. ARotaractclubisaRotaryclub-sponsoredorganizationofyoungadultsages18to30,whose

purpose is to provide opportunity for them to enhance the knowledge and skills that will assist

them in personal development, to address the physical and social needs of their communities,

and to promote better relations between all people worldwide through a framework of

friendship and service, and whose goals are:

a) Todevelopprofessionalandleadershipskills;

b) Toemphasizerespectfortherightsofothers,andtopromoteethicalstandardsandthe

dignity of all useful occupations;

c) Toprovideopportunitiesforyoungpeopletoaddresstheneedsandconcernsofthe

community and our world;

d) ToprovideopportunitiesforworkingincooperationwithsponsorRotaryclubs;

e) TomotivateyoungpeopleforeventualmembershipinRotary.

3. Rotaract club programming shall consist of professional development, leadership development,

andserviceprogramdevelopmentasoutlinedinthe“StandardRotaractClubConstitution.”

4. ARotaractclubisorganized,sponsored,andcounseledbyaRotarycluborclubsandis

establishedfollowingtheendorsementofthegovernoranduponcertificationandrecognition

by Rotary International; it can be created and sustained in no other way, and its existence

depends upon the active sponsorship of its sponsor Rotary club and continued recognition by

Rotary International.

5. Rotaract clubs are strongly encouraged to mention after their own names “sponsored by the

RotaryClubof(name).”

6. WithintheframeworkestablishedbyRotaryInternational,thesponsorRotaryclubis

responsiblefororganizingtheRotaractclubandprovidingitwithguidanceandcounsel

thereafter.

7. RotaryclubsshouldappointRotarianmentorstotheRotaractorsintheRotaractclubsthey

sponsor.

8. WheretheRotaractclubisuniversity-based,controlandcounselbythesponsorRotaryclub

shall be exercised in full cooperation with the university authorities, with the understanding

thatsuchclubsaresubjecttothesameregulationsandpoliciesestablishedbytheuniversity

authoritiesforallstudentorganizationsandextracurricularactivitiesoftheuniversity

(orotherinstitutionofhighereducation.)

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9. AllRotaractclubactivities,projectsandprogramsshallbeconductedinharmonywiththe

policies of Rotary International; continued sponsorship of a Rotaract club by a Rotary club and

recognition of it by RI are contingent thereon.

10. Thereshallbea“StandardRotaractClubConstitution”prescribedbyRotaryInternationaland

subjecttoamendmentonlybytheBoardofDirectorsofRotaryInternational.Asaprerequisite

ofitsorganizationandcertification,eachRotaractclubshalladoptthe“StandardRotaractClub

Constitution”andshallautomaticallyadoptallamendmentstheretosubsequentlymade.

11. EachRotaractclubshalladoptbylawsnotinconsistentwiththe“StandardRotaractClub

Constitution”andwithpolicyestablishedbyRotaryInternational.Suchbylawsshallbesubject

to the approval of the sponsor Rotary club.

12. Rotaract clubs shall be sponsored only by Rotary clubs within the boundaries of the district in

which they are located.

13. ARotaractclubmaybeorganizedandsponsoredjointlybymorethanoneRotaryclubunder

the following conditions:

a) Thegovernormustapprove,inwritingthat,inthegovernor’sconsideredjudgment,the

best interests of the district, the Rotary clubs concerned and the Rotaract program would

beservedbytheproposedjointsponsorship.

b) ThecircumstancesmustbesuchthattheorganizationofseparateRotaractclubs,each

sponsoredbyasingleRotaryclub,wouldcreateanartificialdivisionofwhatisessentially

a single body of young adults within the community or university.

c) AjointRotaractcommitteemustbecreatedwitheffectiverepresentationfromeachof

the sponsor Rotary clubs.

14. Each member of a Rotaract club, agrees to accept and to adhere to the provisions of the

constitution and bylaws of his or her Rotaract club.

15. Rotaractors may make-up Rotaract club attendance at meetings of Rotary clubs at the

discretion of the individual Rotary club. Rotary clubs that sponsor Rotaract clubs should invite

Rotaractors to make up absences from their regularly scheduled Rotaract club meetings to their

regularly scheduled Rotary club meetings.

16. On 30 June of the Rotaract year in which a member becomes 30 years old, his or her Rotaract

membership will end.

17. MembershipinaRotaractclubshallbeevidencedbyRotaractmembershipidentificationcards

that include the name of the sponsor Rotary club.

18. The Rotaract name and emblem are the property of Rotary International and shall be preserved

fortheexclusiveuseofthoseinvolvedintheRotaractprogram.Whendisplayedbyindividual

clubmembers,theemblemsmaybeusedwithoutfurtherinformation.Whentheemblemis

usedtorepresentaclub,thenameoftheclubshouldappearwiththeemblem.WhereaRotary

districtexists,itmayusetherespectiveemblembutonlyinconjunctionwithreferencetothe

district and its number.

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19. Rotaract club members shall be entitled to use and display the Rotaract name and emblem in

anappropriateanddignifiedmannerduringtheirperiodofmembershipinaRotaractcluband

shall relinquish such entitlement upon termination of membership in a Rotaract club or upon

the termination of the Rotaract club.

20. A Rotaract club may be terminated:

a) ByRotaryInternational,withorwithouttheconsent,approvalorconcurrenceofthe

sponsor Rotary club, for failure to function in accordance with its constitution, or for

other cause.

b) ByitssponsorRotaryclub,afterconsultationwiththegovernorandthedistrictRotaract

representative, or

c) BytheRotaractclubitselfuponitsowndetermination.

21. Upon termination of a Rotaract club, all rights and privileges relating to the name and emblem

shall be relinquished by the club and by its members individually and collectively. The Rotaract

clubshallrelinquishallfinancialassetstothesponsorRotaryclub.

22. Asamatterofpolicy,theBoarddoesnotrecognizetherightofanyindividualororganization

exceptRItocircularizeRotaractclubsforanycommercialpurpose,exceptinthecaseof

RotaractorswhoareresponsiblefororganizingRotaractclub,districtandmultidistrict

meetings and only within the districts directly involved.

23. GovernorsshouldappointonejointdistrictRotaractcommitteecomposedofequalnumbersof

RotariansandRotaractors.ThedistrictRotaractcommitteechair(aRotarian)andthedistrict

Rotaractrepresentative(aRotaractor)shouldserveasco-chairsofthiscommittee.Where

feasible and practicable in the appointment of district Rotaract committees, there should be

provision for continuity of membership by appointing one or more members for a second term.

ThedistrictRotaractcommitteeshouldassistthegovernorinpublicizingtheRotaractprogram,

promotingtheorganizationofnewRotaractclubs,andadministeringtheprogramofRotaract

within the district.

24. Rotaractorganizationbeyondtheclublevel:

a) AdistrictwithtwoormoreRotaractclubsmustelectadistrictRotaractrepresentative

from among their membership. The method of election shall be determined by the

Rotaract membership and approved by the district Rotaract committee and district

governor. The district Rotaract representative must have served as a Rotaract club

president or as a member of the district Rotaract committee for one full term before

takingoffice.

b) InadistrictwithoneRotaractclub,thedistrictRotaractrepresentativeshallbethemost

recent, available past Rotaract club president.

c) ThedistrictRotaractrepresentativewillbeguidedandcounseledbytheRotarygovernor

and should work with the district Rotaract committee and other appropriate Rotary

district committees.

d) ThedistrictRotaractrepresentativeinconjunctionwithotherdistrictleaders,should:

1) DevelopanddistributeadistrictRotaractnewsletter;

2) Plan,arrange,andholdadistrictRotaractconference;

3) EncourageattendanceandparticipationbyRotaractclubofficers,directors,and

committee chairs at the Rotary district conference and all relevant district level

training meetings;

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4) ConductRotaractpromotionandextensionactivitiesthroughoutthedistrict;

5) Planandimplementserviceactivities(ifapprovedbythree-fourthsoftheRotaract

clubsinthedistrict);

6) ProvideadviceandsupporttoRotaractclubsinimplementingtheirprojects;

7) HelpcoordinatejointRotary-Rotaractactivitiesinthedistrict;

8) CoordinatepublicrelationsactivitiesforRotaractatthedistrictlevel;

9) PlanandimplementatrainingsessionforRotaractclubofficersinthedistrict.

e) Allelectiondisputesshouldberesolvedlocallyinconsultationwiththedistrictgovernor

and district Rotaract chair. RI will not intervene.

25. Rotaract meetings beyond the club level:

a) Thepurposeofthedistrict-widemeetingofRotaractclubsistopromotecommunity

serviceprojects,increaseinternationalunderstandingandenhanceprofessional

development in a context of friendship and camaraderie.

b) NomeetingofmembersofRotaractclubsbeyondtheclublevelshallhaveanylegislative

authoritynorshallbesoorganizedastogivetheappearanceofhavingsuchauthority.

Nevertheless,suchameetingmayincludeideaswhichmightbeofvalueasadvisory

observations to those involved at the district or other levels of Rotaract administration.

c) AtadistrictRotaractmeeting,athree-fourthsmajorityoftheRotaractclubsinadistrict

mayvotetoundertakeadistrictserviceprojectandtoestablishadistrictRotaractservice

fundtoraisefundsforthisproject.Contributionstosuchafundmustbevoluntary.Such

aprojectandservicefundmustbeapprovedbythegovernor,andspecificplansand

instructionsfortheadministrationofthedistrictprojectanduseofthefundmustalso

have the approval of the governor and three-fourths of the Rotaract clubs in the district.

The governor must appoint a district fund committee to be responsible for collecting

and administering the district fund, such committee to be composed of at least one

Rotaractor and one Rotarian from the district Rotaract committee. The district service

fund must be kept in a bank account which clearly indicates that the fund is the property

ofthedistrictRotaractorganizationandnotthepersonalpropertyofanyindividual

Rotaractor or Rotaract club.

d) AlldistrictRotaractactivitiesshallbefinancedbytheRotaractclubsinthedistrict.No

expenses of district Rotaract club meetings shall be paid by Rotary International. The cost

ofsuchmeetingsshallbeminimalandwithinthefinancialmeansofthoseparticipating.

26. Rotaract activities beyond the district level

a) RotaractMultidistrictServiceProjects.Rotaract-sponsoredserviceprojectsinvolvingclubs

intwoormoredistrictsmaybeimplementedprovidedthatsuchprojects

1) are,innatureandscope,withinthecapabilityoftheclubsandRotaractorsinthe

districts to undertake successfully without interfering with or detracting from the

scope and effectiveness of club activities;

2) shallnotbeundertakeninitiallyunlesseachdistrictRotaractrepresentative

concernedhasagreedtosuchajointprojectandthen,onlyafterapprovalof

two-thirds of the clubs in each district;

3) shallbeundertakenwiththeapprovalofthegovernorsconcerned;

4) shallbeunderthedirectsupervisionofthedistrictRotaractrepresentatives

concerned;thecustodyofallfundscontributedorcollectedforsuchprojectsshall

be the responsibility of the district representatives concerned, through a committee

of Rotaractors from within the districts involved, who may be appointed to assist in

administeringanysuchprojectandrelatedfunds;

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5) shallbeundertakenonlyafterthedistrictRotaractrepresentativeshavejointly

securedinadvancetheauthorizationofthegeneralsecretary,actingonbehalfof

theBoard,toundertaketheproject;

6) shallinvolvetheparticipationbyRotaractclubsand/orindividualRotaractorson

a voluntary basis, clearly presented as such; the cost of participation by a club or

individual Rotaractor, if any, should be kept to a minimum, and not be implicitly

or directly made an obligation in the form of a per capita tax, or assessment or

otherwise;

b) RotaractMultidistrictInformationOrganizations.Districtsmaydevelopamultidistrict

organizationforthepurposeofdisseminatinginformationandfacilitating

communication between Rotaract clubs in the districts concerned, provided that

1) thereisnoobjectionbythegovernorsofeachofthedistrictsconcerned;

2) authorizationissecuredfromthegeneralsecretary,actingonbehalfoftheRIBoard

ofDirectors,todevelopandmaintainsuchanorganization;

3) theorganizationcomplieswithRIpolicyorissubjecttoterminationofitsstatusby

thegeneralsecretaryonbehalfoftheRIBoardofDirectors;

4) eachmemberdistrictisrepresentedbyitsdistrictRotaractrepresentative.

EachdistrictRotaractrepresentativemayappointaproxyfromhis/herdistrict

organization,asneeded,tocarryouttheactivitiesofthemultidistrictorganization;

5) fundsneededtoimplementtheorganization’sactivities(i.e.productionand

distribution of regional club directories and newsletters, dissemination of Rotaract

programinformation,generalcorrespondence)shallbeobtainedonavoluntary

basis only;

6) theorganizationhasnodecisionmakingorlegislativepowers,exceptfordecisions

concerningtheactivitiesoftheorganization,forwhicheachmemberdistrict

(asrepresentedbyitsdistrictRotaractrepresentative)shallhaveonevote.

c) MultidistrictRotaractMeetings

1) MeetingsofRotaractclubmembersfrommorethanonedistrict,particularly

from districts in more than one country, are to be held under the guidance of the

hostgovernorandthedistrictRotaractcommittee,andinconjunctionwiththe

hostdistrictRotaractrepresentative.Suchmeetingsaresubjecttotheadvance

approval of the governors of the districts involved. Invitations to governors to hold

multidistrict Rotaract meetings must be accompanied by:

a) informationincludingthedate,location,purpose,facilities,programand

participants of the proposed meeting;

b) acopyoftheanticipatedmeetingbudgetwithassurancethatthesponsorsare

in a position to and will assume complete responsibility for contractual and

financialobligationsinherentinthemeeting;

c) assurancethattheplanningandimplementationoftheproposedmeetingwill

be carried out under the direct supervision of Rotaractors and Rotarians;

2) Thehostclubordistrictmustmaintainliabilityinsuranceformultidistrict

Rotaract meetings with coverage and limits appropriate for the geographic

location. Evidence of such coverage must be provided to RI or the governor of any

participating district upon request.

3) ThedistrictRotaractrepresentativeshallinformtheRIdirector(s)forthezone(s).

27. LeadershipTraining

a) AllincomingRotaractclubofficersshallbeprovidedwithRotaractclubofficersleadership

training at the district level, such training to include a one to two-day leadership training

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35 RotaRact hanDbook

seminar facilitated by the district Rotaract committee chair and the district Rotaract

representativeforallincomingRotaractclubofficers,directors,andcommitteechairsto

be paid for by the sponsor Rotary clubs, or where circumstances dictate, by a mutually

agreed-uponfinancialarrangementinvolvingthesponsorRotaryclubs,Rotarydistrict,

and the Rotaract participants.

b) Allincominggovernors-electareencouragedtoprovideadequatetrainingtotheir

incoming Rotaract club presidents and, where appropriate, include such training as part

of the program of the Rotary district assembly.

28. Financing the cost of the Rotaract program:

a) AllsponsorRotaryclubsmustpayacertificationfeeofUS$50fornewRotaractclubs.

b) IndividualRotaractorsshallpayannualmembershipfeestotheirRotaractclubtocover

the cost of club administration.

c) Anyfees,duesorassessmentsonthemembershipofanyRotaractclubshallbenominal

and shall be only for the purpose of covering the cost of administering the club; funds

foractivitiesandprojectsundertakenbyRotaractclubsshallberaisedbysuchclubs

apart from such fees, dues or assessments and shall be placed into a separate account.

Athoroughauditbyaqualifiedpersonshallbemadeonceeachyearofalltheclub’s

financialtransactions.

d) ItistheresponsibilityoftheRotaractclubtoraisethefundsnecessarytocarryoutthe

program of the club.

e) RotaractclubsshouldnotmakegeneralsolicitationsforfinancialassistancefromRotary

clubsorfromotherRotaractclubs.Sponsorclubsmayprovidefinancialsupportwhen

mutually agreed upon.

f) ContributionstofunddistrictRotaractserviceprojectsmustbevoluntaryandcannotbe

made enforceable upon the individual Rotaractor or Rotaract club.

g) NopartoftheexpensesofmeetingsofRotaractclubsorgroupsofRotaractclubsshall

bepaidbyRotaryInternational,withtheexceptionoftheannualRotaractPreconvention

Meeting.

h) SponsorRotaryclubsshallstronglyencourageandpayfortheattendanceoftheir

Rotaractclubofficers,directorsandcommitteechairsatallrelevantandnecessary

district-levelleadershiptrainingmeetings(or,whencircumstancesdictate,these

meetingsshallbepaidforthroughmutuallyagreeduponfinancialarrangements

involvingthesponsorRotaryclubs,theRotarydistrictandtheRotaractparticipants).

i) Rotarydistrictsshallpayfortheattendanceoftheirdistricts’Rotaractrepresentativesat

district-level or multidistrict leadership training meetings.

j) RotaryclubsandRotarydistrictconferencesinvitingmembersorRotaractclubsto

participateintheprogramsofsuchclubsandconferencesshouldsubscribetosufficient

trip, accident and liability insurance to protect the Rotary club or district conference

against any possible legal or moral obligation and liability.

k) ThedistrictshouldmakeprovisionstofundtheadministrativeactivitiesoftheDistrict

Rotaract committee.

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29. Asamatterofprinciple,Rotaractclubsarenotauthorizedtoassumemembershipinormerge

withotherorganizationsregardlessofthepurposeofsuchorganizations.

30. Rotaract club presidents shall submit updated membership lists to RI each year no later than

30Septemberand31MarchthroughMemberAccess.Theselistsshallincludethenames,

e-mail addresses, and gender of each Rotaractor in the club. Rotaract clubs that do not submit

updated contact lists to RI in a two-year period will be terminated.

660-En—(1012)

The Board regularly reviews and amends, as necessary, the Rotaract Statement of

Policy, Standard Rotaract Club Constitution, and Standard Rotaract Club Bylaws.

TheRotaractStatementofPolicyisexcerptedfromRotaryCodeofPolicies,Article

41.020,andissubjecttochangebytheRIBoardofDirectors.PleaserefertotheRI

website for the most recent policy:

www.rotary.org/RIdocuments/en_pdf/code_ri_current.pdf

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stAndARd RotARAct club constitution

ARticlE i — name

ThenameofthisorganizationshallbetheRotaractClubof_________.

ARticlE ii — Purpose and Goals

The purpose of Rotaract is to provide an opportunity for young men and women to enhance the

knowledge and skills that will assist them in personal development, to address the physical and

social needs of their communities, and to promote better relations between all people worldwide

through a framework of friendship and service.

The goals of Rotaract are:

1. To develop professional and leadership skills;

2. Toemphasizerespectfortherightsofothers,andtopromoteethicalstandardsandthedignity

of all useful occupations;

3. To provide opportunities for young people to address the needs and concerns of the community

and our world;

4. To provide opportunities for working in cooperation with sponsoring Rotary clubs;

5. To motivate young people for eventual membership in Rotary.

ARticlE iii — sponsorship

1. ThesponsorofthisRotaractclubistheRotaryClubof__________which,throughacommitteeof

its Rotarians, the number of which shall be determined by the club, shall provide guidance and

have supportive responsibility for this Rotaract club. The continued well-being of this club shall

depend on the continued active personal participation of the sponsoring Rotary club.

2. Thebasisoforganizationshallbeyoungmenandwomenwhoarecommittedtothegoalsof

theRotaractprogramandtobuildingarelationshipwiththesponsoringRotaryclub.Wherea

university or other institution of higher education is located within the vicinity of the sponsoring

Rotaryclub,thestudentbodyofeachinstitutionmayalsobeabasisoforganization.Thisclubis

not a part of, and neither this club nor its members have any rights or privileges with respect to,

the sponsoring Rotary club.

3. Thisclubisanon-political,non-sectarianorganization.

4. In the event that the sponsoring Rotary club is terminated, the governor of the Rotary district

will seek to install another sponsoring Rotary club; if one cannot be found within 180 days, the

Rotaract club will be terminated.

ARticlE iV — Membership

1. The membership of this club shall consist of young men and women of good character and

leadership potential between the ages of 18 and 30.* It is recommended, but not mandated, that

there be a minimum of 15 charter members when chartering a new club.

2. The method of electing members of this club shall be determined by this club in consultation

with the sponsoring Rotary club. The method of electing new members of university-based**

Rotaract clubs shall have the approval of the appropriate authorities.

3. Each member of this Rotaract club shall attend at least 60% of the club’s regularly scheduled

meetings annually, provided that absence from a regularly scheduled meeting of the club may be

*On30JuneoftheRotaractyearinwhichthememberbecomes30yearsoldhis/herRotaractmembershipwillend.

**As used in this constitution, the term “university” is intended to include all institutions of higher education.

Goals

Rotary club Sponsorship

Membership Qualifications

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38 RotaRact hanDbook

made up as follows: any member absent from a regular meeting of this club may make up such

absence by attendance at a regular meeting of any other Rotaract club or any Rotary club on any

day of the two weeks immediately preceding or following the day of the absence, or attendance

andparticipationinaclubserviceprojectoraclub-sponsoredcommunityeventormeeting

authorizedbytheboard.

4. All Rotary Foundation scholars, who are within the age guidelines adopted by the board for the

Rotaract program, shall be eligible for guest Rotaract club membership during the period of their

study in another country.

5. Membershipshallautomaticallyterminate(a)uponfailuretomeetattendancerequirements

unlessexcusedbytheboardofdirectorsofthisclubforgoodandsufficientreasonor(b)by

terminationoftheclubor(c)on30JuneoftheRotaractyearinwhichthememberbecomes30

years old.

6. Membershipmaybeterminated(a)uponfailuretocontinuetomeetthequalificationsfor

membership,or(b)forcause,asdeterminedbythisclubbyvoteofnotlessthan2/3ofallthe

members in good standing.

ARticlE V — Meetings

1. The club shall meet not less than twice per month, as provided in the by-laws, at a time suited to

the convenience of the members.

2. The board of directors shall meet as provided in the by-laws.

3. Rotary International recommends each sponsoring Rotary club to designate one or more

membersofitsclubtoattendthemeeting(s)ofitsRotaractclub(s)atleastonceamonth.

4. Meetings of the club and of the board of directors may be cancelled during holiday or vacation

periods at the discretion of the board of directors. The board may cancel a regular meeting if it

falls on a legal holiday or in case of the death of a club member, an epidemic, a disaster affecting

thewholecommunity,oranarmedconflictinthecommunitythatendangersthelivesofthe

club members. The board may cancel not more than four regular meetings in a year for causes

nototherwisespecifiedhereinprovidedthatthisclubdoesnotfailtomeetformorethanthree

consecutive meetings.

5. Minutes of the meetings of the club and board of directors shall be provided to the chair of the

sponsor Rotary club’s Rotaract committee within two weeks after each meeting is held.

ARticlE Vi — officers and directors

1. Theofficersofthisclubshallbeapresident,vice-president,secretary,treasurerandsuch

additionalofficer(s)asmaybeprovidedintheby-laws.

2. The governing body of this club shall be a board of directors composed of the president,

immediate past president, vice-president, secretary, treasurer, and additional directors whose

number shall be determined by this club, all to be elected from among the members in good

standing.Alldecisions,policies,andactionsoftheboardandoftheclubshallbesubjecttothe

provisions of this constitution and policy established by Rotary International and its members.

Ifuniversity-based,thisclubshallbesubjecttothesameregulationsandpoliciesestablished

bytheappropriateauthoritiesforallstudentorganizationsandextracurricularactivitiesofthe

university.

Theboardofdirectorsshallhavegeneralcontroloverallofficersandcommitteesandmay,for

goodcause,declareanyofficevacant.Itshallconstituteaboardofappealsfromtherulingsofall

officersandactionsofallcommittees.

3. Electionsofofficersanddirectorsshallbeheldannuallypriorto1Marchbymethodscompatible

withlocalcustomsandprocedures,butinnocaseshallmorethansimplemajorityofthe

members present and in good standing be required for elections.

bimonthly Meetings

Governing body

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Thetermofofficeofallofficersanddirectorsshallbeoneyear.Noprovisionsshallbemadefora

termofofficeshorterthanoneyearexceptwiththepermissionofthesponsoringRotaryclub.

4. AllincomingRotaractclubofficers,directors,andcommitteechairmenshallbeprovidedwith

leadership training from the district Rotaract committee.

ARticlE Vii — Activities and Projects

1. WithinthelimitsprescribedinSection1ofArticleIII,thisclubshallberesponsibleforplanning,

organizing,financing,andconductingitsownactivitiesandshallitselfsupplymoney,labor,

andcreativeimaginationnecessarythereto,exceptinthecaseofjointprojectsoractivities

undertakenincooperationwithotherorganizations,suchresponsibilityshallbesharedwith

suchotherorganization(s).

2. Thisclubshallundertakeamongitsactivitiesatleasttwomajorserviceprojectsannually,one

to serve the community and the other to promote international understanding, and each shall

involve all or most of the members of the club.

3. This club shall provide for a professional development program for its members.

4. It is the responsibility of the club to raise the funds necessary to carry out its program. It shall

notsolicitoracceptmorethanoccasionalorincidentalfinancialassistancefromthesponsoring

Rotary club, nor shall it make general solicitations from Rotary clubs other than its sponsoring

RotarycluborfromotherRotaractclubs;norshallitsolicitfinancialassistancefromindividuals,

businesses,ororganizationsinthecommunitywithoutgivingsomethingofvalueinreturn.All

fundsraisedforserviceprojectsmustbeexpendedforthatpurpose.

ARticlE Viii — committees

1. There shall be provided in the by-laws of this club the following standing committees; club

service,internationalservice,communityservice,professionaldevelopment,finance,andsuch

other standing committees as may be deemed necessary or convenient for the administration of

the club.

2. Thepresident,withtheapprovaloftheboard,mayappointsuchspecialcommitteesashe/she

may deem necessary, citing their duties at the time of appointment. All such special committees

shall lapse upon the completion of their duties, upon discharge by the appointing president, or

withtheendofhis/hertermofoffice,whicheveroccursfirst.

ARticlE iX — Fees

1. EachsponsoringRotaryclubuponorganizationofanewRotaractclubshallberequiredtopayan

RIRotaractorganizationfeeequivalenttoUS$50withthe“RotaractClubCertificationForm.”

2. Any fees, dues, or assessments on the membership of the club shall be nominal and shall only be

forthepurposeofmeetingtheadministrativecostsoftheclub.Fundsforactivitiesandprojects

undertaken by the club shall be raised apart from such fees, dues, or assessments and shall be

placedintoaseparateaccount.Athoroughauditbyaqualifiedpersonshallbemadeonceeach

yearofalltheclub’sfinancialtransactions.

ARticlE X — Acceptance of constitution and by-laws

Every member of the club, by acceptance of membership, thereby accepts the principles of Rotaract

as expressed in its purpose and goals and agrees to comply with the constitution and by-laws of

thisclub,andontheseconditionsaloneisentitledtotheprivilegesoftheclub.Nomembershallbe

absolved from the observance of the constitution and by-laws on the plea that a copy of them has

not been received.

objective

committees

Fees

constitution

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ARticlE Xi — standard by-laws

Theclubshalladoptthe“StandardRotaractClubBy-Laws,”togetherwithsuchamendmentsas

are not inconsistent with this constitution and which may be deemed necessary or convenient for

the government of the club, provided that such amendments are adopted in accordance with the

amendmentprocedureprescribedinthe“StandardRotaractClubBy-Laws.”

ARticlE Xii — Rotaract Emblem

1. TheRotaractemblemshallbepreservedfortheexclusiveuseandbenefitofRotaractclub

members. Each member of this club shall be entitled to wear or otherwise display the Rotaract

embleminadignifiedandappropriatemannerduringtheperiodofmembership.Such

entitlement shall be relinquished upon termination of membership or termination of this club.

2. Whendisplayedbyindividualclubmembers,theemblemmaybeusedwithoutfurther

information.Whentheemblemisusedtorepresentaclub,thenameoftheclubshouldappear

with the emblem.

ARticlE Xiii — duration

This club shall exist so long as it continues to function in accordance with the provisions of

this constitution and policy relating to Rotaract established by Rotary International, or until it is

terminated(a)bythisclubuponitowndeterminationandaction,(b)bythesponsoringRotary

club upon withdrawal of its sponsorship, after consultation with the district governor and district

Rotaractrepresentative,or(c)byRotaryInternationalforfailuretofunctioninaccordancewiththis

constitution or for other cause.

Upon termination of this club, all rights and privileges relating to the Rotaract name and emblem

shall be relinquished by the club and by its members individually and collectively. The Rotaract club

shallrelinquishallfinancialassetstothesponsoringRotaryclub.

ARticlE XiV — Administration

TheconstitutionmaybeamendedonlybytheBoardofDirectorsofRotaryInternationalandall

amendmentstothe“StandardRotaractClubConstitution”adoptedbytheBoardofDirectorsof

RotaryInternationalshallautomaticallyamendtheConstitution.

Standard by-Laws

Rotaract Emblem

Duration of club

amendment

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41 RotaRact hanDbook

stAndARd RotARAct club by-lAws

By-LawsoftheRotaractClubof____________.

ARticlE i — Elections

1. Electionfortheofficesofpresident,vice-president,secretary,treasurer,anddirectorsshallbe

held annually prior to 1 March. A Rotaract club year is the same as a Rotary club year. Those

electedshalltakeofficeon1July.

2. Nominationsofofficersshallbemadeinwriting.Candidatesshallbevoteduponattheregular

meetingfollowingthemeetingatwhichnominationsaremade.Votingshallbebysecretballot.

Thosecandidatesreceivingamajorityofthevotesofthememberspresentandingoodstanding

shall be elected.

3. In addition to president, vice-president, secretary, and treasurer there shall be elected directors.

ARticlE ii — duties of officers

1. President.Thepresidentshallpresideatallregularandspecialmeetingsoftheclubandthe

boardofdirectors.He/sheshall,withtheapprovaloftheboard,appointallstandingandspecial

committees and, in the event of a vacancy in the board of directors, shall, with the approval of

theboard,fillsuchvacancybyappointmentuntilthenextregularelectionoftheclub.He/she

shallbeanexofficiomemberofallcommittees.He/sheshallmaintaincommunicationwiththe

sponsor club and the district Rotaract representative to ensure they are continually informed of

all actions taken by the club.

2. Vice-President.Thevice-presidentshallsucceedtotheofficeofpresidentintheeventorremoval

of the latter for whatever cause, and, in the absence of the president, shall preside at all meetings

of the club and of the board.

3. Secretary.Thesecretaryshallmaintainallclubrecords,He/sheshallkeepminutesofallthe

meetings of the club and board of directors, and provide copies of such to the chair of the

sponsor Rotary club’s Rotaract committee.

4. Treasurer. The treasurer shall have custody of all club funds, maintaining all necessary records

anddepositingallsuchfundsinabankapprovedbytheboardofdirectors.He/sheshallreport

ontheclub’sfinancialstatusateachmeetingoftheclubandshallholdallrecordsavailablefor

inspection by any club member. All disbursements shall be by check and with the signature of

twoauthorizedofficers.

ARticlE iii — Meetings

1. Meetings of the club shall be not less than twice a month, and meetings of the board not less

than once a month, at a time suited to the convenience of the membership.

2. Amajorityofthemembersingoodstandingshallconstituteaquorumatanyregularorspecial

meeting of the club. Any four members of the board, one of whom must be the president or vice-

president, shall constitute a quorum at any meeting of the board.

ARticlE iV — Fees and dues

1. Theadmissionforthenewmembersshallbe___.Annualduesshallbe___permember.

2. All fees and dues must be paid before a member will be considered in good standing.

VotingMethod

official Duties

Quorum Requirement

Fees and Dues

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ARticlE V — committees

The president, with the approval of the board of directors, shall appoint the following standing

committees:

1. Clubservice.Thiscommitteeshallberesponsibleforattendance,membership,programs,

fellowship, public relations, and such other matters as may be deemed appropriate.

2. International service. This committee shall be charged with primary responsibility for

enhancing knowledge and understanding of worldwide needs, problems, and opportunities

and developing activities to give service for promoting international understanding and

goodwill toward all people.

3. Communityservice.Thiscommitteeshallhaveresponsibilityforenhancingknowledge

and understanding of community needs, problems and opportunities, and for formulating

anddevelopingappropriateactivitiesforservingthecommunity(includingtheuniversity

community).

4. Professionaldevelopment.Thiscommitteeshallberesponsiblefordevelopingaprogram

designed to provide information about a wide cross-section of businesses and professions

and to stimulate awareness and acceptance of high ethical standards in business and

professional life.

5. Finance.Thiscommitteeshalldevisewaysandmeansoffinancinganyandallclubactivities

requiring funds, in cooperation with the appropriate committee.

The international service and community service committees shall each have the duty of initiating

andplanningonemajoractivityinitsfieldeachyearwhichshallinvolveallormostoftheclub

membership.

ARticlE Vi — Amendments1. Theseby-lawsmaybeamendedbymajorityvoteofthemembersingoodstandingatany

regular or special meeting of the club at which a quorum is present, provided notice of

intention to call such a vote is given at least fourteen days earlier at a meeting of the club at

which a quorum is present, and provided such amendment is approved by the sponsoring

Rotary club.

2. Nothingintheseby-lawsshallcontraveneanyprovisionofthisclub’sconstitution.

The Board regularly reviews and amends, as necessary, the Rotaract Statement of

Policy, Standard Rotaract Club Constitution, and Standard Rotaract Club Bylaws.

The Standard Rotaract Club Constitution and Standard Rotaract Club Bylawsaresubject

tochangebytheRIBoardofDirectors.PleaserefertotheRIwebsitefor

the most recent policy:

www.rotary.org/RIdocuments/en_pdf/661en.pdf

661-En—(1012)

committee Duties

amendments

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RotARAct club cERtiFicAtion FoRM

ThisformservesastheofficialnotificationtoRotaryInternationaloftheorganizationofanew

Rotaractclub.ToreceiveaCertificateofOrganizationfromRI,newRotaractclubsmustworkwith

their sponsor Rotary club to complete all of the following steps:

1. Fill out this form, including the name of each charter member.

2. Obtain the signatures of the district governor and sponsor Rotary club president. If there is

morethanonesponsorRotaryclub,eachRotaryclubpresidentmustsign.Note:RIwillnot

process this document if any signature is missing.

3. Make copies of the signed form and distribute it to the Rotaract club, sponsor Rotary club,

districtgovernor,districtRotaractchair,anddistrictRotaractrepresentativetokeeponfile.

4. SubmitthiscompletedformalongwiththeUS$50organizationfee(payableto“Rotary

International”andnotingtheRotaractclub’sname)totheRIinternationalofficeservingyour

area(seetheRotaract Handbookforthepaymentaddress).Ifpaymentisbyelectronicfunds

transferortoafiscalagent,acopyofthepaymentmustbeattachedtothedocument.

Afterreceivingcompleteinformation,RIwillmailtheCertificateofOrganizationtothepresident

ofthesponsorRotaryclub.IftherearemultiplesponsorRotaryclubs,certificationmaterialswillbe

sentonlytothefirstclubthatislistedontheform.Pleaseallowfourweeksforprocessing.

[email protected].

RotaractClubName District

MailingAddressofRotaractClub

City State/Province

Country PostalCode

PhoneNumber Email

Website

SponsorRotaryClub(s)

Rotaractclub’sdateoforganization(day/month/year):_______/________/________

(datewillbelistedonCertificateofOrganization) DD MM YYYY

Typeofclub(checkone): University-based Community-based

The RI Board recommends, but does not mandate, a minimum of 15 charter members.

All members must be between the ages of 18 and 30.

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Name (Officer,ifapplicable)

TOTAL: Males__________Females__________

The members listed above are young adults of good character and leadership potential, who are between

theagesof18and30.ThisclubunderstandsandacceptstheprovisionsoftheStandardRotaractClub

ConstitutionandtheStatementofPolicyRelatingtoRotaractbytheBoardofDirectorsofRotaryInternational

(availableatwww.rotary.org).

Rotaract club connections

WouldyouliketoparticipateinhostingvisitingRotaractors? Yes No

WouldyouliketocorrespondwithotherRotaractclubsandallowthemtocontactyou? Yes No

DoesyouclubhaveatwinclubrelationshipwithanotherRotaractclub? Yes No

InwhichofthefollowinglanguagesdoestheRotaractclubpreferforreceivingcorrespondence?(checkone)

English French Italian Japanese Korean Portuguese Spanish

WeconfirmthatRotariansfromthesponsorRotaryclubwillbeappointedtomentortheRotaractors

in the club.

signatures:

President,RotaractClub

President,SponsorRotaryClub(s)

DistrictGovernor

Rotaract club certification checklist: Adopt a standard Rotaract club constitution.

CompleteRotaractClubcertificationform.

HavecertificationformsignedbysponsorRotaryclubpresident(s)anddistrictgovernor.

SendformtoRIWorldHeadquartersorappropriateinternationalofficewithUS$50charterfee.

672-En—(1012)

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RotARAct EMblEM usAGE GuidElinEs

TheRotaractemblemisatrademarkownedbyRotaryInternational.Clubsanddistrictsarewelcome

touseitwithproperidentifiers,subjecttotheguidelinesfortheRotaryMarkssetforthbytheRI

BoardofDirectors.WorkwithyoursponsorRotaryclubtoensurethatyoufollowtheseguidelines.

Also, see the RI Visual Identity Guide for more information about the proper uses of the Rotary Marks.

DownloadtheRotaractemblem(availableinvariousformats)atwww.rotary.org/graphics.

RotARAct MERchAndisE

If your club wants to order merchandise such as pins, banners, hats, clothing, or other items

featuring the Rotaract emblem, you must use vendors licensed by Rotary International.

Licensed vendors are listed in the Worldwide Rotaract Directory, RI Official Directory, and online at

www.rotary.org/graphics.Ifyoudiscoveranunlicensedindividualorfirmsellingemblem

merchandise,contacttheinternationalofficeforyourareaorRI’sLicensingSectionat

[email protected].

Page 50: Rotaract Handbook

46 RotaRact hanDbook

RotARAct club wEbsitE GuidElinEs

Rotaract clubs are encouraged to set up websites or blogs to stay connected with their sponsor

Rotaryclubs,otherRotaractclubs,andtheircommunity.Considerincludinglinkstothewebsitesof

your club’s sponsor Rotary club and RI. University-based clubs should also link to their school.

choose a domain name

To use a domain name that includes the words Rotaract or Rotary, you must include the name of

your Rotaract club or sponsor Rotary club.

For example:

www.anytownrotaractclub.org

www.rotaryclubofanytowndistrict0000.org

www.anytownrotaractors.org

use Rotaract and Rotary emblems

BrandyourwebsitebyincludingtheRotaractandRotaryemblems.Checkwithyoursponsor

Rotary club to ensure you’re following the proper guidelines for the Rotary Marks. Rotary

International accepts no responsibility for the content of any non-RI website.

Page 51: Rotaract Handbook

oFFicEs oF thE Ri sEcREtARiAt

WorldHeadquartersRotary International

OneRotaryCenter

1560ShermanAvenue

Evanston, IL 60201-3698

USA

Tel:847-866-3000

Fax:847-328-8554,-8281

Website:www.rotary.org

BrazilInternationalOfficeRotary International

Rua Tagipuru 209

01156-000SãoPaulo,SP

Brazil

Tel: 55-11-3826-2966

Fax:55-11-3667-6575

Website:www.rotaryint.com.br

EuropeandAfricaInternationalOfficeRotary International

Witikonerstrasse15

CH-8032Zurich

Switzerland

Tel:41-44-387-71-11

Fax: 41-44-422-50-41

JapanInternationalOfficeRotary International

NS3Bldg.1F

2-51-3 Akabane

Kita-ku, Tokyo

Japan 115-0045

Tel: 81-3-3903-3161

Fax:81-3-3903-3781

KoreaInternationalOfficeRotary International

Rm.705,MiwonBldg.

43 Yoido-dong, Yongdungpo-gu

Seoul150-733

Korea

Tel:82-2-783-3077,-3078

Fax:82-2-783-3079

SouthAsiaInternationalOfficeRotary International

ThaparHouse

2ndFloor,CentralWing

124 Janpath

NewDelhi,110001

India

Tel: 91-11-4225-0101

Fax: 91-11-4225-0191

SouthernSouthAmerica InternationalOfficeRotary International

Florida1,Piso2

1005BuenosAires,CF

Argentina

Tel:54-11-5032-0096,-0097,-0098

Fax: 54-11-5032-0099

SouthPacificandPhilippines InternationalOfficeRotary International

Level 2

60PhillipSt.

Parramatta,NSW

Australia 2150

Tel: 61-2-8894-9800

Fax: 61-2-8894-9899

RIinGreatBritainandIrelandRotary International

Kinwarton Road, Alcester

Warwickshire

EnglandB496PB

Tel:44-1789-765-411

Fax:44-1789-765-570

Email: [email protected]

This information was accurate at the time

of printing. For the most up-to-date contact

information, consult the RI Official Directory or

the Worldwide Rotaract Directory.

Page 52: Rotaract Handbook

Rotary International

OneRotaryCenter

1560ShermanAvenue

Evanston,IL60201-3698USA

www.rotary.org

562-En—(1012)